con7586_shaw-con7586 - manage travel and expenses anytime, anywhere with peoplesoft expenses 9.2

Manage Travel and Expenses Anytime, Anywhere with PeopleSoft Expenses 9.2 CON7586

Greg Kitsinian Director, Global Information Technology Quintiles Howard Shaw Director, Product Management Oracle October 2, 2014

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |


Program Agenda

PeopleSoft Expenses Overview

Quintiles 9.2 Implementation/Upgrade Story

New Expenses 9.2 User Interface

Mobile Applications Expenses, Time Entry

Continued Innovation for Expenses 9.2

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Safe Harbor Statement

The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracles products remains at the sole discretion of Oracle.


PeopleSoft Expenses Overview Travel & Expense Lifecycle Support

Travel Reservation

Travel Authorization

Cash Advance

Mobile Expenses

Credit Card Integration

Expense Report

Receipts Imaging

Travel Planning

Business Travel

Expense Reporting

Payment & Analysis

Extensive business rules configuration at each stage in the process ensure expense policy compliance

Approval workflows are dynamically generated based on business rules and risk analysis

Integrated data sources (Amadeus, iReceipts, corporate credit cards, CONUS, Runzheimer, document management) speed entry while aiding accuracy, benchmarking, and audit

Analyze expense spending to bolster negotiations for preferred supplier discounts


PeopleSoft Expenses Integration Automation Facilitated by Comprehensive Coverage

General Ledger

Accounts Payable

Project Costing

Amadeus

VISA MasterCard American Express

Diners Club US Bank

CONUS/ OCONUS

Runzheimer Oracle I/PM

Location & Per Diem Benchmarks

Corporate Credit Cards

EXPENSES

Human Resources

Payroll

Oracle GRC T&E

Accelerator


Program Agenda






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9

Welcome Everyone!

10

Worlds largest provider of biopharmaceutical

development and commercial outsourcing

services

Quintiles helped develop or commercialize all of 2013s top-100 best-selling

drugs on the market

Millions, if not billions of people have been impacted by our work.

The National Football League (NFL) has contracted with Quintiles to develop injury registries where we track and analyze

injury data to ensure that conclusions being drawn based is accurate (since 2011) 100%

http://bigstory.ap.org/article/nfl-tells-teams-acl-injuries-down-through-13-weekshttp://bigstory.ap.org/article/nfl-tells-teams-acl-injuries-down-through-13-weeks

11 Quintiles HR PSC Reports, December 31, 2013. Evaluate Pharma 2012 Report Top Selling Products, accessed March 2013; Quintiles EBS Internal Analysis.

The human touch The depth of experience available to you leads the industry, as is the commitment brought to

safeguarding your trials and improving healthcare for the future while delivering today.

950 Medical Doctors

900 PhDs

580 Clinical educators

5,600 Sales representatives

>30,000 Employees worldwide

Thinkers & Doers

>30,000 Quintiles employees conducting business in more than 100 countries contributed to the development or commercialization of all of 2013s Top 100 best-selling products or compounds.

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Exceptional Global Scale Quintiles has the infrastructure, expertise and leading technology, analytics and scientific leadership to ensure deep relationships and the ability to partner with customers globally

Asia Pacific

8,700 Employees Europe and Africa

9,600 Employees

Americas

10,700 Employees

Countries in which Quintiles has an office. Quintiles internal data as of January 2014

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Regulatory Review

Service Map From First in Man through Improved Outcomes

Payer and Provider

Drug

Approval

Product Development Services

Clinical Solutions & Services

Project Management & Clinical Monitoring:

Study Design & Operational Planning

Investigator/Site Recruitment

Site & Regulatory Start Up

Patient Recruitment

Clinical Monitoring

Project Management

Digital Patient Services

Clinical Trial Support Services:

Clinical Data Management

Biostatistical Services

Central Laboratories

Bioanalytical Laboratories

Cardiac Safety & ECG Laboratory Services

Safety & Pharmacovigilance Operations

Phase I Clinical Pharmacology Units

Strategic Planning & Design:

Biomarkers, Genomics & Personalized Medicine

Model Based Drug Development

Planning & Design

Regulatory Affairs Services

Late Phase & Consulting Services

Product Development Strategy Consulting

Regulatory & Compliance Consulting

Process & IT Implementation Consulting

Integrated Healthcare Services

Commercial Services

Contract Sales

Market Entry / Market Exit

Integrated Channel Management

Patient Engagement Services

Market Access & Commercialization Consulting

Brand & Scientific Communications

Medical Education

Outcome/Observational

Observational Studies

Product and Disease Registries

Comparative Effectiveness Studies

Payer/Provider Solutions

Biopharma Development Customers Biopharma Commercial

& Other Customers

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PeopleSoft Footprint and History

