Mokum helps UNITE to implement Oracle iExpenses
Customer challenge
To improve efficiency by replacing paper-based expenses process
Solution
Oracle iExpenses implemented by Mokum
Key Benefits
- Significant reduction in administration costs
- Quality, high-speed implementation
- Improved management information for informed decision making
UNITE was created in 1991 in Bristol when UNITE’s founder, Nicholas Porter, saw an opportunity in regenerating old office blocks that stood on prime city locations into student accommodation. Today, UNITE is the largest provider of student accommodation in the UK and has regional offices in London, Salford, Edinburgh and Newcastle. UNITE has also pioneered a state of the art modular manufacturing facility in Stroud, Gloucestershire, supplying modules for UNITE’s accommodation.
UNITE is now home to some 38,000 students in 135 properties across 31 towns and cities.
The challenge of outdated paper based systems
UNITE were keen to improve efficiency and reduce costs by replacing their outdated paper based expense process with a self-service web-based application. As Claire Hourigan, Head of Finance Services, UNITE commented “The existing process was unable to provide adequate management information on policy compliance or key areas of expenditure”.
Another disadvantage of the old system was that due to the Payroll Department being responsible for its running, expenses could only be paid monthly – which was a source of frustration for employees. Other factors such as environmental impact and high administration costs were also key drivers for change. Therefore, the key goals for the project were operational efficiency, policy compliance, weekly expenses payments and a greener paper-free process
Oracle iExpenses
Oracle iExpenses provides an organisation with the tools to effectively manage expense claims online. As one of Oracle’s innovative self service applications it allows employees to enter, submit and edit expense reports quickly and easily, and have them approved via workflow emails by their managers or authorized personnel. It also allows excellent high-security control for auditing, compliance and reporting processes.
“iExpenses would provide more accountability within the expense system by enabling our expense policy to be enforced efficiently, whilst delivering the necessary management information to enable business decisions” Claire Hourigan explains.
Partnership Approach
Once UNITE had selected iExpenses as the most appropriate solution to address these challenges, they identified a need to partner with a specialist Oracle E-Business Suite implementation consultancy. They approached Mokum, who were selected as the best fit both in expert skills and company culture.
Project Benefits
The successful project was completed within 10 weeks and has fully met UNITE’s expectations. The main benefits have been a significant reduction in the administration overheads and increased management information that will support decisions on key areas of expenditure. This in turn will enable more effective procurement agreements to be put in place.
These benefits, along with a transfer in processing of claims to the Accounts Payable department, have allowed a weekly payment cycle to be put in place, so significantly reducing employees’ wait to be reimbursed.
Post-Go Live
Since the iExpenses project has ended Mokum has provided UNITE with a month of support from the Mokum helpdesk to support the system. However, there were very little support calls raised in this month which is a testament to the work completed by Mokum’s consultants and UNITE’s thorough approach to testing. Mokum and UNITE both intend to explore potential areas to work together again in the future.
