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SAP Concur Customer Innovation PanelA Solution Series WebinarGwyn Kooistra SAP ConcurJack Reynaert MeritorLinda Nuttall Brady Corporation Jill Liegghio Barton MalowPUBLICKaren Yates Actuant Corporation Rowena Froegel Discover Products
Gwyn KooistraCustomer Improvement TeamSAP ConcurPUBLIC
NOTE: Delete the yellow stickers when finished.Samples of a title slide with an image are also available in thistemplate.Once the custom photo is inserted, click send to back in theSlide Master, so the motion band is on top of the photo.See SAP Image Library for other available imagesBarton Malow CompanyEnabling a Mobile WorkforceJill M LiegghioCorporate Accounts Payable ManagerPUBLIC
About Barton MalowSince 1924, Barton Malow Company has been buildingmanufacturing facilities, hospitals, schools and sports arenasthroughout North America.With – More than 2,000 employees More than 400 active projects More than 15 regional officesthroughout North America, our decentralized way of managingTravel and Expense was cumbersome and inefficient.We needed to find a better way! 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC5
The Solution – SAP ConcurPhase 1 2010ImplementedConcur Traveland Expense 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC Centralized processing of expense reports Audit rules enforced items such as receipt requirements and attendee data Electronic storage of expense reports and receipts Centralized booking of travel based on preset rules Ability to consolidate spending and negotiate rates with travel providers6
Results – Phase 1Time Savings:Time to submit:Time to approve: Electronic reports Barton Malow 19 days Barton Malow 2 days Electronic receipt storage Concur Enterprises avg 22 days Concur Enterprises avg 3 days Electronic workflow for approvalsSavings through negotiated rateswith our top vendors for :Average Ticket Price:Average Price per Night: Barton Malow 421 Barton Malow 144 Air travel TMC Enterprise avg 556 TMC Enterprise avg 154 Car rentals Hotel stays 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC7
The Solution – SAP Concur2010ImplementedConcur Traveland Expense2015ImplementedExpenseITResults – Phase 2 Ability to capture receipts through smart phone Eliminated the need to convert paper receipts to pdfEstimated time:Time Savings:o5 minutes per report o13,000 reports per yearo65,000 minutes annuallyo1,083 hours annually x 50 per hour burdened rateo 54k per year savingsMobile receipt capturevs manually scanningpaper receipts andconverting them to pdf 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC8
The Solution – SAP Concur201020162015 ImplementedConcur Traveland ExpenseImplementedExpenseIT ImplementedCorporateCredit CardsImplementedExpense Pay Added Corporate Credit Card program totake financial burden off our TeamMembers Enabled Expense Pay for CorporateCredit Cards and Team MemberreimbursementResults – Phase 3 Generated 200k in rebates through Corporate Card Rebate program Decreased days to reimbursement for employees to 3 from 10 Eliminated bi-monthly expense reimbursement payroll run – saving minimum 4 hoursmonthly or 2k annually 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC9
The Solution – SAP Concur201020152016 ImplementedConcur Traveland Expense2017Implemented Refined andCorporateadded auditImplementedCredit Cardsrules to moveExpenseITto sample Implementedaudit programExpense Pay Updated audit rules allowed forsample audit and reporting from100% receipt auditResults – Phase 4 Reduction 1 FTE in Audit - 90k annually 90k FTE Increased reporting and education surroundingcompliance Increased compliance due to refinedaudit rules - 60k annually 60k Reporting / Compliance 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 150k Total10
The Solution – SAP Concur20102015201620172018-19 Added partnerImplemented Refined andprograms likeCorporateaddedauditrulesImplementedUber & LyftCredit Cards to move toExpenseIT Added Detect for Implemented sample auditreceipt auditsExpense Pay program ImplementedConcur Traveland ExpenseResults – Phase 5 Reduction in transportation costs - 20k annually 20k Transportation Moved to 100% audit of all reports while savinganother 50% of a FTE @ 90k - 45k 45k ½ FTE 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 65k Total11
Savings Through our Partnership with Concur 135k 1.5 FTEs for audit 200k annual rebate on Corporate Card program 54k annual time savings on mobile receipt capture 60k increased compliance 20k partnership apps Less the cost of Concur software 275k Annually! 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC12
Thank You.Contact information:Jill LiegghioCorporate Accounts Payable ManagerBarton Malow CompanyJill.Liegghio@bartonmalow.com248-436-5480
Actuant CorporationKaren YatesGlobal Travel & Expense ManagerPUBLIC
