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Automated Expense Report – The Receipt of Success. The Joint Commission’s Implementation of the PeopleSoft Expense Report Module. Automated Expense Report – The Receipt of Success. Who Are We.

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automated expense report the receipt of success

Automated Expense Report – The Receipt of Success

The Joint Commission’s Implementation of the PeopleSoft Expense Report Module

slide2

Automated Expense Report – The Receipt of Success

Who Are We

The Joint Commission’s 20,000 accredited and certified organizations are composed of health care organizations and clinical programs across the continuum of care. Hospitals, critical access hospitals, and providers of home care services make up the largest segments of organizations that seek Joint Commission accreditation to help strengthen their patient safety and quality of care provided.

In addition, The Joint Commission accredits laboratories, ambulatory care facilities, long-term care facilities, office-based surgery centers and behavioral health care organizations.

The Joint Commission also provides certification of health care staffing services and more than 2,400 organizations have earned Joint Commission certification in programs devoted to improving the care of patients with chronic diseases and conditions such as stroke, joint replacement, diabetes and heart failure.

GNC Consulting, Inc. is a highly specialized Oracle Platinum Partner whose core business is the implementation, upgrade and maintenance of Oracle’s PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards products. Our consultants are proficient with the full suites of PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards applications. With this capability across a broad range of applications, customers can confidently rely on GNC for our expertise.

Our mission is to help our customers succeed in the global marketplace by exceeding their expectations in delivering value in everything we do. GNC is well equipped to assist companies make the best decisions concerning additional applications, upgrades to existing applications and support. Building and maintaining trusted, long-term relationships is vital to the success of our business and helps us to ensure an in-depth knowledge of our customers’ needs and businesses.

slide3

Automated Expense Report – The Receipt of Success

PeopleSoft History

“Past” (1999-2010)

“Recent” (2011-2013)

FIN App Upgrade in 2011

v84->v90-v91 : Financials (GL, AP, PO, BI, AR)

PeopleTools Upgrades Annually in 2012

2012 : 8.52.03 -> 8.52.19 w/LDAP Authentication

2013 : 8.52.19 -> 8.53.03 w/Single Sign-On

2014 : 8.53.03 -> ?.??.?? w/Interaction Hub Portal

Implemented EX-Expenses in 2012

v91 – (1st module to all Employees)

Future PeopleSoft Plans

2014 : Cash Management?

2015 : Assets?

2015 : Upgrade to v92 or v93

Purchased & Implemented PeopleSoft in 1999

v75 : Financials (GL, AP, PO, BI, AR)

Purchased & Converted from Cyborg in 2004

v84 : HRMS (HR, BEN, PR)

FIN App Upgrade in 2003

-> v84 : Financials (GL, AP, PO, BI, AR)

HR App Upgrade in 2005

-> v88 : HRMS (HR, BEN, PR)

Converted from PeopleSoft to UltiProin 2009

HRMS (HR, BEN, PR, TIME)

Purchased & Implementation of Hyperion

2012 : Hyperion Planning (Budgeting)

2013 : Financial Rptg (nVision to Hyperion)

2013 : Hyperion Workforce Planning

2014 : Dashboards & BI Reporting

slide4

Automated Expense Report – The Receipt of Success

The Players

I.T. Lead

Roger Turek, IT Program Manager

(HR/FIN Enterprise Packages)

Consulting

Steve Glawe

(GNC Sr. Consultant)

User Lead

Steve Mazzone, PFA Accounts Payable Manager

slide5

Automated Expense Report – The Receipt of Success

Original Stats

  • Central Office expense reports submitted after each activity.
  • Field expense reports submitted every two weeks.
  • Expense Reports processed in December: 1355.
  • Average (actual) turn-around days: 5.53 days.
  • Average time spent per expense report: 13.8 minutes
  • Number of staff Dedicated to Expense Report Processing: 3
slide7

Automated Expense Report – The Receipt of Success

Intended Scope Needed to Include:

  • Employee information from Payroll/ HR
  • Internal SAM feed to each expense report
  • Ability to maintain Per Diem Rates down to zip code level
  • Preset limits on expense types (Hard and Soft Stops)
  • Daily International currency conversion feeds
  • Daily Credit Card (AMEX) feeds
  • Personal payments and cash advances
  • Automated Workflow
  • Receipt Imaging
  • URL access from both internal and external web addresses
  • Future Features
    • Travel Vendor Feed (Air Travel) to be processed like AMEX
    • Offline Capability
    • Mobile Expenses
slide8

