2. 2
Gonzaga University
Shares their journey in automating
Travel & Expense
Tim Martino, Concur – Sr. Security & Technology Consultant
Linda Wilson, Gonzaga – Financial Systems & Services Manager
Jennifer Frame, Gonzaga – ZAGS T&E and Credit Card Administrator
3. 3
Today’s Speakers
Tim Martino Linda Wilson Jennifer Frame
Concur
Sr. Security & Technology Consultant
Gonzaga University
ZAGS T&E and Credit Card Administrator
Gonzaga University
Financial Systems & Services Manager
6. Poll Question
Which ERP system do you use….
A. PeopleSoft
B. Banner
C. Colleague
D. Workday
E. Other
F. What is an ERP?
7. 7
ERP
HR System
Payroll System
Credit Cards
Connected
8. 8
Commitment to Higher Education
All data, March 2016
Dedicated
Team of
30+
Higher Ed
Advisory Board
Tailored
Product/Service
Development
Higher Ed
Customers
400+
10. 10
GONZAGA UNIVERISTY OFFERS…
An exemplary education that develops every student’s
intellectual skills, imaginative capacities and ability to innovate.
SO OUR GRADUATES BECOME…
Courageous leaders who shape and serve their professions
and communities for the good of all..
Established in 1887
7,400 +
undergraduate and graduate students
880
staff members
734
faculty members
17. 17
Considerations –
ERP Travel & Expense Module:
Expense Component Only
Travel Not Fully Developed
ERP P-card Module:
Not robust enough for transactions
to flow into expense
27. 27
Opportunity to Network with Peers
Share Ideas & Learn from Other Universities:
Fusion Annual Conference
CHELF - (Concur Higher Ed Leadership Forum)
LinkedIn User Group
28. 28
“We appreciate that Concur provides
consulting to support our Travel & Expense
initiatives on campus.”
30. 30
Update – Process with Concur
700 – 800 Monthly Expense Reports
Built-In Policies & Increased Compliance
Processing time down to 3.7 days
3.7 Days to Process Reimbursements
22% reduction in expense reports processed
Welcome everyone!
Thank you for joining us – today will be hearing from Gonzaga University as they share their personal story of making the decision to automate travel and expense. We will learn about their experience in the selection process, implementation and the benefits they are receiving today.
Thank you for joining today’s webinar to Explore Travel and Expense. My name is Tim Martino. I am a Sr Security and Technology Consultant with Concur and I will begin my 16th year with Concur on April 1st of this year. Over 4 years ago I became the dedicated Security and Technology Consultant for our Higher Ed Team. I have had to pleasure of meeting and talking to over 150 different colleges and universities over the past 4 years. The common questions that arise as we work with Universities are around how can we work with the array of systems/suppliers on and off campus that make up this complex ecosystem. For this webinar, I am going to be sharing some of the most important issues that have come up when these schools were evaluating a new travel and expense solution.
When evaluating a Travel and Expense Solution or any solution based on-premise or in the cloud, for that matter, there are 3 main areas of emphasis in my discussion when schools consider automating their Travel and Expense process:
Connected Systems
Accessibility
Security
Connected.
A Travel and Expense Solution of course shares information your core finance or ERP system. The ERP as a financial line item but there are many other systems it can come into contact with. Users of a Travel and Expense Solution normally touch other systems including:
HR systems
Travel Management or TMCS as well as booking made directly at vendor or travel site like Orbitz or Marriott.com
Invoice, including POs.
And don’t forget that from a Duty of Care perspective, you need to know where their users are traveling to and where they are currently located
Accessibility
Last year Millennials became the largest share of the labor force. Bolstered by this and according to a Phocuswright survey, 77% of travel managers place enhancing mobile capabilities for their travelers as one of their top 3 technological priorities. According to __________55% of managed travelers searched for airfare on their mobile device and 44% searched for hotels. These numbers are only increasing. Yes even in a university environment where we can find certain elements on campus are resistant to change, mobile is the one area where we see opinions are quite consistent. There are still some faculty with their trusted flip phones, however, on the balance we find that faculty, students, and administration expect a superior mobile experience for systems deployed on campus.
Security
Security is another important area to focus on. I would imagine that everyone has heard on the news about different data breaches, most recently at Sony and Target. Those are high profile cases that we all need to be aware of because Higher Education is not immune to potential attacks of this manner. That is why securing data, particularly in the cloud is imperative. It is important to know where the data being hosted, who has access to the data and what security measures are in place. Audits and certifications are good proofs of security but understanding exactly what those audits cover is just as important. Any providers security posture should be thoroughly examined. As a final thought on security, as the use of smart devices is dramatically increasing, it is important to see how a mobile access is offered and secured.
Along the lines of our first discussion point around connected systems, I would like to pause here to poll the audience about what type of ERP each of your schools are using.
So we can better understand our audience, let’s take a quick poll question.
Phew. It looks like we have the right audience in attendance!!!! These results don’t surprise me. I don’t have the exact math but between PeopleSoft, Ellucian products, and Oracle, cover about 90% of our Higher Education clients. It is important that a Travel and Expense solution does not have a direct bearing on any decision you make for your ERP or financial system. Just as the ERPs listed in the poll results are different, Colleges and Universities will have different systems for HR, Payroll, Risk, Travel Management and Credit Card providers. We see many schools now looking to move portions of their traditional ERP function into the cloud to get best in breed slutions and allow the ERP to focus on the core competencies of that system. You just need to ensure you have various ways to integrate the data between your T&E and other associated systems.
