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IBM Global Expense Reporting Solutions June 2012

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1 IBM Global Expense Reporting Solutions June 2012
This deck targets the larger enterprise. IBM Global Expense Reporting Solutions June 2012 Name Contact Info 1

2 Agenda Introduction Business challenges
Value proposition, features & advantages Today, we’d like to talk about how IBM Global Expense Reporting Solutions (GERS) can help your business save money, not only through immediate cost savings, but also over the long term through improved compliance and control. Even if you already have an expense reporting solution in place, IBM GERS offers your business several distinct advantages that we’ll explore today. Why IBM GERS: Proof points Learn more

3 Introduction Who we are Our team embraces IBM’s mission statement with these core values: Dedication to every client’s success Innovation that matters Trust, dedication and integrity in all relationships Our solutions are backed by the power of IBM innovation: Leadership in cloud computing technology IBM Research: $6 billion annual R&D investment * Strong focus on acquisition and development of leading-edge analytics 19 consecutive years as top US patent recipient * 250,000 technical experts around the world * Our world-class global infrastructure with multinational language, legal and fiscal capabilities [Notes to presenter: Be aware that audience participants may ask about how IBM Research efforts directly affects GERS and their business. The main point here is that when you work with IBM GERS you gain access to our Research—including the team that built the analytics in Watson.] IBM GERS has directly used IBM Research for multiple engagements: OCR technology, mobile technology, InSight audit capabilities, and others) Let me take a moment to introduce our solution and tell you a little bit about who we are and what we believe in. As part of IBM, first, we passionately believe in building and investing in win-win relationships that stand the test of time was IBM’s centennial year—we believe our longevity is in part due to our focus on strong client relationships and having the resources in place to support them over the long term. Our solutions are backed by IBM which has the resources, the investment, and the innovation to offer you flexible expense management solutions, whether you’re large or mid-sized that are designed to easily expand as your business grows. And we aren’t going anywhere—we’re here to stand by you as a trusted partner. * * Source: ibm.com/ibm/licensing/

4 Introduction Global Expense Reporting Solutions (GERS) is IBM’s integrated expense management solution From paper-based, people-driven processes, manual audits and routing – all prone to delays and human error To online, anytime / anywhere, mobile devices, payments and analytics that drive compliance 20-year evolution IBM Cloud GERS has driven sustainable savings for clients for more than two decades. Existing assets and continuous investment in technology enable IBM to deliver innovative solutions. 4

5 Introduction Created to improve IBM’s processes around travel, GERS is now offered commercially The world’s largest corporate traveler * IBM needed a solution to address its own high costs and inefficient processes around global travel so GERS was born and is now offered commercially to our clients. When it comes to expense management, our team has been doing this for IBM since the early 1990s - for more than two decades. In fact, we now have more enterprise clients in this space than any other. (Our competition counts every individual user as a “client” whereas IBM clients are at the enterprise level and can comprise thousands of users.) Proof points: In fact, as one of the world’s largest traveling organizations with air volume at 545B for 2011*, IBM manages about $48.3 billion internally and $2.5** billion of travel spend with suppliers around the globe and 15 million expense reports annually. * Source: BTN’s 2011 Corp Travel Resource Guide; Top 100 Corp Travelers (p 12, Sept 2011) Presenter: This is also the source for the statement on the slide. BTN URL: (PDF reprint also available) ** Source: IBM 2011 managed spend In other words, our expense management solution is backed by a company that has been around for a century and has extensive experience in managing the travel reporting process from end to end. In addition, we continue to invest our considerable resources in technology to provide continuous process innovation and better performance for your business. Specifically, we offer next-generation automation and leading-edge analytics technology that help you gain competitive advantage. Early 2010s 1987 Early 1990s Mid 1990s Late 1990s Early 2000s Mid 2000s Late 2000s IBM reengineers IBM internal deployment First external GERS clients -based technology Mainframe technology Cross-platform support eFolio Multilingual Web-based Java technology Global support ASP delivery model Hosting support Business Transform. Outsourcing InSight Analytics Enhanced Web reporting Compliance benchmarking Mobility platform support HTML-based technology complementing Java technology

6 Introduction What we do The GERS team works with clients of every size and industry to: Assess and understand critical business needs and goals Deliver the optimal expense management solution We have an experienced solution team who can help you assess your current situation and identify best practices to drive more productivity and cost effectiveness for your business, whatever your size. We work hard to earn your trust and demonstrate the sustainable value we can deliver to your organization. The GERS value proposition: IBM offers this comprehensive solution to help you improve and better manage your travel and expense processes and spend from start to finish. Building on decades of experience, IBM’s industry-leading Global Expense Reporting Solution (GERS) helps clients like you reduce costs and related spend associated with travel and expense processing, backed by IBM’s commitment to achieving these outcomes. By leveraging global opportunities, innovative technology, standardization and granular measurement, IBM can help you optimize your end-to-end processes and reduce your total operating costs from 60-75% from the baseline* * During the first phase of solution deployment IBM wants to collaborate with you to become a trusted, strategic adviser.

