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    Collaborate Collaborate Presentation Transcript

    • Session 39130 Reduce Costs by Incorporating Imaging into PeopleSoft Expenses Madeline Osit Beacon Application Services
    • Context [Why Peoplesoft - originally] • Adopt best practices through using a package with minimal customizations • Having the originator of the transaction subsume the input of that transaction in an easy, reliable (error free) and consistent way • User empowerment – access to data • No islands of information • Less paper – on-line approval and routing
    • Travel Environment • 10,400 Trips Conducted Annually • $97M Travel & Entertainment Budget • International Travel Comprises 99% Of All Travel • 85% Of All Staff Will Travel At Some Point In Their Career
    • PS Expenses • Brought value as an automated, integrated, workflow-enabled T&E system but did not fulfill the goal of being a paperless environment
    • What to do? • Evaluate areas where paper was necessary or an inhibitor • Evaluate ways to expedite the reimbursement process • Create a project to address the above
    • Imaging Project Business Objectives • Reduce Report Preparation, Approval and Auditing Time for Expense Reports • Reduce Document Copying and Storage Costs • Provide Online Access to Receipts • Reduce Wait Time (faster payments) • Support Automated Report Assignments • Align with the objectives of providing faster processing of payments and of supporting evolving travel business requirements • Provide a foundation that can be leveraged for additional process improvements in other administrative areas
    • Why an imaging solution? • Cost-effective solution that leverages technology investment through: – Capturing, organizing and presenting unstructured data in harmony with your ERP solution – Creating secure long-term storage for financial documentation, supporting SOX initiatives
    • Why an imaging solution? • Automate the business workflow within a document-centric process • Integrate web-processing activities with source documents eliminating the paper chase • Ability to electronically access documents at the point of need
    • Supports key compliance goals • Data Integrity – stores all data using indexing and object store provides secure storage for long-term retention • Data Confidentiality – Authentication and encryption features • Data Accessibility – Display capabilities integrate with security and ensure all user actions are auditable
    • The before picture: • The traveler (or their authorized representative) created an Expense Report in Expenses and submitted it for approval: – The traveler created an expense report “skeleton” by using the delivered “Copy from Travel Authorization” function. • The skeleton contained all expense items included in the TA except prepaid items, such as prepaid airfare. – Original receipts were required and forwarded to Finance even though the Expense Report is submitted on-line.
    • • The completed expense report was routed to the owning department for review and approval via a custom workflow. – The Department approver received an email that the expense report is available for review as well as an entry on his worklist. – An email notification was sent to the traveler via a custom workflow process upon department approval of the expense report
    • • Expense reports approved by the department were routed to Finance for pre-pay audit review and approval via a custom workflow process.
    • So -- • Expense reporting process was all automated and work flow enabled • Tolerance checks ensured line item detail meet with corporate policy • Employee expectations included rapid turn- around of approval and payment process ….but….
    • Where’s the receipt?
    • What Change meant • Implementation of ImageNow solution to process expense report receipts • Imaging solution integrated with PeopleSoft (PS) Financials Expenses module • Imaging receipt files were to be captured using fax or multi-function printers (MFP) and indexed to PS Expenses records • Access to images via link on PS expense report page, leveraging existing PS security • Existing expense report PS workflow will not change • Paper receipts stay within departments throughout the process, disposition of paper receipts occurs a lot sooner and document copying and storage costs are reduced
    • Description of Change – User Impact • Departmental assistants will: – Collect expense report information and paper receipts from travelers – Prepare expense report in PS Expenses – Print cover page with bar coded Travel Authorization # and Expense Report # from PS Expenses module – Fax cover page and travel receipts to imaging server as TIFF files – Alternatively, use Multi Function Printers to scan cover page and receipts and place TIFF files in a pre-determined network directory • Departmental approvers will: – Review expense reports and will have access to receipts images using link on PS expense report page to launch WebNow viewer • FIN staff will: – Access and process expense report and receipts using link on PS expense report pages to launch ImageNow client
    • Capture Storage Retrieval scanned documents PeopleSoft Expenses Inbound faxes email Object system reports/forms Repository Viewing Options print to “tiff” electronic documents ImageNow Viewer (Client) WebNow Viewer
    • Bar Coded Cover Page Report
    • PS Financials – Expense Report Page Link to invoke WebNow Viewer to display Expense Report Receipts
    • WebNow Viewer
