Real-Time Travel Expenses through Mobility and SAP Travel OnDemand. Birgit Starmanns, SAP Global Marketing May 16, 2012

Transcription

1 Real-Time Travel Expenses through Mobility and SAP Travel OnDemand Birgit Starmanns, SAP Global Marketing May 16, 2012

2 Agenda SAP Travel OnDemand and the problem it solves SAP Travel OnDemand overview mobility for the business traveler Demonstration business process SAP Travel OnDemand value for the CFO Demonstration set-up Summary and next steps 2012 SAP AG. All rights reserved. 1

4 Focus on Your Business, Not Your Expenses Increase Productivity by Decreasing Administrative Tasks Instead of concentrating on administrative tasks.. How do I keep track of my receipts? focus on your business goals When do I get reimbursed? How do I keep track of my receipts? Where is the hotel? When do I arrive? What is my meal per diem? Can I expense this customer dinner? Do I need approval for this trip? What s the best deal for this flight? Who will be attending the customer meeting? Do I have a back-up for my demonstration? What is the best presentation to use? Has the customer paid prior invoices? Which references should I use? Can I get the contract signed today? Which discounts can I offer? Is the project running on time? 2012 SAP AG. All rights reserved. 3

5 Business Travelers Are Innovators Mobile Technology Influences the Productivity of Business Travelers Positive attitude towards technology and mobile devices results in early adoption of smartphones 75% agreed smartphones contribute enormously to their productivity 78% stated smartphones allow more independence of work styles Over 60% use smartphones primarily for business purposes The majority receive financial reimbursement for their devices and service plans An increase in the number of apps results in less integration Source: 2010, Study by ACTE Global, SAP, DuntonTinnus Consulting, Hochschule Heilbronn 2012 SAP AG. All rights reserved. 4

6 Designed for the Way You Work A People-Centric Software-as-a-Service (SaaS) Solution Designed for travelers who need to meet their business goals Designed for line managers who need to make the most effective use of travel budgets Designed for CFOs who need to better manage expenses and cash flow 2012 SAP AG. All rights reserved. 5

8 SAP Travel OnDemand for the Business Traveler Designed for the Way You Travel on Business Travel Smarter Spend Better Get Reimbursed Faster Control your travel with an intuitive experience to manage your entire trip Stay within your travel guidelines for trips and expenses Enter and submit receipts and expense reports anytime, anywhere Stay in Compliance Deliver on your Business Goals 2012 SAP AG. All rights reserved. 7

9 Travel Smarter Control Tour Travel with an Intuitive Experience to Manage Your Entire Trip Control your travel from planning through expense reimbursements with an intuitive, consumer-grade experience Get up-and-running quickly with an intuitive travel solution Leverage a consistent experience of managing travel from end to end Reduce the administrative effort of managing travel and expenses 2012 SAP AG. All rights reserved. 8

10 Spend Better Stay Within Your Travel Guidelines for Trips and Expenses Understand the corporate and legal guidelines to stay within your travel guidelines for trips and expenses Stay within your travel policy Get reimbursed quickly Get real-time visibility about the status of your trip and expenses 2012 SAP AG. All rights reserved. 9

11 Get Reimbursed Faster Enter and Submit Receipts and Expense Reports Anytime, Anywhere Enter and submit receipts and expense reports anytime, anywhere on the mobile device that you have with you when you travel Manage your travel anytime, anywhere with your mobile device Capture travel receipts effortlessly Complete expense reports faster 2012 SAP AG. All rights reserved. 10

13 Travel Processes in SAP Travel Management A Traveler-Centric, End-to-End Solution for Travel Expense Management Planning Booking Expensing Analyzing Research trip options Book trip Manage itinerary Capture expenses Submit expenses Analyze travel spend Plan travel budgets Request trip Approve trip Research passport and visa requirements Audit expenses Approve expenses Reimburse expenses 2012 SAP AG. All rights reserved. 12

16 Travel Expenses Are a Big-Ticket Item Focus on Controlling Travel Spending by Enterprises Has Increased After payroll and benefits, travel expenses are typically the second-largest controllable expense for many companies Visibility required in order to take action Increase compliance and reduce fraud Costs and time to process expense reports vary widely 2012 SAP AG. All rights reserved. 15