7 How effective is your travel and expense (T&E) process?
Business challenges How effective is your travel and expense (T&E) process? Many organizations face: High travel expenses from manual or inefficient, disparate processes Lack of visibility and adherence to travel policies Lack of compliance and control We offer a T&E solution that helps: Automate time-consuming and error-prone manual expense management processes Integrate the end-to-end process Gain better insight into the expense management process Reduce risk of small-scale fraud and potentially significant losses [Note to seller/presenter: If so desired, you can change/customize the pain points show in the ping box depending on your prospect’s unique situation.] How do you know whether you have an effective travel policy in place? Many clients tell us they have higher overall costs with longer reimbursement time and little visibility into the end-to-end process. Many clients also have trouble managing their separate expense reporting and travel booking processes. What are your current and most pressing needs? 7

8 GERS helps meet your business challenges with these benefits
GERS advantages GERS helps meet your business challenges with these benefits Immediate cost savings Ongoing cost efficiencies Greater visibility into employee expense process Eliminate noncompliant employee travel Faster and flexible reimbursement Flexible and global capabilities Stronger audit capabilities [Note to presenters: Invite the client to share their needs and use this slide as an opportunity to do needs analysis. You can populate the boxes with the client’s specific needs.] Thriving in today’s marketplace means you have to do more and do it with less resources…it means being leaner and yet more efficient in every area, including getting the most value from your expense management process. Whether you have an external or in-house solution, GERS provides a solution that drives business value now and over the long term. Did you know: An average of 4 to 7%* of operational budget is spent on employee reimbursable expenses? Small and consistent T&E related cost reductions can add up to big savings for your organizations. *Source: 2011 Aberdeen Research T&E report (PDF available upon request) Deliver business value organization-wide To gain the most cost reduction, you need to go beyond simply tracking and understand your reimbursable expense process. 8

9 GERS delivers long-term value
GERS value proposition GERS delivers long-term value Technology leadership Focus on client success One-stop shop Agnostic positioning Client support Business intelligence & analytics A single version of the solution for multinational clients on a worldwide basis Software as a Service (SaaS) delivery which ERP providers do not typically offer Multifaceted relationships, technology, capabilities & interests beyond expense management Our services are provided in-house by IBM The leadership team & solution architects have been constant through GERS’ 20-year evolution All expense management services from a single source A single product designed, developed and managed by a single team—not different products patched together Open platform that integrates with virtually every: Corp card Front-end online booking tool Travel mgmt corp (including multiple ones concurrently) Access to call centers & helpdesks for superior support & service Proven delivery & referenceable clients 100+ Fortune 1,000 clients & 400 mid-market clients Strong client retention InSight Analytics engine enables you to control spend and detect potential fraudulent activity IBM focuses on driving continuous savings for clients 9

10 GERS value proposition
GERS optimizes the expense management process to deliver more than short-term cost reductions GERS application Back-Office Expense Reporting processing Travel Sourcing (Agency) Create / Submit Expense Report Approve / Audit Provide Accounting Support Travel Management Reporting Reimburse Employees Post-trip Audit, Receipt & Analytics Strategic Sourcing Travel Policy Management [Note to presenter: THIS IS OPTION 1. Next slide is more detailed. Use one or the other but probably not both] GERS helps you connect three separate processes into a fully integrated expense reporting process. We can do this because our solution is vendor agnostic; so you are able to work with your own provider or you can use our travel booking tool. (In fact, we have now extended our solution with the recently acquisition of GetThere as our online booking tool.) If you use our integrated solution, it includes level 1 support so the benefit there is you have a single provider for any issues. Provide Travel Services Book and Purchase Travel Decide and Plan Travel Trip Travel / Incur Expenses Travel Reservation & Booking Corporate Card integration

