Automated Expense Report – The Receipt of Success

1. Automated Expense Report – The Receipt of Success The Joint Commission’s Implementation of the PeopleSoft Expense Report Module

2. Automated Expense Report – The Receipt of Success Who Are We The Joint Commission’s 20,000 accredited and certified organizations are composed of health care organizations and clinical programs across the continuum of care. Hospitals, critical access hospitals, and providers of home care services make up the largest segments of organizations that seek Joint Commission accreditation to help strengthen their patient safety and quality of care provided. In addition, The Joint Commission accredits laboratories, ambulatory care facilities, long-term care facilities, office-based surgery centers and behavioral health care organizations. The Joint Commission also provides certification of health care staffing services and more than 2,400 organizations have earned Joint Commission certification in programs devoted to improving the care of patients with chronic diseases and conditions such as stroke, joint replacement, diabetes and heart failure. GNC Consulting, Inc. is a highly specialized Oracle Platinum Partner whose core business is the implementation, upgrade and maintenance of Oracle’s PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards products. Our consultants are proficient with the full suites of PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards applications. With this capability across a broad range of applications, customers can confidently rely on GNC for our expertise. Our mission is to help our customers succeed in the global marketplace by exceeding their expectations in delivering value in everything we do. GNC is well equipped to assist companies make the best decisions concerning additional applications, upgrades to existing applications and support. Building and maintaining trusted, long-term relationships is vital to the success of our business and helps us to ensure an in-depth knowledge of our customers’ needs and businesses.

3. Automated Expense Report – The Receipt of Success PeopleSoft History “Past” (1999-2010) “Recent” (2011-2013) FIN App Upgrade in 2011 v84->v90-v91 : Financials (GL, AP, PO, BI, AR) PeopleTools Upgrades Annually in 2012 2012 : 8.52.03 -> 8.52.19 w/LDAP Authentication 2013 : 8.52.19 -> 8.53.03 w/Single Sign-On 2014 : 8.53.03 -> ?.??.?? w/Interaction Hub Portal Implemented EX-Expenses in 2012 v91 – (1st module to all Employees) Future PeopleSoft Plans 2014 : Cash Management? 2015 : Assets? 2015 : Upgrade to v92 or v93 Purchased & Implemented PeopleSoft in 1999 v75 : Financials (GL, AP, PO, BI, AR) Purchased & Converted from Cyborg in 2004 v84 : HRMS (HR, BEN, PR) FIN App Upgrade in 2003 -> v84 : Financials (GL, AP, PO, BI, AR) HR App Upgrade in 2005 -> v88 : HRMS (HR, BEN, PR) Converted from PeopleSoft to UltiProin 2009 HRMS (HR, BEN, PR, TIME) Purchased & Implementation of Hyperion 2012 : Hyperion Planning (Budgeting) 2013 : Financial Rptg (nVision to Hyperion) 2013 : Hyperion Workforce Planning 2014 : Dashboards & BI Reporting

4. Automated Expense Report – The Receipt of Success The Players I.T. Lead Roger Turek, IT Program Manager (HR/FIN Enterprise Packages) Consulting Steve Glawe (GNC Sr. Consultant) User Lead Steve Mazzone, PFA Accounts Payable Manager

5. Automated Expense Report – The Receipt of Success Original Stats • Central Office expense reports submitted after each activity. • Field expense reports submitted every two weeks. • Expense Reports processed in December: 1355. • Average (actual) turn-around days: 5.53 days. • Average time spent per expense report: 13.8 minutes • Number of staff Dedicated to Expense Report Processing: 3

6. Automated Expense Report – The Receipt of Success Project Scope

7. Automated Expense Report – The Receipt of Success Intended Scope Needed to Include: • Employee information from Payroll/ HR • Internal SAM feed to each expense report • Ability to maintain Per Diem Rates down to zip code level • Preset limits on expense types (Hard and Soft Stops) • Daily International currency conversion feeds • Daily Credit Card (AMEX) feeds • Personal payments and cash advances • Automated Workflow • Receipt Imaging • URL access from both internal and external web addresses • Future Features • Travel Vendor Feed (Air Travel) to be processed like AMEX • Offline Capability • Mobile Expenses

8. Automated Expense Report – The Receipt of Success Detail Of Scope: Employee Data Feed

9. Automated Expense Report – The Receipt of Success Detail Of Scope: SAM Feed (Travel Authorization) • TA Imports: • A control • Standard Description • Location • Limits (based on location) • Dates (adds a travel day) • Cost center information • By-passes Workflow Brings in dates, location, cc, limits

10. Automated Expense Report – The Receipt of Success Detail Of Scope: Per Diem Rates • IRS CONUS rates are by county and are seasonal. We map cities to postal codes and then cross reference those to counties in order to get a rate.

