U-M Travel and Expense System (Concur) Project Unit Liaison Meeting 4/15/09 U-M Procurement Services, 2009
Download ReportTranscript U-M Travel and Expense System (Concur) Project Unit Liaison Meeting 4/15/09 U-M Procurement Services, 2009
U-M Travel and Expense System (Concur) Project Unit Liaison Meeting 4/15/09 U-M Procurement Services, 2009
Agenda
Concur Basics Project Progress to Date Projected Project Timeline Unit Readiness & The Unit Liaisons The Concur Project, University of Michigan, 2009
Concur Basics
Why does the U-M need the Concur system?
What does Concur do?
Who will use the new Concur System?
The Concur Project, University of Michigan, 2009
University of Michigan Strategic Goals:
Automate the current manual travel and expense reporting processes on campus.
Standardize travel and expense reporting and documentation across the U-M.
Document and automate the travel and expense approval processes.
Reduce the total length of the travel and expense (and reimbursement) reporting processes.
Produce meaningful spend reporting to leverage with vendors for U-M cost savings The Concur Project, University of Michigan, 2009
What Does Concur Do?
Expense – Expense Reporting system capable of handling ALL expenses incurred by employees on behalf of the U-M (e.g. out-of-pocket or P-Card) Travel – Web-based reservation system providing competitive fares and discounts to U-M employees Saves reservations as fully formatted Expenses which can be rapidly imported into Expense Reports
Concur Expense combines P-Card reconciliation and Non-PO Voucher (reimbursements) in one, flexible interface.
Using Concur travel saves the U-M money on reservations and
administrative
time in creating Expense Reports.
The Concur Project, University of Michigan, 2009
Who will Use Concur?
Employees who:
Travel on behalf of the U-M for business Pay for travel or other business supplies using a P-Card Incur out-of-pocket expenses on behalf of the U-M which will require a reimbursement
Potentially every U-M employee might have cause to use the Concur system over time.
The Concur Project, University of Michigan, 2009
Who will Use Concur?
Delegates:
In some cases, units may determine employees may require assistance with their Travel arrangements or Expense Reporting Concur provides functionality for Delegates Employees must define their own Delegates Employees must submit their own Expense Reports.
Expense Report Approvers
All Expense Reports will require approval in the system.
The Concur Project, University of Michigan, 2009
Potentially every U-M employee might have cause to use the Concur system over time.
Updates:
What is happening with the project implementation?
When will the System Go Live (projected dates)?
What will your Units need to do in preparation for this system?
How will you be asked to help?
The Concur Project, University of Michigan, 2009
Project Milestones
Key tasks since the last UL meeting: February-April, 2009 Three user working group sessions
December – February, 2009 –
Expense configuration design sessions and testing
March – April, 2009 –
Travel configuration design sessions and testing
December – April, 2009 –
Steering Committee activities to make strategic U-M Business Process decisions The Concur Project, University of Michigan, 2009
When will the System Go Live?
PRT/Pre-Pilot Activities
More robust application and business process testing (end-to-end)
Pilot:
Pilot units Projected pilot timing Pilot goals
Campus Go Live:
Every U-M employee & all U-M P-Cards Projected Go Live timing • • •
The Concur Pilot project is designed to: Discover system and business process issues Address & resolve issues Complete 2-3 successful monthly business cycle prior to rolling out campus wide.
The Concur Project, University of Michigan, 2009
Concur Demo
What will our Units need to DO in preparation for Pilot or Go Live?
Evaluate ChartFields & ShortCodes Evaluate Employee Needs Determine Delegates Define Approvers Consider Reporting Needs & Data Requirements Consider & Communicate Departmental Policies
The Concur Project team is developing Unit Readiness materials to assist Units in reviewing the appropriate business processes in preparation for the new system. The goal is to improve Unit’s initial success with the conversion.
The Concur Project, University of Michigan, 2009
Evaluate ChartFields & ShortCodes Concur uses ShortCodes Any ChartField string that could be utilized for Expenses will need an equivalent ShortCode Concur displays Expense Types instead of Account values U-M modification to capture Domestic vs. Foreign travel U-M modification to capture Indirect Cost Recovery Exclusion (“X Class”)
Concur uses ShortCodes for expenses. System users will no longer have the ability to modify all ChartField values.
The Concur Project, University of Michigan, 2009
Evaluate Employee Needs It is preferable that ALL employees use Concur to book their own Travel and build their own Expense Reports.
However, employees may be assisted by Delegates, if required.
ALL employees can use Concur to build their own Expense Reports.
The Concur Project, University of Michigan, 2009
Determine Delegates Consider which employees might benefit from assistance from Travel Arrangers & Expense Delegates Determine which employees are appropriate Delegates Consider how Delegates might facilitate/assist with the Go Live process •
Concur permits employees to create: Travel Arrangers
•
Expense Delegates Employees must add Delegates themselves.
Departments may wish to encourage or facilitate this process.
The Concur Project, University of Michigan, 2009
Define Approvers
Must follow U-M policies for Approvals.
Determine which Departmental employees are current approvers Map Departmental Approval “work flow” and review for efficency If desired, assign employees a default approver to enter in Expense Profile Approvers can be added “on the fly” in the Expense Report, as needed.
The timeliness of the Approval Process will directly impact the speed in which Expense Reports are processed, and employees are reimbursed for out-of-pocket expenses.
The Concur Project, University of Michigan, 2009
Consider & Communicate Departmental Standards An opportunity to consider the following Departmental policies and business practices: Employee Travel Employee Expense Reporting
The decentralized nature of the U-M Departments means that additional Departmental policies and business processes may need to be reviewed to most effectively convert your employees to Concur.
The Concur Project, University of Michigan, 2009
Training Resources Documentation Simulations Voice Over for Major Elements Traditional for Other Expense Reporting Tasks eLearning Courses Delegate Approver Interchanges & Other Forums
End User materials using the U-M standards and tools will be provided to aid in end user training.
The Concur Project, University of Michigan, 2009
How will Unit Liaisons be Asked to Help?
No specific action items today Unit Readiness Checklist Materials will be presented Pilot vs. Campus Presentation/Handout Departmental Planning Checklist Employee Conversion Checklist (Template)
MAIS and U-M leadership has identified the Unit Liaisons as one of the most effective conduits for successfully preparing units for system changes.
The Concur Project, University of Michigan, 2009
What’s Next?
Contact Us:
Eric Kruse – [email protected]
Thom Madden – [email protected]
The Concur Project, University of Michigan, 2009