By Brett Driscoll
Inlogik has recently created a business model designed to enable every employee in your business to be able to access the ProMaster Expense Management Solution (EMS), and with it reduce the cost and effort of administration.
How does the process work?
The model is fundamentally simple. It requires a source of truth (usually the HR or Payroll system), and EMS (ProMaster) and a standardised approach to Purchase to Pay within the organisation.
Taking a master reference set of data from the HR / Payroll system and using the employee number as the unique value to distinguish between every member of staff, ProMaster will use the information to create every employee on the system as a user.
- Any user who exists on ProMaster will have their details validated and updated if required. This includes relationship to Approvers, levels of access, default Cost Centres for costing, personal details and position in reporting a hierarchy.
- Any employee who does not exist on ProMaster will have a User Profile created with a default expense claims account.
- Any employee who no longer exists (terminated) will have their User Profile disabled, and if they never used their profile, deleted as no audit record is required.
Options include that any new user is created but left inactive. Their account becomes active when they log-in and are challenged with simple values like 'Employee Number' and 'Date of Birth'. They are immediatey able to lodge an Expense Claim or even trigger a request for a Corporate Card application.
What makes this such a good option?
The end to end process can be automated. This would mean that overnight your HR system provides an updated master reference file to ProMaster through scheduled software and is quietly and automatically loaded and updated.
Day to day maintenance is virtually eliminated. New users, old users and cancelled users are administered through the automated activities. Along with the other automated processes such as importing Corporate Card statements, exporting expense claim payments and exporting journals to the General Ledger means the system almost drives itself.
Audit and control. Every change is recorded. Every alteration of a User Profile is recorded in the permanent log files. There is the choice to report any variations of master data to actuals for important values, such as change of Approver.
Manual intervention. And where required, some special profiles may stand alone such as the administrators of the system or contractors who are not on Payroll.
Unlimited options for further automation. The most common automation request is to trigger emails for appropriate escalation or contact such as rejected expense claims, notifications of approvals pending or reminders for those who just need reminding more often.
Surely this must be a costly solution?
Quite the contrary. Through standardisation and conformity of process, comes efficiency and simplicity. This includes the effort Inlogik needs to assist you and the effort to initialise the system so that there is a reduction of administration overheads day to day.
Contact Inlogik about how we could revolutionise your entire work force and reduce the cost of expense processing.