FSCM HCM

OBIA

Financials SCM / ESA - General Ledger

- Accounts Receivable

- Accounts Payable

- Asset Management

- Cash Management

- eSettlements **

- Purchasing

- Expenses

- Project Costing

- Contracts

- Billing

- eSupplier Connect **

- eProcurement **

- Human Resources

- Benefits Administration

- Time and Labor

- Payroll Interface

- eProfile

- eProfile Manager

- Human Resources

- Financials

- Projects

** Implementation in progress

6 > 7.5 > 8.4/8.9 > 9 > 9.2 7.5 > 8 > 8.8 > 9 > 9.2 (upgrade in progress)

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PeopleSoft Financials 9.0 Upgrade

Project Luca

Luca Pacioli: The Father of Accounting In 1494, the first book on double-entry accounting was published. The author was an Italian friar, Luca Pacioli.

Accounting practitioners in public accounting, industry, and not-for-profit organizations, as well as investors, lending

institutions, business firms, and all other users for financial information are indebted to Luca Pacioli for his monumental

role in the development of accounting.

Other Luca meanings/references:

Latin: Bringer of light

Greek: Patron saint of doctors, artists, and creatives


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Overview

Americas

USA

Canada

Mexico

Western Europe

Switzerland

United Kingdom

Denmark

Germany

Ireland

Sweden

France

Italy

Sub-Saharan Africa

Eastern Europe

Romania

Croatia

Czech Republic

Slovakia

Bulgaria

Estonia

Latvia

Lithuania

Serbia

Hungary

Egypt

Israel

Poland

Asia

Indonesia

Korea

Malaysia

Philippines

Taiwan

Thailand

Vietnam

China

India

Hong Kong

Singapore

Japan

Pending

Brazil

Argentina

Chile

Columbia

Costa Rica

Guatemala

Panama

Peru

Belgium

Netherlands

Spain

Austria

Greece

Russia

Turkey

Ukraine

Australia

New Zealand

Countries on the existing system

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Key Benefits of 9.2

Applications that are simpler and more intuitive;

Workcentres and Dashboards to more easily keep track of daily tasks;

Mobile solutions Approvals and Employee Expenses;

Improved Reporting (Analytics);

New concepts such as:

Activity Guides,

Train Stops

Related Actions

Embedded Help - coupled with powerful search and visualization capabilities, will enable both casual and power users to find the

information they need and will provide user process flows that are intuitive and at once familiar.


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Key Benefits of 9.2

The new WorkCenters combine transactions, analytics, workflow notifications, and reports into a configurable

framework that can be tailored to each role-based user in the enterprise, High-volume users such as a Billing or

Payables clerk in the Financials department will see greater productivity and spend less time navigating the system

and dealing with exceptions.

Lower TCO (total cost of ownership)

Attachments are more widely enabled

Improved and simplified Workflow design, allowing for flexible routings

Forms and Approvals builder (for new chartfield values)

Various Tax related functionality and reports to meet changing legislation

Improved reconciliation processes

Enterprise Search, a non menu driven search that provides better access to enterprise information, while protecting

sensitive data from unauthorized users

Alerts and Notifications


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PeopleSoft Partnership

GL 1025 files worked to resolve some currency

rounding issues and other file interpretation issues

Enhance Mobile Expenses to include additional

GL Chartfields and all Project Chartfields

My Wallet changes to help with new tax information

reporting requirements for Mexico (in progress)

Global Per diem enhancements to

support country requirements

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The Journey: from start to finish Nearly nine months later.We MADE it!

Jul-Aug 2013

Delta Training hosted

Requirements Gathered

Sep-Nov 2013

CAR & Capitalization approved

Completed Retrofit of F92DEV & built F92TST

Completed Retrofit of PSRPTDEV & upgraded PSRPTTST

All new 9.2 features reviewed & evaluated for use

Test scripts created & data sets prepared in QC

System testing began on time!

27-Jun 2013

Project Kickoff

Dec-Mar 2014

Completed System Testing

Completed Retrofit of F92UAT & PSRPTPUAT

Begin UAT

Engaged 3rd Party to prepare training material Feb-Mar 2014

Finish UAT

Performance Testing

Complete training material

Provide global end user training

Perform cutover dry runs & full dress rehearsal

Communicate shutdown dates/times

April 10-15, 2014

Cutover Completed!

