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5 Benchmarks for Travel Expense Management Success - presented by Paystream Advisors on JUNE 19, 2013 AT 10:00AM PT/1:00PM ET [Slides] Finance executives believe travel is one of the highest single expenditures for their company, and therefore, one of the largest opportunities for savings. Join industry experts, Paystream Advisors, as they share the latest trends and benchmarks for improving travel expense management. Plus, hear how a leading organization, Port of San Diego, is bringing innovation to their travel expense operations. Topics: •Controlling costs while managing global corporate travel policies •Integration and aspects of travel and expense management automation •Growth and ease in mobility plus real-time reporting and analytics •Adoption of best-of-breed travel and expense management solutions For more details on : SAP Cloud for Travel - visit http://goo.gl/a3vSU
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© 2013 SAP AG. All rights reserved. 1 Internal
WELCOME TO TODAY’S WEBCAST
5 Benchmarks to Travel Expense Management
Success
For audio, please turn on your laptop, PC or tablet speakers.
Tweet about today’s event: @SAPcloud
Henry Ijams – Managing Director
PayStream Advisors, Inc.
2
5 Benchmarks for Travel Expense Management Success
Henry Ijams
Henry Ijams, CAPP/APM Managing Director PayStream Advisors, Inc.
Mr. Ijams' 28 years of experience focuses on trends and technologies in financial operations automation including strategies regarding the automation and benchmarking of Purchasing and Payables processes. Through PayStream Advisors, Mr. Ijams consults with domestic and international organizations that want to take advantage of leading practices and automation solutions.
About the Speaker
Craig
Agenda
• 5 common benchmarks aspects of travel and expense management
• Growth and ease in mobility plus real-time reporting and analytics
• Adoption of best-of-breed travel and expense management solutions
4
PAYSTREAM ADVISORS
Research and Advisory Services for Financial Operations: - Travel & Expense Management - AP Automation - P2P Peer Benchmarking - Electronic Payments - Receivables Document Management - eBilling - PayStream P2P Summit
PayStream Research
www.paystreamadvisors.com
Achieve Operational Excellence! Fact: Employee Expenses are the second largest controllable expense Problem: Need to lower operating expense Solution: Automate Spend Management Benefit: Significant Bottom line impact
PayStream’s Travel & Expense Benchmarking Report April 2013
This survey report is designed to:
• Help accounting and finance practitioners familiarize themselves with the current Travel & Expense Management (TEM) landscape;
• Allow companies to benchmark their operations against similar businesses.
7 Footnote: PayStream’s Travel and Expense Management Benchmark Survey was conducted in Q1 2011
Spend on TEM is growing
The Top 5 Benchmarks
• Use of Automation
• Policy Expense Leakage
• Travel Management Company Compliance
• Cost per Voucher
• Electronic Settlement
Cost Control Pressure • Economy is focused attention on cost
reduction
• Company’s should focus on “where the money is”
• …not trying to get blood out of a stone
The economic downturn may not be considered a trend; but, pressure on cost has permeated corporate travel and spend management.
Manual data entry and inefficient processes are the biggest challenges in the manual T&E process, followed by inability to enforce corporate travel policies and lack of visibility into spend.
What are the biggest challenges your organization faces in the expense management process?
Policy Mandates
• Take the spend policy off the shelf.
• The business case for mandating usage of tools which provide immediate spend visibility is clear.
• Improved compliance and supplier management drives control and reduces cost.
Mandating policy, such as the use of spend solutions…now the rule rather than the exception.
Employee Purchases Meals, gifts, incentives, services, supplies,
fees, maintenance, utilities, etc.
Business Travel Airfare, car, hotel, meals,
entertainment, etc.
Expense Reports
P-Card
Invoices
Are you capturing all your employee spend?
Policy Mandates Only 31 percent mandate the use of corporate cards, but this is up 10 percent in the last 3 years.
Which of the following automation features do you currently use?
Approval is going mobile
What are the biggest benefits you have achieved with your TEM Solution?
Benefits? Lower Processing Costs Ranks #1
High Costs = Compelling Opportunity
Manual data entry and inefficient processes nearly triple the cost of managing expense reports.
PayStream Summit: Expedition to P2P Automation
Join Your Peers at:
PayStream’s Annual Procure to Pay Summit:
• September 15-17, 2013 Charlotte NC
• 18 Workshops
• 3 Learning Labs
• 3 Days of Networking
• 100% fun!
• Join PayStream Summit 2013 on LinkedIn
SAP Cloud for Travel – Overview Control Costs, Facilitate Compliance, Increase Efficiency in
Travel and Expense Management
Neil Krefsky
Sr Director Product Marketing,
SAP Cloud
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 20
Speaker Introductions
Neil Krefsky, Sr Director Product Marketing, SAP Cloud
SAP Cloud for Travel and SAP Cloud for Financials
• CPA & Accounting Background + Sustainability Reporting experience
• 20+ years in Presales, Product Mgmt/Mrktg in Software/Systems including 15 at SAP
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 21
Plan the trip
Trip approval
Book the trip
On Trip
Expense Report
Audit
Approval
Reimbursement
SAP Cloud for Travel – for the entire lifecycle of a trip A people -centric end-to-end solution for travel and expense management
© 2013 SAP AG. All rights reserved.
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 22
SAP Cloud for Travel People -centric UI and designed for the mobile workforce
© 2013 SAP AG. All rights reserved.