    • Description of Change - Technical • ImageNow solution components – technical view: – AIX Server : New schema under FINPROD database to store metadata – Windows Server : Application Server, Fax Agent, Import Agent, iScript Engine, Recognition Agent, Content Server, OCR Recognition Agent, Web Server (Apache Tomcat) – Client Software: ImageNow Full Client – 15 users in Fin/Travel Payments section – Winstall download – Brooktrout TR1034 analog fax board (4 channel) – 4 analog phone lines with hunt for free line – Multi-function printers scan receipts to file – Expenses module changes – online tolerance, edits, cover page report with bar code, link to launch imaging solution, workflow
    • Users Affected • Core users: FIN – Travel Payment staff (15) • Preparers and approvers: Divisional assistants, OMs, budget assistant/officers, approvers (about 500) • Phased deployment over a two month period: – Started with Pilot departments, using the financial group as the first to go live – Second group was the “heavy travelers” – Third deploy encompassed support departments [HR, Technology Services, etc. – Remote offices being discussed
    • Prerequisites for Change • Minor changes to PS Financials Expenses application to support bar-coded images
    • Project / Implementation Team • Finance Department • Beacon Consultant • Information Technology Services – PeopleSoft IT support – Server Infrastructure Team – Telecom Engineering – Multimedia Services [Printer Maintenance] – Client Services [Help Desk]
    • Considerations • Complex solution with multiple components and high level of user impact • Communication and training • Testing and Q/A
    • Testing / QA • Comprehensive set of tests to confirm expected functionality, integration, security and performance/load • Imaging Application Functionality Testing – Capture, Indexing, Image Viewing, Annotation, Attachment, Print to ImageNow, Manual Linking, Full Content Capture, Full Content Search – Security Testing - Access, Roles • Integration with PS Expenses Testing – Link Fax Image, Link Scan Image, Launch ImageNow, Launch WebNow • PS Expenses Process Changes Testing – Bar code cover page report, report pre-edit, tolerance exception, workflow
    • Testing / QA • Performance/Load Testing • System Testing – 2 weeks • User Acceptance Testing – 2 weeks • Post-Migration to Production Testing (before go-live) • IT readiness and sign-off • User sign-off
    • Communication Plan • Weekly status meetings with major stakeholders • Readiness review/sign-off meeting • Coordination Meeting with Pilot Departments – Identify contacts – Obtain full commitment – Review timetable – Review user training plan and schedule – Review process changes • Broad user meetings to introduce imaging solution concept and timetable to expense report preparers and approvers for all departments
    • Communication Plan • Send Implementation Announcement and Progress updates via e-mail to All Departments: – Include rollout dates – Confirm training sessions and participation – Send out FAQs – Follow up with progress reports and user satisfaction
    • Configuration / Operational Issues • Project team closely monitored first days of operations: – Fax lines – Agents – Logs – Response time – User feedback and satisfaction
    • No problems, no issues • No outage required • Help desk was well trained • Users very accepting • Sped up process • Saved time and money
    • …and then we went one step further…
    • …and then we went one step further… If everything was there, was there really a need to audit every expense report?
    • Originally… • Audit concern that expenses above specific dollar amounts should be substantiated • Developed data checks (tolerance edits) on expense types invoked when expense report is submitted for approval • Edits are based on: – Dollar limitation (fixed amount or per day) – Presence on report – Quantity (how many) appear on report – Percentage above specific cost • Traveler is forced to provide comment on each edit before expense report can be submitted
    • Risk Factor Assignment • Type of Travel • Expense types used within Report • Expenses over a specific dollar amount • Refunds over a specific dollar amount (based on cash advances) • Multiple destination trips • Presence of specific edit conditions on report
    • • Needed method to “rank” expense reports to gauge amount of audit required • “Risk factor” ranking will indicate amount of review by auditors: – Risk Factor 5: full expense report review – Risk Factor 4: review tolerance edits, hotels, office space, transportation, interpretation – Risk factor 3: review hotel charges and tolerance edits – Risk factor 2: review tolerance edits – Risk factor 1: no review, immediate approval
    • Implementing Risk Factor Analysis • Evaluation is done during Department Approval Process • Expense Report is checked against Risk 5 factors, then Risk 4, etc. until one risk factor is satisfied • If no criteria is met, risk factor of 1 is assigned • Risk Factor Level appears on Expense Report Details page in Pre-Pay Audit
    • Risk Factor Distribution • Statistics: – Risk Factor 5: 8% – Risk Factor 4: 26% – Risk Factor 3: 17% – Risk Factor 2: 34% – Risk Factor 1: 15% • Process is being refined currently: – more tolerance edits are being added – other tools are being developed to take full advantage of risk factor assignments • Goal: Auditors should focus on audit role, not recalculate expenses
    • The perfect pair • Auditors can view receipts on-line when reviewing flagged expense reports • Reduces paper handled by finance and provides streamlined audit trail
    • Other options for the future: Payables - Invoices • Speeding the approval process for invoice handling • Route invoices to approver for immediate response – no lost discounts or unpaid invoices • Monitor inbound invoices, volumes and time it takes to process
    • Other options for the future: Human Capital Management • Creating a secure environment for all employee related documents • Recruiting and applicant data • Payroll
    • Questions?