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What We Accomplished

In the BeginningPreparation for the upgrade included

V9.2 pre-release testing was conducted at PeopleSoft headquarters in Aug-2012 by five IT and Finance reps which enabled us to

jump start the new functionality review and Fit/Gap analysis.

Delta training for all Core Team members

244 new features and enhancements in 9.2 were reviewed and evaluated; 56% were adopted.

Retrofit / Development

New hardware purchased and new environments built.

Over 1,900 existing objects were modified.

Creation of module and generic WorkCenters and Approval Workflow.

Testing

Coordinated testing between 34 inbound/outbound feeder systems; external to the PS Financial modules.

Successfully completed Performance Testing.

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Training

Engagement of 3rd Party to create UPK training

Net Change presentations were created

28 WebEx/Hands-On training sessions were conducted for end users worldwide.

Communication & Change Management

Cutover

Created a step-by-step PRD cutover sequence of events checklist.

Communicated PRD cutoff dates and times.

Conducted a weekend cutover dress rehearsal and several iterative test moves in preparation for the actual cutover.

What We Accomplished continued

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Global Project Team nearly 250 participants around the world!

North America

86 participants

EMEA

113 participants SEA & China

29 participants

India

20 participants

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Challenges we faced

Originally focused on email approvals

Security and architecture to expose outside our firewall

Expense / Voucher attachments stored on a content server as opposed to in the database

Single Sign On problems with our web server handling mobile

No Project Chartfields originally delivered

Minor functionality bugs

Mobile our next great frontier

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Mobile our next great frontier


Program Agenda






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Expenses 9.2 Focus: Productivity

Audit

Booking

Creation

Approval

PeopleSoft Expenses

New Expense Report user

interface

Embedded Help

File attachments at header

and line level

Withdraw expense report

Mobile Expense entry

Mobile Time Entry

Enhanced privilege templates

for control

Keyword search via Oracle

Secure Enterprise Search

View of file attachments online

Graphical approval flow displays

Mobile Approvals

Enhanced (Level 3) credit card data integration

Configurable Expense Certification

Keyword search via Oracle Secure Enterprise

Search

Manager T&E approval workflow

Global Per Diem Rules

definition and enforcement

View of file attachments online

Enhanced (Level 3) credit card

data integration

Keyword search via Oracle

Secure Enterprise Search

Online Expense Metrics


New Expenses 9.2 User Interface Expense Details

Role-based User Interface

Embedded Help

Header and Line Level

Receipt Attachments

Look for the demo on

Expenses Video Feature Overview http://www.youtube.com/watch?v=c3pdVW_t9Tk

9.2

http://www.youtube.com/watch?v=c3pdVW_t9Tkhttp://www.youtube.com/watch?v=c3pdVW_t9Tk


New Expenses 9.2 User Interface Expandable Transaction Line Scroll Areas

Expandable Areas for

Dynamic Entry Based on

Expense Type Configurable Entry Capture

Options

Partial Page Refresh for Faster

Performance

9.2


New Expenses 9.2 User Interface Configurable Accounting Distributions

Define Accounting

Capabilities by Privilege Template

Accounting Can Be Hidden Completely

9.2


New Expenses 9.2 User Interface Summary & Submit

Withdraw Expense Report to

Correct Errors

XML Publisher Report w/Bar

Coding & Receipts Required

Dynamic At-a-Glance Status

Graphics

9.2


New Expenses 9.2 User Interface Analytics

Targeted Metrics for each Expense

Report

Varying Analytics for Employees, Approvers, and

Auditors

9.2


PeopleSoft Mobile Expenses PeopleSoft Mobile Expenses Home

Mobile Expenses Demo - http://www.youtube.com/watch?v=Z0Go9T0jd8A


Add Quick Expense Add cash or incidental transactions to My Wallet My Wallet Review transactions (manually entered or credit card data feed) for future

inclusion on expense report Create Expense Report Create and submit new expense report Expense History Review past 6 months of history (expense reports, cash advances,

travel authorizations) Unsubmitted Reports Pending or incomplete expense reports that have not yet been

submitted for reimbursement Reports Pending Approval or Payment Submitted expense reports that have not yet

been paid, check on status of reimbursement Reports to Approve For managers only, link to Mobile Approvals application to the

expense reports that require their review/approval Notices Announcements from Travel & Expense department to employees Analytics Key metrics about the employees expenses Full Site Interchangeably switch between full PeopleSoft Expenses application and

