1. Integrating Concur Travel-Expense and Banner Finance
Leslie Rhegness and Jason Hanely
Monday, October 21, 2019

2. University of Toledo Located in Toledo, Ohio
Four-year institution with a Medical College and Law School
23,000 students including undergraduate and graduate programs
Includes a hospital – University of Toledo Medical Center
OBUG 2019

3. Agenda Project Team Implementation timeline Configuration and Design
Interfaces
Chart of Accounts/Indexes (Banner to Concur)
Employees (Banner to Concur)
Approvers (Banner to Concur)
Accounting (Concur to Banner)
Obligations (Concur to Banner)
Training
Reception/Issues/Maintenance
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4. Travel/Expense Survey
Who currently utilizes a Travel/Expense system separate from Banner AP?
Who is still using Banner Travel Expense?
Who is in the process of implementing a Travel/Expense system?
Who is planning on implementing a Travel/Expense system in the next year?
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5. Project Team Concur Project Manager/ Implementation Team
Controller – Patty Peterson
Accounts Payable staff
Jason Hanely
Alyssa High
Dorene Spotts
IT Staff
Business Analyst
Support staff (Single sign-on, file operations, etc.)
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6. Implementation Timeline
December 2018 – Contract signed
January 17 – Onboarding Call
February 22 - Data gathering and 20 week implementation begins
March 21 – Configuration and knowledge transfer begins
April 1 – Testing and validation begins
Met with several focus groups
June 14 – Testing and validation complete
June 24 – Production site goes live
June 26 – User training begins
July 9 – First expense report submitted
July 19 – First SAE is processed
We were a bit aggressive in our approach with tight timeline, simulataneously switched to BoA PCards with this transition, and did not want to roll out in phases.
Weekly calls with Concur team to discuss processes, UT policy, review configuration and changes. Used iMeet to document configuration questions and changes.
Included focus groups during the testing period to demo, obtain feedback and buy in.
Also attended other Concur trainings for administrators and intelligence reporting
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7. Configuration and Design
Using Concur Request for pre- authorization of overnight travel
Using Concur Expense with two polices for all PCard and faculty/staff/student reimbursements
Global access to all UT indexes
Limited account code access
Audit rules
Direct deposit required for all reimbursements
Request required by SLT
Not using expense for guest travel
Began full review or expense accounts – descriptions, usage, remapping, add/delete
Big change from previous systems!
May add additional Concur products in the future
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8. Chart of Accounts Interface
Need to import the necessary Chart of Account information from Banner to Concur
UT utilizes Indexes (shortcut to Fund, Org and Program)
There was an initial data load at go-live
Changes are loaded on a nightly basis, so any daily changes are available on the next business day LR
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9. Chart of Accounts Interface
CONCUR_LIST
(UT Table)
ETL_CONCUR.
p_Create_List_Import
(UT ORACLE Procedure)
Encrypt and Transmit File
COA Updates (list_p090909ohnu.txt)
Concur List Data (source for Expense/Request)
COA Updates (list_p090909ohnu.txt)
Concur List Import
Concur In folder
Concur Applications
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10. Employees Interface Need to maintain information about Concur users
All active employees are imported into Concur
Users can’t use the system without an Employee record
There was an initial data load at go-live
Changes are loaded on a nightly basis, so any daily changes are available on the next business day
Includes first level of approval (supervisor)
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11. Employees Interface CONCUR_ EMPLOYEES UT ORACLE Procedure (UT Table)
Encrypt and Transmit File
Concur Employees File
Concur Employee Data
Employees
File
Concur Employee Import
Concur In folder
Concur Applications
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12. Approvers Interface
Need to maintain information about Cost Object approvers
Banner Data
Non-Grant Indexes: maintained in SDE field on FTMACCI
Grant Indexes: First approver is Primary Investigator and second approver is Grants Analyst (from FRAGRNT-> Personnel tab)
There was an initial data load at go-live
Changes are loaded on a nightly basis, so any daily changes are available on the next business day
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13. Added SDE field to FTMACCI Field is called Index Owner
Banner SDE Field
Added SDE field to FTMACCI
Field is called Index Owner
Linked to FOMPROF
records
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14. Approvers Interface CONCUR_ APPROVERS UT ORACLE Procedure (UT Table)
Encrypt and Transmit File
Concur Approvers File (Add/Update)
Concur Approver Data
Approvers