About Actuant Corporation Headquartered in MenomoneeFalls, WI– Industrial Tools and Services– Global - 5,000 employees Employed with Actuant 13 years– Investor Relations– Finance Project Analyst– Global Travel & Expense Manager 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC15
Backstory Became Concur customer through Gelco acquisition in 2006 Recovered over 250,000 in less than 6 months– Switched from allowing personal pay accrual month after month to offsetting each report for personalexpenses, but not allow the accrual with switch from Gelco to Concur A few additional countries were implemented over the years– Were not utilizing reporting tools, nor was there consistency in the system New “Global T&E Manager” role, charged with:Implementing a new global credit cardPutting Concur in place in most countries (32 at the time)Finding a new global TMC and implement the OBT as well 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC16
Program OverviewWhere we are todayThe Results Concur is implemented in 90% of our countrylocations Better visibility into our T&E spend New global credit card provider in place New global TMC implemented Consultative Intelligence Business Administration Recently implemented temp/casual technicians Expense It Better leverage in contract negotiations for mytravel vendors One of the pioneers in implementing the OBT inIndia with our TMC Saved over 2.3m in CY18 and ROI of 7:1utilizing our preferred vendors and contracts Visibility to provide safety of our travelers withduty of care No more messy paper receipts 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC17
Keys to Success
Online Adoption Online adoption in the US ishigh Other countries continue tomove in the right direction Culture driven in part butcontinue to promote the OBT 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC19
Access to Data Implemented Consultative Intelligence– Monthly bursting and emailing reports to each business unit– Custom reports to import to our ERP system– Capability of adding fields to evaluate data and charge backexpenses to customers DATA IS KEY and DATA CASH– Fragmented data loss– Organized valuable data leverage in vendor negotiations– Data to catch fraud – duplicate expenses (cash/credit card)– Personal mileage reimbursement – excessive 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC20
Leveraging Partners Engaged with Concur partners such as:– Lyft & Uber for Business– Dinova Quarterly rebates No work – just collect– VAT IT On track for first VAT recovery payment in a fewmonths Huge time saver and potential reclaim of approximately 50-75k for first filing– Rocketrip – on our radar to implement 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC21
Tips, Tricks & Quick WinsTravel Policy– Reevaluated in 2018– Made policy more positiveand list expenses thatwere acceptable to claimfor reimbursement– Policy went from 14 toaround 7 pages doublespaced for easy reading 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICMileage– One of the largest areas offraud or “padding” theexpense– Implemented the GoogleMap calculator as arequirement audit rule– Also turned on the “deductmy commute” functionService Admin– Phenomenal level ofexpertise and attention forsupport issues– Changes to configurationare done quickly andefficiently– Would not go back to NOThaving this serviceGet Involved– Organized Concur’sWisconsin User Group– Meet quarterly– Benchmark on processes,audit rules, policies, andreporting22
Thank You.Contact information:Karen YatesGlobal Travel & Expense ManagerN86W12500 Westbrook CrossingMenomonee Falls, WI 53051Karen.yates@actuant.com262-293-1521
Brady CorporationA global leader in safety, identification, andcompliance solutions.Brady CorporationThe Concur JourneyLinda NuttallDirector, Global Business ProcessesPUBLIC
Over 6,000 employees, 70 locations in 33 countriesConcur Journey Commenced in 2010Platform for 2,000 business travellers3 year phased approachTravel6 Concur Travel “Sites” supporting 80%of travelers across N America (excl.Mexico), Europe and Africa.ExpenseFuture DeploymentsTravel – AustraliaExpense Management continued rollout - India and Mexico 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC13 Concur Expense “Policies” supporting90% of travellers across N and SAmerica, Europe, Africa, Asia andAustralia25
Concur Travel ManagementCorporate Flight and Rewards ProgramsTravel Management Partnership Moved from 2 TMC’s under 2 separate contracts inDecember 2018 to drive a global partnership‒ Now providing Travel Services and employeesupport for N America, Europe and Africa withplans to expand.‒ Indirect Concur contract that allows ATPI tomanage our Concur Travel System and providesupport for our employees 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICCar Rental ProgramAirport Parking26