Mobile Home Navigate to PeopleSoft Mobile Applications Portal System detects screen size and portrait vs. landscape orientation to dynamically adjust

user interface

9.1+

http://slc02pro.us.oracle.com/psc/ps/EMPLOYEE/ERP/s/WEBLIB_MBL_EX.ISCRIPT1.FieldFormula.iScript_Expense_Homepagehttp://www.youtube.com/watch?v=Z0Go9T0jd8Ahttp://www.youtube.com/watch?v=Z0Go9T0jd8A


Expense Summary provides shopping cart view of expenses

Ability to sort by expense type or date

Highlight individual expense type or date to narrow list of transactions, or use keyword filter

File attachments capability allows user to import receipts from smartphone or tablet

Attach nearly any file type at the header level, line level, or both (utilizes PIA file attachment configuration options)

Expense Report

PeopleSoft Mobile Expenses Expense Summary

9.1+


Calendar or timesheet views optimized for daily, weekly, bi-monthly, and monthly time sheets

Automatically detects tablet vs. smart phone, portrait vs. landscape and adjusts UI

Quick-Fill speeds entry by providing favorites and recents

Copy from previous time sheets

Prior period adjustments

PeopleSoft Mobile Time Entry Simplified Time-Tracking for Project-Based Activities

Mobile Time Entry Demo - http://www.youtube.com/watch?v=26ShLV0lvLo&feature=youtu.be


Project Time Entry

9.1+

http://slc02pro.us.oracle.com/psc/ps/EMPLOYEE/ERP/s/WEBLIB_MBL_EX.ISCRIPT1.FieldFormula.iScript_Expense_Homepagehttp://www.youtube.com/watch?v=26ShLV0lvLo&feature=youtu.behttp://www.youtube.com/watch?v=Z0Go9T0jd8A


Adding a new row for the day asks whether they are trying to add project or non-project based time

User can drop down on projects and activities, or use Quick-Fill to access Favorites or Recents, and save time on prompting for all project data

Details accesses additional (less often used) data fields, such as operating unit, fund, department, etc.

Time off allows selection of policy time, such as jury duty, vacation, etc. These time reporting codes can be mapped to Time & Labor.

Optional views by calendar or timesheet

Ability to enter prior-period adjustments

PeopleSoft Expenses Mobile Time Entry Simplified Time-Tracking for Project-Based Activities

Calendar View, Timesheet View, Prior Period Adjustments

9.1+


Program Agenda






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Expenses 9.2 Focus: Continued Innovation

Audit

Booking

Creation

Approval

PeopleSoft Expenses

Mobile Time Entry

UI redesign for cash advances,

travel authorizations, approvals

Express expense report

Additional privilege template

capabilities (e.g. authorized

expense types, specification of

individual GL CFs, etc.)

Expense type group

enhancements:

Category/keyword/recents

search, location limits by group

My Address Book/Favorites for

attendees

Enhanced point-of-sale credit

card data integration with alerts

OCR for receipt capture

Receipts required setup and new receipt

verification stage in workflow

Add submission restriction to proxy entry

authorities

Expenses WorkCenter with

new exception processing

capabilities

Addition of Expenses data into

PeopleSoft In-Memory Project

Discovery


PeopleSoft Next Generation User Interface Optimized for PCs, Tablets, & Smart Phones

9.2+

The New Face of PeopleSoft


New Travel Authorization User Interface

Simplified travel authorization targets larger projected spend items

Optimized for use on tablets or smart phones

Variance tracking on expense report compares against original requested amount

Obtain Approval Before Booking Trip

9.2+


Receipts Required Configuration

Establish rules for when receipts (or comments) are required

Override capability down to expense type and payment type

Default no receipt comments

Printed expense report has a grid to indicate to the user which receipts are needed

Receipt Refinement Rules

9.2+


Receipts Required Configuration

Optional new step added to require receipt verification prior to initiating approval routings

Provides additional security for organizations with the business process of requiring receipts before approving

Expenses Approval Workflow Enhancement

Receipt Verification Review HR

Supervisor Approval

Expense Approval

Pre-Pay Audit Project

Approval

Project Supplemental

Approval

Post-Pay Audit

9.2+


Privilege Template Enhancements

Control which expense types role groups have access to

Helpful for customers who need to restrict what contractors can see, or provide additional expense types to executives

Can significantly reduce the list of available expense types for users

Functionality available in all areas where expense types are prompted: Expense Report, Travel Authorization, Quick-Fill, Expense Type Groups, My Wallet, Receipt Split, Hotel Wizard