11 GERS capabilities and benefits
GERS optimizes the expense management process to deliver more than short-term cost reductions Travel Policy Travel Sourcing & Mgmt Travel Reservation & Travel Support (Pre-Trip, In-Trip) Expense Reporting & Processing GERS Application – Receipt, Audit & Analytics (Post-Trip) Travel Mgmt Reporting Reimburse Employees Approve / Audit Expense Report Enforce Policy Create Trip Travel / Incur Expenses Provide Services Book and Purchase Decide and Plan Travel Strategic Sourcing Pre-trip approval Receipts from Providers, Cards Reimbursement [Note to presenter: This slide is from GPS marketing. The fact that we use “open platform” is a competitive differentiator in that Concur makes you purchase, or they provide it free, their CliqBooks booking tool, which has to be installed and integrated with your system.] GERS helps you connect three separate processes into a fully integrated expense reporting process. We can do this because our solution is vendor agnostic; so you are able to work with your own provider or you can use our travel booking tool. (In fact, we have now extended our solution with the recently acquisition of GetThere as our online booking tool.) (Note to sellers: This is a competitive differentiator in that Concur makes you purchase, or they provide it free, their CliqBooks booking tool, which has to be installed and integrated with your system. If you use our integrated solution, it includes level 1 support so the benefit there is you have a SPOC for any issues. Expense Report Receipt Match Policy Compliance Approval Spend Analytics Compliance Analytics IBM Sourcing IBM GERS Other Provider GERS Function Standard Data Feeds

12 Interface File Process
GERS value proposition Our end-to-end solution standardizes, automates and integrates expense report processing User Book travel GERS Agency Booking Policy Rules Engine Data Staging Receipt Management Corporate Card Travel spend Interface File Process Back Office Audit Policy & Receipt Audit Analytics Policy Compliance Analytics Sourcing Strategic Sourcing InSight Business Analytics + expense travel / administration Table Maintenance support Call Center Argentina visibility Dashboard Data Repository [Note to presenter: You can change the savings/benefits to read: “up to 75%” and “up to 8%” as you see fit. The existing figures are inserted to show a range of typical savings. The operational savings refer to the typical savings a client can achieve on year 1 with a GERS solution if they have no automated solution in place and have a 3-year agreement in place. Also, please note the GPS value prop slide is shown in two versions in the backup slides section; one is the original circle chart and the other is the modified one by our team. This slide has much of the same information and you probably don’t want to include both this slide and the value prop slide. If you do use the larger value prop slide, be sure the benefits percentages are up to date and align.] GERS (or Global Expense Reporting Solutions) is another example of “wrap around” technology. Our expense management service allows clients to take advantage of cloud technology to automate and standardize travel booking processes, reporting and other reimbursable expenses. This is a Web-based application hosted by IBM that eliminates manual and paper-based steps from the expense reporting process, so clients see a reduction in errors and speedier reimbursement time. An automated policy-based engine ensures that employees use only approved vendors and helps clients more easily meet compliance requirements. The “subscription” or “pay-as-you-use” setup of cloud computing allows clients to easily scale up or down as their needs change while getting all the advantages of a hosted solution at a cost-effective price. This solution also provides access to automated analytics tools that are housed “in the cloud.” Background / Definitions: Software as a service (SaaS, typically pronounced “sass”) is a model of software deployment over a network, typically the Internet. With SaaS, a provider licenses an application to customers for use as a service on demand, either through a time subscription or a “pay-as-you-go” model. Rather than purchase the hardware and software to run an application, customers need only a computer or a server to download the application and Internet access to run the software. Cloud computing is Internet-based computing, whereby shared resources, software and information are provided to computers and other devices on demand, like a public utility. The term cloud is used as a metaphor for the Internet and references the supporting technology infrastructure ("in the cloud"). Automate Policy Compliance Outsource Auditing Optimize Policy Optimize Sourcing GERS also delivers policy compliance analytics and visibility into travel sourcing spend. Features: Full end-to-end integration Highly standardized business model in an open architecture Multi-tenant SaaS platform Flexible client adoption points Benefits: Operational productivity savings of 60-75% Compliance spend savings of 6-8% Sourcing spend savings of 8-12% Low-cost automation and process standardization Increased insight into travel spend Increased visibility and management control

13 GERS capabilities and benefits
GERS uses InSight behavioral analytics to integrate disparate sources of data to drive stronger controls Current process Integrated process Procurement Procurement / Finance Corporate & employee options Increased adoption rates Corporate Card Travel Reservations Travel reservation Data InSight Analytics Expense Reporting Corporate cards Business Controls Expense reporting The GERS database includes InSight analytics, which provides highly detailed information about user behaviors and identifies noncompliant patterns that helps you better enforce travel and expense reimbursement policies. [Seller: Consider mentioning the proof point about the flagging of parking ticket noncompliant reimbursements here.] Anecdotal savings story: One client discovered that employees were accepting $12 maximum reimbursements for all travel parking receipt, when the actual cost could be much less. Our analytics tool helped identify and flag this noncompliant behavior. Ended up saving the company a significant amount of money.] Data Business controls Ability to scale globally Finance / HR Procurement / Finance / Audit / HR Improved controls 13

