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Breaking Down Silos – e-Invoicing Success as Part of a Holistic P2P Process

e-Invoicing drives significant organizational value and is a now must have for large organizations. Yet all too often this value is not fully realised as the project is viewed in the context of a single department, or other success factors are not properly planned for. Discover how AXA has leveraged Global e-Invoicing as a strategic value driver, integrating it in their broader procure to pay process to drive cross-functional value and adoption. Ensure your project is a resounding success by learning best practices and lessons learned in key areas such as change management (both internal and external) and supplier onboarding.

AXA Outsource Webinar June 2013 speakers/presenters:
• Markus Lack, Head Procurement Switzerland, AXA
• Dr Heinz Schäeffer, CPO NORCEE [Northern and Central Eastern Europe], AXA
• Boris Boeckem, Head of NORCEE Procurement Bus. Development & Support, AXA
• Richard Downs, Director, Solutions Marketing – EMEA, Ariba
• Jamie Liddell, Editor, Outsource

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Breaking Down Silos – e-Invoicing Success as Part of a Holistic P2P Process

  1. 1. Breaking Down Silose-Invoicing Success as Partof a Holistic P2P ProcessHeinz Schaeffer - CPO NORCEE, AXAMarkus Lack - Head of Procurement Switzerland, AXA SwitzerlandBoris Böckem - Head of NORCEE Procurement Bus. Development & Support, AXA
  2. 2. Agenda AXA Company Background Problems with a Silo’d Approach to e-Invoicing AXA e-Invoicing Challenges & Strategy Supplier Enablement & Change Management Lessons Learned & Next StepsPage 2 © AXA - all rights reserved
  3. 3. AXA – First Global Insurance BrandAXA – First Global Insurance BrandPage 3 © AXA - all rights reserved
  4. 4. Page 4 © AXA - all rights reserved
  5. 5. Prices &TermsCostSourcing &OrderingValueSpendManagementtimeSpendIntelligenceTransactionManagementNegotiations Sourcing&ContractingRiskManagementSupplierManagementAnalysisCategoryManagementExpense ControlVisualisationPredictionAlternativesPerformanceManagementPlanning-to-SettleProcessProcess AutomationReliable technical and organisationalsupport of the Procure-to-Pay ProcessThe Changing Focus of ProcurementPage 5 © AXA - all rights reserved
  6. 6. The Framework Set-up the Organisation Create Awareness Deliver PerformanceProcurement @ AXAPage 6 © AXA - all rights reserved
  7. 7. Agenda AXA Company Background Problems with a Silo’d Approach to e-Invoicing AXA e-Invoicing Challenges & Strategy Supplier Enablement & Change Management Lessons Learned & Next StepsPage 7 © AXA - all rights reserved
  8. 8. Problems with a Silo‘d e-Invoicing Approach Value limited if only exchanging the invoice (vs. full P2P w/PO)‒ Reduced process cost savings‒ Compliance difficult to enforce‒ More difficult to drive high levels of e-Invoicing‒ Difficult to extend value via early payment discounts without PO / contract match‒ Supplier Onboarding less effective More difficult to obtain necessary stakeholder buy-in‒ Internal Audit, Legal, Tax, etc. Internal adoption limited‒ Change management one of the key obstacles – best with cross functional supportPage 8 © AXA - all rights reserved
  9. 9. Agenda AXA Company Background Problems with a Silo’d Approach to e-Invoicing AXA e-Invoicing Challenges & Strategy Supplier Enablement & Change Management Lessons Learned & Next StepsPage 9 © AXA - all rights reserved
  10. 10. AXA e-Invoicing Strategy and Message Key Questions:‒ Which Business (non critical items) is qualified for e-Invoicing?‒ How to determine Suppliers for e-Invoicing?‒ Definition of Priorities / Waves / Timelines‒ What Stakeholders to involve (internal Customer, Buyers, etc.)‒ How to include e-Invoicing standards in negotiations? Key Messages to Suppliers:‒ e-Invoicing is a win-win!‒ Large Suppliers can use full automation/Back-End Integration‒ Small Suppliers can achieve a high degree of automation(ePO  PO-flip  eInv)‒ Invoice status is traceable at any time‒ It‘s not only usable for the relationship with AXA‒ It‘s not always for free (AN fee), but value exceeds costPage 10 © AXA - all rights reserved
  11. 11.  Ariba Invoice in place since July 2010 Target:50% e-Invoicing rate by end of 2012 and 60% by end of2013• 1stPhase: former ERS Supplier• 2ndPhase: all Supplier with more than 10 invoices per year• 3rdPhase: Supplier in Ariba Contract Compliance One person (for Germany and Switzerland) in charge ofpreparation of Supplier enablementAXA e-Invoicing DeploymentPage 11 © AXA - all rights reserved
