Travel & Expense at Cincinnati ChildrensHospital: To Customize or Not toCustomize?Session #31431March 19, 2013
 Alan French Assistant Vice President, FinancialApplications Cincinnati Children’s Hospital Medical Center Ptools 8.51...
 Ramesh Panchagnula Co-Founder/President Smart ERP Solutions
 CCHMC determined it was in the bestinterest of the institution to partner with SmartERP Solutions to provide a user-frie...
 CCHMC & Smart ERP Solutions Overview Project Review Project Resources and Timeline Project Approach and Structure De...
 Full service, nonprofit, pediatric academicmedical center, established in 1883 Ranked 3rd in 2012-2013 U.S. News & Worl...
 Human Capital Management implementedVersion 7.5 in 1999 Supply Chain Management, FinancialManagement and Grants Managem...
Smart ERP Solutions Overview
•Oracle partner and provider of pre-packaged, release-independentPeopleSoft solutions and services:–Extend PeopleSoft func...
Paper FormsManual StepsandProcessesManualWorkflowApprovalLack ofIntuitive UserInterfaceComplexTransactionsRedundantData En...
Automate Streamline Simplify
 Easily add convenient features to PeopleSoft—any application, moduleor version (8.x and beyond) Deploy anywhere within ...
X
CCHMC T&E Project Review
 Paper travel authorization form Paper or excel expense report Attached to custom check request bolt-on Summary data o...
 Online travel authorization (replaces paper form) CCHMC standard workflow approvals Attachment of receipt images (into...
 Customized Page Design Similar to other bolt-on pages (Check Request,Divisional Billing, Cost Transfers) Integration o...
 Targeted embedded help tool in application asprimary support tool Customization to route users to learningmaterials On...
 Simplified end-user navigation Reduction of 15+ pages to 4 User friendly pages Embedded compliance with CCHMC policie...
 Merges Employee Profile & Authorize ExpenseUsers pages Sets defaults ChartString (Delivered Payroll Interface only fee...
 One page for end-users to Create, View, Print,Modify, Delete and Cancel a TA Required fields and displayed fields confi...
 Auto Rental message to get insurance or not basedon country Personal Stay worksheet Save CCHMC $ by extending the trip...
 One page for end-users to Create, View, Print,Modify, and Delete an ER Similar user interface as SmartDoc TA Required ...
 Prepaid Meeting requires check request ID ER’s > 5% TA flagged for risk and requiresadditional justification TA Attach...
 2 CCHMC Business Analysts Neither 100% dedicated to the project Some CCHMC I/S Development < .5 FTE during developmen...
Sep 1, 2011 Jul 31, 2012Oct 11 Nov 11 Dec 11 Jan 12 Feb 12 Mar 12 Apr 12 May 12 Jun 12 Jul 12Cincinnati Children’s Hospita...
Demonstration
 Involve high volume & vocal users early in Pilot Reach out to administrative assistants Hold 2-3 development review se...
 Alan French Assistant Vice President, Financial Applications Cincinnati Children’s Hospital Medical Center E-mail: al...
This presentation and allAlliance 2013 presentationsare available for downloadfrom the Conference site atwww. alliance-con...
PeopleSoft Travel & Expense at Cincinnati Children's Hospital Medical Center
PeopleSoft Travel & Expense at Cincinnati Children's Hospital Medical Center
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PeopleSoft Travel & Expense at Cincinnati Children's Hospital Medical Center

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Presentation by Cincinnati Children's Hospital Medical Center on how they streamlined PeopleSoft Travel and Expense while avoiding customizations with add-on solutions from Smart ERP Solutions.

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PeopleSoft Travel & Expense at Cincinnati Children's Hospital Medical Center

