Sharedserviceslink.com‟s Procure to Pay Leaders Meeting May, 2012 Presented by: Christa Kelley The Mosaic Company

T & E – Total Control Across Your Organization

Agenda

• About Mosaic

• Defining „total control‟ for Mosaic

• Mosaic‟s reasons for outsourcing T&E

• Selecting your provider

• Controls to make your solution work

• The expected and surprise challenges

• Overcoming implementation challenges

• Training considerations

• Conclusion

About Mosaic

• Founded in 2004.

– Merger with Cargill‟s crop nutrition business and

former IMC Global, Inc.

– Separated from Cargill in 2011.

• Mosaic is the world‟s largest producer of Phosphate and 2nd largest producer of Potash.

– Mosaic‟s product allows farmers to more the double

crop yields.

• Over 7,500 employees worldwide, with locations in eight countries.

• Mosaic’s mission is to help the world grow the food it needs.

Defining ‘Total Control’ for Mosaic

• Visibility to Spend.

– Manager Review.

– Accounting/Finance for budget.

– Internal Audit – SOX requirements.

• Easily Track and Monitor Policy Violators.

• Upfront System Audit.

• Receipt Images (minus the paper).

– Outsource audit and scanning functions.

• Reporting Capabilities.

– Quick access to all T&E/Pcard information.

Mosaic’s Reasons for Outsourcing T&E

• T&E was outsourced to Cargill.

– Due to Cargill separation, Mosaic needed to

determine how to independently handle T&E.

• Benchmarked with other companies similar in size.

• Utilizing SAP was not considered as we were looking for turnkey solution

– Did not have staff in place.

– IT resource limitations.

• Focus was to reduce:

– Paper .

– Non-value added activities.

– Complications/additional work for employees.

Selecting Your Provider

• Mosaic did not participate in formal, multiple vendor selection process.

• Benchmarking.

– Consulted with employees about past experiences

at other companies.

– User friendly solution.

– Current Concur customer references.

– Concur was premium product on market for full

travel and expense automated solution.

– Concur solution demo.

• Quick implementation with an intuitive, user-friendly solution.

• Automated process.

• Reporting capabilities.

• Global solution for expense reporting and travel arrangements.

Controls to Make Your Solution Work

• System Audit Rules.

– Duplicate expenses.

– Random audits/every report audit.

– Report amount and cash reimbursements.

– Expense reminders.

• Back-end Monthly Audits.

– Miscellaneous MCC audits

– Past due account review.

– Personal expenses.

– Mileage.

• Travel

– Color coded reservations that encourage

employees to take most cost effective option.

– Limitations on options employees can select from.

• Monthly Manager Recap Report.

The Expected & Surprised Challenges

• Expected:

– Employee resistance to process change.

• Communicate upfront and frequently.

– Increased rebates due to compliance.

• Surprised:

– Length of time to implement a solution.

– Significant time to review and sign contracts with

bank and Concur for file feeds.

– Complexity of reporting tool in Concur.

Overcoming Implementation Challenges

• Gain a full understanding of current processes before starting.

– Utilize flowcharts.

• Language barriers.

• Testing and monitoring system changes.

• Log open issues along with resolutions.

• Communication to employees and with Concur.

• Keep issues from being end-user issues.

Training Considerations • Communication

– When to start communicating.

– What information should be shared.

– How to share the information (email, intranet,

conference calls, etc.).

• Location

– Where are the employees located?

– Language to train in.

– Web-ex vs. In-person.

– Employee procedures.

– To mandate or not mandate training?

• Utilize a training department if you can.

Conclusion • T & E – Total control across your

organization can be achieved by:

– Strong T&E policy with top-down support.

– Building audit controls into the system upfront.

– Compliance by “guilt” functionality within solution.

– Back office reviews.

• Audit misc. items.

• Seek out more detail.

• Don‟t be afraid to challenge expenses.

• Get involved immediately on past due

accounts.

– Building strong communication channels with the

business.

Questions?