IBM Global Expense Reporting Solutions (GERS)

IBM Global Technology Services
®
IBM Global Expense Reporting Solutions (GERS)
Proven expense management tools and services
GLOBAL EXPENSE REPORTING SOLUTIONS (GERS)
Proven expense
management tools
and services
As one of the truly global expense management technology and service delivery leaders, IBM brings unmatched
experience and consultative expertise to your organization. We help drive both process and policy transformation
for uncompromising control and compliance, as well as create measurable reductions of your total expense
management cost.
Understand how IBM's expense management solutions
can help enforce tighter controls and consistent compliance
across your corporate enterprise.
Extensive Business Analytics
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Leverage your expense data to negotiate better contracts
with suppliers, identify potential fraud and communicate
expense trends with management.
GLOBAL AVAILABILITY
& SUPPORT
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IBM’s global service delivery excellence
centers for expense management hosting,
monitoring, and reporting services, as well
as our expense management Managed
Business Process Services organization,
which handles the out-tasking of back
office processing support functions, allow
your organization to focus on its core
competencies while eliminating
unnecessary cost.
Flexible Compliance Controls
RS
Services and Support
END-TO-END T&E MANAGEMENT
GE
IBM’s industry leading, Global Expense
Reporting Solutions (GERS), contains a
comprehensive business policy engine,
integrated receipt imaging and scanning
service, and a robust data analysis toolset
to create a seamless automated workflow
across your enterprise. IBM simplifies your
expense management process by also
linking to any online reservation service
and corporate card provider for systematic
pre-population and policy review of travel
reservation and card data.
GE
Tools and Technology
GERS Application Hosting
& Infrastructure
Full Service Business Process Management
Significantly reduce your expense processing cost with
efficient receipt verification audits, records management,
help desk processing support, application administration,
and additional outsourcing opportunities.
Experienced Consultative Project Delivery Process
Our Customers
IBM’s existing global client base boasts
many leaders in expense management
best practices, architects of enterprise
global employment and masters of
business process outsourcing.
Realize the benefits of more than 20 years of experience
implementing successful expense management solutions
for clients representing more than 5 million users and
15 million annual expense reports on a worldwide basis.
Comprehensive Systems Integration
Utilize a set of common system interfaces from your
organization's existing systems for real time data validation.
GERS provides a comprehensive
Systems Integration capability
GERS implements Global Functionality through a combination of dynamic user profiling and a multitiered framework for defining the varying country, language, tax, fiscal, technical, organizational and
business requirements of your global enterprise, all seamlessly within a single application code base.
GERS operates in more than 85 countries and 35 languages on a worldwide basis while supporting
country specific tax rules and reclamation requirements.
IBM GERS Application
IBM’s GERS Application Hosting Services
The IBM GERS solution consists of three components:
The GERS application hosting service is a managed IBM service
that leaves you free to concentrate on what matters most: the
long-term growth of your company.
Traveler Interface: Where expense reports are created by
travelers or administrators and reviewed by approvers and auditors.
System Administrator Interface: Where the application support
services reside, including business rule and audit policy maintenance,
help desk and IT support services, and user role and profile
definitions. The GERS system administration interface supports the
creation and dissemination of rules at the company, country,
organization, and/or pay center levels across the enterprise.
Business Intelligence Tools: Where comprehensive data analysis
tools reside to create analytical reports that will leverage expense
data, enable more effective sourcing with vendors, provide more
visibility for budgeting and forecasting, and expose policy exceptions
and fraudulent activity.
Why GERS?
• Bottom line cost savings
• Reduced processing time and cost
• Increased policy compliance
• Elimination of redundant processes and FTEs
• Reduction in fraud
• Increased spend transparency
• Improved procurement leverage
• Pre-trip, Post-trip, Corporate Card, and Online
Booking workflow automation
• World class global support and delivery capabilities
and experience
GERS provides a comprehensive System Integration capability to
leverage your organization’s existing HR and Finance Systems within
the GERS application through common input and output file formats.
