SAP Concur solutions | KPS certified implementation partner | Recognise and avoid mistakes

Recognise and avoid mistakes

How to make your SAP Concur implementation a success

SAP Concur Solutions

Powerful software systems suffer most from integration errors

"Keep it simple" is always a good advice. In the everyday world of digital transformation, its relevance remains unchallenged, but should be taken with a grain of salt. Experience shows: Digitisation measures without context and technological changes without a plan miss their targets in most cases and are the most frequent causes of failed transformation projects. The fact that particularly powerful software systems suffer most from integration errors only seems contradictory at first glance. The dangers that lurk especially during the introduction of versatile and highly flexible platforms are easy to understand on closer inspection. To understand them, we need only look at the most common mistakes companies can make when implementing SAP Concur travel and expense management software.

Digital Transformation Means More than just Superficial Change.

Digital transformation means change. And change means a fundamental change of character. Superficial cosmetics are not enough; the treatment must get under the skin. It is worth emphasising this again and again, because companies that avoid this realisation are particularly susceptible to implementation errors.

To avoid the risk of error, serious transformation requires holistic action. Buying expensive software and installing it in a hurry will not suffice. If the measure cannot work optimally in an unfavorable environment, the money is not invested sensibly, but simply wasted.

In most cases, only process optimisation within the framework of in-depth change management creates the necessary conditions for the success of a digitisation project. This applies to the implementation of SAP Concur just as it does to the introduction of any other cutting-edge technology. With KPS at their side, companies can draw on the know-how and experience that are indispensable for comprehensive, swift, and future-proof transformation measures.

SAP Concur solutions | KPS certified implementation partner | App Center

Strategic Rationality and Continuous Commitment: The Key to Project Success

Digital transformation requires a high degree of strategic common sense. Without intelligently chosen staffing that brings in broad-based knowledge, the implementation of high-performance software systems such as SAP Concur cannot be accomplished. This is especially true for solutions in an international context. When companies operate globally and want to roll out SAP Concur across countries, centralised project management is critical, but not sufficient.

  • Business Project Manager
  • IT Project Manager/IT Business Partner
  • Process Owner T&E
  • Subject Matter Experts within Finance/HR/Tax/Payroll

are indispensable members of the team responsible for overall project success. In addition, the participation of experienced employees in the foreign subsidiaries is essential. The steering group urgently relies on their country-specific know-how and their presence on site. The continuous availability of all those involved is essential. The success of the transformation project depends on the continuous, rather than sporadic, focus of the project participants. Believing that software platforms such as SAP Concur can be implemented on the side, as it were, and only at half power, is one of the common mistakes that literally cost money.

SAP Concur solutions | KPS certified implementation partner

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Whitepaper: SAP Concur benefits People and processes

In this whitepaper you will learn about the benefits of SAP Concur and mistakes you should avoid. It includes information about the most important functional and customisable components and how your company can benefit from it. 
SAP Concur benefits people and processes
Finde the right balance between Individualisation and Standardisation

Individualisation and Standardisation

Find the Right Balance Between Individualisation and Standardisation

Creating the optimal balance between individualisation and standardisation is one of the greatest challenges for international project teams. On the one hand, regulatory requirements demand individual solutions in many cases. Separate receipt formats, special features in the reporting of value-added tax, or special requirements in the preparation of tax reports are among the aspects of travel expense management that require a country-specific approach. On the other hand, there is the requirement for the greatest possible standardisation, which is one of the most important prerequisites for optimising process efficiency.

The more a company's sphere of activity branches out internationally, the higher the risk of either getting lost in an exuberant diversity of variants or completely losing sight of important special cases.

Focus on implementing variants

How to deal with variant diversity and specifications

The more a company's sphere of activity branches out internationally, the higher the risk of either getting lost in an exuberant diversity of variants or completely losing sight of important special cases. A transformation project with SAP Concur must therefore focus on implementing variants as much as necessary, but as little as possible.