Concur Expense ManagementConcur Expense TripItKeeping track ofexpenses and stayingproductiveSupporting employeesin managing itinerariesfor each of their tripsthat they can accessanytime 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICUber for BZnsSpotHeroBamboraConcur IntelligenceProviding employeeseasy access to groundtransportation withConcur integratedreceipt managementEnabling employees tomanage city parkingand integrate receiptswith Concur ExpenseSimplifying expensereimbursement forBrady and itsemployees.Integrating andorganizing all of ourtravel and expense datato provide a single,accurate, actionableview of company spend27
Leveraging Other CapabilitiesVAT Recovery ProgramMonthly Billed StatementsEngaged with TBI to re-claim domestic and internationalVAT globally incurred for travel and “other expenditure Significant dollars recovered to date Drives more accurate expense management Recovery without effortSimplify and centralize the purchasing card process with a startto finish solution 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICUS initiative to deliver savings and reduce indirect spend invoiceprocessing through a Purchasing Card program leveraging theCompany Billed Statements solution. Effectively capture P-Card transactions Review and reconcile in one location Expense and P-Card integration to work together Connected Card feeds and policies28
Future InitiativesThe Drive for One Global Travel and Expense SystemOne System for all travel bookings no matter what channel our Travelersbook through, reservations from all channels Expanding Duty of Care Negotiating more travel deals Applying and enforcing policy globally Improving productivity and satisfactionSimplifying and Strengthening the Audit ProcessLeveraging artificial intelligence to make decisions and eliminate mundaneauditing tasks Cross-checking expense information against public and privatedatabases Surfacing hard-to-find data and help identify employees who routinelyspend out of policy. Track errors and incidents of fraud closely so we can tell thedifference between intentional misuse and accidents. 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC29
“Concur makes Brady an easier placefor its employees to work in, assists inreducing costs, mitigating risks andimproving compliance” 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC30
Thank You.Contact information:Linda NuttallDirector, Global Business ProcessesBrady Corporation 44 (0)7715 540761
Discover Financial ServicesRowena FroegelFinance Operations Senior ManagerCorporate Accounts PayablePUBLIC
About Discover Financial Discover Financial Services (NYSE: DFS): direct banking and payment services company one of the most recognized brands in U.S. financial services. one of the largest card issuers in the United States. issues the Discover card, America's cash rewards pioneer offers private student loans, personal loans, home equity loans, checking and savings accounts,certificates of deposit and money market accounts through its direct banking business. We operate: the Discover Network PULSE Network (Debit) Diners Club International 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC33
Problem Background 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICHow do weautomate reviewand approval of arequest to entertainForeign Officials inorder to complywith FCPAcompliance?How do we tie therequest to actualexpense activities?How do we reportcompliance ofthese activities?Can we utilize ourcurrent system(s)or do we purchasea different system?34
What is FCPA? (Foreign Corrupt Practices Act) The Foreign Corrupt Practices Act of 1977 ("FCPA"), was enacted for the purpose of making itunlawful for certain classes of persons and entities to make payments to foreign governmentofficials to assist in obtaining or retaining business. Specifically, the anti-bribery provisions of the FCPA prohibit the willful use of the mails or anymeans of instrumentality of interstate commerce corruptly in furtherance of any offer, payment,promise to pay, or authorization of the payment of money or anything of value to any person,while knowing that all or a portion of such money or thing of value will be offered, given orpromised, directly or indirectly, to a foreign official to influence the foreign official in his or herofficial capacity, induce the foreign official to do or omit to do an act in violation of his or herlawful duty, or to secure any improper advantage in order to assist in obtaining or retainingbusiness for or with, or directing business to, any person.Source: The United States Department of Justice site - rupt-practices-act 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC35
