County iExpense automated file transfer from Oracle EBS

County i-Expense automated file transfer from Oracle EBS to On. Base

Speakers • Jennifer Franklin • Sr. Functional Business Analyst (ESQA- Hillsborough County BOCC) • Nilesh Goyal • ERP Solutions Architect (ESQA- Hillsborough County BOCC) • Larry Lavacca Sr. • Solutions Specialist Manager (On. Base - Hillsborough County Clerk of Circuit Court) 2

Agenda • Business Process – Before • Business Statement • Business Process – After • Enhancement Description • Issue Analysis • Solution Details (EBS) • Solution Details (On. Base) 3

Business Process – Before 4

Business Statement • County i-Expense users upload travel receipts and other travel related documents into On. Base after report submission in Oracle. • Documents need to be placed/stored electronically on the Oracle screens and transferred via an Oracle/On. Base automation. 5

Issue Analysis Transaction Volume from January 2017 – January 2018 Expense Report Type PCard Transactions # of Transactions 27, 420 Local Vicinity Travel 1, 225 Miscellaneous Reimbursements Out of Vicinity Travel Total Transactions 951 1, 106 30, 702 6

Business Process - After 7

Enhancement Description • Only applicable for BOCC Local Vicinity, Travel, P-Card, Misc. i-Expense reports. • An Oracle process will transfer a pair of files per end user saved images (1) Image file (2) Index file. • Oracle transfer process will kick off immediately after final AME Manager approval and before Clerk Payables Audit for that i-Expense report. • The Images that were placed on the Oracle screens will be deleted off of the Oracle screen once they are pushed to On. Base. • i-Expense report will be rejected if: • None or more than 1 attachment on header or any attachment on line (Travel, Misc. and Local Vicinity) • None or more than 1 attachment on line or any attachment on header (Pcard) • Attachment type is not “PDF” 8

Enhancement Description • Image file name IExpense ID #_Invoice Date_Emp ID_File Sequence_Travel/Misc/Pcard/LV. PDF • Index file name IExpense ID #_Invoice Date_Emp ID_Sysdate_File Sequence_Travel/Misc/Pcard/LV. TXT • Keyword fields in index file 9

Enhancement Description i-Expense approval for Travel i-Expense approval for Local Vicinity After final AME approval and before Clerk Payables Audit 10

Solution Details (EBS) Expenses report approval workflow (apwxwkfl. wft) updated to include the Image Transfer/Index file creation Process. 11

Solution Details (EBS) od c n Fu et p ip n s e o i t nc 12

Solution Details (On. Base) Schedule Manager – These three (DIP), Document Import processes IExpense, P-card, Misc are scheduled to run at various days times and frequency, from the On. Base scheduler. 13

Solution Details (On. Base) • Each On. Base Document Import Process, (DIP) runs off a On. Base scheduler shown on previous slide and pulls in the Image and uses the index file *. txt to automatically index the Key Words. Then document is routed to an AP electronic workflow. DIP Text File Information in the text file 14

Questions 15