The most effective way to quickly build a powerful system is perfect preparation. KPS gathered specific knowledge about the requirements of each country based on many international projects. This knowledge is available for immediate retrieval.

Physical receipts validation

Physical receipts validation

No need to hand in receipts with expense reports, no need to store them
Receipt types in Concur

Receipt types in Concur

Tax receipt, receipt, no receipt
Allowance

Allowance

Mileage may be a requirement, or per diems
Back-Office

Back-Office

Each employee has a Corporate Credit Card
Country Topics

Country Topics

SAP Concur offers a taxable split of costs, Travel allowance & Mileage information to the Payroll system

Documented requirements profiles for each country enable KPS to deliver the SAP Concur system suitable for each country in no time – with a pre-configuration level of 95 percent!

By taking tax and company law requirements into account at an early stage, KPS ensures that the implementation does not get bogged down at any point. This initial release strategy saves companies a lot of valuable time right from the start, which leaves even more room for the most important things: customisation and intensive training of the application on the client side.

Integration and Data Quality: Prerequisites for the Successful Implementation of SAP Concur

SAP Concur is one of the modern software platforms that integrates versatilely into its deployment environment and interacts with business applications. It is the access to HR master data in the ERP system that enables the efficient automation of travel expense management. However, the quality of the data also plays a crucial role in ensuring that the booking, accounting, and monitoring routines run smoothly. SAP Concur makes HR data quality problems immediately visible and acknowledges them with limitations in functionality. To prevent this, data cleansing is essential - before, not during, the implementation of the new platform.

The assumption that a corrective intervention in data storage while the transformation is still underway is a fallacy that can cost a lot of time and money. This will not happen if companies seek the advice of experienced integration experts in good time.

Get Off to a Fast Start

Efficient Implementation and Rapid Onboarding: How to Get Off to a Fast Start

As complex as the introduction of SAP Concur may seem at first glance: With competent support, there is no need to fear a lengthy and expensive transformation process. KPS has developed a solution approach for integrating the platform that precisely meets the individual requirements of the deployment environment and has proven itself many times over. 

The particularly lean and efficient process

  • dispenses with sprawling theory and instead moves swiftly to practice
  • relies on early user contact with the software
  • uses the training phase at the interface to determine the need for process optimisation and functional enhancements in direct contact with the platform
  • takes all stakeholders along the transformation path and ensures that no one is left behind
  • spares employees a lengthy training marathon and instead offers ten intensive online workshops, each lasting just 2.5 hours
  • starts the workshops at the very beginning of the transformation process, thus ensuring optimal preparation for the real world
  • ensures the economical use of resources with a pragmatic approach
SAP Concur solutions | KPS certified implementation partner | Rapid Onboarding

Premises for a Successful Transformation Project

What should be paid attention to when preparing for implementation?

If you're planning to automate and transform your expense management with SAP Concur, proven best practices will help you best prepare for implementation:

  1. Formulate clear transformation goals and stay fully committed to them throughout the implementation. Find the optimal balance between user experience and compliance for your organisation.
  2. Aim for an early release with globally valid templates without getting lost in the details of local requirements.
  3. Support proactive action and encourage all stakeholders to bring their thoughts or concerns to the steering group in a timely manner.
  4. Realise the key role of data and ensure high data quality in good time.
  5. Start interface testing as soon as possible to prevent commissioning delays.
  6. Ensure adequate and sustained human resources are available.
  7. Fill all roles that are important for successful project implementation and implement decisions consistently once they have been made.
  8. Consider that in an international environment there are always country-specific requirements that need to be implemented beyond the central functionality.
  9. Realise that the rollout of SAP Concur will affect nearly everyone in the organisation and can only be sustainable as part of a comprehensive change management effort.

You can use the premises to prepare the safe ground for the implementation of your transformation project. The digitisation experts at KPS will show you how to achieve the highest possible return on your project.

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