14 Integrated, Continuous Approach
GERS capabilities and benefits GERS advantages: InSight analytics engine enables outcomes-based commitment for compliance-driven reduction in spend GERS InSight analytics GERS approach Integrated, Continuous Approach Business Rules Web Reporting Statistical Analysis Sophisticated statistical analysis performed at granular levels Abnormal behaviour patterns and predictive modeling Configurable business rules to prompt employees Policy exceptions prioritized for audit Recommended policy updates to reduce potential fraud Improved audit, compliance, business controls through our InSight Analytics & reporting Benefits Audits guided by sophisticated statistical analysis versus manual review of data Audit review goes beyond preset target list & auditor experience Built-in ability to continuously improve the audit selection process Increased visibility and management control Improved audit, compliance and business controls yielding 2 to 4% reduction in spend [Note to presenters: Use this for now but please note that we are going to update this page with the GERS one pager on analytics. TO COME.] IBM GERS positions clients to obtain a consolidated view of travel patterns and behaviors to be used to monitor and enforce compliance. GERS Analytics identifies and evaluates abnormal behavior patterns at various levels of granularity based on robust characterizations of expected behavior. 14

15 GERS offers enhanced reporting capabilities
GERS capabilities and benefits GERS offers enhanced reporting capabilities InSight analytics delivers actionable business intelligence through: Enhanced reporting capability Standard Reports (61 types) Management Reports Reporting Dashboards Historical Tracking Reports DETAILS: Enhanced Reporting: 61 standard reports Ad-hoc Query: 15 query data tables Management Reports: Monthly report “pushed” to all managers Dashboard Reports: Dashboards targeted to roles with key metrics to quickly analyze operations and impacts of policy changes [under development] InSight Analytics: 18 reports focused on expense report policy and compliance InSight Audit Service: Quarterly or Semi-Annual analytic service that drills deeper into your data to drive significant savings from your travel and expense process Tap into the power of IBM’s continued investment in Smarter Analytics

16 GERS capabilities and benefits
These reports collect information from multiple sources to easily identify noncompliance or profit leakage Travel reports Policy review reports Booked vs. Actual (Hotel) Top Five Employees Just Under Receipt Limit (Within 95% of Receipt Limit, Parking Expense, Past Two Years) Strategic sourcing reports Business controls reports YTD Air Carrier Spend This shows representation of the information you can gain from these reports. InSight analytics creates reports that bring together all four areas, formerly operating on their own but now with consolidated data Top Three Employees Cash Reimbursements for Business Meals (Previous Two Years, Ranked by Number of Cash Expenses) * All examples are illustrative.

17 Create and submit your expenses Send photo of receipt for approval
GERS capabilities and benefits GERS new integrated mobility spans Android, iPhone and all tablets for optimal performance [Note to presenter: You may want to use the term “tablet compatible” instead of “integrated tablet strategy”] GERS has an easy-to-use interface and enables easy expense and receipt capture and submission via any smart phone, android or tablet. Create and submit your expenses Send photo of receipt for approval 17

18 GERS capabilities and benefits
Our travel & expense management solution offers a full range of end-to-end services GERS benefits Easy to use Faster reimbursement Web-based solution with virtually no downtime Reporting (standard, management and ad hoc) InSight analytics for compliance savings GERS offers a comprehensive suite of additional back-office services Audit services for policy and compliance Receipt tracking and verification audits Advanced Help Desk support Records management Corporate card administration System administration Extension into travel sourcing and fulfillment (with HR / AP services) Support to identify opportunities to reclaim domestic and foreign VAT GERS features Secure, cost-efficient SaaS- based service Help Desk support Global availability and support Flexible options Disaster recovery Enhanced business process service options available for specific back office processes: Policy & Compliance Audits GERS is a global solution supporting more than 30 languages in more than 85 countries.