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 23
Designed for CFOs who
need to better manage
expenses and cash flow
Designed for line
managers who need
to make the most
effective use of travel
budgets
Designed for travelers
who need to meet their
business goals
Designed for the way people work While helping control cost, facilitate compliance and increase efficiency
CFO Manager Travelers Operations
Designed for
auditors to
effectively audit
travel spends
© 2013 SAP AG. All rights reserved.
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 24
SAP Cloud for Travel A people -centric end-to-end solution for travel expense management
Planning
Request trip
Approve trip
Maintain team
budgets
Analyzing
Analyze travel spend
Plan travel budgets
Expensing
Capture expenses
Submit expenses
Audit expenses
Approve expenses
Reimburse expenses
Booking
Book trip
Manage itinerary
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 25
SAP Cloud for Travel Integrates to external systems and your existing SAP ERP
- Receipt itemization - E-Invoice
Booking status update
Import of credit card feeds
Creation of itineraries
FI: Expense Report & Journal Entries - Reimbursement data - FI G/L postings
HCM: Expense Report
- Reimbursement data - Taxable amounts (payroll)
FI: Updates - Payment status update - Exchange rate update
CO: Master data
- Cost center, Project
- Internal Order, Sales Order
HCM: Master Data - Payment status update
SAP ERP
Cost Object: Master Data - Cost center, Project
SAP Cloud for Financials
FI: Expense Report & Journal Entries - Reimbursement data - FI G/L postings
Mileage calculation
Scanning and
OEM Partners OCR
SAP Cloud for Travel
Open to other ERP systems
Via Web Services, XML, etc.
Out-of the box
Out-of the box
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 26
SAP Cloud for Travel around the world Availability of country versions
USA UK Germany France
India China Canada
Austria Switzerland
Mexico Australia
Spain
Brazil Denmark
Netherlands Italy
• 20 dedicated country versions supporting specific regulations for both local tax and local
legal requirements out-of-the-box
• With the International template the solution is ready to be used in more than 100 countries
Available country versions
Belgium
New Zealand Ireland Sweden
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 27
Intuitive user experience Consistent experience of managing travel from end to end with
an intuitive, consumer-grade application
Flexible integration Leverages SAP ERP FI, SAP Cloud for Financials and HCM
system landscape for faster reimbursement and accelerated
reconciliation
Designed for mobility Lowers administrative burden of processing expenses by reducing
paper-based, offline processes through mobile applications
Why SAP Cloud for Travel?
Comprehensive compliance Conform with localized tax and legal regulations for travel
expenses and supports corporate travel policies
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 28
SAP Cloud for Travel Fits Well Across Industries
Our customers are in many industries
Travel & Logistics Manufacturing Automotive High Tech
Utilities Pharmaceuticals Professional Services
© 2013 SAP AG or an SAP affiliate company. All rights reserved. 29
For more information visit www.sap.com/cloudfortravel
Solution overview
Benefits
Customer testimonials
Videos
Solution demos
Free trial registration
© 2012 SAP AG. All rights reserved. 30
Who Are We
San Diego Unified Port District
• Port Act of 1962
• Five Member Cities: San Diego, Chula Vista, National City, Coronado,
Imperial Beach
• Economic Engine:
$1.7 billion invested since 1963
• Environmental Stewardship
• Maritime Business and Trade
• Cruise Business
• Port Tenant Businesses
© 2012 SAP AG. All rights reserved. 31
T&E Challenges (or Why We Looked at T&E Solution)
• In 2012 Technology Strategic Plan (TSP) Study was done
• Management described the 61% of the significant business challenges were technology
related.
• Need for newer, cutting edge technology.
• 5 Year Technology Plan developed
• Project for new Travel System in year 1 of the plan.
• Why a new Travel System?
• Reduction in Port workforce
• Need for a more efficient and effective process
• Process time and paper intensive
• Small project with big payoff for staff
© 2012 SAP AG. All rights reserved. 32
Innovation and Approach We Took
• Port IT team met with Port Staff on requirements in a new Travel System
• #1 – User Friendly Interface
• Reduce redundant steps in process
• Integrates with our SAP On premise systems
• Utilizes smart phone apps
• Paperless process
• Management requirement
• Low implementation and integration costs
• Demoed different Travel Systems
• Integration…integration… integration
• Development
• Time
• Cost
© 2012 SAP AG. All rights reserved. 33
Why SAP Cloud for Travel
• First decision to go with a competitor
• SAP Cloud for Travel released right after
contract signed
• Project planning stage discovered
integration was limited and all
development to connect to SAP would
cost 3 times the cost of the system we
purchased.
• Discovery of SAP Cloud for Travel
• Purchase of system included everything:
Smart phone apps, receipt storage, access to
system from anywhere.
• Cost effective
• #1 Native integration between SAP and
Cloud system included!
© 2012 SAP AG. All rights reserved. 34
Future Vision and Strategy
• Continued process improvement as SAP Cloud for Travel creates new
enhancements.
• Implement other non-travel reimbursement processes with in SAP Cloud
for Travel.
• Develop enhanced reporting with SAP Cloud for Travel reporting and
integration to SAP BI/BW
© 2013 SAP AG. All rights reserved. 35 Internal
THANK YOU
Q & A
Resources to learn more:
• Watch SAP Cloud for Travel demos
• Connect with us:
© 2013 SAP AG. All rights reserved. 36 Internal
© 2013 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG.
The information contained herein may be changed without prior notice.
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