Download - Internet Expenses Oracle
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Oracle Internet Expenses AnImplementation Case Study
Copyright 2008 KOMORI Corporation. All Rights reserved.
Rebecca Reeve
Accounting ManagerKomori America Corporation
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About Komori America Corporation
Komori is a premier manufacturer of sheetfed and web offset printingequipment, headquartered in Tokyo, Japan, and serves customers
around the globe. Komori America Corporation, the US subsidiary of Komori, is located
in Rolling Meadows, IL and provides sales and service throughout theUnited States
Komori is a premier manufacturer of sheetfed and web offset printingequipment, headquartered in Tokyo, Japan, and serves customers
around the globe. Komori America Corporation, the US subsidiary of Komori, is located
in Rolling Meadows, IL and provides sales and service throughout theUnited States
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Oracle Applications Implementation at Komori
Go-Live April 1, 2007
Modules include: Financials, Projects,Inventory, Order Management, Field Service,Installed Base, Bill of Materials
Each Press is in Installed Base and also
Go-Live April 1, 2007
Modules include: Financials, Projects,Inventory, Order Management, Field Service,Installed Base, Bill of Materials
Each Press is in Installed Base and also
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Exists as a Project Project Numbers Include: Model, Serial
Number and Extension (-01 for New PressSale and -02 and on for Used Press Sale)
Approximately 100 users
Exists as a Project Project Numbers Include: Model, Serial
Number and Extension (-01 for New PressSale and -02 and on for Used Press Sale)
Approximately 100 users
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Objectives of Internet Expenses Implementation
Automate the Travel Expense
Business Rules
Consistency of ExpenseSubmission and Reimbursement
Automate the Travel Expense
Business Rules
Consistency of ExpenseSubmission and Reimbursement
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Reduce Processing Time inAccounting Department
Reduce Processing Time inAccounting Department
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Obstacles of Internet Expense Implementation
Outdated Business Travel Expense Policy
Computer Abilities of Employees
Internet Connection Ability of Employees
Outdated Business Travel Expense Policy
Computer Abilities of Employees
Internet Connection Ability of Employees
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Projects/Presses
Change Management
Oracle Time and Labor Implementation
Project Running Parallel
Projects/Presses
Change Management
Oracle Time and Labor Implementation
Project Running Parallel
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Oracle Internet Expense Project Details
Project Team Consisted of: ServiceCoordinator, Human Resources Director,
Sales Coordinator, Payables Supervisor,Accounting Manager/Oracle Support,Project Manager, IT Manager
Project Team Consisted of: ServiceCoordinator, Human Resources Director,
Sales Coordinator, Payables Supervisor,Accounting Manager/Oracle Support,Project Manager, IT Manager
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provide OIE Expertise and ChangeManagement Support
Timeline: Started June, 2008 with Rolling
Go-Live Starting October, 2008 OIE.J was Implemented
provide OIE Expertise and ChangeManagement Support
Timeline: Started June, 2008 with Rolling
Go-Live Starting October, 2008 OIE.J was Implemented
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Oracle Internet Expense Setup Details
Two Templates one for Sales and Administrative
Personnel and one for Field Service Personnel
Service Template has Expense Types with Connections
to Project Expenditure Types to Enable Charging Projects/Presses
- Installation
Two Templates one for Sales and Administrative
Personnel and one for Field Service Personnel
Service Template has Expense Types with Connections
to Project Expenditure Types to Enable Charging Projects/Presses
- Installation
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- Warranty- Chargeable
- Non-Chargeable/Non-Warranty
Sales Template has Expense Types with GL Account Number
Definitions Defined Custom Extension to Restrict Entry of Expenses over 60 days
old
- Warranty- Chargeable
- Non-Chargeable/Non-Warranty
Sales Template has Expense Types with GL Account Number
Definitions Defined Custom Extension to Restrict Entry of Expenses over 60 days
old
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Oracle Internet Expense Setup Details (contd)
Defined Company Paid Airfare Expense Type that
Employee Enters as a Negative number
Justifications Required for Selected Expense Types
Such as Gifts and Entertainment
Use Justification field on Milea e Ex ense T e to State Where
Defined Company Paid Airfare Expense Type that
Employee Enters as a Negative number
Justifications Required for Selected Expense Types
Such as Gifts and Entertainment
Use Justification field on Milea e Ex ense T e to State Where
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Employee was Going Receipt Required Dollar Limits used Extensively on Expense Types
Tools Expense Type limit set to $0.00
Per Diem Rate Schedules Defined for Both National and International
Rates
Custom Extension used for Mileage Reimbursement Calculations
Employee was Going Receipt Required Dollar Limits used Extensively on Expense Types
Tools Expense Type limit set to $0.00
Per Diem Rate Schedules Defined for Both National and International
Rates
Custom Extension used for Mileage Reimbursement Calculations
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Project Issues and Complications
How to get Employees to Accept new Expense
Report System? Hired Change Management expert who interviewed Employees,
wrote Newsletters about the Project, created User Guides andtrained the Trainers
How to get Employees to Accept new Expense
Report System? Hired Change Management expert who interviewed Employees,
wrote Newsletters about the Project, created User Guides andtrained the Trainers
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Worked with Human Resources and Executive Management to
write an updated and more comprehensive Business TravelExpense Policy.