19 GERS capabilities and benefits
Today’s marketplace demands a global solution—with global capabilities—for effective expense management IBM’s evolving global footprint is comprised of more than 20 centers across 60 countries, and supports over 30 languages. IBM GERS delivers: Support for multiple languages Support for legal, tax and other fiscal considerations worldwide Multiple, established global centers of excellence Around-the-clock monitoring and Help Desk support

20 GERS advantages: A comprehensive expense management solution
GERS capabilities and benefits GERS advantages: A comprehensive expense management solution Travel Sourcing and Management IBM’s established global relationships and the power of our advanced analytics enable us to deliver these services: Travel agency selection and management Analyzing travel spend data to identify gaps in current vendor contracts and policies Negotiating and maintaining supplier contracts with air, car and hotel partners Combined with compliance discipline, IBM GERS can deliver 6 to 8 % in annual spend savings. * IBM 2008 managed spend

21 GERS SaaS-based delivery model
GERS capabilities and benefits GERS offers flexible models delivered through cost-efficient cloud technology from IBM GERS SaaS-based delivery model Cloud delivered access: Web-based user interface Web-based system administration Web-based financial & travel analysis reporting Single Sign-On Integration Shared & dedicated options Flexible options: InSight analysis reporting Scan and attach receipts Pre-trip approval Standard interface for SAP HR and ERP Travel booking integration [GERS sellers: If potential client wants details about the cloud price-per-claim billing model, please let them know they do have to commit to a minimum amount of monthly transactions. Our existing SaaS-based service enables an integrated solution—GERS runs on top of a client’s existing technology. SaaS delivery is not offered by the majority of our competitors.] With GERS, we offer you flexible delivery options depending on the needs of your business. We can do a cost-effective transaction-based model delivered through our secure SaaS cloud technology. 24x7 access Options include fully managed, end-to-end travel sourcing, procurement and management services 21

22 Source: 2012 Expense Management Report by Aberdeen Research
Proof points T&E solutions delivered through cloud technology enables faster processing with fewer errors Research* shows cloud-based expense management systems have contributed to: 52% higher increase in billing speed than organizations using on-premise expense management solutions *According to Aberdeen research (2012 expense management report): Cloud-based end-to-end expense management automation includes a speed aspect that helps service organizations project time and billing to reduce DSO and streamline process related to customer billing. An executive at a services firm, using a cloud-based expense management system, can accurately pull together expense information, compile this data into billing processes, and significantly improve the pace of billing clients for project work. 26% higher increase in payment speed 21% more employees using the expense management system to create and submit project expenses Source: 2012 Expense Management Report by Aberdeen Research 22 22 22

23 What does success look like?
How we deliver IBM’s best-in-class team quickly deploys GERS to help you realize rapid return on investment Project Timeline Month 1 Month 2 Month 3 Month 4 Go Live Plan and Define Construct [Note to presenters regarding this slide, which will be different for larger enterprise level companies: IBM has versatile (GBS) solution experts who implement GERS; this is an advantage in that they can provide a more strategic, holistic approach compared to Concur—our client solution executives can help identify other opportunities for clients to improve their finance processes, including procurement. This is part of IBM’s advantage; we can become an authentic business partner to help our clients beyond just T&E. Major steps in this process for all clients: Requirements gathering Process documentation Enable IT infrastructure, connectivity, applications Training Steady state processing Critical KPI measurement Stabilization Process optimization Test Project Close Sustain Illustrative timeline What does success look like? Savings within one month of go live Contractual commitment to expected partnership outcomes Referenceable clients Highly experienced teams & reduced project risk 23 23

24 Proof points Why IBM: GERS is a global solution, supporting travelers in over 85 countries Countries Supported Languages Supported Algeria Argentina Aruba Australia Austria Bahamas Bahrain Barbados Belarus Belgium Bosnia & Herzegovina Brazil Bulgaria Cambodia Canada Cayman Islands Chile China Colombia Costa Rica Croatia Cyprus Czech Rep. Denmark Dominican Rep. Ecuador Egypt El Salvador Estonia Finland France Germany Greece Honduras Hong Kong Hungary India Indonesia Iraq Ireland Israel Italy Jamaica Japan Jordan Korea (N) Kuwait Latvia Lebanon Lithuania Malaysia Mexico Moldavia Netherlands New Zealand Nigeria Norway Oman Pakistan Panama Peru Philippines Poland Portugal Puerto Rico Qatar Romania Russia Saudi Arabia Serbia & Montenegro Singapore Slovakia Slovenia South Africa Spain St Kitts Sweden Switzerland Taiwan Thailand Trinidad & Tobago Turkey Ukraine United Arab Emirates United Kingdom United States Venezuela Vietnam Bulgarian Czech Danish Dutch English - US English - UK Estonian Finnish French French Canadian German Greek Hungarian Italian Japanese Korean Norwegian Polish Portuguese Romanian Russian Slovak Spanish Swedish Simplified Chinese Thai Traditional Chinese Turkish Vietnamese GERS is a single code base supporting multiple companies, languages, countries, currencies and corporate cards. Features include: Scalable architecture Manages distributed or centralized processing Flexible architecture to support the intricacy of global requirements (country tax, legal, and fiscal) Leverages ibm.com translation capabilities for language support Enables corporate view of country-specific travel policies and practices