Streamline the User Interface by Role Expense Types

9.2+


Privilege Template Enhancements

Specify which individual GL ChartFields users can see and interact with

Eliminate access to users unaware of complex accounting strings

Streamline the User Interface by Role GL ChartFields

9.2+


Expense Type Categories

New expense type category setup

Can still prompt alphabetical list of expense types, and new icon added to narrow by category

Location limits by group (e.g. enforce daily limits for all meals) / validating expense report lines

Simplify Searching for the Correct Expense Type

9.2+


Expenses WorkCenter for Accounting/Auditors Incorporating Exception Processing Functionality

Powerful tool for accounting and expense department auditors to manage approvals, exceptions, etc.

New exception processing capabilities

My Work, Links, Processes, Reports, Queries

Dashboard charts and pivot grids for immediate visualization

9.2+


Instantly obtain project & contract financial performance by user-definable dimensions that exploit related unstructured data

Dynamically calculate, display, and examine project expense reports, expenditures, revenue, budgets, variances and more against massive volumes of project ledger data

Identify financial and execution deviations from plan and take corrective actionadjust resources, identify suspect spending and spending patterns, revise project plans, negotiate with sponsors, and more

Scope includes Expense Reports, Assets, Revenue Contracts, Resources, and Project Management content associated with Projects

Next Generation User Interface & Collaboration PeopleSoft In-Memory Project Discovery on Oracle Engineered Systems

Unprecedented Insight into Project-Based Expenses

9.2+


Streamline Expense Reporting with Receipts Imaging Oracle I/PM Integration to PeopleSoft Expenses

Print Bar Coded Cover Sheet

Fax, E-Mail, or Scan Receipts

Imaging System

Receives Receipts

Bar code automatically links receipts to expense report

Approve Expense Report

Receipts instantly viewable by approver/auditor

Reimburse Employee

Strengthen Controls

Improve visibility and provide instant access to expense receipts

Supervisors usually do not have access to view receipts (paper slips typically sent to AP), but now can view imaged receipts online

at the same time they approve expense reports

Streamline the accounting approval process by reviewing receipts alongside expense reports for verification, as well as immediate

notification of receipts received

Increase Efficiencies

Reduce errors and delayed reimbursements

Eliminate high real estate costs as there is no need for a warehouse facility to house boxes of paper records

Ease of access for audits and compliance with internal financial controls

BEN

EFIT

S 9.1+


GRC Controls within T&E Business Processes Statistical Analysis Strategically Integrated with PeopleSoft Expenses

Use of corporate card for personal

expenses

Per diem and meal expenses on same day

Frequently missing receipts

Frequent approval rerouting

Group of employees split expenses for a large event to get under the approval

cap

High number of transactions just under approval

limit

Transactions over 90 days old

9.2


Oracle GRC T&E Monitoring Accelerator Insights into Travel & Expense Fraud

9.2

PeopleSoft Expenses 9.2 in the Cloud Complete end-to-end and Fully Integrated T&E Solution

CC Integration

Travel Partner

Integration

Mobile Integration

Expense Report

Audit Services

Global

Customization

Fit Your Business Needs

Expenses 9.2

Your

Environment

Contact: [email protected]

SAAS Model Low Upfront Investment Cost Monthly Fee No Infrastructure Simple, Fast Implementation

Customization (Unlike other SAAS vendors, customizations allowed)

Seamless Integration with your ERP Global Platform Connection and Mobility

Move to the cloud : Increase Productivity Reduce Cost Increase Compliance


Get Connected and Stay Informed Key PeopleSoft Information Sources

@PeopleSoft_Info Oracle PeopleSoft Development Group

Oracle PeopleSoft Page

Click Images For More Information

Blogs

Social Media

PeopleSoft Information Portal PeopleSoft YouTube Channel

53 Restricted to event use only.

https://twitter.com/PeopleSoft_Infohttps://www.facebook.com/pages/Oracle-PeopleSoft/220476464680933?ref=tshttp://www.linkedin.com/groups/Oracle-PeopleSoft-Development-4530781?goback=.gan_4530781.gna_4530781https://blogs.oracle.com/peoplesoft/http://www.peoplesoftinfo.com/http://www.youtube.com/user/PSFTOracle

con7586_shaw-con7586 - manage travel and expenses anytime, anywhere with peoplesoft expenses 9.2

Documents

oracle andor

product management oracle

sole discretion of oracle

expense spending

thr quintiles hr psc

injury data

general product direction

information purposes