How do Employees Charge Expenses to Projects?
Created a Custom Program to create Allocations for each employeebased upon open Service Requests and the Installed BaseInstances
Worked with Human Resources and Executive Management to
write an updated and more comprehensive Business TravelExpense Policy.
How do Employees Charge Expenses to Projects?
Created a Custom Program to create Allocations for each employeebased upon open Service Requests and the Installed BaseInstances
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Project Issues and Complications (contd)
Per Diem Calculations Had to adjust Per Diem Rate Schedules several times to get the correct
calculations for Same Day and Last Day rates. Needed several patchesto get it working.
Mileage Reimbursement Calculations Different Mileage Reimbursement rates based on whether Employee
Per Diem Calculations Had to adjust Per Diem Rate Schedules several times to get the correct
calculations for Same Day and Last Day rates. Needed several patchesto get it working.
Mileage Reimbursement Calculations Different Mileage Reimbursement rates based on whether Employee
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receives Auto Allowance or not. Implemented DFF on Employee recordand had Custom Extension look at that field. Rates defined in Mileage RateSchedule.
Validation of Project, Task and Expenditure Type
Frequent errors in choosing Expense Type and Allocation combination sentExpense Reports to SysAdmin. Created custom message to notify employeewhen combination was not valid. Subsequently found Roll-up Patch for OIE thatgives this validation.
receives Auto Allowance or not. Implemented DFF on Employee recordand had Custom Extension look at that field. Rates defined in Mileage RateSchedule.
Validation of Project, Task and Expenditure Type
Frequent errors in choosing Expense Type and Allocation combination sentExpense Reports to SysAdmin. Created custom message to notify employeewhen combination was not valid. Subsequently found Roll-up Patch for OIE thatgives this validation.
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Project Issues and Complications (contd)
How does Service Department Bill Expenses to Customers? Created a Custom Report to Summarize Employee Expenses by Service
Request and Week. Service Department Runs Report and Enters Charges toService Requests from the Report.
How to Impose Dollar Limits on Expense Reimbursement? $30 Internet Connection Reimbursement used Rate Schedules
How does Service Department Bill Expenses to Customers? Created a Custom Report to Summarize Employee Expenses by Service
Request and Week. Service Department Runs Report and Enters Charges toService Requests from the Report.
How to Impose Dollar Limits on Expense Reimbursement? $30 Internet Connection Reimbursement used Rate Schedules
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Annual Office Supply Limitation had to define a custom extension How to Process Expense Reimbursements that Fall Outside of
Policy or the Date Restriction? Defined a manual Expense Reimbursement form and
process that requires Executive VP approval
Annual Office Supply Limitation had to define a custom extension How to Process Expense Reimbursements that Fall Outside of
Policy or the Date Restriction? Defined a manual Expense Reimbursement form and
process that requires Executive VP approval
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Results of Internet Expense Implementation
Started Roll-out in Early October, 2008
Rolled Out Between 8 10 Employees each Week
Finished Roll-Out by Late December, 2008
Team Members were Assigned to Train Employees in Their Area and
Started Roll-out in Early October, 2008
Rolled Out Between 8 10 Employees each Week
Finished Roll-Out by Late December, 2008
Team Members were Assigned to Train Employees in Their Area and
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Change Management Communications Started in September, 2008 andContinued During the Roll-Out
Processing Time in Accounting Department has been Reduced by at leasthalf
Customer Billing Processing Time in Service Department has beenDrastically Reduced and Simplified
Able to Apply Business Travel Policy Consistently Across the Company
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Change Management Communications Started in September, 2008 andContinued During the Roll-Out
Processing Time in Accounting Department has been Reduced by at leasthalf
Customer Billing Processing Time in Service Department has beenDrastically Reduced and Simplified
Able to Apply Business Travel Policy Consistently Across the Company
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Lessons Learned
Hiring Outside Resource to doChange Management was Worth the
Money Having Team Members Train and
Support their Areas Made them
Hiring Outside Resource to doChange Management was Worth the
Money Having Team Members Train and
Support their Areas Made them
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the Project
Rolling Go-Live was very Effectiveand Relatively Easy to do
the Project
Rolling Go-Live was very Effectiveand Relatively Easy to do
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Questions ?
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Contact Information
Rebecca ReeveRebecca Reeve
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Accounting ManagerKomori America Corporation
Accounting ManagerKomori America Corporation