25 Proof points Why IBM: GERS has deep industry expertise with a vast portfolio of Fortune 1000 and middle market clients Georgia Pacific (Koch) Great Lakes Dredge & Dock Harman International HealthNet Herman Miller Hilton HJ Heinz IBM International Paper Jacobs Engineering Jeppesen Johns Manville Johnson & Johnson KBR Kelley Services Lockheed Martin ATMI AXA Financial BP International Brown Shoe Co. CBS Chevron Corp Cooper Tire Delta Airlines Dow Chemical Doosan Infracore Eli Lilly & Co Energizer Federal Mogul Fedex Office Foster Wheeler Fujitsu General Motors Macy’s Dept. Stores Marriott International MeadWestvaco Nissan North America NiSource Owens-Corning Owens Illinois Panasonic Automotive Parker Hannifin Par Pharmaceuticals Patriot Coal Procter & Gamble Publicis Groupe Rolls Royce Ryder Simon Property Group Snap On, Inc. Sonoco St. John’s University State of California Stride Rite Tellabs Toyota Unilever United Launch Alliance VF Services, Inc. Viacom Volvo Construction Equip. WellPoint Xerox

26 GERS value proposition
GERS delivers stronger business outcomes and speed to benefit—beyond operational cost savings Total Service Value: GERS Consolidation Optimization IT Integration Globalization scale & expertise Automation Other enterprise business benefits: Accelerating integration readiness Revenue enhancement Cost avoidance Improved risk, controls & compliance Improved customer experience Data access, quality and integrity Governance-driven predictability Travel Spend Compliance 1 - 4% (annual reduction in total travel spend) Travel Sourcing Improvement: 6 - 8% Annualized Functional Run Rate Savings Range % from Baseline 45- 50% 10- 15% LIFECYCLE Functional Cost Improvement Enterprise Business Outcomes INCREMENTAL VALUE Standardization 5- 10% [Note to presenter: This is the GERS team modified GPS value prop slide and refers to clients who start with us and have no automated expense reporting system in place.

27 Case study: Global pharmaceutical company
Proof points Case study: Global pharmaceutical company The need: This large US-based pharmaceutical company needed a single expense management platform to support its global operations in North America, Europe, and Asia. The company sought a consolidated solution that enabled expense reimbursement pre-approval, healthcare tracking and compliance reporting while easily integrating with existing systems. The solution: IBM provided a cost-effective, comprehensive expense management solution that supported employees regardless of location, and met its diverse language, tax, fiscal and country-specific requirements. This solution also included the GERS healthcare reporting compliance module to enable tracking of physician / prescriber information. The benefits: 40 to 50% reduction in full-time employees (FTEs) for significant operational savings 10% spend savings on hotel accommodations, 15% on telecom, and 5% on other (air savings already realized through travel program) for reduced travel spend 20% improvement on corporate card incentives and compliance worldwide 100% increase in value-added tax (VAT) recoveries globally 50%+ reduction in client held days 2 to 3 times improvement in processing efficiency per FTE from GERS automation of manual steps 35% reduction in corporate card delinquencies using data and compliance policies within GERS This pharmaceutical company with a multibillion dollar annual revenue was able to simplify expense reporting processing, reduce related costs, and better manage its regulatory compliance initiatives using IBM Global Expense Reporting Solutions (GERS). Johnson& Johnson Solution components: Comprehensive business process outsourcing (BPO) solution GERS application + healthcare module Services and support 27

28 Case study: Global chemicals and petroleum company
Proof points Case study: Global chemicals and petroleum company The need: This large UK-based company needed to quickly simplify its expense reporting process and lower related costs. The goal was to reduce processing and approval time and improve fiscal compliance with a global, web-based solution that integrated its corporate travel policies companywide. The solution: Using proven analytics-driven technology, workflow automation and advanced delivery capabilities, IBM implemented—on time and on budget—a centralized, unified travel and expense reporting solution across this company to support its employees and multibillion revenue base. The benefits: Elimination of back-office staff and back-office accounting centers, with significant cost savings Significant increase in tax recoveries globally, including value-added tax (VAT) and goods and services taxes (GST) Centralization of corporate card program to a single global vendor, for procurement benefits Consistent expense reporting platform across the entire global enterprise (with offline options), facilitating easier audit and compliance management Exchange rates available companywide IBM Global Expense Reporting Solutions (GERS) provided an end-to-end expense management solution based on leading-edge, low-risk technology and worldwide delivery capabilities tailored to meet this company’s business goals. BP International Comprehensive business process outsourcing (BPO) solution GERS application + healthcare module Outsourcing services IT support Solution components: GERS tools and technology (including InSight Analytics) Services and support 28

