Did you know travel and entertainment (T&E) costs are the second-most difficult operating expense line item for businesses to control? With predictive analytics, however, you can make more proactive decisions to better manage that spend. At the same time, you can provide stakeholders with analytics that help drive policy decisions. In this session, Concur will also demonstrate how you can deliver insights to targeted personas and make sure you’re delivering the right information to the right stakeholder at the right time.

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@ariba
Applying Procurement Best Practices to
Travel and Entertainment Reporting;
Total Employee Spend Management
Jacqui Carey
Sr. AP Consulting Manager
Imran Gohar
Solutions Consultant
8 April 2015
© 2015 Ariba – an SAP company. All rights reserved.

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Invoice
Expense
Mileage
Client
Entertainment
Office Supplies
Marketing/Training
Train Ticket
Hotels
Airline Ticket
Utility Bills
Software /
Hardware
Telecomms
Other
£Employee
Approval
Manager
Employee Reimbursed
Supplier Invoice Paid
Process & Audit
Accounts Payable
Introduction into Employee Spend
© 2015 Ariba – an SAP company. All rights reserved.2

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Concerns on Employee Spend
• How many spend channels do you have?
 Card spend, expenses, vendor purchases (Non PO), Travel
• Does your organisation have the whole picture?
• Is your company T&E policy up to date or out of date?
• Do your employees even know the rules?
• How long does it take to reconcile data?
• How near to real time is it?
© 2015 Ariba – an SAP company. All rights reserved.3

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© 2015 Ariba – an SAP company. All rights reserved.4
Hindsight Is Always 20/20

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© 2015 Ariba – an SAP company. All rights reserved.5

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Setting the Foundation
Connect relevant spend data
Drive transparency based on personas
Promote effortless action and change
© 2015 Ariba – an SAP company. All rights reserved.6

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Think About It
© 2015 Ariba – an SAP company. All rights reserved.7
What gets measured,
gets managed.”
–Peter Drucker

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Connected
8
Single source of truth

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Real World Example
© 2015 Ariba – an SAP company. All rights reserved.9
G.D.S.
Preferred
booking
channel
Credit cards
HR/
hierarchy
Expense

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Clean and correct normalized data
Understand audience and personas
Metrics to drive change and action
Right Data, Right People, Right Way
© 2015 Ariba – an SAP company. All rights reserved.10

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Different Audiences Have Different Needs
CFO PROCUREMENT
BUYER
ACCOUNTS
PAYABLE BUDGET
OWNER
TRAVEL
MANAGER
© 2015 Ariba – an SAP company. All rights reserved.11

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Solving Problems and Taking Action
© 2015 Ariba – an SAP company. All rights reserved.12
A real decision is measured by the fact that
you’ve taken a new action. If there’s no action,
you haven’t truly decided.”
–Tony Robbins

13. #AribaLIVE @ariba
Procurement Buyer
WHAT’S IMPORTANT
TO THEM?
• Compliance/spend to
preferred programs
• Leakage
• Spend by vendor
• Top city pairs
• Fare analysis
• Averages – air, meal, hotel,
car rental
HOW DOES DATA
HELP THEM?
• Contract management
• Improved leverage in
negotiations
• Identify new opportunities
• Benchmarking
© 2015 Ariba – an SAP company. All rights reserved.13

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© 2015 Ariba – an SAP company. All rights reserved.14

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Procurement Buyer
REAL WORLD EXAMPLE
Connected and transparent
• Negotiated discounts on £1m – truth actual spend was £1.75M
• Further £750K through expenses for travel, office supplies
• 20% of spend outside of PO process
© 2015 Ariba – an SAP company. All rights reserved.15

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Travel Manager
WHAT’S IMPORTANT
TO THEM?
• Cost savings
• Next practice vs.
best practice
• Policy compliance
• Employee satisfaction
and adoption
• Where are my travellers?
HOW DOES DATA
HELP THEM?
• Focus on “low-hanging fruit”
• Better management
interactions
• Greater leverage
with suppliers
• Identify correct
policies
© 2015 Ariba – an SAP company. All rights reserved.16

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Value-Based Dashboards | Travel
© 2015 Ariba – an SAP company. All rights reserved.17

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Value-Based Dashboards | Policy Example
All about compliance
• What type of policy violations exist?
• Who is violating policy?
• What’s the best way to
manage exceptions?
 Advance purchase analysis
 Credit card utilization
 Credit card aging
 Flagged policy violations
 Business meals
 Airline tickets
 Hotel room rate
 Missing receipts
 Over dollar threshold
© 2015 Ariba – an SAP company. All rights reserved.18

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REAL WORLD EXAMPLE
Connected and transparent
• Perceived Minimal leakage – actual 20% through expenses
• Booked vs actual equated to £250K
• Didn’t always know where travelers were as many not using
travel programme
Travel Manager
© 2015 Ariba – an SAP company. All rights reserved.19
#AribaLIVE @ariba

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Integration and configuration
Smart triggers based on data and events
Drive visualization into natural work flow and
line of sight
Effortless
Data working for you, not you working for data
© 2015 Ariba – an SAP company. All rights reserved.20

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Accounts Payable
WHAT’S IMPORTANT
TO THEM?
• Payments terms
 Employee
 vendor
• Policy compliance
• Authorisation
• Lost invoices/receipts
• Exception handling
• VAT
• Accruals
HOW DOES DATA
HELP THEM?
• Identify accurate processing times
• Flags out of policy spend
• Identifies bottlenecks
• Electronic images
• Highlights issues
• Calculated and identifies lost VAT
• Instant cash flow, management
and liability data
© 2015 Ariba – an SAP company. All rights reserved.21

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Account Payable
REAL WORLD EXAMPLE
Connected, transparent, and effortless
• £50K invoice sat on Partners desk
• £150K in late payments fees and accounts put on hold
• Missed out on £300K worth of early payment discounts
© 2015 Ariba – an SAP company. All rights reserved.22

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Budget Owner
WHAT’S IMPORTANT
TO THEM?
• Budget management
• Policy compliance
• Ease of interpretation
HOW DOES DATA
HELP THEM?
• Granular focus within their
scope to make
better decisions based
on budget
• Keeps them on target
and on budget
• Give them ability
to take action
that much quicker
© 2015 Ariba – an SAP company. All rights reserved.23

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Budget Owner
REAL WORLD EXAMPLE
Connected, transparent, and effortless
• Employee found out she was going to be “let go” in two weeks
• Charged $8K on corporate card
• Company didn’t find out until trans
hit aging report (30 days later)
© 2015 Ariba – an SAP company. All rights reserved.24

25. Actionable Analytics | Configuration
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26. Actionable Analytics | Configuration
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Budget Owner
REAL WORLD EXAMPLE
Connected, transparent, and effortless
• Managers Monitor via Actuals
• Budget Integration
• Learn & Act vs. Learn THEN Act
© 2015 Ariba – an SAP company. All rights reserved.27

28. Actionable Analytics | Configuration
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29. Actionable Analytics | Configuration
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30. Actionable Analytics | Configuration
30
36,000
Spend to budget is 80%
21 Days left in budget period
The combination of actual spend,
accruals, and trips booked but not taken
has now combined to hit 80% of your
travel and expense budget for the
quarter

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The Next Frontier
Please attend session 107 for more detailed information© 2015 Ariba – an SAP company. All rights reserved.31