1 traveling? don’t forget oie! a global oie rollout case study
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Traveling? Don’t Forget OIE!Traveling? Don’t Forget OIE! A global OIE rollout case studyA global OIE rollout case study
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AgendaAgenda
Company background Global implementation of OIE Multiple credit card programs Custom credit card charge entry form Custom project entry in OIE Workflow modifications Reporting
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Company BackgroundCompany 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
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Global Oracle ImplementationGlobal Oracle Implementation
Oracle Modules implemented: AP PO GL Assets OIE CRM and HR had been implemented
previously Regions:
North America Latin America Asia Europe
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Advantages to Implementing Advantages to Implementing OIEOIEEmployee 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
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Advantages to Implementing OIEAdvantages to Implementing OIE(Continued)(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
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Advantages to Implementing OIEAdvantages to Implementing OIE(Continued)(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
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Global Implementation of OIEGlobal 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
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Multiple Credit Card ProgramsMultiple Credit Card Programs
Converted airline charges Direct bill airline charges US Bank Visa charges American Express charges
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Converted Airline ChargesConverted 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
Used employee number as the credit card number for this credit card program and loaded all employee credit card numbers into Oracle
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Converted Airline Ticket Card Converted Airline Ticket Card ProgramProgram
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Converted Ticket Credit Card Converted Ticket Credit Card SetupSetup
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Direct Bill Airline ChargesDirect 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
Used employee number as the credit card number for this credit card program and loaded all employee credit card numbers into Oracle
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Direct Bill Airline Ticket Card Direct Bill Airline Ticket Card ProgramProgram
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Direct Bill Ticket Credit Card Direct Bill Ticket Credit Card SetupSetup
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US Bank Visa ChargesUS 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
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U.S. Bank Visa Card ProgramU.S. Bank Visa Card Program
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U.S. Bank Visa Credit Card U.S. Bank Visa Credit Card SetupSetup
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American Express ChargesAmerican 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
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Custom Credit Card Charge Entry Custom Credit Card Charge Entry FormForm Allows for reconciliation of converted airline
charges Provides quick tool for research Provides data entry mechanism for testing
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Custom Credit Card Charge Entry Custom Credit Card Charge Entry FormForm
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Custom Project Entry in OIECustom 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
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Workflow ModificationsWorkflow Modifications
CEO expense report approvals Bypassing manager approvals Policy violations
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CEO Workflow ModificationCEO 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
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Manager (Spending) Approval Manager (Spending) Approval Process Workflow Modification – Process Workflow Modification – for CEOfor 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”
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Manager (Spending) Approval Manager (Spending) Approval Process Workflow Modification – Process Workflow Modification – for CEOfor CEO
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Manager Bypass Workflow Manager Bypass Workflow ModificationModification Wanted to notify traveler’s 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
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Regular Expense Report Approval ProcessRegular Expense Report Approval Process
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Manager Bypass Expense Report Manager Bypass Expense Report Approval ProcessApproval Process
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Manager (Spending) Approval Process Manager (Spending) Approval Process Workflow Modification – for Manager BypassWorkflow Modification – for Manager Bypass
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Policy Violation Workflow ModificationPolicy 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
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Policy Violation WorkflowPolicy Violation Workflow
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ReportingReporting
Custom queries through Noetix Allows Purchasing to identify corporate
spend Provides quick summary of expenses by
type and amount