11. Automated Expense Report – The Receipt of Success Detail Of Scope: Expense Limits • Limits required for daily Meals (Matrix), Lodging (Matrix), and Laundry expenses. • All had to be “soft” stops. • Lodging and Meals are built on a ‘matrix’

12. Automated Expense Report – The Receipt of Success Detail Of Scope: Daily Currency Exchange Rate Feeds We have Daily downloads from Oanda.com, with history. Exchange rate used is based on date of the expense

13. Automated Expense Report – The Receipt of Success Detail Of Scope: Daily Credit Card Feeds • Automated downloads done three times per day. • Auto-scheduled queries run to ensure jobs complete. • Expense types can be changed in the “wallet” before being imported to expense report. • Working on process where by importing from “wallet” will relieve receipt requirement.

14. Automated Expense Report – The Receipt of Success Detail Of Scope: Paybacks and Cash Advances • Old System • Personal travel and other misc activity creates an amount due company. (“advance” by TJC) • A/P created Credit Memo (or negative voucher) to net with Expense Vouchers in AP.(reclaim advance) • New System • Challenge - Advances not being applied by user • Solution • Enter a negative expense report (automatically becomes “paid” ) and also creates a Cash Advance. • Have a Modification to prevent duplicate entries • Have a Modifications to forced travelers to apply all or part of the advance, if one exists

15. Automated Expense Report – The Receipt of Success Detail Of Scope: Workflow • For majority of staff, it was changed to be driven by a special reporting string rather than HR Supervisor. • For VP’s was left as HR Sups. (Driven from job classification on Employee Demographics download from HR / Payroll.

16. Automated Expense Report – The Receipt of Success Detail Of Scope: Online Receipt Imaging • SOLUTIONS • Introduced FAX server (good for post audit attachments, as well). • Each Staff members has two monitors, users encouraged to combine • Restricted attachments to ‘Header’ section only • Encouraged use of “Smart” phones and inexpensive digital cameras • CHALLENGES • Ending use of US Mail • Multiple attachments • Attachments “hidden” on the report • User acceptance • Limited scanning tools

17. Automated Expense Report – The Receipt of Success Detail Of Scope: Online Receipt Imaging (cont.) 1. Online Attachment on PeopleSoft EX Hdr 2a. Copier Email to User & User Online Attach 3b. Email to Batch Receipt Directory 2b. Copier Scan send to Batch Receipt Directory 3a. User Faxes to Batch Receipt Directory \ATT \INATT \ERRATT

18. Automated Expense Report – The Receipt of Success Detail Of Scope: Internal and External Access • BENEFITS • Able to control phased rollout • Able to point people to specific ‘test’ or ‘live’ regions Internal Network link (PROD) Core Team Splash Page (all Env’s) External: (outside Firewall with Security) Internal: Links

19. Automated Expense Report – The Receipt of Success Detail Of Scope: Future: Travel Vendor Integration (Air Travel Feeds) Future Phase: Employees will be able to bring prepaid travel vendor items like airfare or hotel arrangements into the expense report the same way they import credit card payments.

20. Automated Expense Report – The Receipt of Success Detail Of Scope: Offline Capability • Planned for Phase 2 • Anticipating to work similar to ‘My Wallet”

21. Automated Expense Report – The Receipt of Success Rollout & Training

22. Automated Expense Report – The Receipt of Success Detail Of Scope: Rollout • Created team “PAERIT” • (PeopleSoft Automated Expense Report Implementation Team) • Defined roles using ARMI technique • Approvers • Resources (Ad hoc basis) • Members • Interested party • Created a Future Vision / Shared Need • Sent monthly email “updates” to all staff

23. Automated Expense Report – The Receipt of Success Detail Of Scope: Training • Two building-wide “Brown Bag” Sessions • Informational Wall at Employee Entrance • Multiple Open Door, Hands-on Sessions for Groups or Individuals • Presentation to Officer Group (for “Buy-In” / Support) • Presentations at department meetings • One-on-one personal training • Several recorded video conferences