Concur provides multiple options for integration of data, this is important as it allows the University to select its own process for integration. Concur can also have connections to all the other systems, HR, Payroll, etc, for the purpose of exchanging data. We are seeing universities are now focused not only on their internal systems, but also incorporating external systems to create an easy experience for their end users. Think travel agencies, security providers, card vendors. These are just a few of the types of partners that need to be incorporated into your environment to create a streamlined end user experience that yields granular and accurate spend data for administration.
Before we jump over to Gonzaga, I want to share a couple of details about Concur.
Concur is the leading global provider of spend management solutions and services. We have more than 30,000 clients located. With this experience, we learned that Higher Education is unique and tends to travel and process their spend differently than corporations. In response, Concur became committed to better understanding Higher Education spend and building our product and services in a way that best suits college and university needs.
- Just over four years ago, we built a team committed to the success of our Higher Education clients. Today, that dedicated team consists of over 30 individuals committed to meeting the unique needs of Higher Ed from implementation specialists, to product development, to client support– we’ve got youcovered.
- Early on we established a Higher Education Advisory Board to steer the vision of how we could best serve the Higher Ed community. This board acts as the voice of our college and university clients and ensures that we are doing everything possible to cater to your unique set of interests and needs. Our current board consists of six universities – University of Colorado, Texas A&M, University of San Francisco, Tulane University, Penn State University and Princeton University.
- We now have over 400 Higher Education clients. Concur solutions touch almost every part of an institution, making collaboration amongst institutions extremely important; from sharing best practices and leveraging resources, to utilizing training material for change management on campus. We have developed many opportunities for our clients to engage with each other and share best practices including our regular User Group meetings and Higher Ed Bulletin boards
- With all this collaboration we have a great understanding of what it takes for a university to manage spend in the most optimal way. With this knowledge, we have tailored our product and services specific to Higher Ed to help keep T&E as simple and efficient as possible.
In general Concur universities are tackling much broader problems over just expense automation. The unique technology aspects we reviewed earlier, allow our schools to expand an open platform to automate data from not only their erp system, but also from the larger ecosystem including travel agencies, credit card vendors, security providers, and direct vendors web sites. Our universities have worked with Concur to drive innovation in the following areas that is helping them solve problems much larger than just automating an expense:
Providing a consistent mobile device across travel end expense. End users can retrieve flight updates, make a rental car reservation, and take a picture of a receipt all from the same app.
Working in a non-mandated environment is understood through the HE industry. Concur universities are providing options to their end users allowing them to book travel where they want yet incorporating travel information, no matter where it is booked, for automation and visibility.
Duty of Care. Capturing data on their students, faculty, and administration and creating a two way messaging network that allows them to communicate with their people in the event of an emergency
Whether it be a guest honorarium speaker, applicants, or an alumni event universities are tasked with tracking travel and expense for these outside entities. Many Concur universities have opened up their platform now so that guest can book travel and process expense reports on the system.
Thank you for taking a few minutes to explore our technology and platform. I’ll now hand it over to Linda Wilson and Jennifer Frame of Gonzaga University who have experienced a successful journey with Concur. They will talk about their journey and where they are expanding in the future.
Became customers in 2012
Before that fully manual – Paper Based
Touched 3-4 times before hitting Banner
Lacked visibility
Speak to:
Headaches associated with manual process
Faculty and Students required additional touches
Turnaround time
Too much time being spent processing
Cost of document storage
*Snail mail – didn’t event allow email reports
Speak to:
Even though we’ve been customers for 4 years, we had looked at Concur and other solutions years before that.
Explain process of getting other stake holders on board and how it went from an expense evaluation to a T&E evaluation
Speak to:
The SAE file we used was provided by another Banner University and we’ve shared our SAE with other prospective school.
Higher education community working together!
Initial Implementation
Impressive, robust project management to keep implementation on track
Concur worked with Banner and credit card companies for seamless integration
Currently, staff and student employees are using Concur
Optimization
Since November 2014, we have been working on optimizing our Travel & Expense experience.
In June 2015, we added 4 new modules:
Request
Risk Messaging
Service Admin Elite
Managed Reporting
An approved project for 2016 is to onboard faculty to Concur
Speak to:
Elaborate on benefits
Concur’s Higher Ed vertical evolution
Advanced training opportunities
Reporting
Advanced Configuration
Opportunities to grow and network with Concur and other Higher Ed professionals
CHELF and Fusion
Provided consulting to support our Travel & Expense initiatives on campus
Now, we are looking into automating other areas of the business
What steps have you take in this project?
Initial thoughts of Concur’s invoice tool?
Now, we are looking into automating other areas of the business
What steps have you take in this project?
Initial thoughts of Concur’s invoice tool?
Now, we are looking into automating other areas of the business
What steps have you take in this project?
Initial thoughts of Concur’s invoice tool?
We are commencing a 3-phase Travel & Expense Optimization Project that includes:
Creating a formal Travel & Expense Office
Fully implementing Concur Risk Messaging and a comprehensive Traveler Duty of Care program (*explain what Risk Messaging is)
Onboarding faculty, to include:
Building Travel & Expense from design to delivered to meet Academics’ needs
Configure and implement Concur Request (*explain what Request is)
Implementing changes proposed and vetted through our Travel & Expense Advisory Group
