Case Study involving integration of Third Party Application with Oracle EBS iExpenses to support Expense Claim Submission and Approval functionality on Mobile Device. Third-Party Application name used in this Case Study remains proprietary information.

1. Mobilizing Expense Management
(A Case Study)
- Donald Fernandes
2014

2. Agenda
• Project Scope
• Project Timeframe
• (TO-BE) Process Flow
• PoC Scenarios
• Open Items/ Decision Points
• Security Considerations
• Production Rollout Plan

3. Project Scoping Summary
• Enable Expense Report User (Submitter+Approver roles) to fully manage
Expense Claims processing, using mobile App interface
• Supported Devices/ Platforms: iPhone, iPad, Android (?)
• User Authentication, Expense Data Storage, Retrieval, Business Rule
enforcement will continue from Oracle EBS (real-time)
• Downward compatibility with current PC-browser based process
• Global availability
• Expense Claim Audit, Payment Management functions are out of scope
• Generic user functions (Reset Password, Logout, etc) will be available
• Scalable architecture for zero impact w/ future Oracle Patches

4. Current Statistics (annualized)
Total Expense Report Count (Global) 3700
Total Expense Report Count (US Only) 2650
Total Expense Report Count with Itemizations 1150
Total Expense Reports with Line Count (<25) 3250
Total Expense Reports with Line Count (25-100) 450
Total Expense Reports with Line Count (>100) 10

5. Project Timeframe

6. (TO-BE) Process Flow

7. Architecture Schematic

8. POC Scenarios
(role: Expense Submitter)
Summary IT Cert
Status
Ability to Login to Oracle UI mock-up
works;
pending IT Cert
Enter Expense Header data
Enter/ Remove Expense Line data (includes navigation)
Enter/ Remove Expense Line Detail w/o Itemization
Enter Expense Line Detail w/ Itemization (example Hotel expenses)**
Attach multiple Files (example scanned Receipt .JPEG)
Save Expense Report
Allocate appropriate Accounting segments
Withdraw Expense Report
Duplicate Expense Report
View submitted Expense Claims
** tablet only

9. POC Scenarios
(role: Expense Approver)
Summary IT Cert
Status
Ability to Login to Oracle Pass
Ability to view and select Expense Claims to Approve Pass
Reconcile data in Oracle Pass
Performance (Save and Query Expense Report) Pass
Ability to view Attachments Pass
Ability to navigate between Expense Lines Pass

10. Test Scenarios (General Look-Feel)
Requirement Summary IT Cert
Status
Reset Password capability Closed
Company ABC Logo Closed
Logout Capability Closed
OneLogin Integration Closed

11. Test Scenarios (Exception Paths)
Summary IT Cert
Status
Lost connectivity to Third Party server Open
Oracle down/ not available Open
Multiple (50+) concurrent sessions Open
Claim Rejection scenario Pass
Approver’s Request for Additional Information Pass
Login Failure (multiple attempts lockout, etc reason) Open
Future-dated Expense Report Open
Multiple (>25) Expense Report Lines on a given Claim Open
Split GL Allocation for a given Claim Line (reqd by Engg) Open

12. Open Items/ Decision Points
# Open Item Summary Follow-up/
Owner
Comments/
Resolution
1 General Stats on how many Expense Claims
actually use Itemization?
Company
ABC IT
Closed see other
slide
2 OneLogin Integration Third Party
3 What file type attachments to be supported? Company
ABC IT
4 POC on Android devices pending Third Party Required
5 Can Itemization be supported? What are the
challenges here, if any?
Third Party
6 Provide Hosting Requirements Third Party
7 Provide recommendations for Tablet vs Phone
UI
Third Party
8 How does GD integration get reflected? Third Party

13. Deployment Considerations +
Future Vision
Consideration Decision/ Comment
Hosting Option: In-House or
Cloud
In-House - to be finalized
US or Global rollout Initial US only - preferred for
better Support
Department-wise rollout Future
Approver-Only or Full
Functionality rollout
Future