1. U-M Travel and Expense System (Concur) Project Unit Liaison Meeting 4/15/09 U-M Procurement Services, 2009

2. Agenda  Concur Basics  Project Progress to Date  Projected Project Timeline  Unit Readiness & The Unit Liaisons The Concur Project, University of Michigan, 2009

3. Concur Basics  Why does the U-M need the Concur system?  What does Concur do?  Who will use the new Concur System? The Concur Project, University of Michigan, 2009

4. University of Michigan Strategic Goals:  Automate the current manual travel and expense reporting processes on campus.  Standardize travel and expense reporting and documentation across the U-M.  Document and automate the travel and expense approval processes.  Reduce the total length of the travel and expense (and reimbursement) reporting processes.  Produce meaningful spend reporting to leverage with vendors for U-M cost savings The Concur Project, University of Michigan, 2009

5. Concur Expense combines P-Card reconciliation and Non-PO Voucher (reimbursements) in one, flexible interface. Using Concur travel saves the U-M money on reservations and administrative time in creating Expense Reports. What Does Concur Do?  Expense –  Expense Reporting system capable of handling ALL expenses incurred by employees on behalf of the U-M (e.g. out-of-pocket or P-Card)  Travel –  Web-based reservation system providing competitive fares and discounts to U-M employees  Saves reservations as fully formatted Expenses which can be rapidly imported into Expense Reports The Concur Project, University of Michigan, 2009

6. Potentially every U-M employee might have cause to use the Concur system over time. Who will Use Concur?  Employees who:  Travel on behalf of the U-M for business  Pay for travel or other business supplies using a P-Card  Incur out-of-pocket expenses on behalf of the U-M which will require a reimbursement The Concur Project, University of Michigan, 2009

7. Potentially every U-M employee might have cause to use the Concur system over time. Who will Use Concur?  Delegates:  In some cases, units may determine employees may require assistance with their Travel arrangements or Expense Reporting  Concur provides functionality for Delegates  Employees must define their own Delegates  Employees must submit their own Expense Reports.  Expense Report Approvers  All Expense Reports will require approval in the system. The Concur Project, University of Michigan, 2009

8. Updates:  What is happening with the project implementation?  When will the System Go Live (projected dates)?  What will your Units need to do in preparation for this system?  How will you be asked to help? The Concur Project, University of Michigan, 2009

9. Project Milestones Key tasks since the last UL meeting:  February-April, 2009 - Three user working group sessions  December – February, 2009 – Expense configuration design sessions and testing  March – April, 2009 – Travel configuration design sessions and testing  December – April, 2009 – Steering Committee activities to make strategic U-M Business Process decisions The Concur Project, University of Michigan, 2009

10. The Concur Pilot project is designed to: Discover system and business process issues Address & resolve issues Complete 2-3 successful monthly business cycle prior to rolling out campus- wide. When will the System Go Live?  PRT/Pre-Pilot Activities  More robust application and business process testing (end-to-end)  Pilot:  Pilot units  Projected pilot timing  Pilot goals  Campus Go Live:  Every U-M employee & all U-M P-Cards  Projected Go Live timing The Concur Project, University of Michigan, 2009

11. Concur Demo

12. The Concur Project team is developing Unit Readiness materials to assist Units in reviewing the appropriate business processes in preparation for the new system. The goal is to improve Unit’s initial success with the conversion. What will our Units need to DO in preparation for Pilot or Go Live?  Evaluate ChartFields & ShortCodes  Evaluate Employee Needs  Determine Delegates  Define Approvers  Consider Reporting Needs & Data Requirements  Consider & Communicate Departmental Policies The Concur Project, University of Michigan, 2009

13. Concur uses ShortCodes for expenses. System users will no longer have the ability to modify all ChartField values. Evaluate ChartFields & ShortCodes  Concur uses ShortCodes  Any ChartField string that could be utilized for Expenses will need an equivalent ShortCode  Concur displays Expense Types instead of Account values  U-M modification to capture Domestic vs. Foreign travel  U-M modification to capture Indirect Cost Recovery Exclusion (“X Class”) The Concur Project, University of Michigan, 2009

14. ALL employees can use Concur to build their own Expense Reports. Evaluate Employee Needs  It is preferable that ALL employees use Concur to book their own Travel and build their own Expense Reports.  However, employees may be assisted by Delegates, if required. The Concur Project, University of Michigan, 2009

15. Concur permits employees to create: Travel Arrangers Expense Delegates Employees must add Delegates themselves. Departments may wish to encourage or facilitate this process. Determine Delegates  Consider which employees might benefit from assistance from Travel Arrangers & Expense Delegates  Determine which employees are appropriate Delegates  Consider how Delegates might facilitate/assist with the Go Live process The Concur Project, University of Michigan, 2009

16. The timeliness of the Approval Process will directly impact the speed in which Expense Reports are processed, and employees are reimbursed for out-of-pocket expenses. Define Approvers  Must follow U-M policies for Approvals.  Determine which Departmental employees are current approvers  Map Departmental Approval “work- flow” and review for efficency  If desired, assign employees a default approver to enter in Expense Profile  Approvers can be added “on the fly” in the Expense Report, as needed. The Concur Project, University of Michigan, 2009

17. The decentralized nature of the U-M Departments means that additional Departmental policies and business processes may need to be reviewed to most effectively convert your employees to Concur. Consider & Communicate Departmental Standards  An opportunity to consider the following Departmental policies and business practices:  Employee Travel  Employee Expense Reporting The Concur Project, University of Michigan, 2009

18. End User materials using the U-M standards and tools will be provided to aid in end user training. Training Resources  Documentation  Simulations  Voice Over for Major Elements  Traditional for Other Expense Reporting Tasks  eLearning Courses  Delegate  Approver  Interchanges & Other Forums The Concur Project, University of Michigan, 2009

19. MAIS and U-M leadership has identified the Unit Liaisons as one of the most effective conduits for successfully preparing units for system changes. How will Unit Liaisons be Asked to Help?  No specific action items today  Unit Readiness Checklist Materials will be presented  Pilot vs. Campus  Presentation/Handout  Departmental Planning Checklist  Employee Conversion Checklist (Template) The Concur Project, University of Michigan, 2009

20. What’s Next?  Contact Us:  Eric Kruse – ekruse@U-Mich.eduekruse@U-Mich.edu  Thom Madden – thommad@U-Mich.eduthommad@U-Mich.edu The Concur Project, University of Michigan, 2009

21. Thank You for Your Time Today!