CON7586 - Shaw-CON7586 - Manage Travel and Expenses Anytime, Anywhere With PeopleSoft Expenses 9.2

Manage Travel and Expenses
Anytime, Anywhere with

PeopleSoft Expenses 9.2
CON7586
Greg Kitsinian
Director, Global Information Technology
Quintiles
Howard Shaw
Director, Product Management
Oracle
October 2, 2014
Copyright 2014, Oracle and/or its affiliates. All rights reserved. |
Program Agenda
1
PeopleSoft Expenses Overview
Quintiles 9.2 Implementation/Upgrade Story
New Expenses 9.2 User Interface
Mobile Applications Expenses, Time Entry
Continued Innovation for Expenses 9.2
Safe Harbor Statement

The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracles products remains at the sole discretion of Oracle.

Travel & Expense Lifecycle Support
Travel
Planning
Travel
Reservation
Business
Travel
Expense
Reporting
Payment &
Analysis
Mobile Expenses
Credit Card
Integration
Travel
Authorization
Expense Report
Cash
Advance
Receipts Imaging
Extensive business rules

configuration at each stage
in the process ensure
expense policy compliance
Approval workflows are
dynamically generated
based on business rules
and risk analysis
Integrated data sources
(Amadeus, iReceipts,
corporate credit cards,
CONUS, Runzheimer,
document management)
speed entry while aiding
accuracy, benchmarking,
and audit
Analyze expense spending

to bolster negotiations for
preferred supplier
discounts
PeopleSoft Expenses Integration
Automation Facilitated by Comprehensive Coverage

Amadeus
CONUS/
OCONUS
Runzheimer
Oracle I/PM
Location & Per Diem

Benchmarks
Human
Resources
General
Ledger
Payroll
Accounts
Payable
EXPENSES
Oracle GRC
T&E
Accelerator
Project
Costing
Corporate Credit Cards
VISA
MasterCard
American
Express
Diners Club
US Bank
Program Agenda
1
Welcome Everyone!
Worlds largest provider of biopharmaceutical

development and commercial outsourcing
services
Quintiles helped develop or commercialize all of 2013s top-100 best-selling
drugs on the market
Millions, if not billions of people have been impacted by our work.
The National Football League (NFL) has contracted with Quintiles to develop injury registries where we track and analyze
injury data to ensure that conclusions being drawn based is accurate (since 2011)
100%
10
The human touch

The depth of experience available to you leads the industry, as is the commitment brought to
safeguarding your trials and improving healthcare for the future while delivering today.
950
900
580
5,600
>30,000
Medical
Doctors
PhDs
Clinical
educators
Sales representatives
Employees worldwide
Thinkers & Doers

>30,000 Quintiles employees conducting business in more than 100
countries contributed to the development or commercialization of all of
2013s Top 100 best-selling products or compounds.
Quintiles HR PSC Reports, December 31, 2013. Evaluate Pharma 2012 Report Top Selling Products, accessed March 2013; Quintiles EBS Internal Analysis.
11
Exceptional Global Scale

Quintiles has the infrastructure, expertise and leading technology, analytics and scientific leadership to ensure deep relationships and the
ability to partner with customers globally
Americas
10,700 Employees
Countries in which Quintiles has an office. Quintiles internal data as of January 2014
Europe and Africa

9,600 Employees
Asia Pacific
8,700 Employees
12
Service Map
From First in Man through Improved Outcomes
Biopharma
Payer andCommercial
Provider
& Other Customers
Biopharma Development Customers
Regulatory Review
Drug
Approval
Integrated Healthcare Services
Product Development Services

Clinical Solutions & Services
Project Management & Clinical Monitoring:
Study Design & Operational Planning
Investigator/Site Recruitment
Site & Regulatory Start Up
Patient Recruitment
Clinical Monitoring
Project Management
Digital Patient Services
Clinical Trial Support Services:
Clinical Data Management
Biostatistical Services
Central Laboratories
Bioanalytical Laboratories
Cardiac Safety & ECG Laboratory Services
Safety & Pharmacovigilance Operations
Phase I Clinical Pharmacology Units
Strategic Planning & Design:

Biomarkers, Genomics & Personalized Medicine
Model Based Drug Development
Planning & Design
Regulatory Affairs Services
Late Phase & Consulting Services

Product Development Strategy Consulting
Regulatory & Compliance Consulting
Process & IT Implementation Consulting
Commercial Services
Contract Sales
Market Entry / Market Exit
Integrated Channel Management
Patient Engagement Services
Market Access & Commercialization Consulting
Brand & Scientific Communications
Medical Education
Outcome/Observational
Observational Studies
Product and Disease Registries
Comparative Effectiveness Studies
Payer/Provider Solutions
13
PeopleSoft Footprint and History

6 > 7.5 > 8.4/8.9 > 9 > 9.2
7.5 > 8 > 8.8 > 9 > 9.2 (upgrade in progress)
HCM
FSCM
Financials
-
General Ledger
Accounts Receivable
Accounts Payable
Asset Management
Cash Management
eSettlements **
SCM / ESA
-
Purchasing
Expenses
Project Costing
Contracts
Billing
eSupplier Connect **
eProcurement **
Human Resources
Benefits Administration
Time and Labor
Payroll Interface
eProfile
eProfile Manager
** Implementation in progress
OBIA
-
Human Resources
Financials
Projects
14
Project Luca
PeopleSoft Financials 9.2 Upgrade
Luca Pacioli: The Father of Accounting

In 1494, the first book on double-entry accounting was published. The author was an Italian friar, Luca Pacioli.
Accounting practitioners in public accounting, industry, and not-for-profit organizations, as well as investors, lending
institutions, business firms, and all other users for financial information are indebted to Luca Pacioli for his monumental
role in the development of accounting.
Other Luca meanings/references:

Latin: Bringer of light
Greek: Patron saint of doctors, artists, and creatives
15
Overview
Countries on the existing system
Americas
USA
Canada
Mexico
Western Europe
Switzerland
United Kingdom
Denmark
Germany
Ireland
Sweden
France
Italy
Sub-Saharan Africa
Eastern Europe
Romania
Croatia
Czech Republic
Slovakia
Bulgaria
Estonia
Latvia
Lithuania
Serbia
Hungary
Egypt
Israel
Poland
Asia
Pending
Indonesia
Korea
Malaysia
Philippines
Taiwan
Thailand
Vietnam
China
India
Hong Kong
Singapore
Japan
Brazil
Argentina
Chile
Columbia
Costa Rica
Guatemala
Panama
Peru
Belgium
Netherlands
Spain
Austria
Greece
Russia
Turkey
Ukraine
Australia
New Zealand
16
Key Benefits of 9.2

Applications that are simpler and more intuitive;
Workcentres and Dashboards to more easily keep track of daily tasks;

Mobile solutions Approvals and Employee Expenses;
Improved Reporting (Analytics);
New concepts such as:
Activity Guides,
Train Stops
Related Actions
Embedded Help - coupled with powerful search and visualization capabilities, will enable both casual and power users to find the
information they need and will provide user process flows that are intuitive and at once familiar.
17
Key Benefits of 9.2

The new WorkCenters combine transactions, analytics, workflow notifications, and reports into a configurable
framework that can be tailored to each role-based user in the enterprise, High-volume users such as a Billing or
Payables clerk in the Financials department will see greater productivity and spend less time navigating the system
and dealing with exceptions.
Lower TCO (total cost of ownership)
Attachments are more widely enabled
Improved and simplified Workflow design, allowing for flexible routings
Forms and Approvals builder (for new chartfield values)
Various Tax related functionality and reports to meet changing legislation
Improved reconciliation processes
Enterprise Search, a non menu driven search that provides better access to enterprise information, while protecting
sensitive data from unauthorized users
Alerts and Notifications
18
PeopleSoft Partnership
Global Per diem enhancements to
support country requirements
Enhance Mobile Expenses to include additional

