Traveling? Don

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Traveling? Dont Forget OIE! A global OIE
rollout case study
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Agenda

• Company background
• Global implementation of OIE
• Multiple credit card programs
• Custom credit card charge entry form
• Custom project entry in OIE
• Workflow modifications
• Reporting

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Company Background

• Independent product safety certification
  organization that has been testing products and
  writing Standards for Safety for over a century
• Over 19,000 types of products, components,
  materials, and systems are evaluated annually
• 21 billion logos appear on 72,000 manufacturers'
  products each year
• Companies and network of service providers
  include 62 laboratory, testing, and certification
  facilities serving customers in 99 countries

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Global Oracle Implementation

• Oracle Modules implemented
• AP
• PO
• GL
• Assets
• OIE
• CRM and HR had been implemented previously
• Regions
• North America
• Latin America
• Asia
• Europe

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Advantages to Implementing OIE

• Employee Benefits
• Increased visibility to status of expense reports
• Increased visibility to payment information
• Increased feedback on required information
  resulting in reduced payment cycle time
• Credit card transaction data would be available
  online which would ease expense data entry

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Advantages to Implementing OIE(Continued)

• Accounts Payable Benefits
• Reduced AP interaction in loading expense reports
  from Microsoft Excel templates into an online
  system as employees would enter expense reports
  online themselves
• Decreased AP inquiries related to expense reports
  status would allow the AP staff to focus on
  quality expense report auditing
• Airline tickets purchased on the prepaid
  corporate card and by individuals could be more
  easily reconciled

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Advantages to Implementing OIE(Continued)

• Corporate Benefits
• Standardized platform and processes would
  decrease maintenance and support costs
• Increased visibilities to corporate spend which
  would lead to improved leveraging of purchasing
  power
• Increased visibility to expenses

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Global Implementation of OIE

• Rollout to US initially
• SMEs
• Open house demonstrations
• Hands on sessions
• Online training
• User guides
• Help desk
• Canada, Mexico, Asia, and Europe
• Weekly conference calls to support rollout
• Onsite training to Canada and Mexico

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Multiple Credit Card Programs

• Converted airline charges
• Direct bill airline charges
• US Bank Visa charges
• American Express charges

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Converted Airline Charges

• Had approximately 1 million in non-expensed
  airline charges at the point of conversion
• Created a company pay credit card program for
  these charges
• Imported the charges into Oracle from legacy
  system
• Used employee number as the credit card number
  for this credit card program and loaded all
  employee credit card numbers into Oracle

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Converted Airline Ticket Card Program
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Converted Ticket Credit Card Setup
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Direct Bill Airline Charges

• Created a company pay credit card program to
  handle charges on a ghost card
• Integrated with travel agencies to reconcile
  charges and fees
• Used employee number as the credit card number
  for this credit card program and loaded all
  employee credit card numbers into Oracle

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Direct Bill Airline Ticket Card Program
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Direct Bill Ticket Credit Card Setup
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US Bank Visa Charges

• Created a both pay credit card program for
  travelers that had individual US Bank credit
  cards
• Developed a pre-processor to handle invalid data

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U.S. Bank Visa Card Program
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U.S. Bank Visa Credit Card Setup
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American Express Charges

• Migrated to a global credit card program
  supporting one file format
• Created a both pay credit card program for
  travelers that had individual American Express
  credit cards
• Developed a pre-processor to handle invalid data

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Custom Credit Card Charge Entry Form

• Allows for reconciliation of converted airline
  charges
• Provides quick tool for research
• Provides data entry mechanism for testing

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Custom Credit Card Charge Entry Form
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Custom Project Entry in OIE

• Developed custom process to capture project entry
• Utilized certain expense types to identify
  billable expenses
• Setup DFFs to capture project information
• Developed custom concurrent process to send
  project information to legacy system

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Workflow Modifications

• CEO expense report approvals
• Bypassing manager approvals
• Policy violations

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CEO Workflow Modification

• Oracle HR was implemented previously
• OIE leveraging the employee/supervisor hierarchy
  for expense report routing
• No supervisor in the system for the CEO
• Modified the Manager (Spending) Approval Process
  workflow

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Manager (Spending) Approval Process Workflow
Modification for CEO

• Objective to create a new Oracle Workflow
  function that will be executed if the Find
  Approver function fails. Because the CEO has no
  approver, the Find Approver Process will fail.
• Assumptions
• Another role will approve CEO expense reports
• Profile option OIE Enable Approver is set to
  Yes

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Manager (Spending) Approval Process Workflow
Modification for CEO
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Manager Bypass Workflow Modification

• Wanted to notify travelers manager that an
  expense report was submitted
• Only wanted managers to approve expense reports
  over a certain dollar amount
• Modified the Manager (Spending) Approval Process
  workflow
• Created two new profile options to support
  workflow modification

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Regular Expense Report Approval Process
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Manager Bypass Expense Report Approval Process

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Manager (Spending) Approval Process Workflow
Modification for Manager Bypass

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Policy Violation Workflow Modification

• AP could reject expense reports for policy
  violations
• AP rejection will send the expense report to
  manager for approval or rejection
• Added a new lookup value

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Policy Violation Workflow
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Reporting

• Custom queries through Noetix
• Allows Purchasing to identify corporate spend
• Provides quick summary of expenses by type and
  amount

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Presenter Information

• Nicole Wilson
• TUSC
• wilsonn_at_tusc.com