File
Concur Approver Import
Concur In folder
Concur Applications
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15. Standard Accounting Interface
Once reports are approved in Concur, they need to be posted to the Banner G/L
Reports are either are posted as:
Journal Voucher -expenses paid on Company Credit Card
Invoice –expenses paid with cash or personal credit card and need reimbursement
The file is generated once a day and imported into Banner
Approved reports will be posted to Banner on the following business day
* Concur provided us access to Gonzaga University code. We were able to use this as the base for most of the code.
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16. Standard Accounting Interface
SAE File
Concur Standard Account (SAE) Extract
SAE File
Encrypt and Transmit File
Concur Out folder
UT IN folder
Vendor Record exists?
Write records to UT table
(ORACLE Procedure)
Process Accounting Records
(ORACLE Procedure)
FZRSAET
(UT Table)
Yes No
Create Banner JV (GURFEED)
Yes
Company Credit Card
Create FTMVEND record
Banner Tables No
Create Banner Invoice
(Invoice API)
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17. Sent after each process on a daily basis
Standard Accounting Extract Output
Sent after each process on a daily basis
Indicates Banner documents that were created
Displays total of
Journal Voucher
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18. Obligations Interface
UT has custom reports that display Obligations from various sources
These are transactions that aren’t reflected in the General Ledger yet, but will be
Requisitions and Purchase Orders from Banner and Lawson ERP systems
Concur transactions (both Bank of America Credit Card and Travel/Expense)
They’re loaded on a nightly basis from the various data sources
Provides a more complete picture of finances
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19. Obligations Interface
Unassigned and Unapproved Reports (.csv)
Concur Business Intelligence Reports
Unassigned and Unapproved Reports (.csv)
Encrypt and Transmit Files
Concur Out folder
UT IN folder
Combine Files
Write to UT Obligations Table
(ORACLE Procedure)
ETL_CONCUR_OBLIGATIONS.txt
ACCOUNT_OBLIATIONS
UT IN folder
UT Custom Reports
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20. Implementation & Training
Developed communication and training plans in May
Updated our website and policies, created new materials, and new shared account
Identified 1,591 cardholders and managers/approvers
Developed 1.5 hour in-person presentation
Initially scheduled 23 opportunities (150+ seats/each, 2 campuses) in first 10 weeks using existing event registration site
Continuing education as needed
BoA interface – 2-3 days behind
Com plan included announcements from SLT via , UT news; transition dates and cutoffs;
Used existing Concur resources and created some specific to UT.
Presentation included a basic demonstration and policy updates.
PCard users were required to attend in order to receive their new BoA card.
Have added additional opportunities for staff that could not attend through October.
All old Pcards were closed on 10/1/19.
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21. Reception/Issues/Maintenance
Mixed Feedback - avg rating 3.4 since 7/1
Issues with HRIS data
Concur electronic resources and post- production support
Monitoring data imports/exports
Affiliate users and student non-employees
Processing reports
Post-training education
Audit rules, reminders, and workflows
Intelligence Reporting
Cultural change, new system and card program with different functionality, terminology, processes, and workflows.
Expected mixed feedback.
Some users shared positive feedback about the training and system. Others very frustrated and not navigating the change well.
Difficult to train all users without a hands-on experience using a test environment.
Added a 2nd check run for reimbursements each week to pay faster.
Significant issues with HRIS data. Incorrect/missing information; students; employees w/multiple positions.
Concur resources do not match our production site.
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22. Training Presentation Sample
FOOTER

23. Report Sample
FOOTER

24. Conclusion
Current Banner TE customers need to migrate before end of 2020
Implementation requires planning and review of policies and procedures
IT staff is needed to support all of the integration and interfaces
Communication and training is key in the success and compliance
BoA interface – 2-3 days behind
Com plan included announcements from SLT via , UT news; transition dates and cutoffs;
Used existing Concur resources and created some specific to UT.
Presentation included a basic demonstration and policy updates.
PCard users were required to attend in order to receive their new BoA card.
Have added additional opportunities for staff that could not attend through October.
All old Pcards were closed on 10/1/19.
OBUG 2019

25. Thank you for attending the OBUG Conference!
QUESTIONS?
Thank you for attending the OBUG Conference!
Leslie Rhegness and Jason Hanely
Monday, October 21, 2019