Traveling Dont Forget OIE A global OIE rollout case study

1
Traveling? Dont Forget OIE! A global OIE
rollout case study

• Nicole Wilson
• TUSC
• NCOAUG
• August 15, 2008

2
Agenda

• Company background
• Global implementation of OIE
• Multiple credit card programs
• Custom credit card charge entry form
• Custom project entry in OIE
• Workflow modifications
• Reporting
• Questions

3
Company Background

• Independent product safety certification
  organization that has been testing products and
  writing Standards for Safety for over a century
• Over 19,000 types of products, components,
  materials, and systems are evaluated annually
• 21 billion logos appear on 72,000 manufacturers'
  products each year
• Companies and network of service providers
  include 62 laboratory, testing, and certification
  facilities serving customers in 99 countries

4
Global Oracle Implementation

• Oracle Modules implemented
• AP
• PO
• GL
• Assets
• OIE
• CRM and HR had been previously implemented
• Regions
• North America
• Latin America
• Asia
• Europe

5
Advantages to Implementing OIE

• Employee Benefits
• Increased visibility to status of expense reports
• Increased visibility to payment information
• Increased feedback on required information
  resulting in reduced payment cycle time
• Credit card transaction data would be available
  online which would ease expense data entry

6
Advantages to Implementing OIE(Continued)

• Accounts Payable Benefits
• Reduced AP interaction in loading expense reports
  from Microsoft Excel templates into an online
  system as employees would enter expense reports
  online themselves
• Decreased AP inquiries related to expense reports
  status would allow the AP staff to focus on
  quality expense report auditing
• Airline tickets purchased on the prepaid
  corporate card and by individuals could be more
  easily reconciled

7
Advantages to Implementing OIE(Continued)

• Corporate Benefits
• Standardized platform and processes would
  decrease maintenance and support costs
• Increased visibilities to corporate spend which
  would lead to improved leveraging of purchasing
  power
• Increased visibility to expenses

8
Global Implementation of OIE

• Rollout to US initially
• SMEs
• Open house demonstrations
• Hands on sessions
• Online training
• User guides
• Help desk
• Canada, Mexico, Asia, and Europe
• Weekly conference calls to support rollout
• Onsite training to Canada and Mexico

9
Multiple Credit Card Programs

• Converted airline charges
• Direct bill airline charges
• US Bank Visa charges
• American Express charges

10
Converted Airline Charges

• Had approximately 1 million in non-expensed
  airline charges at the point of conversion
• Created a company pay credit card program for
  these charges
• Imported the charges into Oracle from legacy
  system

11
Direct Bill Airline Charges

• Created a company pay credit card program to
  handle charges on a ghost card
• Integrated with travel agencies to reconcile
  charges and fees

12
US Bank Visa Charges

• Created a both pay credit card program for
  travelers that had individual US Bank credit
  cards
• Developed a pre-processor to handle invalid data

13
American Express Charges

• Migrated to a global credit card program
  supporting one file format
• Created a both pay credit card program for
  travelers that had individual American Express
  credit cards
• Developed a pre-processor to handle invalid data

14
Custom Credit Card Charge Entry Form

• Allows for reconciliation of converted airline
  charges
• Provides quick tool for research
• Provides data entry mechanism for testing

15
Custom Credit Card Charge Entry Form
16
Custom Project Entry in OIE

• Developed custom process to capture project entry
• Utilized certain expense types to identify
  billable expenses
• Setup DFFs to capture project information
• Developed custom concurrent process to send
  project information to legacy system

17
Workflow Modifications

• CEO expense report approvals
• Bypassing manager approvals
• Policy violations

18
CEO Workflow Modification

• Oracle HR was implemented previously
• OIE leveraging the employee/supervisor hierarchy
  for expense report routing
• No supervisor in the system for the CEO
• Modified the Manager (Spending) Approval Process
  workflow

19
Manager (Spending) Approval Process Workflow
Modification for CEO

• Objective to create a new Oracle Workflow
  function that will be executed if the Find
  Approver function fails. Because the CEO has no
  approver, the Find Approver Process will fail.
• Assumptions
• Another role will approve CEO expense reports
• Profile option OIE Enable Approver is set to
  Yes

20
Manager (Spending) Approval Process Workflow
Modification for CEO
21
Manager Bypass Workflow Modification

• Wanted to notify travelers manager that an
  expense report was submitted
• Only wanted managers to approve expense reports
  over a certain dollar amount
• Modified the Manager (Spending) Approval Process
  workflow
• Created two new profile options to support
  workflow modification

22
Regular Expense Report Approval Process
23
Manager Bypass Expense Report Approval Process

24
Manager (Spending) Approval Process Workflow
Modification for Manager Bypass

25
Policy Violation Workflow Modification

• AP could reject expense reports for policy
  violations
• AP rejection will send the expense report to
  manager for approval or rejection
• Added a new lookup value

26
Policy Violation Workflow
27
Reporting

• Custom queries through Noetix
• Allows Purchasing to identify corporate spend
• Provides quick summary of expenses by type and
  amount

28
Questions

29
Presenter Information

• Nicole Wilson
• TUSC
• wilsonn_at_tusc.com