Jam notes and additions  the suite life  an overview of coupa unified spend solution-0415

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Jam notes and additions the suite life an overview of coupa unified spend solution-0415



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Jam notes and additions the suite life an overview of coupa unified spend solution-0415 Presentation Transcript

  • 1. ©2014 Coupa Software, Inc. John Maiolo Controller General Atlantic The Suite Life: An Overview of Coupa Unified Spend Solution Gabe Perez Senior Solutions Director, Global Major Accounts Coupa Software
  • 2. Agenda  Introductions  The General Atlantic Spend Management Journey • It started small, and has taken over • Becoming more strategic • Measurable Results  The Coupa Suite – A Platform for all spend • We do more than buy • How to strategically expand your spend foot print • Why Spend needs to be looked at
  • 3. General Atlantic – Our Journey Expense Management – Get rid of the paper! • How do we do this easy, fast and now Let‟s Go Global! • Let‟s get everyone involved Procurement Exposed • We need to become more strategic Analyze This! • Adoption and expansion of platform = visibility
  • 4. In search of an expense solution… First Goal: A product & partner that fits our business needs • Easy and fast to implement – Live in 3 Months with integration • Most Importantly: Easy to use and drive adoption – Users love it • We are special, how can this solution fit “us” – Business Owned - Customizable vs. Configurable • Getting it right with Amex Reconciliation – Make this easy and ease our pain, Coupa got it right • The platform Vision: In it for the long haul – Coupa‟s innovation and ability to execute has been the key to our growth
  • 5. Pre-Coupa “Spending hours reviewing expense reports.” Coupa Going Paperless
  • 6. Going Global Ease of use was critical to go international • Training was minimal – Self Taught or learning from a co-worker • Summer of 2013: Brazil, Singapore, Hong Kong, Beijing, Munich, London, Mumbai – Only took a week per location! – Minimal resources – Myself and a few Executive Assistants • Ease of use made it frictionless and adoption natural
  • 7. Make it Local
  • 8. What‟s your Cost per Square Foot to store paper?
  • 9. We don‟t procure…do we? Needed to move from tactical to strategic • Got rid of paper, but how do we leverage the platform more – Visibility into spend allows us to leverage catalogs and contracts • Many processes for complex requests needing workflow – Users love it – Making the process simple with a Coupa Web Form. • INVOICING? – Live January 2014 and 150+ vendors on board and increasing weekly – Approval workflow adoption easy for everyone – Requests & Purchase Orders are now Popular!
  • 10. From: Brown, Precious Sent: Monday, April07, 2014 9:17 AM To: Maiolo, John Subject:RE: Coupa Purchase Order process Hi John, I like the Coupa process better; it’s straight to the point and easier. In Sales force the process seems delayed and complicated. Thank you for taking the time to show me. You have made my life much easier! Precious From: Maiolo, John Sent: Monday, April07, 2014 9:13 AM To: Brown, Precious Subject:Coupa Purchase Order process Precious, Just following up on the process I showed you last week, ordering the cubicle rebuild for the new associate on the 32nd floor. Can you tell me what you thought of the process compared SF? Most importantly, I saw that Tom and Manny approved, now you can print he PO and send it to Arenson.
  • 11. Analyze to Optimize Our Initial goals and continued implementation. Spend Analytics and more to come. Best Practices Paperless Spend Analytics One Platform Global Solution Procurement Ease of use Local Customization Workflow Efficiencies Optimize Cash Flow Streamline Process
  • 12. Measurable Results  Expense Reports Being Submitted Faster • Jan „14, 72% of expense reports submitted with in 15 days, an improvement from 15% the prior year • Jan‟13 expense report was 42 days, Jan‟14 is only 17 days. • For the first time in many years, 100% of prior year expense reports were submitted by Jan 31st  Improved Financial Reporting • Speed of expenses plus tight integration to Great Plains has improved, controls and visibility  Invoicing Paper Reduction • Reduced Paper because of Coupa email invoicing • Increased adoption of Coupa supplier network • Email intensive processes now handled with Coupa Webforms
  • 13. From: B, Priscilla Sent: Thursday, January 03, 2013 2:26 PM To: Maiolo, John Subject: Wow! Hi John, Happy New Year! I just wanted to let you know that I‟m working on expenses again (never ending) and I can already see GREAT changes in Coupa. Wow! It‟s easier to use than last month and has better categories already. You guys are making my work life so exciting and manageable. Thank you! *********************** Regards, Priscilla B General Atlantic 228 Hamilton Ave., FL 2 Palo Alto, CA 94301 0-60MPH…”Make People Happy”
  • 14. Spend Happens: Capture It Coupa‟s Unified Platform
  • 15. Pre-Approved Un-Approved Coupa is only solution that organically captures all three Procurement Expense ManagementPost-Approved Invoice Management
  • 16. Spend Happens Why treat spend differently? SPEND IS SPEND!
  • 17. How do you capture the spend? By capturing the need first, everything starts with “I need...” My invoice processed Help understanding something To buy something Approval for something Assistance with a process Something Fixed To collaborate for a decision A supplier set up for payment To request access to something To start a process To Reconcile Card Charges ©2014 Coupa Software, Inc. – Confidential
  • 18. Spend Management is Journey  Look at not only your current pain, but the future • Do no fall into the trap of fixing an acute pain, find a cure for the problem • Understand what the platform does, after immediate pain is solved  Collaborate: Do not make decisions in a silo • Too often, AP/Finance, Procurement and IT do not work together, resulting in disparate solutions for each area‟s pain • Look for a solution that can deliver strategically for everyone  Phase it out • Tackle your immediate pain first, but design for the next step  Executive Alignment • Ensure executives are involved for selection and project success – Executive sponsorship not only will drive success, but a broader platform footprint
  • 19. From Tactical to Strategic The Pain • Too Much Paper – Desire to Automate • No Visibility – Data is poor and non-existent • No Integrated Process – AP, Procurement and Finance work in silos • System Limitations – Need more functionality = next RFP The Solution • Automate as the beginning – Automation is not “the” solution • Spend Capture is Key – Start somewhere (Expenses, Invoicing, Procurement) • Start to expand spend footprint – Move to the next step: e.g. Post Approved to Pre-approved • Platform that supports growth – Turn on applications as you go
  • 20. Brief Demonstration Coupa‟s Unified Platform
  • 21. ©2014 Coupa Software, Inc. Q A&
  • 22. ©2014 Coupa Software, Inc. When: TONIGHT! Where: Mezzanine SF 444 Jessie St. mezzaninesf.com Time: 6 - 11pm Dress: Business casual or semi-formal Sponsored by: INSPIRE Party!