Automated Expense Report – The Receipt of Success

Detail Of Scope: Employee Data Feed

slide9

Automated Expense Report – The Receipt of Success

Detail Of Scope: SAM Feed (Travel Authorization)

  • TA Imports:
  • A control
  • Standard Description
  • Location
  • Limits (based on location)
  • Dates (adds a travel day)
  • Cost center information
  • By-passes Workflow

Brings in dates, location, cc, limits

slide10

Automated Expense Report – The Receipt of Success

Detail Of Scope: Per Diem Rates

  • IRS CONUS rates are by county and are seasonal. We map cities to postal codes and then cross reference those to counties in order to get a rate.
slide11

Automated Expense Report – The Receipt of Success

Detail Of Scope: Expense Limits

  • Limits required for daily Meals (Matrix), Lodging (Matrix), and Laundry expenses.
  • All had to be “soft” stops.
  • Lodging and Meals are built on a ‘matrix’
slide12

Automated Expense Report – The Receipt of Success

Detail Of Scope: Daily Currency Exchange Rate Feeds

We have Daily downloads from Oanda.com, with history.

Exchange rate used is based on date of the expense

slide13

Automated Expense Report – The Receipt of Success

Detail Of Scope: Daily Credit Card Feeds

  • Automated downloads done three times per day.
  • Auto-scheduled queries run to ensure jobs complete.
  • Expense types can be changed in the “wallet” before being imported to expense report.
  • Working on process where by importing from “wallet” will relieve receipt requirement.
slide14

Automated Expense Report – The Receipt of Success

Detail Of Scope: Paybacks and Cash Advances

  • Old System
  • Personal travel and other misc activity creates an amount due company. (“advance” by TJC)
  • A/P created Credit Memo (or negative voucher) to net with Expense Vouchers in AP.(reclaim advance)
  • New System
  • Challenge - Advances not being applied by user
  • Solution
    • Enter a negative expense report (automatically becomes “paid” ) and also creates a Cash Advance.
    • Have a Modification to prevent duplicate entries
    • Have a Modifications to forced travelers to apply all or part of the advance, if one exists
slide15

Automated Expense Report – The Receipt of Success

Detail Of Scope: Workflow

  • For majority of staff, it was changed to be driven by a special reporting string rather than HR Supervisor.
  • For VP’s was left as HR Sups. (Driven from job classification on Employee Demographics download from HR / Payroll.
slide16

Automated Expense Report – The Receipt of Success

Detail Of Scope: Online Receipt Imaging

  • SOLUTIONS
  • Introduced FAX server (good for post audit attachments, as well).
  • Each Staff members has two monitors, users encouraged to combine
  • Restricted attachments to ‘Header’ section only
  • Encouraged use of “Smart” phones and inexpensive digital cameras
  • CHALLENGES
  • Ending use of US Mail
  • Multiple attachments
  • Attachments “hidden” on the report
  • User acceptance
  • Limited scanning tools
slide17

Automated Expense Report – The Receipt of Success

Detail Of Scope: Online Receipt Imaging (cont.)

1. Online Attachment on PeopleSoft EX Hdr

2a. Copier Email to User

& User Online Attach

3b. Email to Batch Receipt Directory

2b. Copier Scan send to Batch Receipt Directory

3a. User Faxes to Batch Receipt Directory

\ATT

\INATT

\ERRATT

slide18

Automated Expense Report – The Receipt of Success

Detail Of Scope: Internal and External Access

  • BENEFITS
  • Able to control phased rollout
  • Able to point people to specific ‘test’ or ‘live’ regions

Internal Network link (PROD)

Core Team Splash Page (all Env’s)

External: (outside Firewall with Security)

Internal: Links

slide19

Automated Expense Report – The Receipt of Success

Detail Of Scope: Future: Travel Vendor Integration (Air Travel Feeds)

Future Phase: Employees will be able to bring prepaid travel vendor items like airfare or hotel arrangements into the expense report the same way they import credit card payments.

slide20

Automated Expense Report – The Receipt of Success

Detail Of Scope: Offline Capability

  • Planned for Phase 2
  • Anticipating to work similar to ‘My Wallet”
slide22

Automated Expense Report – The Receipt of Success

Detail Of Scope: Rollout

  • Created team “PAERIT”
  • (PeopleSoft Automated Expense Report Implementation Team)
  • Defined roles using ARMI technique
    • Approvers
    • Resources (Ad hoc basis)
    • Members
    • Interested party
  • Created a Future Vision / Shared Need
  • Sent monthly email “updates” to all staff
slide23

Automated Expense Report – The Receipt of Success

Detail Of Scope: Training

  • Two building-wide “Brown Bag” Sessions
  • Informational Wall at Employee Entrance
  • Multiple Open Door, Hands-on Sessions for Groups or Individuals
  • Presentation to Officer Group (for “Buy-In” / Support)
  • Presentations at department meetings
  • One-on-one personal training
  • Several recorded video conferences
slide24

Automated Expense Report – The Receipt of Success

Detail Of Scope: Training (cont.)