29 Case study: Global industrial sector client
Proof points Case study: Global industrial sector client The need: This large US-based document services and solutions company sought a single, simplified travel and expense (T&E) management solution. It wanted to drive efficiencies, better enforce compliance, and gain significant cost advantages with a web-based, self-service approach. The solution: IBM implemented its analytics-based and policy-based T&E management solution to help this company reduce its travel spend. Cross-country approvals combined with tighter policy controls across multiple business units improved audit capabilities. Fully integrated corporate card enabled the company to leverage procurement spending with global suppliers. The benefits: 250,000 transactions per year Drove $1.1M in annual savings in processing costs Pre-approval capabilities drove $5M to $18M annual savings for travel and auto expenses 45% reduction in receipt packages 89% improvement in employee satisfaction for ease of use and improved visibility Reduced cycle time from 34 to an average of 10 days Improved corporate card management; significant reduction in credit losses; improved “client held” days 100% Sarbanes-Oxley (SOX) compliance by the system against business rules (with 15% reviewed) IBM Global Expense Reporting Solutions (GERS) provided a cost-effective solution and authentic business partnership to help this company save approximately $150 million in travel and auto expenses over a 10-year period while improving compliance and extending its global reach. Xerox Solution components: GERS tools and technology (including InSight Analytics) Services and support 29

30 Learn more The GERS advantage: Learn more about how GERS can help improve your bottom line—now and into the future View a demo now: ibm.com/services/us/igs/gers/gers_demo_popup.html Follow us on Twitter: twitter.com/IBMGERS Find GERS demos on YouTube: English Chinese Spanish Italian Japanese German Visit our website at:

31 Tap into the power of IBM
Learn more Tap into the power of IBM Read about the IBM transformation story now: IBM’s strong 2011 performance in the New York Times: IBM 2011 Earnings Surpass Forecasts Let us demonstrate how IBM GERS can help improve your business performance. For more information, contact [INSERT ADDRESS]

32 Thank you for your time!

33 BACKUP SLIDES 33

34 GERS capabilities and benefits
GERS integrates your entire expense management process through a single global platform Travel Portal GDS / Agency / OLB Corporate Card Transaction and Remit Files Pre-Trip Planning Travel Agency Online Booking Reservation Data Client activities Back Office Services (optional) Receipts, Audit, Help Desk, System Administration, Card Administration Client Files Server Database [Note to presenter: You may need this slide if you are presenting to an IT audience.] This slide shows how GERS integrates the entire end-to-end expense management process and easily runs alongside your existing or third-party technology. Our longstanding relationships with sourcing and booking tool providers helps us drive lower costs. Human Resources Approver GERS InSight Analytics Reporting Suite Accounting GERS Output Files Output / Payment Files Exchange Rate General Ledger Accounts Payable Employee Payment Card Payment Third-party vendor

35 GERS capabilities enable us to commit to expected business outcomes and help you achieve significant cost savings Associates & Approvers Auditors & Receipt Processors Payment Processing & Reporting 49% reduction in associate processing time 19% reduction in approver processing time 31% increase in policy compliance 36% increase in use of preferred suppliers Approval on Exception only can reduce approver workload by over 68% 77% reduction in Accounts Payable processing time 67% reduction in overall cycle time 1.3% reduction in fraud 53% ability to eliminate FTEs & 33% ability to redeploy workers 15% reduction in error processing rate Utilizing electronic card data reduces receipt processing costs by 56% and storage costs by 31% Shift spend from personal cards and out-of-pocket an average of 10% Reduce client held days by and reduce credit losses by over 50% as well as increase card rebates 13% reduction in travel spend due to increased procurement leverage from data analysis Would remove if talking to a company who already has a tool but if not, keep this slide. Corporate Card Data + IBM Global Expense Report Data = Travel Sourcing Efficiencies 35

36 GERS capabilities and benefits
GERS optimizes the expense management process to deliver more than short-term cost reductions Travel Sourcing (Agency) Strategic Sourcing Travel Policy Management GERS application Back-Office Expense Reporting processing Create / Submit Expense Report Approve / Audit Provide Accounting Support Travel Management Reporting Reimburse Employees Post-trip Audit, Receipt & Analytics Travel Reservation & Booking Corporate Card integration Provide Travel Services Book and Purchase Decide and Plan Travel [Note to presenter: This is a competitive differentiator in that Concur makes you purchase, or they provide it free, their CliqBooks booking tool, which has to be installed and integrated with your system.] GERS helps you connect three separate processes into a fully integrated expense reporting process. We can do this because our solution is vendor agnostic; so you are able to work with your own provider or you can use our travel booking tool. (In fact, we have now extended our solution with the recently acquisition of GetThere as our online booking tool.) If you use our integrated solution, it includes level 1 support so the benefit there is you have a single provider for any issues. Trip Travel / Incur Expenses