Previous EnvironmentRequest form in Word Document Form versioning makes itdifficult to standardize form Changes to document can bemade as it flows for approval 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLICManual Workflow Sent via email or Paper Can get lost in transition How do we know the properapproval is received?Expense Tracking Using Concur Expense forexpense reimbursement36
Quick Changes in ConcurAttendee Configuration Create an Attendee type forForeign OfficialsExpense Categories Create specific categoriesfor Government OfficialsUtilizing Audit Rules Alternate workflow whenattendee is Foreign Official Can route to A/P for initial review Can route to Compliance team forsecondary review Warning message to user whenForeign Official is selected 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC37
Advanced ChangesUtilizing Concur Request
Concur Request Repurposed Travel Request form Customized specific fields as needed Ability to mirror paper based form Limited to number of custom fields available Create lists for data integrity State-Owned Entity (SOE) listAutomated workflow routing Automated routing to Compliance team for review Automated routing to manager for approval (based on hierarchyor title) Concur Expense Required Concur Request attached to expense report based onspecific rule(s) 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC39
ResultsHow do we automate review andapproval of a request to entertainForeign Officials in order to complywith FCPA compliance? Utilizing quick changes – attendee configuration, expensecategory changes, and audit rules Advanced usage through implementation of Concur RequestHow do we tie the request to actualexpense activities? Based on either audit rules or expense categories, expensereports require a request attached before proceedingHow do we report compliance ofthese activities? Utilization of Business Intelligence for reporting Standard Reports Customized ReportsCan we utilize our current system(s) No need to look further, we already had Travel and Expense soor do we purchase a differentwe added the Concur Request modulesystem? 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC40
Thank You.Contact information:Rowena Froegel, APMFinance Operations Senior ManagerCorporate Accounts PayableDiscover Financial Servicesrowenafroegel@discover.com
Meritor, Inc.Globalizing Travel & Expense – With a TwistJack ReynaertManager, Global Travel/MeetingsFinancial Shared ServicesPUBLIC
About MeritorManufacturing – Headquartered in Troy, Michigan Meritor is a leading global supplier of drivetrain, mobility, braking and aftermarket solutions for commercialvehicle and industrial markets. With years of experience engineering innovative products that offersuperior performance, efficiency and reliability, our team is equipped to deliver. Common stock is tradedon the New York Stock Exchange under the ticker symbol MTOR.Concur Travel & Expense 21 countries, 2,900 travelers, T&E spend 20m (Global GDS – Travelport) 95% Global ComplianceAbout Me Report up to Finance as part of Payable’s Team – Financial Shared Services (Since Feb 2011) Supports: Global Travel, Expense, Corporate Card, Meetings/Incentives, Corporate Jet/Charters, HRTravel Support (Relocation/Recruiting), Audit/Reporting (Travel Spend) 42 Years in Travel Industry: Travel Manager Roles (3); Suppliers: Airline, TMC, Rental Car, GDS & AirbnbSuper-host (Father was Travel Manager @ Ford Motor for 42 years) 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC43
Background2011 – Not meeting adoption/compliance goals desired with TMC Configuration High TMC Fees – Concur Direct still 10 & Ticketing fees exceeding 210 in some countries, 55fee for Travelfusion usage (called it a “paper ticket fee”) Company sought out a full time Global Travel Manager ME! Best case scenario for success Direct - Concur Travel & Expense already in place atMeritor! Need to optimize capabilities / potential Finalize Global Expense Deployment – Determined Globalize Data not TMC! Continual applications of enhancements for optimization – Determine Optimal GDS Corporate Card transitioned from Treasury to Financial Shared Services Closed GAP with Concur Expense Process Optimized Feed, Card Compliance, Rebate Corp Jet transitioned from Treasury to Financial Shared Services Successfully integrated into GDS, with data feeds to Concur Travel & Pilots use Concur Expense 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC44
Meritor Global Foot Print – Supports Cross-Border – Thanks to Concur! 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC45
Timeline for Global Travel Mana
Became Concur customer through Gelco acquisition in 2006 –Switched from allowing personal pay accrual month after month to offsetting each report for personal . Drives more accurate expense management Recovery without effort Monthly Billed Statements Simplif