17 SAP Performance Benchmarking Integrating Travel Expense Management into Cash Management Processes Organizations where travel and expense reporting and reimbursement requests are accessible to employees off-site and online average 18.0% lower Accounts Payable and Expense FTEs per Billion in Revenue -18% Source: SAP Performance Benchmarking 2011 n= 520 Peer Group: All Industries; Global 2012 SAP AG. All rights reserved. 16

18 Challenges Faced in the T&E Management Process PayStream Advisors Benchmarking Study Travel and Expense Benchmarking: Improving T&E Processes through Automation April SAP AG. All rights reserved. 17

19 SAP Travel OnDemand for the CFO Control Corporate Travel Costs and Increase Compliance Control your Travel Costs Manage your travel spend and cost of processing employee travel expense reimbursements Facilitate Corporate Compliance Enforce your corporate policies, and legal and company-specific tax regulations for travel expenses Increase your Process Efficiency Increase automation, process standardization, and incorporate travel expenses into your cash management processes 2012 SAP AG. All rights reserved. 18

20 Control Your Travel Costs Control Your Travel Costs from Planning Through Expense Reimbursements Manage your travel spend and the cost of processing employee travel expense reimbursements Control travel spend by managing the entire trip-to-reimbursement process Increase usability for travelers to reduce the cost and time of expense reimbursements Gain visibility to control travel costs 2012 SAP AG. All rights reserved. 19

21 Control Your Travel Costs Control Travel Spend by Managing the Entire Trip-to-Reimbursement Process Tie cost control measures to travel management, from pre-trip approval and online booking to expense submission and reimbursement Manage the end-to-end travel process Enable follow-on processes from trip request to booking to expense report creation Automated status updates of travel requests and expense reports Control travel spending Enforce expense limits in approval, booking and reimbursement processes Enable real-time receipt capture to reduce risk of inconsistency and incomplete data Capture a record of changes to travel expense reports 2012 SAP AG. All rights reserved. 20

22 Control Your Travel Costs Increase Usability to Reduce the Cost and Time of Expense Reimbursements Lower the administrative burden of processing expenses by reducing paperbased, offline processes through an easyto-use solution designed for mobility Focus on usability for business travelers Consumer-grade solution with rapid adoption Designed for the way travelers work to reduce the need for training Increase usability for travelers to reduce the cost and time of expense reimbursements Designed for mobility Mobile apps available for both the business traveler and the line manager Supports most popular devices (ipad, iphone, BlackBerry) Leverage device cameras and geotagging Option to send receipts using SAP AG. All rights reserved. 21

23 Control Your Travel Costs Gain Visibility for Better Insight and Control of Travel Costs Analyze travel expenses across various dimensions to better handle traveler policy exceptions and negotiate with external travel suppliers Analyze travel expenses Business units (e.g., cost centers) Geographic destinations Controlling objects (e.g., internal orders, projects) Expense types Travel suppliers Leverage insights for better performance Analyze costs by destination and department and policy exceptions Negotiate improved partnership terms with travel suppliers Understand trends in travel to better plan future travel spend 2012 SAP AG. All rights reserved. 22

24 Facilitate Corporate Compliance Understand Your Corporate Booking Policies, Suppliers, and Expense Limits Enforce your corporate policies, and legal and company-specific tax regulations for travel expenses Enforce corporate travel policies Conform with localized tax and legal requirements of accounting for travel expenses Facilitate approvals and auditing for trips and expenses 2012 SAP AG. All rights reserved. 23

25 Facilitate Corporate Compliance Enforce Corporate Travel Policies Define company-wide expense categories and limits, as well as travel suppliers and booking practices through online booking partners Define company-specific settings Create travel-related vendor (accounts payable) and expense accounts Maintain controlling objects (e.g., cost centers, project and internal orders) for cost assignments Maintain your corporate policies Define preferred travel suppliers and booking guidelines through booking partners (e.g., GetThere by Sabre) Set expense limits by expense type (e.g., hotel, meals, taxi fares) 2012 SAP AG. All rights reserved. 24

