Mobilizing Expense Management(A Case Study)

- Donald Fernandes

2014

Agenda

• Project Scope

• Project Timeframe

• (TO-BE) Process Flow

• PoC Scenarios

• Open Items/ Decision Points

• Security Considerations

• Production Rollout Plan

Project Scoping Summary

• Enable Expense Report User (Submitter+Approver roles) to fully manage

Expense Claims processing, using mobile App interface

• Supported Devices/ Platforms: iPhone, iPad, Android (?)

• User Authentication, Expense Data Storage, Retrieval, Business Rule

enforcement will continue from Oracle EBS (real-time)

• Downward compatibility with current PC-browser based process

• Global availability

• Expense Claim Audit, Payment Management functions are out of scope

• Generic user functions (Reset Password, Logout, etc) will be available

• Scalable architecture for zero impact w/ future Oracle Patches

Current Statistics (annualized)

Total Expense Report Count (Global) 3700

Total Expense Report Count (US Only) 2650

Total Expense Report Count with Itemizations 1150

Total Expense Reports with Line Count (<25) 3250

Total Expense Reports with Line Count (25-100) 450

Total Expense Reports with Line Count (>100) 10

Project Timeframe

(TO-BE) Process Flow

Architecture Schematic

POC Scenarios (role: Expense Submitter)

Summary IT CertStatus

Ability to Login to Oracle UI mock-upworks; pending IT Cert

Enter Expense Header data

Enter/ Remove Expense Line data (includes navigation)

Enter/ Remove Expense Line Detail w/o Itemization

Enter Expense Line Detail w/ Itemization (example Hotel expenses)**

Attach multiple Files (example scanned Receipt .JPEG)

Save Expense Report

Allocate appropriate Accounting segments

Withdraw Expense Report

Duplicate Expense Report

View submitted Expense Claims

** tablet only

POC Scenarios (role: Expense Approver)

Summary IT CertStatus

Ability to Login to Oracle Pass

Ability to view and select Expense Claims to Approve Pass

Reconcile data in Oracle Pass

Performance (Save and Query Expense Report) Pass

Ability to view Attachments Pass

Ability to navigate between Expense Lines Pass

Test Scenarios (General Look-Feel)

Requirement Summary IT CertStatus

Reset Password capability Closed

Company ABC Logo Closed

Logout Capability Closed

OneLogin Integration Closed

Test Scenarios (Exception Paths)

Summary IT CertStatus

Lost connectivity to Third Party server Open

Oracle down/ not available Open

Multiple (50+) concurrent sessions Open

Claim Rejection scenario Pass

Approver’s Request for Additional Information Pass

Login Failure (multiple attempts lockout, etc reason) Open

Future-dated Expense Report Open

Multiple (>25) Expense Report Lines on a given Claim Open

Split GL Allocation for a given Claim Line (reqd by Engg) Open

Open Items/ Decision Points

# Open Item Summary Follow-up/ Owner

Comments/Resolution

1 General Stats on how many Expense Claims

actually use Itemization?

Company

ABC IT

Closed see other

slide

2 OneLogin Integration Third Party

3 What file type attachments to be supported? Company

ABC IT

4 POC on Android devices pending Third Party Required

5 Can Itemization be supported? What are the

challenges here, if any?

Third Party

6 Provide Hosting Requirements Third Party

7 Provide recommendations for Tablet vs Phone

UI

Third Party

8 How does GD integration get reflected? Third Party

Deployment Considerations + Future Vision

Consideration Decision/ Comment

Hosting Option: In-House or

Cloud

In-House - to be finalized

US or Global rollout Initial US only - preferred for

better Support

Department-wise rollout Future

Approver-Only or Full

Functionality rollout

Future