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T & E – Total Control Across YourOrganizationSharedserviceslink.com‟s Procure to Pay Leaders Meeting May, 2012Presented by...
Agenda• About Mosaic• Defining „total control‟ for Mosaic• Mosaic‟s reasons for outsourcing T&E• Selecting your provider• ...
About Mosaic• Founded in 2004.  – Merger with Cargill‟s crop nutrition business and    former IMC Global, Inc.  – Separate...
Defining ‘Total Control’ for Mosaic• Visibility to Spend.  – Manager Review.  – Accounting/Finance for budget.  – Internal...
Mosaic’s Reasons for Outsourcing T&E• T&E was outsourced to Cargill.  – Due to Cargill separation, Mosaic needed to    det...
Selecting Your Provider• Mosaic did not participate in formal,  multiple vendor selection process.• Benchmarking.  – Consu...
Controls to Make Your Solution Work• System Audit Rules.  –   Duplicate expenses.  –   Random audits/every report audit.  ...
The Expected & Surprised Challenges• Expected:  – Employee resistance to process change.          • Communicate upfront an...
Overcoming Implementation Challenges• Gain a full understanding of current  processes before starting.  – Utilize flowchar...
Training Considerations• Communication  – When to start communicating.  – What information should be shared.  – How to sha...
Conclusion• T & E – Total control across your  organization can be achieved by:  –   Strong T&E policy with top-down suppo...
Questions?
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T&E – total control across your organization

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Keeping track of all your company’s expenses manually is tough today as firms are running on an increasingly global basis with more employees needing T&E support. With a need for tight controls and visibility on T&E spend coupled with moving towards a paperless office, what are the options available?

In this session, Christa Kelley from The Mosaic Company shares her experience in rolling out the Concur solution globally and examines in this session:

- The business case for your T&E solution and how to choose the right provider for you
- How to set up the controls you need to make your T&E solution really work
- Overcoming implementation challenges and training issues for you to consider

Published in: Education
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T&E – total control across your organization

  1. 1. T & E – Total Control Across YourOrganizationSharedserviceslink.com‟s Procure to Pay Leaders Meeting May, 2012Presented by: Christa KelleyThe Mosaic Company
  2. 2. Agenda• About Mosaic• Defining „total control‟ for Mosaic• Mosaic‟s reasons for outsourcing T&E• Selecting your provider• Controls to make your solution work• The expected and surprise challenges• Overcoming implementation challenges• Training considerations• Conclusion
  3. 3. About Mosaic• Founded in 2004. – Merger with Cargill‟s crop nutrition business and former IMC Global, Inc. – Separated from Cargill in 2011.• Mosaic is the world‟s largest producer of Phosphate and 2nd largest producer of Potash. – Mosaic‟s product allows farmers to more the double crop yields.• Over 7,500 employees worldwide, with locations in eight countries.• Mosaic’s mission is to help the world grow the food it needs.
  4. 4. Defining ‘Total Control’ for Mosaic• Visibility to Spend. – Manager Review. – Accounting/Finance for budget. – Internal Audit – SOX requirements.• Easily Track and Monitor Policy Violators.• Upfront System Audit.• Receipt Images (minus the paper). – Outsource audit and scanning functions.• Reporting Capabilities. – Quick access to all T&E/Pcard information.
  5. 5. Mosaic’s Reasons for Outsourcing T&E• T&E was outsourced to Cargill. – Due to Cargill separation, Mosaic needed to determine how to independently handle T&E.• Benchmarked with other companies similar in size.• Utilizing SAP was not considered as we were looking for turnkey solution – Did not have staff in place. – IT resource limitations.• Focus was to reduce: – Paper . – Non-value added activities. – Complications/additional work for employees.
  6. 6. Selecting Your Provider• Mosaic did not participate in formal, multiple vendor selection process.• Benchmarking. – Consulted with employees about past experiences at other companies. – User friendly solution. – Current Concur customer references. – Concur was premium product on market for full travel and expense automated solution. – Concur solution demo.• Quick implementation with an intuitive, user-friendly solution.• Automated process.• Reporting capabilities.• Global solution for expense reporting and travel arrangements.
  7. 7. Controls to Make Your Solution Work• System Audit Rules. – Duplicate expenses. – Random audits/every report audit. – Report amount and cash reimbursements. – Expense reminders.• Back-end Monthly Audits. – Miscellaneous MCC audits – Past due account review. – Personal expenses. – Mileage.• Travel – Color coded reservations that encourage employees to take most cost effective option. – Limitations on options employees can select from.• Monthly Manager Recap Report.
  8. 8. The Expected & Surprised Challenges• Expected: – Employee resistance to process change. • Communicate upfront and frequently. – Increased rebates due to compliance.• Surprised: – Length of time to implement a solution. – Significant time to review and sign contracts with bank and Concur for file feeds. – Complexity of reporting tool in Concur.
  9. 9. Overcoming Implementation Challenges• Gain a full understanding of current processes before starting. – Utilize flowcharts.• Language barriers.• Testing and monitoring system changes.• Log open issues along with resolutions.• Communication to employees and with Concur.• Keep issues from being end-user issues.
  10. 10. Training Considerations• Communication – When to start communicating. – What information should be shared. – How to share the information (email, intranet, conference calls, etc.).• Location – Where are the employees located? – Language to train in. – Web-ex vs. In-person. – Employee procedures. – To mandate or not mandate training?• Utilize a training department if you can.
  11. 11. Conclusion• T & E – Total control across your organization can be achieved by: – Strong T&E policy with top-down support. – Building audit controls into the system upfront. – Compliance by “guilt” functionality within solution. – Back office reviews. • Audit misc. items. • Seek out more detail. • Don‟t be afraid to challenge expenses. • Get involved immediately on past due accounts. – Building strong communication channels with the business.
  12. 12. Questions?

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