Non-Stop iExpense !!

1. Non-Stop iExpense !! Srikanth Thadakamalla(sthadaka@yahoo-inc.com)Sachin Jadhav (sachin.jadhav@ubex.com)

2. Contents • iExpense Legacy Process • iExpense Stats • Maintenance Nightmare? • The solution.. • Results till now… • Q&A

3. iExpense Legacy Process • Employee logs into iExpense and submits Expense Reports • Employee gets a failure notification if the employee manager is not found in the approval setup • Employee raises a ticket • Functional Analyst analyzes the issue • Functional Analyst Redirect employee to contact HR to get the Cost Center and Manager info • Employee contacts HR dept to furnish this information • Functional Analyst gets the Approval Matrix Information and sets up the Manager Limits in correct Responsibility

4. iExpense Stats • iExpense at Yahoo! • 250 iExpense Cost Centers • 6000 iExpense Users • 35 iExpense Responsibilities • 1300 New Expense Reports per month

5. iExpense Maintenance Nightmare • Maintenance Nightmare • The ER volume makes it a maintenance nightmare • Manual Intervention for ERs returned because of setup • Results in loss of Productivity for HR/Finance as they have to intervene to do the Approval Setup • End user frustrated as the payment gets delayed

6. The Solution • Selected Workflow Changes over Scheduled Job • Added a new custom function in Workflow to add/update the Approval Limits if required • Approval Limits are added to all required Supervisors in the HR hierarchy • Approval Limit gets updated if there is change in the Limits • Approval Limits are read from Requisition Approval Limits • Requisition Approval Limits are tied to Job Level of Person

7. The Solution • Requisition Approval Limits are tied to Job Level of Person – How do we maintain these? • 4000 Job Titles • 10 Job Levels (e.g. Yahoo! Global 30, 40…) • Requisition Approval Limit is based on the Job Level • Custom form to maintain these Limits • Any change triggers of Process to update the Requisition Approval Groups

8. Solution Gains • This change simplified the Requisition Approval Matrix • Just one Approval Amount limit for iExpense as well as Requisitions • Eliminated Manual Intervention in the Process • Intelligent enough to add Approval Limits to all levels required • Flexible enough to update Approval Limits in case of changes

9. Results so far… • ------------------------- • Month Setup ERs • ------------------------- • Aug 2007 82 1246 • Sept 2007 97 1069 • Oct 2007 104 1327 • Nov 2007 1034 1447 • Dec 2007 879 1768 • Jan 2008 192 218 • ------------------------- • Total 2388 7075 • -------------------------

10. Results so far… • 300 Tickets per month • 13 Tickets per day • 30 Minutes per ticket • 390 Minutes per day • Approx Total savings in a year = 1300 person hrs

11. Results so far… • The secret benefit is in elimination of user frustration, escalations, irritations and time delays for getting expense reports paid ! • No price can be put on not having to deal with staffs who feel that you are trying to keep them from their money !!!

12. Q & A

13. About Us • Ubex Corporation is a premier provider of end-to-end solutions based on Oracle Applications • Ubex (www.ubex.com) is an Oracle Certified Partner

14. About Us • Srikanth is Oracle Apps Tech Lead at Yahoo! since 2005. Srikanth had been part of iProcurement Development at Oracle Corp • Sachin is Oracle Apps P2P Consultant at Yahoo! since April 2007. Sachin had been part of iProcurement Development at Oracle Corp

15. Thank You…