Implementing Best Practices: T&E and the Sunshine Act

Challenge

The organization was in the process of deploying SAP Concur T&E to over 10,000 users in the United States, their first of fifteen markets slated for deployment over five years. Project goals around standardizing expense reporting globally and implementing system functionality to address regulatory requirements from the Sunshine Act were challenged due to a short time frame and limited knowledge of expense reporting best practices. The US SAP Concur T&E rollout included a new Veeva CRM interface, which added complexity to the project but would allow the client to meet Sunshine Act requirements by integrating their Health Care Provider (HCP) spend in Veeva and SAP Concur.

Approach: Think + Do

We initially performed a gap analysis between the existing system configuration and the US market requirements to provide best-practice recommendations for incorporating T&E and compliance policies. Then we assisted the SAP Concur team by executing the configuration of our recommendations in the system. We coordinated with various groups, including Compliance, Training, and Veeva, to support cutover activities, including planning, testing, and change management, in preparation for their first rollout of SAP Concur Expense. We planned and coordinated User Acceptance Testing activities, while working with the client, SAP Concur, and deployment teams to resolve any issues or incorporate new requirements. Additionally, we designed and configured several financial reports to help streamline back office reconciliation activities.

Results

Acquis provided valuable assistance to the client by offering insight into industry best practices and regulations, most notably for global model development and implementation, Travel and Expense integration, and Sunshine Act compliance. The work we provided enabled the client to confidently deploy SAP Concur T&E to their US market. Items we developed during this effort, such as recommended global configurations and cutover planning templates, were leveraged for future market rollouts.