26 Facilitate Corporate Compliance Conform with Localized Tax and Legal Requirements for Travel Expenses Enforce your corporate policies, and legal and company-specific tax regulations for travel expenses Define corporate legal entities Define company codes and countries Create travel-related expense accounts and rules for accounting entries Define expense rules in line with countryspecific requirements Maintain exchange rates Manage taxation rules by expense type Define mileage reimbursement policies and rates Maintain company and statutory per diem rates for tax reporting Enable non-trip related expense reimbursements (e.g., data plans) 2012 SAP AG. All rights reserved. 25

27 Facilitate Corporate Compliance Facilitate Approvals and Auditing for Trips and Expenses Allow managers to take action on mobile devices to approve trip requests, expense reports and exceptions, ensuring an audit trail for all approvals and expenses Define rules for approvals and audits Define approval and audit levels, by country, total expense, and expense type Create an audit trail for all approvals and rejections of expenses Enable efficient approvals Enable approvals on mobile devices Allow the assignment of substitutes for approvals (e.g., for vacations) Facilitate notifications of approval requests, approvals and rejections 2012 SAP AG. All rights reserved. 26

28 Increase Your Process Efficiency Reduce Errors and Accelerate Reimbursements for Better Cash Management Increase automation, process standardization, and incorporate travel expenses into your cash management processes Automate the capture of travel expenses to increase accuracy and reduce costs Control software costs with a software-asa-service solution Accelerate travel expense reconciliation and reimbursements for improved cash management 2012 SAP AG. All rights reserved. 27

29 Increase Your Process Efficiency Automate Travel Expense Capture to Increase Accuracy and Reduce Costs Reduce manual, off-line processes through receipt submission from mobile devices, rules-based assignment of expense receipts, and leveraging credit card feeds Capture expense items on mobile devices Capture photos of expense receipts with camera-enabled smartphones (e.g., iphone, ipad, BlackBerry) Leverage location and date tagging Add notes related to the expense (e.g., dinner attendees, tips for cab fares) Automation of expense report creation Expense report created after trip approval Rule-based assignment of receipts to expense reports based on dates Import credit card feeds for expense items 2012 SAP AG. All rights reserved. 28

30 Increase Your Process Efficiency Control Software Costs with a Software-as-a-Service Solution Increase the speed of deployment and adoption, while ensuring predictable spend for a travel expense application Current availability in the United States and Germany Reduce costs for a travel expense solution Leverage a subscription-based cloud solution for predictable costs Reduce total cost of ownership with no need for additional hardware or extensive services Leverage the cloud to deliver value Increase speed, quality, and flexibility while maintaining security and privacy Enable access to travel information online and through mobile devices Simplify delivery through automation and standardization 2012 SAP AG. All rights reserved. 29

31 Increase Your Process Efficiency Accelerate Reconciliation and Reimbursements for Improved Cash Management Incorporate travel expenses into corporate accounts payables processes for payments to employees and vendors Leverage existing accounting processes Improve cash management and working capital utilization Reduce liabilities via faster reimbursements and vendor payments Enable faster reimbursements by leveraging integration to SAP ERP Leverage finance integration to ensure correct accounting and controlling entries Reuse employee information from human capital management 2012 SAP AG. All rights reserved. 30

33 Integration of SAP Travel OnDemand with OnPremise Leverage Core Data and Processes in the Cloud Trip Bookings Creation of itineraries Trip Bookings Booking status update FI: Journal entries Expense report postings (with employee and controlling data) FI: Updates Payment status update Exchange rate update Credit cards Import of feeds Travel OnDemand CO: Master data Cost center Project Internal Order ERP HCM: Master data Employee data 2012 SAP AG. All rights reserved. 32

35 Why SAP? Differentiators for SAP Travel OnDemand Mobility OnDevice for both travelers and managers User Interface Designed for the business traveler Integration Faster reimbursement and better analytics 2012 SAP AG. All rights reserved. 34

36 For more information See SAP.com for: Solution overview Benefits Customer testimonials Product demos SAP Travel OnDemand Microsite: sap.com: Blogs (Cloud): Blogs (Finance): Twitter: World Tour recording: SAP AG. All rights reserved. 35

37 Experience Our new CFO and Finance Leadership Center by visiting Sign up for our newsletter:

38 Thank You! Contact information: Birgit Starmanns

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