24. Automated Expense Report – The Receipt of Success Detail Of Scope: Training (cont.) • Set-up User Sandbox before Go-Live Date • Utilized “Team Viewer” software • Created details Users Manual (Cook-book style) • Created Quick Reference Guide. (5 x 7 Card Stock on Key Ring) • Created Single Page “Quick Quick” Reference Guide • Created a regularly updated “Do’s and Don’ts” Sheet

25. Automated Expense Report – The Receipt of Success Detail Of Scope: Training (cont.)

26. Automated Expense Report – The Receipt of Success Detail Of Scope: Training (cont.)

27. Automated Expense Report – The Receipt of Success Detail Of Scope: Training (cont.)

28. Automated Expense Report – The Receipt of Success Detail Of Scope: Training (cont.)

29. Automated Expense Report – The Receipt of Success Detail Of Scope: Product Rollout • Due to Workflow function, Roll-out had to be fairly wide. • We chose to Roll-out the Product first in the Central Office, then to Field Staff. • Allowed time for Fixes after First Roll-out. • Due to the extremely high call volume, field roll-out was broken into thirds, with 2 week intervals between each. • Stress the “Train the Trainer” option and asked staff to question their follow travelers. • December 1, 2012 - Central Office • February 16, 2013 - Field Staff A – L • March 1, 2013 – Field Staff M – R • March 16, 2013 – Field Staff S - Z.

30. Automated Expense Report – The Receipt of Success Detail Of Scope: Current Stats • ALL expense reports submitted after each activity. • Expense Reports processed in December: 1694 (1355). • Average (actual) turn-around days: 3.72 (5.53) days. • Average time spent per expense report: 10.9 (13.8) minutes • Number of staff Dedicated to Expense Report Processing: 2 (3)

31. Automated Expense Report – The Receipt of Success Modifications “System Tweaks”

32. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • A number where mentioned above including: • HR Feed • Creates User ID, Operator Profiles, Expense Access, Security, Bank, email information, etc. • Workflow (configuration) • By Chartfield 3 (Concatenated COA Values) • Executives are by HR Supervisor • Receipt / Imaging Processing • Added links and feeds from FAXs and Photocopiers • Modified Pre-Payment Approver Pages

33. Automated Expense Report – The Receipt of Success Modifications - System Tweaks Modification include: Driving the Billing Type by the Business Purpose (filter list) 34 Expense Types w/each having up to 16 Different CF Setups(Billing Type) across 9 Business Purposes (Unique Codes) ExpRpt Entry Business Purpose (“FR” is CSR) Expense Type Billing Type Only CSR Bill Types appear -CSR Bill (Billable) -CSR NonBill (NonBillable) 1 Business Purpose Code (unique 2 Chars) 1 2 Billing Types for that 1 Busn Purpose Code PeopleCode to only show Bill Type based on Business Purpose 2 3

34. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • Modification include: Location Prompts – Driven by Zip Codes (default) Govt CONUS Annual File Local CONUS Expense Locations Zip Codes

35. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • Modification include: Travel Authorization Loads (from SMA Scheduling System) Scheduling System Nightly Interface (New & Changes) Travel Authorizations If Users don’t use on ExpRpt & older than 90 days, set to Closed) If Start Date < Current Date (Status is Pending – can’t be used on ExpRpt) If Start Date >= Current Date (Status is Approved – can be used on ExpRpt) Will no longer be updated from Scheduling System

36. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • Major System Modification include: • Hide / Display link based on existence of an Advance • Display a message to make sure they apply any balance

37. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • Major System Modification include: • Receipt Page Modifications (Added CC Verification and Comments)

38. Automated Expense Report – The Receipt of Success Modifications - System Tweaks • Additional Minor User Tweaks • Added comments to approval screen. (as we used the existing field for TA Notes) • Cost center comparisons indicator on approval screen. • Had to change Officer approval process (HR vs. Department Approver). • Turned off one emails and re-worded others. • Added employee status to approval screen (Per Diem vs. Actual). • Automate AMEX upload. • Blocked pre-paid expense type from being passed to G/L. (as it come in via another interface) • Update expense report effective date if it crosses periods. • Added “Location” by default location – will now turn it off.

39. Automated Expense Report – The Receipt of Success Contact Information: Steven Mazzone smazzone@jointcommission.org Steven Glawe steven.glawe@gnc-consulting.com