GL Chartfields and all Project Chartfields
GL 1025 files worked to resolve some currency

rounding issues and other file interpretation issues
My Wallet changes to help with new tax information

reporting requirements for Mexico (in progress)
19
The Journey: from start to finish

Nearly nine months later.We MADE it!
Jul-Aug 2013
Delta Training hosted
Requirements Gathered
Sep-Nov 2013
CAR & Capitalization approved
Completed Retrofit of F92DEV & built F92TST
Completed Retrofit of PSRPTDEV & upgraded PSRPTTST
All new 9.2 features reviewed & evaluated for use
Test scripts created & data sets prepared in QC
System testing began on time!
27-Jun 2013
Project Kickoff
April 10-15, 2014

Cutover Completed!
Dec-Mar 2014
Completed System Testing
Completed Retrofit of F92UAT & PSRPTPUAT
Begin UAT
Engaged 3rd Party to prepare training material
Feb-Mar 2014
Finish UAT
Performance Testing
Complete training material
Provide global end user training
Perform cutover dry runs & full dress rehearsal
Communicate shutdown dates/times
20
What We Accomplished
In the BeginningPreparation for the upgrade included
V9.2 pre-release testing was conducted at PeopleSoft headquarters in Aug-2012 by five IT and Finance reps which enabled us to
jump start the new functionality review and Fit/Gap analysis.
Delta training for all Core Team members
244 new features and enhancements in 9.2 were reviewed and evaluated; 56% were adopted.
Retrofit / Development
New hardware purchased and new environments built.
Over 1,900 existing objects were modified.
Creation of module and generic WorkCenters and Approval Workflow.
Testing
Coordinated testing between 34 inbound/outbound feeder systems; external to the PS Financial modules.
Successfully completed Performance Testing.
21
What We Accomplished
continued
Training
Engagement of 3rd Party to create UPK training
Net Change presentations were created
28 WebEx/Hands-On training sessions were conducted for end users worldwide.
Communication & Change Management

Cutover
Created a step-by-step PRD cutover sequence of events checklist.
Communicated PRD cutoff dates and times.

Conducted a weekend cutover dress rehearsal and several iterative test moves in preparation for the actual cutover.
22
Global Project Team

nearly 250 participants around the world!
North America
86 participants
EMEA
113 participants
India
20 participants
SEA & China

29 participants
23
Mobile our next great frontier

Challenges we faced
Originally focused on email approvals
Security and architecture to expose outside our firewall

Expense / Voucher attachments stored on a content server as opposed to in the database
Single Sign On problems with our web server handling mobile
No Project Chartfields originally delivered
Minor functionality bugs
24
Mobile our next great frontier
25
26
Program Agenda
1
New Expense Report user

interface
Embedded Help
File attachments at header
and line level
Withdraw expense report
Mobile Expense entry
Mobile Time Entry
Enhanced privilege templates
for control
Keyword search via Oracle
Secure Enterprise Search
Expenses 9.2
Focus: Productivity
Global Per Diem Rules

definition and enforcement
View of file attachments online
Enhanced (Level 3) credit card
data integration
Keyword search via Oracle
Secure Enterprise Search
Online Expense Metrics
Booking
Audit
PeopleSoft
Expenses
Creation
View of file attachments online

Approval
Graphical approval flow displays
Mobile Approvals
Enhanced (Level 3) credit card data integration
Configurable Expense Certification
Keyword search via Oracle Secure Enterprise
Search
Manager T&E approval workflow
9.2