  12. 12.  Follow all Tax and Legal Rules  now compliance is enabled! Convince internal Audit, TAX and Legal Dpt. to approve electronic Invoicing Involve Buyers in the enablement process and train them on the e-Invoicingapproach First steps in „real usage“• get familiar with the AN• learn from issues and questions from pilot suppliers Convice Suppliers to move to e-Invoicing Convince Suppliers to use AN for e-Invoicing• AN Awareness (Ariba and AN not always known in Germany)• integration in internal processes• easy to use• win-win situation and business case• Small Supplier  issues with technical Implementation• overcome „fears“ on supplier sideAXA e-Invoicing ChallengesPage 12 © AXA - all rights reserved
  13. 13. 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 .....e-Purchase Order e-InvoicePaper-based Processes50%SAPPhoneLettere-MailERSScan/OCRWorkflowP2PResponsibilitye-InvoicingAribaInvoiceSupplierEnablementAribaBuyerAribaContract C.SupplierPortalElectronic ProcessesContractMgmt.AXA e-Invoicing JourneyComplianceTransparencyPage 13 © AXA - all rights reserved
  14. 14. Agenda AXA Company Background Problems with a Silo’d Approach to e-Invoicing AXA e-Invoicing Challenges & Strategy Supplier Enablement & Change Management Lessons Learned & Next StepsPage 14 © AXA - all rights reserved
  15. 15.  Emails‒ Individualized‒ Templatized Supplier Handbook‒ Specific to process‒ Detailed How-To Information Online Informational Portal‒ Links to Tutorials‒ Technical documentation‒ Process information‒ ContactsSupplier Enablement@AXAPage 15 © AXA - all rights reserved
  16. 16. Change Management / CommunicationSupplierAXA Support Team Individual Mail „Welcome Letter“ „Some“ technical and individual Support Guide / Handbook customized for AXA Supplier Information portal (Access from AN) withrelevant Links, Information and Contact Details Web-Based-Training MaterialAXA Professional Buyer (Sourcing) During SRM activities Included in Sourcing Events During Negotiations Individual Support Follow-up, Reminder, EscalationAriba Standard Communication Detailed technical Support by Ariba Support Team General information materialPage 16 © AXA - all rights reserved
  17. 17. Agenda AXA Company Background Problems with a Silo’d Approach to e-Invoicing AXA e-Invoicing Challenges & Strategy Supplier Enablement & Change Management Lessons Learned & Next StepsPage 17 © AXA - all rights reserved
  18. 18. Lessons Learned Best Practice: Full P2P process under one owner e-Invoicing in Europe is much easier since 2013 SEPA can increase benefits of e-Invoicing for multi-country companies Technical Implementation is easier than gaining Stakeholder Buy-In Change Management is KEY internal Clients and Supplier Provide support to Suppliers! Identify right Supplier partner Leverage Ariba supplier enablement support KPI: less than 5 days average processing time for e-Invoicese-Invoicing brings benefits to all Stakeholders, if deployedas part of a full P2P process with cross-functional supportPage 18 © AXA - all rights reserved
  19. 19. Next Steps Extend e-Invoicing scope(Target: 75 – 80% of relevant invoices) Enable „Dynamic Discounting“ to show further benefitsfor the suppliers and for AXA Provide Supplier Portal as a hub for Communication,Data Exchange, E-Sourcing Events, InformationMaterial, etc. ...Page 19 © AXA - all rights reserved
  20. 20. Breaking Down Silose-Invoicing Success as Partof a Holistic P2P ProcessHeinz Schaeffer - CPO NORCEE, AXAMarkus Lack - Head of Procurement Switzerland, AXA SwitzerlandBoris Böckem - Head of NORCEE Procurement Bus. Development & Support, AXA
  21. 21. Your TradingPartnersYourApplications1+ millionTrading Partners65+ millionAnnual Invoices190Countries>60%Global 2000 use theNetwork$450BIn AnnualCommerce40+ millionAnnual Purchase Orders• Supplier Discovery, Strategic Sourcing &Contracting• Procurement & Order Collaboration• Collaborative Invoice to Pay• Dynamic Discounting, Supply Chain & Receivables Financing• Marketing, Sales, Servicing & Fulfillment• Bill Presentment & PaymentThe Ariba NetworkAddresses all trading partners, processes and back-end systems, simplyBUYMANAGE CASHSELL© 2013 Ariba, Inc. All rights reserved.21
  22. 22. Thank you & QuestionsWebsite : Ariba.comBlog : TheNetworkedEconomy.comYouTube : youtube.com/AribaSpendManagerTwitter : twitter.com/AribaLinkedIn : linkedin.com/company/AribaFacebook : facebook.com/AribaInc© 2013 Ariba, Inc. All rights reserved.22Richard DownsDirector, SolutionsMarketing – EMEARDowns@ariba.com+44 7584 488 762To learn more about our solutions, let’s keep in touch!International SAP Conference for Financial ServicesLondon, UK, 8-10 July 2013International Cash and Treasury ManagementBarcelona, Spain, 16-18 October 2013e-Invoicing & e-Billing - EXPP SummitWarsaw, Poland, 23-24 September 2013

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