Communication: Executive Sponsor to Core Project Team
Subject: New Project: Smarter Spending with Coupa Software!
Message:
<Company Name> Team,
I am excited to announce that we have selected Coupa Software as our new Spend Management Platform.
As a member of the core project team, you will play key a role in supporting the Coupa Implementation
over the next X months. Please note that we have named <Project Manager Name> as our project manager
for the Coupa Implementation. Going forward, <Project Manager Name> will be your key point of contact
for all project related inquiries and communications.
Over the coming weeks, <Project Manager Name> will work with this team to identify the resources that
will fulfill the below project roles, or teams where applicable:
Procurement Business Process Owner/Team
Finance Business Process Owner/Team
Account Payable Business Process Owner/Team
IT Integration Owner/Team
Trainer / Change Management Owner/Team
Please note the below benefits that will be realized with a successful Coupa Implementation:
-
A single, easy to use platform for creating requisitions that will ensure high end user adoption.
Standardized approval processes that leverage mobile approval capabilities.
Enablement of electronic commerce with key suppliers (both purchase orders and invoices).
Automated coding of GL Accounts.
Integration with <ERP System> for following objects.
Increased visibility into spend that can be leverage in supplier negotiations.
Improved reporting and budgeting capabilities.
Your input is very important to this team and the Coupa Implementation. A number of you will begin to
see your role become more and more strategic with the adoption of Coupa, and we are very glad to have
you participate in this project!
Sincerely,
<CEO or CFO>
Communication: Executive Sponsor to Company
Subject: Smarter Spending Initiative with Coupa Software!
Message:
<Company Name> Team,
I am excited to announce that we have selected Coupa Software as our new Spend Management Platform.
In the coming months, we will be partnering with Coupa to Implement a cloud based procurement platform
that will make it much easier for you to request the goods and services you need.
A few key benefits that <Company Name> will realize with a successful Coupa Implementation:
- An easy to use requisition process that is similar to an online shopping experience such as amazon.com.
- A single point of access to request both goods and services from our key suppliers
- A standard approval process that leverages mobile capabilities.
- Visibility into our overall spend, including real-time budget tracking configurable reports.
The below URL will provide you with a glimpse into feedback provide by various other Coupa customers:
http://www.coupa.com/purchasing-procurement-customers/customers
You'll be learning more about Coupa in the coming months and we're glad you're participating in this
important initiative! For any initial questions you man have, please contact
procurement@companyname.com.
Sincerely,
<CEO or CFO>
Communication: Project Manger to Core Project Team
Subject: Project Details and Timeline
Message:
<Company Name> Team,
As you know, over the next X months we will be partnering with Coupa Software to implement our new
spend management platform. At this time, each of you has been assigned a specific role to assist the team
in driving towards a successful implementation. Additionally, you all have been given access to our
sandbox instance at the following URL: https://companyname-test.coupahost.com/
Please review the below high level project schedule at your earliest convenience, and provide your
feedback by end of week. We will officially begin our project with an on-site visit from the project team
on XX/XX/XXXX – XX/XX/XXXX. During this week, we will focus on our formal Project Kickoff,
Supplier Enablement Strategy, Integration Strategy, and Administrative Training. Please do your best to
accommodate this training session, as an understanding of the Coupa Platform will be invaluable as we
move through defining out future state processes.
Project Kickoff: XX/XXX/XXX
Business Process Analysis Sign-Off: XX/XXX/XXX
Integration Development Completed: XX/XXX/XXX
Platform Configuration Completed: XX/XXX/XXX
Integration Accept Testing Completed: XX/XXX/XXX
Train the Trainer Completed: XX/XXX/XXX
Confirmation of Supplier Enablement: XX/XXX/XXX
User Acceptance Testing: XX/XXX/XXX
Move to Production Decision: XX/XXX/XXX
Go-Live Date: XX/XXX/XXX
Thank you,
<Project Manager>
Communication: Executive Sponsor to Company (Monthly Update)
Subject: Coupa Implementation Monthly Update!
Message:
<Company Name> Team,
We are excited to provide the following update on the progress of our Coupa Implementation.
Key Accomplishments
1.
2.
3.
Important Next Steps
1.
2.
3.
You'll be learning more about Coupa in the coming weeks and we're glad you're participating in this
important initiative! At this time, we remain on track to hit our Targeted Go-Live Date of XX/XX/XXXX.
Please note that additional details on training and Go-Live expectations will be communicated as we near
our Go-Live Date.
Sincerely,
<CEO or CFO>
Communication: Executive Sponsor to Company (Go-Live Announcement)
Subject: Smarter Spending with Coupa Launch!
Message:
<Company Name> Team,
Today is a brand new day in the area of spend management for <Company Name>! Today, we're excited to
be able to announce the launch of the Coupa Spend Management platform.
Coupa will make it much easier for you to request the goods and services you need. Additionally,
approvers will be notified of your request instantly via email and within the platform, and can approve via
email from their computer or smartphone so that our business moves quickly with no delays.
As a reminder, Coupa provides the following:
- An easy to use requisition process that is similar to an online shopping experience such as amazon.com.
- A single point of access to request both goods and services from our key suppliers
- A standard approval process that leverages mobile capabilities.
- Visibility into our overall spend, including real-time budget tracking configurable reports.
You'll be learning more about Coupa in the coming days and we're glad you're participating in this
important initiative! Please ensure you attend one of our training sessions on <dates>, or reference a
recording of this training at the following link <URL>.
Sincerely,
<CEO or CFO>