{"id":1149,"date":"2013-08-16T21:23:26","date_gmt":"2013-08-16T21:23:26","guid":{"rendered":"https:\/\/www.peeriosity.com\/shared-services\/articles\/?p=1149"},"modified":"2022-07-01T08:04:01","modified_gmt":"2022-07-01T08:04:01","slug":"lessons-learned-implementing-a-new-te-system","status":"publish","type":"post","link":"https:\/\/www.peeriosity.com\/shared-services\/articles\/2013\/08\/lessons-learned-implementing-a-new-te-system\/","title":{"rendered":"Lessons Learned Implementing a New T&E System"},"content":{"rendered":"

When implementing a major new system, the greatest benefits can only be achieved when you keep in mind that streamlining work processes and understanding the impact of the implementation on the overall end-to-end process is as important as getting the new system up and running.\u00a0\u00a0 However, it isn\u2019t only a matter of deciding whether or not the project includes both technology and process design changes; you also need to decide how broadly you should set the scope<\/a>.\u00a0 For example, when making a major change to your T&E systems and processes, is that also the right time to change your travel card and card provider?<\/p>\n

A recent PeercastTM<\/sup> on this topic featured a $20B global manufacturing company that replaced its T&E systems and redesigned its work processes as a project that was run in parallel with the selection of a new card product and a new card provider<\/a>.\u00a0 While the need for a replacement system was the primary reason to implement, they took advantage of the opportunity to streamline work processes, with changes including raising the receipt requirement threshold<\/a> and reducing the number of expense categories by 80%. \u00a0\u00a0Adding to the scope created more risk, with the benefit of providing greater opportunities to \u201cget it right the first time\u201d.<\/p>\n

While it was difficult to coordinate resources for the large scope project, there were many benefits to having the change happen at one time, including the ability to design an integrated approach to communication and training.\u00a0 Multiple methods of communication were used, with training provided to travelers, approving managers, and administrative staff, using a combination of classroom training and online training tools.<\/p>\n

Results from an iPoll on the topic show that for more than 50% of companies it has been four years or more since a major change to the T&E system, with only 15% implementing within the past year.\u00a0 While it may be comforting for many that the challenges of a major change in T&E are now a \u201cdistant memory\u201d, with the speed that technology changes it is likely that for many there is a very short window before the next major change occurs.<\/p>\n

\"ipolling<\/span><\/span><\/p>\n

The iPoll also included a question about which approach to communicating the change was most effective.\u00a0 For almost 50%, direct e-mail targeting travelers was considered the most effective, although a wide range of other options were often used, with 15% unable to pick a \u201cmost effective\u201d because of strong opinion that more than one method needs to be used.\u00a0 Certainly, iPoll respondent\u2019s comments suggest that \u201ce-mail fatigue\u201d is a concern, even when it involves important communications to travelers about a major change to T&E systems and processes.<\/p>\n

The second most popular approach didn\u2019t directly include the traveler at all, but rather was to work through key department contacts in the business to communicate the changes.\u00a0 For many, this approach likely included a combination of \u201cinforming managers who can instruct their staff\u201d and \u201cinforming assistants who can instruct their managers\u201d; both effective methods for helping traveling professionals properly filter the message and take appropriate action.<\/p>\n

\"most<\/p>\n

The PeercastTM<\/sup> and related iPoll generated a healthy discussion between participants regarding the merits of various approaches to communication.\u00a0 Here are some of the comments:<\/p>\n