Overview

CorGuv was awarded a contract for the lead a project to design and implement an electronic business expenses system.

We were chosen because of our expertise in Internal Control, Business Process Analysis and our Project Management skills. Our track record of success in implementing electronic invoicing systems was a major contributory factor.

Brief

The objective of the e-Business Expense Project was to automate the entry, processing, approval, and payment of Business Expense Claims affecting 500 staff in the organisation. To eliminate all paper from the expense claim process.

Solution

• This programme was divided into the following phases:
  • Analysis of Current Situation.
  • Root Cause Analysis.
  • Design and Testing of new business processes.
  • Web Software Development.
  • Communications & Training. Programme.

The following were the Key Success Factors delivered by CorGuv:

• Exhaustive Root Cause Analysis: The capability to understand the pre-project processes, and the problems these were creating for accurate control and reporting of business expense claims.
• Early User Involvement: This projected changed the way everyone in the company claimed expenses. Recognising this we identifies key groups of users and involved them in the design and testing of the new processes and user interfaces. We also used this group of users to advise and help staff as the system was made live.
• Thorough Communications & Stakeholder Management: Everyone in the company was affected by this change. A structured communication programme was implemented which informed all staff of the impending plans, changes and training programmes.
• Extensive Dry Run Testing: This was probably the major success factor: Before starting software development we implemented the new user interface in a spreadsheet-based form which everyone in the company used. We received feedback on this and were able to get the user interface exactly right before starting the main software development.

Results

The project was delivered on-time and from the moment of going-live, never had a technical hitch. There were 200 claims handled in the first week. The system delivered all the benefits planned:

• Improving the accuracy and clarity of reporting.
• Reduced headcount required to administer Business Expenses.
• Improving the Speed of Payment after approval.
• Improved VAT recovery.
• Improved Internal Control
• Ease of use.
• Reduction of the need for paper storage of claims and receipts.