This document summarizes a presentation about Cincinnati Children's Hospital Medical Center's implementation of a customized travel and expense system with Smart ERP Solutions. Key points: - CCHMC partnered with Smart ERP Solutions to provide a user-friendly T&E system that incorporated their internal travel policies. - Smart ERP customized the PeopleSoft application to streamline the travel authorization and expense reporting processes, reducing pages and simplifying the user interface. - The project launched in September 2011 and went live hospital-wide in July 2012, involving a pilot group and training development.

1. Travel & Expense at Cincinnati Children's
Hospital: To Customize or Not to
Customize?
Session #31431
March 19, 2013

2.  Alan French
 Assistant Vice President, Financial
Applications
 Cincinnati Children’s Hospital Medical Center
 Ptools 8.51, Application 9.1

3.  Ramesh Panchagnula
 Co-Founder/President
 Smart ERP Solutions

4.  CCHMC determined it was in the best
interest of the institution to partner with Smart
ERP Solutions to provide a user-friendly T&E
system that incorporated our internal travel
policies.

5.  CCHMC & Smart ERP Solutions Overview
 Project Review
 Project Resources and Timeline
 Project Approach and Structure
 Demonstration
 Delivered
 CCHMC Pages
 Lessons Learned
 Questions

6.  Full service, nonprofit, pediatric academic
medical center, established in 1883
 Ranked 3rd in 2012-2013 U.S. News & World
Report list of best children’s hospitals
 Second highest recipient of NIH grants for
pediatric research
 Over 1.1 million patient encounters last fiscal
year
 Over 13,000 employees
 Revenue of $1.85B in FY 2012 (July 1, 2011 –
June 30, 2012)

7.  Human Capital Management implemented
Version 7.5 in 1999
 Supply Chain Management, Financial
Management and Grants Management
implemented 8.8 in 2005
 Learning Management (ELM) implemented
8.9 in 2006
 Data Warehouse (EPM) implemented 9.0 in
2008
 All Applications upgraded to version 9.1 May
16, 2011

8. Smart ERP Solutions Overview

9. •Oracle partner and provider of pre-packaged, release-independent
PeopleSoft solutions and services:
–Extend PeopleSoft functionality and improve ROI
–Highly configurable – tailored to YOUR business requirements
–Architected and designed as “add-on” solutions
–Minimal upgrade impact
–Avoid customizations
–Leverage existing PeopleSoft features
–Seamless integration with PeopleSoft applications
–Lower total cost of ownership
•Rapid implementation & deployment
•Deep PeopleSoft product knowledge and experience

10. Paper Forms
Manual Steps
and
Processes
Manual
Workflow
Approval
Lack of
Intuitive User
Interface
Complex
Transactions
Redundant
Data Entry
Lack of End-
User
Productivity
eSignature
Capability
Too Many
Fields, Tabs,
Pages

11. Automate Streamline Simplify

12.  Easily add convenient features to PeopleSoft—any application, module
or version (8.x and beyond)
 Deploy anywhere within a PeopleSoft application
 Configure to meet your specific needs

13. X

15. CCHMC T&E Project Review

16.  Paper travel authorization form
 Paper or excel expense report
 Attached to custom check request bolt-on
 Summary data only
 No ability to provide expense type metrics
 All conference & travel reported in one GL
Account

17.  Online travel authorization (replaces paper form)
 CCHMC standard workflow approvals
 Attachment of receipt images (into ImageNow)
 Delegation to Authorized Users
 Detailed expense reporting with associated GL
account

18.  Customized Page Design
 Similar to other bolt-on pages (Check Request,
Divisional Billing, Cost Transfers)
 Integration of CCHMC travel policy
 Reporting
 Expense Transaction Details available from Revenue
& Expense Report
 Application Reports designed to mirror existing paper
forms/reports

19.  Targeted embedded help tool in application as
primary support tool
 Customization to route users to learning
materials
 Online Videos

20.  Simplified end-user navigation
 Reduction of 15+ pages to 4
 User friendly pages
 Embedded compliance with CCHMC policies
 When a Travel Authorization is required
 When expense types can and cannot be used
 Per Diem vs. Actuals
 Laundry
 Personal Stay & Auto Mileage worksheets

21.  Merges Employee Profile & Authorize Expense
Users pages
 Sets defaults
 ChartString (Delivered Payroll Interface only feeds
BU & DeptID)
 Expense report entry to copy from travel
authorization
 Business Purpose, Billing Type, Payment Type
 Pre-Paid Air & Conference expense type defaults

22.  One page for end-users to Create, View, Print,
Modify, Delete and Cancel a TA
 Required fields and displayed fields configurable by
expense type
 Automatically route to T&E Profile and embedded
training
 Allow requesters to back date a TA
 Automatically insert expense rows for each day of
the trip

23.  Auto Rental message to get insurance or not based
on country
 Personal Stay worksheet
 Save CCHMC $ by extending the trip
 Requires original airfare amount
 Auto Mileage worksheet
 Incorporates normal commute miles
 Miles > 500 requires an airfare alternative quote
 Workflow emails with links to transactions
 Nightly notification of aging transactions

24.  One page for end-users to Create, View, Print,
Modify, and Delete an ER
 Similar user interface as SmartDoc TA
 Required to be copied from a TA when using
expense types Airfare, Hotel, Meeting or Mileage >
250
 Airfare ticket # required on ER
 Message on meal expense types to review
departure/arrival times

25.  Prepaid Meeting requires check request ID
 ER’s > 5% TA flagged for risk and requires
additional justification
 TA Attachments copied to ER
 TA can only be used on one ER
 Workflow emails with links to transactions
 Nightly notification of aging transactions

26.  2 CCHMC Business Analysts
 Neither 100% dedicated to the project
 Some CCHMC I/S Development
 < .5 FTE during development phase
 Migration oversight
 Some minor development
 Smart ERP Solutions Development Team
 Remote from Pleasanton, CA

27. Sep 1, 2011 Jul 31, 2012
Oct 11 Nov 11 Dec 11 Jan 12 Feb 12 Mar 12 Apr 12 May 12 Jun 12 Jul 12
Cincinnati Children’s Hospital Medical Center PeopleSoft Travel & Expense v.9.1
Conduct Fit Gap
Sessions
Design
Development
Testing
Pilot Group
Hospital
Wide Go-live
Develop Training

28. Demonstration

29.  Involve high volume & vocal users early in Pilot
 Reach out to administrative assistants
 Hold 2-3 development review sessions per week
 Don’t repeat sins of the past (ability for approvers to
adjust document)

31.  Alan French
 Assistant Vice President, Financial Applications
 Cincinnati Children’s Hospital Medical Center
 E-mail: alan.french@cchmc.org
 Ramesh Panchagnula
 Co-Founder/President
 Smart ERP Solutions
 E-mail: ramesh.p@SmartERP.com

32. This presentation and all
Alliance 2013 presentations
are available for download
from the Conference site at
www. alliance-conference.com
Presentations from previous meetings are also available