Expense Details
Look for the demo on

Header and
Line Level
Receipt
Attachments
Embedded
Help
Expenses Video Feature Overview

http://www.youtube.com/watch?v=c3pdVW_t9Tk
Role-based
User Interface
9.2

Expandable Transaction Line Scroll Areas
Partial Page
Refresh for Faster
Performance
Expandable
Areas for
Dynamic Entry
Based on
Expense Type
Configurable
Entry Capture
Options
9.2
Configurable Accounting Distributions
Define
Accounting
Capabilities by
Privilege
Template
Accounting Can
Be Hidden
Completely
9.2
Summary & Submit

XML Publisher
Report w/Bar
Coding &
Receipts
Required
Withdraw
Expense
Report to
Correct Errors
Dynamic At-aGlance Status

Graphics
9.2

Analytics
Targeted Metrics
for each Expense
Report
Varying Analytics
for Employees,
Approvers, and
Auditors
PeopleSoft Mobile Expenses

PeopleSoft Mobile Expenses Home
9.1+
Add Quick Expense Add cash or incidental transactions to My Wallet

My Wallet Review transactions (manually entered or credit card data feed) for future
inclusion on expense report
Create Expense Report Create and submit new expense report
Expense History Review past 6 months of history (expense reports, cash advances,
travel authorizations)
Unsubmitted Reports Pending or incomplete expense reports that have not yet been
submitted for reimbursement
Reports Pending Approval or Payment Submitted expense reports that have not yet
been paid, check on status of reimbursement
Reports to Approve For managers only, link to Mobile Approvals application to the
expense reports that require their review/approval
Notices Announcements from Travel & Expense department to employees
Analytics Key metrics about the employees expenses
Full Site Interchangeably switch between full PeopleSoft Expenses application and
Mobile
Home Navigate to PeopleSoft Mobile Applications Portal
System detects screen size and portrait vs. landscape orientation to dynamically adjust
user interface
Mobile Expenses Demo - http://www.youtube.com/watch?v=Z0Go9T0jd8A
PeopleSoft Mobile Expenses

Expense Summary
Expense Report
Expense Summary provides shopping cart view of
expenses
Ability to sort by expense type or date
Highlight individual expense type or date to narrow
list of transactions, or use keyword filter
File attachments capability allows user to import
receipts from smartphone or tablet
Attach nearly any file type at the header level, line
level, or both (utilizes PIA file attachment
configuration options)
9.1+
PeopleSoft Mobile Time Entry
Simplified Time-Tracking for Project-Based Activities

Project Time Entry
Calendar or timesheet views optimized for daily,
weekly, bi-monthly, and monthly time sheets
Automatically detects tablet vs. smart phone, portrait
vs. landscape and adjusts UI
Quick-Fill speeds entry by providing favorites and

recents
Copy from previous time sheets
Prior period adjustments
Mobile Time Entry Demo - http://www.youtube.com/watch?v=26ShLV0lvLo&feature=youtu.be
9.1+
PeopleSoft Expenses Mobile Time Entry

Simplified Time-Tracking for Project-Based Activities
Calendar View, Timesheet View, Prior Period
Adjustments
Adding a new row for the day asks whether they are trying to add
project or non-project based time
User can drop down on projects and activities, or use Quick-Fill to
access Favorites or Recents, and save time on prompting for all
project data
Details accesses additional (less often used) data fields, such as
operating unit, fund, department, etc.
Time off allows selection of policy time, such as jury duty, vacation,
etc. These time reporting codes can be mapped to Time & Labor.
Optional views by calendar or timesheet
Ability to enter prior-period adjustments
9.1+
Program Agenda
1
Expenses 9.2
Focus: Continued Innovation
Booking
Expenses WorkCenter with

new exception processing
capabilities
Addition of Expenses data into
PeopleSoft In-Memory Project
Discovery
Audit
PeopleSoft
Expenses
Creation
Mobile Time Entry