  • Set-up User Sandbox before Go-Live Date
  • Utilized “Team Viewer” software
  • Created details Users Manual (Cook-book style)
  • Created Quick Reference Guide. (5 x 7 Card Stock on Key Ring)
  • Created Single Page “Quick Quick” Reference Guide
  • Created a regularly updated “Do’s and Don’ts” Sheet
slide29

Automated Expense Report – The Receipt of Success

Detail Of Scope: Product Rollout

  • Due to Workflow function, Roll-out had to be fairly wide.
  • We chose to Roll-out the Product first in the Central Office, then to Field Staff.
  • Allowed time for Fixes after First Roll-out.
  • Due to the extremely high call volume, field roll-out was broken into thirds, with 2 week intervals between each.
  • Stress the “Train the Trainer” option and asked staff to question their follow travelers.
  • December 1, 2012 - Central Office
  • February 16, 2013 - Field Staff A – L
  • March 1, 2013 – Field Staff M – R
  • March 16, 2013 – Field Staff S - Z.
slide30

Automated Expense Report – The Receipt of Success

Detail Of Scope: Current Stats

  • ALL expense reports submitted after each activity.
  • Expense Reports processed in December: 1694 (1355).
  • Average (actual) turn-around days: 3.72 (5.53) days.
  • Average time spent per expense report: 10.9 (13.8) minutes
  • Number of staff Dedicated to Expense Report Processing: 2 (3)
slide32

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • A number where mentioned above including:
  • HR Feed
    • Creates User ID, Operator Profiles, Expense Access, Security, Bank, email information, etc.
  • Workflow (configuration)
    • By Chartfield 3 (Concatenated COA Values)
    • Executives are by HR Supervisor
  • Receipt / Imaging Processing
    • Added links and feeds from FAXs and Photocopiers
    • Modified Pre-Payment Approver Pages
slide33

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

Modification include: Driving the Billing Type by the Business Purpose (filter list)

34 Expense Types w/each having up to 16 Different CF Setups(Billing Type) across 9 Business Purposes (Unique Codes)

ExpRpt Entry

Business Purpose

(“FR” is CSR)

Expense Type

Billing Type

Only CSR Bill Types appear

-CSR Bill (Billable)

-CSR NonBill (NonBillable)

1 Business Purpose Code (unique 2 Chars)

1

2 Billing Types for that 1 Busn Purpose Code

PeopleCode to only show Bill Type based on Business Purpose

2

3

slide34

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • Modification include: Location Prompts – Driven by Zip Codes (default)

Govt

CONUS

Annual File

Local

CONUS

Expense Locations

Zip Codes

slide35

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • Modification include: Travel Authorization Loads (from SMA Scheduling System)

Scheduling System

Nightly Interface

(New & Changes)

Travel Authorizations

If Users don’t use on ExpRpt & older than 90 days, set to Closed)

If Start Date < Current Date

(Status is Pending – can’t be used on ExpRpt)

If Start Date >= Current Date

(Status is Approved – can be used on ExpRpt)

Will no longer be updated from Scheduling System

slide36

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • Major System Modification include:
    • Hide / Display link based on existence of an Advance
    • Display a message to make sure they apply any balance
slide37

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • Major System Modification include:
    • Receipt Page Modifications (Added CC Verification and Comments)
slide38

Automated Expense Report – The Receipt of Success

Modifications - System Tweaks

  • Additional Minor User Tweaks
    • Added comments to approval screen. (as we used the existing field for TA Notes)
    • Cost center comparisons indicator on approval screen.
    • Had to change Officer approval process (HR vs. Department Approver).
    • Turned off one emails and re-worded others.
    • Added employee status to approval screen (Per Diem vs. Actual).
    • Automate AMEX upload.
    • Blocked pre-paid expense type from being passed to G/L. (as it come in via another interface)
    • Update expense report effective date if it crosses periods.
    • Added “Location” by default location – will now turn it off.
slide39

Automated Expense Report – The Receipt of Success

Contact Information:

Steven Mazzone

smazzone@jointcommission.org

Steven Glawe

steven.glawe@gnc-consulting.com