Case Study:
Implementation Made Easy
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Jarvis Plc is an infrastructure support services group, which is focused on its core competencies in the Rail and Plant industries. Its team of 4,500 employees is committed to delivering the highest quality, and safest products and services to a broad range of customers.
Jarvis spent the months prior to purchasing and implementing expenses reviewing a number of online expense management solutions. They chose expenses above its competitors because of its user friendly interface, credit card import facilities and the excellent online reporting module.
With the solution chosen, it was time to implement.
The implementation process
Mick Sparrow, Process and Systems Development Manager, explains the simple configuration and implementation procedure; and how Jarvis have found the transition from a manual process to an automated browser based facility administered through the Payroll function:
“With over 600 regular expense claimants it was important to be able to roll out the system as seamlessly as possible.”
Mick continues. “We worked with Software Europe to build a realistic project plan that enabled us to roll out expenses in three stages. The intuitive nature of the software, together with the on-line practical demonstrations and help functions, minimised the training that claimants needed before use.”
Sue Hurst, Head of Payroll, adds, “We found that prior to implementation there were a number of issues we needed to address internally; not least notifying the relevant Trade Unions and ensuring that our local Revenue and Customs office were happy with our chosen process changes.
“Once all parties were onboard with the project, Software Europe helped us to agree simple categories and associate cost codes with each claimable item. We also configured the approval hierarchies and initiated a new strategy for the collation of receipts. This coding process took only half a day and enabled Software Europe’s project team to build the system to our full requirements.”
“With everything in place, we began to roll the solution out to all our users. This was a simple case of transferring employee details from our active directory into expenses, which was handled in full by Software Europe.
Their efficient and experienced implementation process ensured we had the system set up and ready to go prior to Day One.”
Training & support
“As part of Software Europe’s on-going customer service they provided training to key managers and administrators, which ensured that when the system went live on Monday 6 February 2006, everyone involved knew about the new system and were ready to take onboard the new processes.
"Continuing Help Desk support has been excellent – all calls have been dealt with in efficient and friendly manner whether they have been last minute changes to our configuration or the more normal standard user enquiries.”
Once expenses has been purchased, you will be assigned a project manager who will oversee each stage of implementation and ensure users are made aware of all training opportunities.
The support package includes access to the support portal, user guides, development updates, monthly support reports, office hours help desk support and 24/7 emergency support.
Since implementation
Mick concludes, “Since implementing expenses we have improved our management processes, all claims are processed and approved efficiently, and payments are made correctly and on time. The system has enabled us to accurately calculate every penny spent by each department, and any reclaimable VAT is easily reported. “
“We are very pleased with both Software Europe’s service and our
chosen solution, expenses and have received positive comments from
our users and administrators regarding the effectiveness this system
has given them.”