Expense Management Simplified: Streamlining Claims & Boosting Productivity

Mphasis used an on-premise Oracle EBS system for expense reporting and approval. A tedious claim-process and limited access system frustrated their largely millennial workforce.

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• Poor Process and UI: Employees had only one way to raise a claim and had to follow a 4-step process to file a claim. Even UI and navigation structure were complex.
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• Delayed Expense Reporting: Employees had to wait until they could access an in-office system to scan and attach bills they collected and saved.
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• Policy Compliance: Employees had no real-time access to spend policies to make in-policy and out-of-policy expense decisions.
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• Higher Costs: Delayed reporting and poor compliance increased processing time and decreased productivity of AP teams, increasing cost per report processed.

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We developed a Travel and Expense Management (TEM) app. It’s a B2E app that mobilizes the company’s desktop-tethered Oracle EBS expense management workflow. We developed and deployed the app in record time. Our approach went beyond the plain lift-and-shift and extended to optimization of the claim process. We eliminated unnecessary steps and re-engineered the process to fully harness the advantages a mobile platform offers. The changes led to a 3-way process for raising claims and simplified the current 4-step filing process to a single step. The result was an entirely new on-boarding claim flow and navigation structure which enables anytime, anywhere access to claim filing and claim approval processes.

The travel and expense management (TEM) mobile application can be accessed by over 20,000 Mphasis employees 24X7 for claims filing and claims approval. It is being used to manage 10,000+ claims every year. The app has delivered several gains since its launch.

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• It has simplified the claims process, reduced claim cycle time, minimized human errors, curbed fraudulent claims, and reduced accounts payable FTEs.
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• Through increased manager productivity, the app helped the company achieve 8-10% direct cost savings.
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• The company also saw a gradual improvement in spend management, workforce availability, employee satisfaction and talent retention.

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