May 7 9 2017 Disneys Yacht Beach Club
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida How to Build and Manage a Complex, Multi-Vendor AP Automation Project How do you eat an elephant? Laura Bloom Merchant’s Fleet Management Kristin Parshay Merchant’s Fleet Management Jeff Haller Data. Serv
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida AGENDA 2 1 Speaker Introductions The Problem Before Data. Serv Pain Points Cost of Not Changing 3 4 The Solution Outcome After s Definition Da Tailoring Lesso ta. Serv ns Lea rned
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida SPEAKER INTRODUCTIONS
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Laura Bloom Merchants Fleet Management Assistant Director of Fleet Operations Laura joined Merchants Fleet Management after a career in Fixed Operations. Her ability to effectively implement change while maintaining the highest level of customer service led to one of the most profitable service departments in the country for Mercedes Benz and Lexus. In her current capacity, she is leveraging these skills to improve the operational processes for the purchasing and remarketing of vehicles as well as the administration the maintenance management product for Merchants Fleet Management.
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Kristin Parshay Merchants Fleet Management Senior Director and Controller Kristin joined Merchants Automotive Group as their Corporate Controller in 2015, after working for 10 years in public accounting & management consulting for Top 50 firms. Kristin’s ability to work across the business to transform financial operations as a certified Lean Six Sigma Blackbelt & Internal Control Specialist, has positioned her to spear-head critical working capital strategies for her company.
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Jeff Haller Data. Serv CEO and Managing Partner Jeff Haller’s experience spans the range of professional services, consulting, information technology and telecom. His strong vision for the future coupled with an eye towards helping to improve lives through business technology led him to build Data. Serv, the first Software as a Service (Saa. S) provider of document and process automation, in 1994. Today, Data. Serv provides shared service document processing Saa. S solutions to clients on a global-scale.
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida DATASERV OVERVIEW MERCHANTS FLEET OVERVIEW
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida About Data. Serv • Founded in 1994 • History of innovation - Data. Serv invented Saa. S for document and process automation • Primary focus is financial ops (AP & AR) • Seen a lot of what works and what doesn’t • Saa. S +
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida MERCHANTS FLEET OVERVIEW
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida About Merchants Fleet • Reducing Total Cost of Ownership (TCO) • More than 50 years of stability • Accelerated portfolio growth • Diverse Vendor Network
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida THE PROBLEM MERCHANTS FLEET OVERVIEW
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Merchant Fleet Before 100% Paper and Manual process Redundancy in Processing Missed Prompt Pay/Rebate Opportunity Reactive Spend Management (Lack of approval process) • Lack of visibility • • – Vendor Terms – Invoices in Process (accruals) – Lack of vendor rationalization across business units • Time sensitive nature for visibility within customer portal (missing PM) • Multiple ERP Systems – Great Plains, Leasewave & Host – Internal Document Warehouse, Xerox Document Repository
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Pain Points Trying to solve the problem for 2 -3 years Reducing data entry duties and spent time on business analyst responsibilities Enforce financial controls Touchless processing on custom fields Lack of high-level roadmap Avoid additional FTEs to support growth Limited internal resources Avoid additional FTEs to support growth
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida The Costs of the Problem Cost Per Invoice Volume 2015 40, 000 No Automation $30 2016 60, 000 Low Level $15 2017 Projected 100, 000 High Level $10 FTE’s Processing 11 Disbursement Method Invoice Mix Direct Indirect Check 95% 60% Under $200 56% Under $1000 ACH/Wire 2. 5% Credit Card 2. 5% 17% Total Spend 3% Total Spend
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida THE SOLUTION MERCHANTS FLEET OVERVIEW
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Defining the Solution • Integrated Digital Mailroom & SLAs & accuracy • Building a reasonable roadmap • Multi-phase approach – Bitesized chunks – Indirect, Direct, Vendor Portal+PO Rec+EDI • Vendor agnostic solution • Accommodating a best-of-breed approach
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Defining the Solution
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Tailoring the Solution • Isolating direct and indirect work streams with distinct emails and PO boxes • Tailoring rules on turnaround time and maintenance tracking • Custom 3 -way match with VIN, Odometer and Service Date
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida OUTCOMES MERCHANTS FLEET OVERVIEW
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Merchants Fleet After • Integrated direct and indirect spend from two different teams with two different rule sets (unique processes) • Visibility across multiple business units into a single system • 15 days of additional visibility • Future state staffing model of 1 -4000 vs 1 -1100 • FTE Reduction – 4
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Merchants Fleet After • No touch processing – eliminate need to enter in 4 different systems • Goal of 80% first time match rate for indirect • 100% electronic • 99% accuracy on pre-ERP OCR & data capture • Reduced tribal knowledge & controlled chaos
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida Lessons Learned • Project Funding – P-Card Project • Competing Priorities • Strong PM Skills Required • Change management – Challenge of convincing partners to go with a phased approach • Lack of a true digital mailroom product in the industry
May 7 -9, 2017 Disney’s Yacht & Beach Club Resorts®, Florida THANK YOU!
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