Innovation, Efficiency, Simplicity. | 2015 Commercial Cards Conference | May 18 - 20, 2015
Successful Integration
How to Successfully Integrate with ERP and Expense Management Systems
Treasury and Trade Solutions | Citi Commercial Cards
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Innovation, Efficiency, Simplicity.
Table of Contents
1. Session Overview 2. AIG
3. State of Colorado
4. Closing Remarks and Q&A
Session Overview
ERP and Expense Management Systems: Successful Integration
ERP System
Expense Management
System
Learn how AIG and State of Colorado have successfully integrated the Commercial Card Program with Expense Management and ERP Systems
Integrate Commercial Card Data
Automate Manual Processes
File Integration
Global Expansion
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Today’s Presenters
Brooke Dunn is the State Commercial Card Program Manager for Colorado’s State Purchasing Office. As the Program Manager for CCARDColorado, Brooke works with the Program Administrators at all 78 participating entities providing guidance and best practices for their individual programs. The CCARDColorado program offers Purchasing Cards, Travel Cards and OneCards giving participating entities the option to choose the card program(s) that best meet their business needs. Brooke also worked for the Office of Information Technology Services where she was a
Purchasing cardholder and a Travel cardholder, responsible for purchasing supplies and making travel arrangements for over 100 staff. In addition to Brooke’s experience with Commercial Cards, she has also experience as a
Purchasing Agent developing, conducting, evaluating and awarding solicitations.
Joe Pascotto is a Director in AIG’s Global Sourcing and Procurement Services group, and is the Global Lead for Card Administration and Expense Reimbursements. He has been with AIG for 24 years,
spending the last 15 in this role as it has evolved. He is responsible for the overall strategy and management of AIG’s card programs,
including its T&E card program with Citibank. Additionally, he manages AIG’s expense reimbursement tool deployed to nearly 70 countries, which includes support and training of the end users and final audit review of expense submissions via a shared services team, ensuring accuracy and compliance to policy.
Successful Integration with ERP and Expense Management Systems
AIG
Corporate Credit Card
Automated T&E Application
Expense Reporting Processing (Shared Services)
Citi card issued to AIG Travelers
Resources located in-country to administer program
1 resource on my team in each region to provide level 2 support / escalation / back-up (on T&E solution as well)
Deployed tool locally, regionally if possible
Integrate with local General Ledger and Payroll to facilitate payments
Standardized policy globally, but adhere to local laws and tax requirements
Integrated with global and regional helpdesks
Provided metric-based reporting on spend trends and policy compliance
Expense reporting auditing housed within shared services
Leverage standardized process to facilitate compliance to AIG T&E Policy
ERP Systems: 43 Separate Integrations feeding 7 AP systems. 27
countries ultimately where there is no direct feed into AP (reporting is provided from the expense reimbursement tool)
Currently accounts for 95% of budgeted T&E Spend through its Expense Management Tool (Completion of Japan will bring AIG to 99% )
T&E Tool will be implemented in 70 countries by the end of Q2 2015
AIG has card programs in 61 countries today
Global Sourcing and Procurement Services
Expense Management and ERP Integration
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Global Sourcing and Procurement Services
69 Countries Deployed (America’s 16, EMEA 40, APAC 13) 1 Country In-Process (America’s 0, EMEA 1, APAC 0)
T&E Global Footprint
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Global Sourcing and Procurement Services Global Sourcing and Procurement Services
Automated Integration (43 Countries) Manual Integration (27 Countries)
ERP Integration
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Global Sourcing and Procurement Services
Process Flow
Expense Report
Dept.
Manager Approval
Expense Processor
Audit
Reports
Credit Card Transactions
Load processes
Approved Reports
Finance System
Accounts Payable Vendors (Employees)
Credit Card Payments
Interface Control
Out of Pocket Expenses
HR System
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7
8
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9
1 4
3
10 2
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Expense Management Tool
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Successful Integration with ERP and Expense Management Systems
State of Colorado
CCARD Colorado
Purchase Card & Travel Care with Rebate
Previous system (COFRS)
• Main frame system that was over 20 years old
• Used COBOL programming
• Green screen / Dot matrix technology
• Every State agency and
Participating Entity had their own customized mapper file from
Citibank
On July 1, 2014, the State of Colorado implemented a new ERP system for all State agencies
New system (CORE)
• Web-based system
• Streamlined Commercial Card process by moving from a highly customized mapper to a standard file for all State agencies (32
agencies total)
• Other Participating Entities that do
not fall under the purview of the
State continue receiving separate
files from Citi
CCARD Colorado
Purchase Card, Travel Card and One Card
Decisions to be made regarding the integration between Citibank and CORE:
• Procedures to standardize processes statewide
• Allocate in Citibank or CORE?