IBM’s GERS hosting service delivers the reliability, availability and
expertise you need today, plus the flexibility to change as you grow
– all without major investments. We have solutions for business of
all sizes, and the skills to keep you up and running, from traditional
hosting options to new Virtual and On Demand hosting services.
And you avoid IT management headaches, because IBM oversees
the underlying infrastructure, providing 24x7 monitoring and
management services, routine maintenance, and the implementation
of enhancements as new technologies emerge.
Customers of all sizes depend on the quality of services available
from IBM GERS application hosting services:
• Dedicated and shared hardware/infrastructure configuration options
• Baseline monthly availability objectives of 99.5% (less than 4
hours a month)
• 24x7 Application and Infrastructure Monitoring
• Network, System and Database Administration
• Change Control Management
• Problem Management
• Storage Management
• Internet Security Management
• Seamless integration into your corporate intranet
• 24x7 User access via internet or intranet
• Monthly volume and trend analysis reports
• 24x7 physical and logical security
• Reduced operating costs and overhead
• Best practices with leading industry and application knowledge
• Corporate card vendor file management
• Annual SAS 70 type II facility and process control reviews
Let our experience managing the GERS application speed your time
to market and allow you to focus on your core business. IBM’s hosting
service allows you to get what you need today and prepare for tomorrow
with modular, scalable hosting solutions managed only by IBM.
Managed Business Process Services (MBPS), or the out-tasking of the expense management back office
processing support functions like auditing, receipt management, corporate card program management and help desk
services, has become an extremely viable option to many customers looking to reduce in-house, non-core business
functions and partner with an organization that can bring real process transformation and cost savings on a global basis.
MBPS services for expense management are a strategic, comprehensive approach that encompasses the management
and streamlining of critical business processes, including transformation of legacy systems and applications to support
new, on demand initiatives. IBM provides these services to customers with a menu driven approach that allows clients to
choose which services are best kept in-house and which services are best outsourced to IBM.
Help Desk Support (Levels 1, 2, 3) – State-of-the-art call tracking and reporting tools support an experienced staff focused on resolving
over 85% of the inquiries on the first call and delivering on high levels of end user satisfaction. Our extensive experience and existing client
base utilizing the GERS Application allow our team to minimize time during the training and transition process and tap into a comprehensive
KnowledgeBase that creates a transparent layer of support for your traveling population. The IBM MBPS global network allows us to offer
local language support or utilization of lower cost geographies for your global population where needed.
Receipt Verification and Policy Compliance Audits – Focusing on your corporate policies and escalation directives, IBM can manage
the compliance and verification processes seamlessly. By harnessing the power of Receipt Scanning and Fax Imaging technology and
removing the reliance of paper receipt handling and distribution, the audit functions can be performed in any geography.
Receipt Handling and Storage – When paper receipt documentation is required, IBM can offer a comprehensive solution for receipt
cataloging, scanning, and storage to meet the needs of your business. IBM can also support global tax reclaim processes by identifying and
segregating the receipts eligible for reclaim, distributing the receipts to a third party reclaim processing service and maintaining an audit trail
of receipt documentation.
System Administration Support – Business rules and policy maintenance coupled with a proactive approach toward identifying and
modifying fraudulent behavior allow IBM to provide a more inclusive service for system administration and support that closes the gap on
policy alignment and exception behavior.
Corporate Card Administration and Individual Card Member Reconciliation Services – Experience with a variety of global corporate
card vendors and the ability to leverage efficient tools for the daily function of adding and deleting card members and providing individual
card member support allow IBM to automate and manage the process for your business.
Travel Procurement and Sourcing – As the world’s largest traveling organization, IBM negotiates with a myriad of travel service vendors
around the globe. By harnessing these relationships and the power of data analysis, IBM travel procurement can provide services like travel
agency selection and management, analyzing travel spend data to identify gaps in current vendor contracts and policies, and negotiating
and maintaining vendor contracts with air, car, and hotel partners.
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© Copyright IBM Corporation 2009
IBM Corporation
Global Expense Reporting Solutions
150 Kettletown Road, MD: 269
Southbury, CT 06488
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2009
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