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Concur: February, 2011 Roll-Out

Concur: February, 2011 Roll-Out. How is Concur Rolling Out?. Pilot Population – October 15, 2009 - 10% ITS – April 15, 2010 - 1% Health System & Development – July 15, 2010 – 32% Schools & Colleges – November 15, 2010 – 35% Remaining U-M Employees – February 15, 2011 – 22%.

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Concur: February, 2011 Roll-Out

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  1. Concur: February, 2011 Roll-Out

  2. How is Concur Rolling Out? Pilot Population – October 15, 2009 - 10% ITS – April 15, 2010 - 1% Health System & Development – July 15, 2010 – 32% Schools & Colleges – November 15, 2010 – 35% Remaining U-M Employees – February 15, 2011 – 22%

  3. Road Map to Roll-OutKey Dates & Activities February 15 • Executive Unit Readiness Sessions – week of December 6, 2010 • Unit Readiness Sessions – weeks of January 3 & 10, 2011 • Interchange Sessions – weeks of February 1 & 7, 2011 • Brown Bag Sessions – weeks of March 7 & 14, 2011

  4. ExecutiveUnit Readiness December 6 2 3 1 4 6 • Purpose: Designed as a preview for unit leadership charged with redesigning unit business process and policy in line with Concur changes • Information on Concur system and significant changes provided • Time provided for questions and answers • Audience: Unit leadership (2-5 participants/unit) • Timing: Two Executive Unit Readiness Sessions • December 6, 1:00-3:00PM – Rackham Amphitheater • December 8, 9:00-11:00AM – Palmer Commons (Forum Hall)

  5. Unit Readiness January 3 2 4 1 5 6 • Purpose: Designed for unit team(s) charged with redesigning unit business process and policy in line with Concur changes • Information on Concur system and significant changes provided • List of specific transition activities to complete • Time provided for questions and answers • Audience: Unit team(s) & “power users” • Timing: Multiple presentations between January 3 - 15

  6. Interchanges February 1 2 3 1 5 6 • Purpose: Preview of Concur system information and key tasks for approvers, delegates, and employees creating expense reports or arranging travel – system demonstrations provided • Time provided for questions and answers • NOT a “training” session – approvers, delegates, and/or employees should still be encouraged to take eLearning courses • Audience: Unit approvers, delegates, and employees • Timing: Multiple presentations between February 1-15

  7. Go Live February 15 2 3 1 4 6 • Unit employees receive Concur system access • Login via Wolverine Access > University Business > Travel & Expense • No OARS access-related tasks for Unit Liaisons • No access prior to February 15, 2011 – precise system cut-over at end of P-Card Cycle • Audience: All unit employees • Timing: February 15, 2011

  8. Brown Bags March 7 2 3 1 4 5 • Purpose: Coaching session designed to respond to approver, delegate, and employee questions on creating expense reports or arranging travel - system demonstrations provided • Almost entirely question and answer based • NOT a “training” session – approvers, delegates, and/or employees should still be encouraged to take eLearning courses • Audience: Unit power users or team leads • Timing: Multiple presentations between March 7 - 21

  9. Concur Communications Plan • Concur has three types of communication messages: • Role-based messages (sent by project) Mo • Dept Manager • P-Card Roles • Non-PO Voucher Role • Morning of Go Live • Project/event messages (triaged through unit) • Unit Readiness Jan 13 Michigan A • Interchanges Feb 10th Michigan B • Brown Bag Mar 10th Michigan A • Unit-wide messages • Go Live Announcement Goes to Every employee

  10. Concur Coordination Model – Health System The Health System roll-out utilized a single point of contact for the organization 20 UMHS Implementation Leads200 Unit Leads Concur Project Team 20,000+ UMHS Employees UMHSCommLead Pat Ridenour

  11. Concur Coordination Model – Remaining Units Each unit needs to identify ONE lead for the Concur Project team to communicate and collaborate with: All Unit Employees Additional Unit Implementation Leads (based on size & need) Concur Project Team UnitCommLead Unit Lead

  12. Unit Lead Roles • Participate in the planning & execution of key Concur sessions: • Executive and Regular Unit Readiness • Interchanges • Brown Bag Sessions • Assemble appropriate roll-out team • Coordinate unit roll-out activities • Coordinate project communications (or assign a communications lead) • Receive • Forward • Oversee completion of all Unit Readiness activities • Serve as key contact/conduit to Concur Project Team • Validate unit Department Groups/ID/employee listings Unit Lead

  13. Checklist of Initial Action Items Checklist Identify Unit Lead Email by 11/01/2010: ekruse@umich.edu InitialLead Actions: Attend Executive Unit Readiness session Identify 2-3 additional employees to join them at this session

  14. Concur Training Resources • My LINC Home Page - http://maislinc.umich.edu/ • Search Term – Concur Training • Procurement Web Site:http://www.procurement.umich.edu/travelexpense.html • Procurement Solutions Team734-764-8212, Option 1 procurement.services@umich.edu

  15. Thank You for Your Time Today

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