UI redesign for cash advances,
travel authorizations, approvals
Express expense report
Additional privilege template
capabilities (e.g. authorized
expense types, specification of
individual GL CFs, etc.)
Expense type group
enhancements:
Category/keyword/recents
search, location limits by group
My Address Book/Favorites for
attendees
Enhanced point-of-sale credit
card data integration with alerts
OCR for receipt capture
Approval
Receipts required setup and new receipt
verification stage in workflow
Add submission restriction to proxy entry
authorities
PeopleSoft Next Generation User Interface

Optimized for PCs, Tablets, & Smart Phones
The New Face of
PeopleSoft
9.2+
New Travel Authorization User Interface

Obtain Approval Before Booking Trip
Simplified travel
authorization targets
larger projected
spend items
Optimized for use on
tablets or smart
phones
Variance tracking on
expense report
compares against
original requested
amount
9.2+
Receipts Required Configuration

Receipt Refinement Rules
Establish rules for when
receipts (or comments) are
required
Override capability down to
expense type and payment
type
Default no receipt comments

Printed expense report has a
grid to indicate to the user
which receipts are needed
9.2+
9.2+
Receipts Required Configuration

Expenses Approval Workflow Enhancement
Optional new step added to require

receipt verification prior to
initiating approval routings
Provides additional security for

organizations with the business
process of requiring receipts before
approving
Receipt Verification
Review
HR
Supervisor
Approval
Expense
Approval
Pre-Pay Audit
Project
Approval
Project
Supplemental
Approval
Post-Pay
Audit
Privilege Template Enhancements

Streamline the User Interface by Role Expense Types
Control which expense types role groups have
access to
Helpful for customers who need to restrict what
contractors can see, or provide additional
expense types to executives
Can significantly reduce the list of available

expense types for users
Functionality available in all areas where
expense types are prompted: Expense Report,
Travel Authorization, Quick-Fill, Expense Type
Groups, My Wallet, Receipt Split, Hotel Wizard
9.2+
Privilege Template Enhancements

Streamline the User Interface by Role GL ChartFields
Specify which individual GL

ChartFields users can see and
interact with
Eliminate access to users
unaware of complex
accounting strings
9.2+
Expense Type Categories

Simplify Searching for the Correct Expense Type
New expense type
category setup
Can still prompt
alphabetical list of
expense types, and new
icon added to narrow by
category
Location limits by group
(e.g. enforce daily limits
for all meals) / validating
expense report lines
9.2+
Expenses WorkCenter for Accounting/Auditors

Incorporating Exception Processing Functionality
Powerful tool for accounting
and expense department
auditors to manage approvals,
exceptions, etc.
New exception processing
capabilities
My Work, Links, Processes,
Reports, Queries
Dashboard charts and pivot
grids for immediate
visualization
9.2+
Next Generation User Interface & Collaboration

PeopleSoft In-Memory Project Discovery on Oracle Engineered Systems
Unprecedented Insight into Project-Based
Expenses
Instantly obtain project & contract financial performance by userdefinable dimensions that exploit related unstructured data
Dynamically calculate, display, and examine project expense
reports, expenditures, revenue, budgets, variances and more
against massive volumes of project ledger data
Identify financial and execution deviations from plan and take
corrective actionadjust resources, identify suspect spending and
spending patterns, revise project plans, negotiate with sponsors,
and more
Scope includes Expense Reports, Assets, Revenue Contracts,
Resources, and Project Management content associated with
Projects
9.2+
9.1+
Streamline Expense Reporting with Receipts Imaging

Oracle I/PM Integration to PeopleSoft Expenses
Print Bar Coded

Cover Sheet
BENEFITS
Bar code automatically

links receipts to expense
report
Approve Expense
Report
Receipts instantly
viewable by
approver/auditor
Reimburse
Employee
Strengthen Controls
Fax, E-Mail, or
Scan Receipts
Imaging System
Receives Receipts
Improve visibility and provide instant access to expense receipts