• Choosing appropriate file(s) for necessary information
• Frequency of mapper files
• What process would have the least impact on our end users?
• Payment to Citibank
CCARD Colorado
Purchase Card, Travel Card and One Card
Business Process Reengineering:
• All agencies would reallocate in Citi and receive info into CORE via mapper file
• Reallocation prior to payment to Citi vs. post payment in financial system
• Standardization of accounting practices
Consolidation of mapper files:
• One consolidated file from Citi for all agencies
• Moved from a custom file to an industry standard file
CCARD Colorado
Purchase Card, Travel Card and One Card
Change in Chart of Account elements:
• Addition of Commodity based purchasing
• Ability to use encumbrance liquidation functionality
• All participating agencies required to complete new default accounting string codes for each account
• Expanded to a 150 character coding string
CCARD Colorado
Purchase Card, Travel Card and One Card
End User Communication and Training:
• Core group of PAs, Controllers and Procurement directors
helped shape decisions for both Business Process Reengineering and Commercial Card integration
• Frequent communication to all stakeholders in months prior to conversion, as well as post conversion
• Trainings held on:
o Future state of new Financial system and impacts o Creating default accounting codes spreadsheets
o Navigation and reconciliation of the payment document in the new ERP
o Follow up workshops to aid in trouble shooting
Closing Remarks and Q&A
Closing Remarks and Q&A
Integration Benefits
Greater Control and Compliance with Policies
Improved Compliance with Buying Policies and Procedures Increased Data Management and Control
Availability of Detailed Data for Spend Analysis to Make Decisions Decreased Manual Entry of Data
Thank you!!
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Innovation, Efficiency, Simplicity. | 2015 Commercial Cards Conference | May 18 - 20, 2015
IR S C ir c u l a r 2 3 0 D is c lo s u r e : C i t ig r o u p I n c . a n d i t s a f f i li a t e s d o n o t p r o v i d e t a x o r le g a l a d v i c e . A n y d is c u s s i o n o f t a x m a t t e r s i n t h e s e m a t e r ia ls ( i) is n o t i n t e n d e d o r w r i t t e n t o b e u s e d , a n d c a n n o t b e u s e d o r r e l ie d u p o n , b y y o u f o r t h e p u r p o s e o f a v o i d i n g a n y t a x p e n a l t ie s a n d ( ii) m a y h a v e b e e n w r i t t e n i n c o n n e c t io n w i t h t h e " p r o m o t i o n o r m a r k e t i n g " o f a n y t r a n s a c t i o n c o n t e m p la t e d h e r e b y ( " T r a n s a c t i o n " ) . A c c o r d in g ly , y o u s h o u ld s e e k a d v ic e b a s e d o n y o u r p a r t ic u la r c ir c u m s t a n c e s f r o m a n in d e p e n d e n t t a x a d v is o r .
A n y te r m s s e t fo r th h e r e in a r e in t e n d e d f o r d is c u s s io n p u r p o s e s o n l y a n d a r e s u b je c t to t h e fin a l te r m s a s s e t f o r th in s e p a r a t e d e fin itiv e w r it te n a g r e e m e n t s . T h is p r e s e n ta tio n is n o t a c o m m itm e n t o r fir m o f fe r a n d d o e s n o t o b lig a te u s to e n t e r in to s u c h a c o m m it m e n t , n o r a r e w e a c tin g a s a fid u c ia r y t o y o u . B y a c c e p tin g th is p r e s e n ta tio n , s u b je c t t o a p p lic a b le la w o r r e g u la tio n , y o u a g r e e to k e e p c o n fid e n tia l t h e in fo r m a tio n c o n ta in e d h e r e in a n d th e e x is te n c e o f a n d p r o p o s e d te r m s fo r a n y T r a n s a c tio n .
W e a r e r e q u ir e d t o o b ta in , v e r if y a n d r e c o r d c e r ta in in f o r m a tio n t h a t id e n tifie s e a c h e n ti t y t h a t e n te r s in to a f o r m a l b u s in e s s r e la tio n s h ip w ith u s . W e w ill a s k fo r y o u r c o m p le te n a m e , s t r e e t a d d r e s s , a n d ta x p a y e r ID n u m b e r . W e m a y a ls o r e q u e s t c o r p o r a te fo r m a tio n d o c u m e n ts , o r o th e r fo r m s o f id e n tific a tio n , to v e r ify in fo r m a tio n p r o v id e d .
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