  1. 1. Travel & Expense at Cincinnati ChildrensHospital: To Customize or Not toCustomize?Session #31431March 19, 2013
  2. 2.  Alan French Assistant Vice President, FinancialApplications Cincinnati Children’s Hospital Medical Center Ptools 8.51, Application 9.1
  3. 3.  Ramesh Panchagnula Co-Founder/President Smart ERP Solutions
  4. 4.  CCHMC determined it was in the bestinterest of the institution to partner with SmartERP Solutions to provide a user-friendly T&Esystem that incorporated our internal travelpolicies.
  5. 5.  CCHMC & Smart ERP Solutions Overview Project Review Project Resources and Timeline Project Approach and Structure Demonstration Delivered CCHMC Pages Lessons Learned Questions
  6. 6.  Full service, nonprofit, pediatric academicmedical center, established in 1883 Ranked 3rd in 2012-2013 U.S. News & WorldReport list of best children’s hospitals Second highest recipient of NIH grants forpediatric research Over 1.1 million patient encounters last fiscalyear Over 13,000 employees Revenue of $1.85B in FY 2012 (July 1, 2011 –June 30, 2012)
  7. 7.  Human Capital Management implementedVersion 7.5 in 1999 Supply Chain Management, FinancialManagement and Grants Managementimplemented 8.8 in 2005 Learning Management (ELM) implemented8.9 in 2006 Data Warehouse (EPM) implemented 9.0 in2008 All Applications upgraded to version 9.1 May16, 2011
  8. 8. Smart ERP Solutions Overview
  9. 9. •Oracle partner and provider of pre-packaged, release-independentPeopleSoft solutions and services:–Extend PeopleSoft functionality and improve ROI–Highly configurable – tailored to YOUR business requirements–Architected and designed as “add-on” solutions–Minimal upgrade impact–Avoid customizations–Leverage existing PeopleSoft features–Seamless integration with PeopleSoft applications–Lower total cost of ownership•Rapid implementation & deployment•Deep PeopleSoft product knowledge and experience
  10. 10. Paper FormsManual StepsandProcessesManualWorkflowApprovalLack ofIntuitive UserInterfaceComplexTransactionsRedundantData EntryLack of End-UserProductivityeSignatureCapabilityToo ManyFields, Tabs,Pages
  11. 11. Automate Streamline Simplify
  12. 12.  Easily add convenient features to PeopleSoft—any application, moduleor version (8.x and beyond) Deploy anywhere within a PeopleSoft application Configure to meet your specific needs
  13. 13. X
  14. 14. CCHMC T&E Project Review
  15. 15.  Paper travel authorization form Paper or excel expense report Attached to custom check request bolt-on Summary data only No ability to provide expense type metrics All conference & travel reported in one GLAccount
  16. 16.  Online travel authorization (replaces paper form) CCHMC standard workflow approvals Attachment of receipt images (into ImageNow) Delegation to Authorized Users Detailed expense reporting with associated GLaccount
  17. 17.  Customized Page Design Similar to other bolt-on pages (Check Request,Divisional Billing, Cost Transfers) Integration of CCHMC travel policy Reporting Expense Transaction Details available from Revenue& Expense Report Application Reports designed to mirror existing paperforms/reports
  18. 18.  Targeted embedded help tool in application asprimary support tool Customization to route users to learningmaterials Online Videos
  19. 19.  Simplified end-user navigation Reduction of 15+ pages to 4 User friendly pages Embedded compliance with CCHMC policies When a Travel Authorization is required When expense types can and cannot be used Per Diem vs. Actuals Laundry Personal Stay & Auto Mileage worksheets
  20. 20.  Merges Employee Profile & Authorize ExpenseUsers pages Sets defaults ChartString (Delivered Payroll Interface only feedsBU & DeptID) Expense report entry to copy from travelauthorization Business Purpose, Billing Type, Payment Type Pre-Paid Air & Conference expense type defaults
  21. 21.  One page for end-users to Create, View, Print,Modify, Delete and Cancel a TA Required fields and displayed fields configurable byexpense type Automatically route to T&E Profile and embeddedtraining Allow requesters to back date a TA Automatically insert expense rows for each day ofthe trip
  22. 22.  Auto Rental message to get insurance or not basedon country Personal Stay worksheet Save CCHMC $ by extending the trip Requires original airfare amount Auto Mileage worksheet Incorporates normal commute miles Miles > 500 requires an airfare alternative quote Workflow emails with links to transactions Nightly notification of aging transactions
  23. 23.  One page for end-users to Create, View, Print,Modify, and Delete an ER Similar user interface as SmartDoc TA Required to be copied from a TA when usingexpense types Airfare, Hotel, Meeting or Mileage >250 Airfare ticket # required on ER Message on meal expense types to reviewdeparture/arrival times
  24. 24.  Prepaid Meeting requires check request ID ER’s > 5% TA flagged for risk and requiresadditional justification TA Attachments copied to ER TA can only be used on one ER Workflow emails with links to transactions Nightly notification of aging transactions
  25. 25.  2 CCHMC Business Analysts Neither 100% dedicated to the project Some CCHMC I/S Development < .5 FTE during development phase Migration oversight Some minor development Smart ERP Solutions Development Team Remote from Pleasanton, CA
  26. 26. Sep 1, 2011 Jul 31, 2012Oct 11 Nov 11 Dec 11 Jan 12 Feb 12 Mar 12 Apr 12 May 12 Jun 12 Jul 12Cincinnati Children’s Hospital Medical Center PeopleSoft Travel & Expense v.9.1Conduct Fit GapSessionsDesignDevelopmentTestingPilot GroupHospitalWide Go-liveDevelop Training
  27. 27. Demonstration
  28. 28.  Involve high volume & vocal users early in Pilot Reach out to administrative assistants Hold 2-3 development review sessions per week Don’t repeat sins of the past (ability for approvers toadjust document)
  29. 29.  Alan French Assistant Vice President, Financial Applications Cincinnati Children’s Hospital Medical Center E-mail: alan.french@cchmc.org Ramesh Panchagnula Co-Founder/President Smart ERP Solutions E-mail: ramesh.p@SmartERP.com
  30. 30. This presentation and allAlliance 2013 presentationsare available for downloadfrom the Conference site atwww. alliance-conference.comPresentations from previous meetings are also available

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