Supervisors usually do not have access to view receipts (paper slips typically sent to AP), but now can view imaged receipts online
at the same time they approve expense reports
Streamline the accounting approval process by reviewing receipts alongside expense reports for verification, as well as immediate
notification of receipts received
Increase Efficiencies
Reduce errors and delayed reimbursements

Eliminate high real estate costs as there is no need for a warehouse facility to house boxes of paper records
Ease of access for audits and compliance with internal financial controls
9.2
GRC Controls within T&E Business Processes

Statistical Analysis Strategically Integrated with PeopleSoft Expenses
Use of corporate
card for personal
expenses
Transactions over
90 days old
Frequently
missing
receipts
Per diem and
meal expenses
on same day
High number of
transactions just
under approval
limit
Group of employees split

expenses for a large event
to get under the approval
cap
Frequent
approval
rerouting
Oracle GRC T&E Monitoring Accelerator

Insights into Travel & Expense Fraud
9.2
PeopleSoft Expenses 9.2 in the Cloud

Complete end-to-end and Fully Integrated T&E Solution
SAAS Model
Low Upfront Investment Cost

Monthly Fee
No Infrastructure
Simple, Fast Implementation
Customization (Unlike other SAAS vendors,
customizations allowed)
Seamless Integration with your ERP

Global Platform
Connection and Mobility
Move to the cloud :

Increase Productivity
Reduce Cost
Increase Compliance
CC Integration
Your
Environment
Expenses 9.2
Expense Report
Audit Services
Customization
Fit Your Business Needs
Mobile Integration
Travel Partner
Integration
Global
Contact: info@businessonboard.com
Get Connected and Stay Informed

Key PeopleSoft Information Sources
PeopleSoft Information Portal
PeopleSoft YouTube Channel
Social Media
@PeopleSoft_Info
Oracle PeopleSoft Page
Oracle PeopleSoft Development

Group
Blogs
Click Images For More Information
Restricted to event use only.
53

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Manage Travel and Expenses

Anytime, Anywhere with

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

PeopleSoft Expenses Overview

Quintiles 9.2 Implementation/Upgrade Story

New Expenses 9.2 User Interface

Mobile Applications Expenses, Time Entry

Continued Innovation for Expenses 9.2

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

Safe Harbor Statement

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

PeopleSoft Expenses Overview

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

Extensive business rules

Analyze expense spending

PeopleSoft Expenses Integration

Automation Facilitated by Comprehensive Coverage

Location & Per Diem

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

PeopleSoft Expenses Overview

Quintiles 9.2 Implementation/Upgrade Story

New Expenses 9.2 User Interface

Mobile Applications Expenses, Time Entry

Continued Innovation for Expenses 9.2

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

Worlds largest provider of biopharmaceutical

The human touch

Thinkers & Doers

Exceptional Global Scale

Europe and Africa

Biopharma Development Customers

Product Development Services

Strategic Planning & Design:

Late Phase & Consulting Services

PeopleSoft Footprint and History

7.5 > 8 > 8.8 > 9 > 9.2 (upgrade in progress)

Luca Pacioli: The Father of Accounting

Other Luca meanings/references:

Key Benefits of 9.2

Workcentres and Dashboards to more easily keep track of daily tasks;

Key Benefits of 9.2

Enhance Mobile Expenses to include additional

GL 1025 files worked to resolve some currency

My Wallet changes to help with new tax information

The Journey: from start to finish

April 10-15, 2014

Communication & Change Management

Communicated PRD cutoff dates and times.

Global Project Team

SEA & China

Mobile our next great frontier

Security and architecture to expose outside our firewall

Mobile our next great frontier

PeopleSoft Expenses Overview

Quintiles 9.2 Implementation/Upgrade Story

New Expenses 9.2 User Interface

Mobile Applications Expenses, Time Entry

Continued Innovation for Expenses 9.2

Copyright 2014, Oracle and/or its affiliates. All rights reserved. |

New Expense Report user

Global Per Diem Rules

View of file attachments online

New Expenses 9.2 User Interface