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Non-Stop iExpense !! Srikanth Thadakamalla([email protected]) Sachin Jadhav ([email protected]) Contents iExpense Legacy Process iExpense Stats Maintenance Nightmare? The solution.. Results till now… Q&A iExpense Legacy Process

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non stop iexpense

Non-Stop iExpense !!

Srikanth Thadakamalla([email protected])Sachin Jadhav ([email protected])

contents
Contents
  • iExpense Legacy Process
  • iExpense Stats
  • Maintenance Nightmare?
  • The solution..
  • Results till now…
  • Q&A
iexpense legacy process
iExpense Legacy Process
  • Employee logs into iExpense and submits Expense Reports
  • Employee gets a failure notification if the employee manager is not found in the approval setup
  • Employee raises a ticket
  • Functional Analyst analyzes the issue
  • Functional Analyst Redirect employee to contact HR to get the Cost Center and Manager info
  • Employee contacts HR dept to furnish this information
  • Functional Analyst gets the Approval Matrix Information and sets up the Manager Limits in correct Responsibility
iexpense stats
iExpense Stats
  • iExpense at Yahoo!
    • 250 iExpense Cost Centers
    • 6000 iExpense Users
    • 35 iExpense Responsibilities
    • 1300 New Expense Reports per month
iexpense maintenance nightmare
iExpense Maintenance Nightmare
  • Maintenance Nightmare
    • The ER volume makes it a maintenance nightmare
    • Manual Intervention for ERs returned because of setup
    • Results in loss of Productivity for HR/Finance as they have to intervene to do the Approval Setup
    • End user frustrated as the payment gets delayed
the solution
The Solution
  • Selected Workflow Changes over Scheduled Job
  • Added a new custom function in Workflow to add/update the Approval Limits if required
  • Approval Limits are added to all required Supervisors in the HR hierarchy
  • Approval Limit gets updated if there is change in the Limits
  • Approval Limits are read from Requisition Approval Limits
  • Requisition Approval Limits are tied to Job Level of Person
the solution7
The Solution
  • Requisition Approval Limits are tied to Job Level of Person – How do we maintain these?
    • 4000 Job Titles
    • 10 Job Levels (e.g. Yahoo! Global 30, 40…)
    • Requisition Approval Limit is based on the Job Level
    • Custom form to maintain these Limits
    • Any change triggers of Process to update the Requisition Approval Groups
solution gains
Solution Gains
  • This change simplified the Requisition Approval Matrix
  • Just one Approval Amount limit for iExpense as well as Requisitions
  • Eliminated Manual Intervention in the Process
  • Intelligent enough to add Approval Limits to all levels required
  • Flexible enough to update Approval Limits in case of changes
results so far
Results so far…
  • -------------------------
  • Month Setup ERs
  • -------------------------
  • Aug 2007 82 1246
  • Sept 2007 97 1069
  • Oct 2007 104 1327
  • Nov 2007 1034 1447
  • Dec 2007 879 1768
  • Jan 2008 192 218
  • -------------------------
  • Total 2388 7075
  • -------------------------
results so far10
Results so far…
  • 300 Tickets per month
  • 13 Tickets per day
  • 30 Minutes per ticket
  • 390 Minutes per day
  • Approx Total savings in a year = 1300 person hrs
results so far11
Results so far…
  • The secret benefit is in elimination of user frustration, escalations, irritations and time delays for getting expense reports paid !
  • No price can be put on not having to deal with staffs who feel that you are trying to keep them from their money !!!
about us
About Us
  • Ubex Corporation is a premier provider of end-to-end solutions based on Oracle Applications
  • Ubex (www.ubex.com) is an Oracle Certified Partner
about us14
About Us
  • Srikanth is Oracle Apps Tech Lead at Yahoo! since 2005. Srikanth had been part of iProcurement Development at Oracle Corp
  • Sachin is Oracle Apps P2P Consultant at Yahoo! since April 2007. Sachin had been part of iProcurement Development at Oracle Corp
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