37 GERS features and capabilities at a glance
Web-based submission, approval, and audit Cloud-based option for application and hosting services Fully managed options including application, hosting and back-office functions (such as audit recovery) Mobile report submission approval process via integrated tablet and smart phone (including iPhone) capabilities InSight Analytics to identify noncompliance Offline preparation capability Automated validation of cost codes and policies Travel reservation integration Cost center / Project charging functionality Integrated posting of corporate card transactions Automated payment to card providers / employees Management web reporting Fraud detection capability Audit module Receipt imaging (Fax / Scan & Attach / Multifunction device) Commitment to expected business outcomes Back up slide 37

38 Detailed GERS workflow
Employee Submission Approval Audit Reporting Pre-Trip Report Expense Report General Information Charge Allocation (% or line item accounting) Travel Reservation Data Corporate Card Data Out-of-Pocket Expense Entry Spreadsheet View / List View Business Rules Receipt Handling (Scan & Attach, Fax, Mobile Device Upload) Submission (Routing) Notifications Report Summary Business Policy Exception Summary / Rule Priorities Expense Drill-Down Visibility Receipt Review Accounting Modification Additional Expense Report Routing Expense Report Approval / Rejection Mobile Approval Work Pooling / Business Unit Segregation Employee History / Comments / Notes Fetch Report Business Policy Exception Summary Audit Steps / Verification Attachment Support Expense Report Hold / Release Functions Templates / Notices Sixty (60) Standard Reports Compliance / Policy Card Data / Out-of- Pocket Procurement (Air, Car, Hotel) Approval Summary Employee History Ad-Hoc Query Capabilities InSight Analytics

39 Proof points Why IBM: GERS currently serves a wide variety of companies around the world and across multiple industries Client Results GERS was built on a foundation of business process and reengineering activities and has been in use since 1991. About $2.5B in annual travel spend 400,000+ travelers in about 85 countries Over 34 million expense reports processed annually Card payment reduced from greater than 30 to an average of 5 days (client-held days avg) 45 card programs consolidated to a single global credit card program 30-day average cycle time reduced to 7 days Daily reimbursements to employees improved user satisfaction by 98% 72% reduction in receipt storage and handling costs Significant sourcing / procurement transformation GERS serves approximately over 5 million users annually GERS processes over 30 million expense reports per year GERS clients have deployed across 90+ countries GERS clients range in size from 50 employees to over 380,000 employees GERS set a new daily performance record* in 2011: Supporting more than 58,000 users Processing 32,000 submitted expense reports Processing 18,000 approvals Delivering 34,000 report statuses Global slide (OPTION 2) * Note: These numbers reflect one client on one platform.

40 As part of IBM Global Process Services, we can support your business growth with a broad scope of finance and accounting BPO solutions Transaction processing Record to report Cash disbursements, revenue cycle & general accounting Project & cost accounting, financial and external reporting Source to pay Accounts payable Travel & expense Order capture Credit & collections Billing & invoicing Disputes & deductions Accounts receivable Revenue accounting General ledger Acct policies Acct reconciliation Fixed assets Tax accounting Project accounting Cost accounting Inventory accounting Financial consolidation BU financial statements Statement prep SEC filings Performance mgmt & decision support Capital platform management Business performance management Planning - Budgeting - Forecasting Cash management, tax planning & compliance This will be a standalone “one pager.” Cost management Customer product profitability New product evaluation Life cycle costing Performance management Continuous improvement Periodic budget prep Periodic forecast prep Cash management Treasury management Risk management Compliance management Tax management IBM offers a comprehensive suite of finance & accounting services designed to drive innovation across your business.

41 as high as 7% of a company’s total expenditures
For most companies, the three largest controllable expenses are: 1. Compensation & benefits Travel spend can be as high as 7% of a company’s total expenditures Siloed T&E Value Chain 2. Travel Reservation & Booking Travel & Expense Management 1. Travel Sourcing & Management 3. Back-office Expense Reporting 4. Analytics 2. Travel & entertainment 3. Other operating expenses (maintenance etc) Travel and expense management operating within silos contributes to excessive spend in Travel & Entertainment 41


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