Automated Expense Report –
The Receipt of Success
QuestDirect.org

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.
QuestDirect.org

Automated Expense Report – The Receipt of Success
PeopleSoft History
“Recent” (2011-2013) “Past” (1999-2010)
FIN App Upgrade in 2011 v84->v90-v91 : Financials (GL, AP, PO, BI, AR)
Purchased & Implemented PeopleSoft in 1999 v75 : 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
Purchased & Converted from Cyborg in 2004 v84 : HRMS (HR, BEN, PR)
Implemented EX-Expenses in 2012 v91
– (1 st module to all Employees)
Future PeopleSoft Plans
2014 : Cash Management?
2015 : Assets?
2015 : Upgrade to v92 or v93
Purchased & Implementation of Hyperion
2012 : Hyperion Planning (Budgeting)
2013 : Financial Rptg (nVision to Hyperion)
2013 : Hyperion Workforce Planning
2014 : Dashboards & BI Reporting
QuestDirect.org
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 UltiPro in 2009
HRMS (HR, BEN, PR, TIME)

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
QuestDirect.org

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
QuestDirect.org

Automated Expense Report –
The Receipt of Success
QuestDirect.org

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
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Employee Data Feed
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: SAM Feed
(Travel Authorization)
Brings in dates, location, cc, limits
QuestDirect.org
TA Imports:
- A control
- Standard Description
- Location
- Limits (based on location)
- Dates (adds a travel day)
- Cost center information
- By-passes Workflow

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.
QuestDirect.org

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’
QuestDirect.org

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
QuestDirect.org

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.
QuestDirect.org

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
QuestDirect.org

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.
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Online Receipt Imaging
CHALLENGES
• Ending use of US Mail
• Multiple attachments
• Attachments “hidden” on the report
• User acceptance
• Limited scanning tools
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
QuestDirect.org

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
2b. Copier Scan send to
Batch Receipt Directory
3a. User Faxes to Batch
Receipt Directory
3b. Email to Batch Receipt
Directory
\ATT
\ERRATT
QuestDirect.org
\INATT

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
Core Team Splash Page (all
Env’s) Internal Network link (PROD)
External: (outside Firewall with Security)
QuestDirect.org
Internal: Links

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.
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Offline Capability
• Planned for Phase 2
• Anticipating to work similar to ‘My Wallet”
QuestDirect.org

Automated Expense Report –
The Receipt of Success
QuestDirect.org

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
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Training
• Two buildingwide “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
QuestDirect.org

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
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Training (cont.)
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Training (cont.)
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Training (cont.)
QuestDirect.org

Automated Expense Report – The Receipt of Success
Detail Of Scope: Training (cont.)
QuestDirect.org

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.
QuestDirect.org

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)
QuestDirect.org

Automated Expense Report –
The Receipt of Success
“System Tweaks”
QuestDirect.org

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
QuestDirect.org

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)
Exp Rpt Entry
1) Business Purpose
(“FR” is CSR)
1) Expense Type
2) 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
QuestDirect.org
2
3

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
QuestDirect.org

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)
If Users don’t use on Exp Rpt & older than 90 days, set to Closed)
Travel
Authorizations
If Start Date < Current Date
(Status is Pending – can’t be used on Exp Rpt)
If Start Date >= Current Date
(Status is Approved – can be used on Exp Rpt)
Will no longer be updated from Scheduling System
QuestDirect.org

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
QuestDirect.org

Automated Expense Report – The Receipt of Success
Modifications - System Tweaks
• Major System Modification include:
• Receipt Page Modifications
(Added CC Verification and Comments)
QuestDirect.org

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.
QuestDirect.org

Automated Expense Report – The Receipt of Success
– smazzone@jointcommission.org
– steven.glawe@gnc-consulting.com
QuestDirect.org