Why the University needed this project

Historically all expenses from staff had been submitted on paper claim forms which was cumbersome and time consuming for administration staff. The cloud-based system Concur was identified as the preferred system for paperless expense claims. The Concur project formed part of the Working@Warwick programme, which introduced a new HR system that made the university as efficient as possible and an energizing place to work.

What we did

PMO Project Manager Louise Goodyear was invited to recover the Concur project after it had come off track due to unavoidable resourcing issues. Louise worked with the supplier and the project team to continue to configure the system for our specific requirements, re-planned the project into manageable stage plans and provided advice and guidance around unit and user acceptance testing. Louise also worked with the programme Change Lead, Training Lead and Comms Officer to create and deliver hands-on training and demos for all colleagues, as well as user guides and FAQs.

To ensure confidence in the new system, Concur was piloted in several departments during March 2017. Following a successful pilot it was rolled-out across the rest of the university over a two-month period.

What benefits the project brought about

As well as the vast reduction in paper and required storage, Concur has inbuilt business rules which prevent incorrect expense claims. The mobile version allows receipts to be captured on the go, streamlining the claim process. Concur has also allowed audit trails to be easily established.

Moving forward

Conversations are now taking place about scanning expense receipts on managed printers, for emailing directly to Concur. This facility would save time and prevent the need to save the scan prior to emailing.

"I'd like to say a big thank you to you, Louise, for everything you have done on this project. You really did turn this one around after a difficult start and all your hard work is massively appreciated.” - Liz Timperley-Preece, Head of HR Shared Services