Defining CVI's Business Requirements

This is Sheila, she has been managing the authorization process at CVI for the past three years. The current process is thorough, but is paper-based and takes up too much time for her staff.

She has purchased Concur Request in an effort to streamline this process. They will be implementing Concur Expense simultaneously. If this project is a success, they plan to implement Concur Travel in the future.

Business Overview

CVI is one of the fastest-growing visual media companies in the European and North American markets. They have offices in Europe and North America, but are rapidly growing and provide services to customers all over the world.

They have offices and users in many locations, but have decided to implement their United States and Czech Republic locations first, as this is where most of their employees reside. The remaining locations will be added in a phase two project after the successful completion of this project.

Financial System and Cost Objects

CVI is using SAP S/4HANA as their financial platform, and currently use Cost Centers, Internal Orders, and WBS Elements as cost objects. Their IT team can provide more details.

The initial implementation will only include the U.S. and Czech Republic company codes, US0010 and CZ0020 respectively, but they do want to add the rest of the companies eventually.

Each company code uses all three cost object types and they will have a sample list of cost objects to work with during the initial configuration and testing. The IT team will send the sample data in an e-mail. Meanwhile, they are working on an import file for the full list of cost objects. This file should be ready prior to the proposed production date.

General Requirements

• Users can submit two types of requests: Travel and Authorization. Travel requests must include travel segments and can include expected expenses as needed. Authorization requests can only include expected expenses.
• All employees can submit requests containing air, rail, hotel, and car rental.
• Employees can include specific high-cost expenses on their requests. A detailed list will be provided later.
• All segment types and expense types are available to all employees.
• Users must include expected attendees on business meal and entertainment expenses.
• Gifts must get approval prior to purchase.
• Gift expenses must include details of the gift recipients.
• There must be at least one user assigned the highest admin role and the Request Administrator role.

Regional Requirements

• Requests for all employees are blocked if they include proposed departure dates in the past.
• All travel requests are blocked if they do not include travel segments, and authorization requests are blocked if they do not include expected expenses.
• Czech employees are allowed to cancel their requests when needed.
• U.S. employees are not allowed to cancel their requests or recall their requests after they have been approved.
• U.S. employees must provide an explanation if traveling to Cuba or Iran.
• U.S. employees should receive a non-blocking warning if they submit a request that includes client entertainment or alcoholic beverages.

Travel Segments and Expense Types

• Pre-approval is required for the four main travel segments: air, car rental, hotel, and rail.
• Pre-authorization for the following expense types is also required: Alcoholic Beverages, Business Meals, Entertainment - Clients, Entertainment - Staff, Gifts - Clients, Gifts - Staff, Marketing/Promotional, Office Equipment/Hardware, Office Supplies/Software, Passport/Visa Fees, Relocation Expenses, Seminar/Course Fees, Staff Awards/Incentives, Taxi, and Tuition/Training Reimbursement.

Approval Process

• All requests must be approved by the user’s manager.
• All Travel requests over USD 5,000 (or CZK equivalent) must be approved by the request processor.
• All Authorization requests over USD 2,500 (or CZK equivalent) must be approved by the request processor.

Summary

With CVI's basic business requirements in-hand, you can begin to configure their site. They will provide the full details as you complete the basics.

The previous activity only included a limited set of CVI requirements. Select the Concur Request Advanced Configuration Training (ACT) –Business Requirements to view the full listing of requirements. You will need this document as you complete the rest of the units in this learning journey.

You now have all of CVI's requirements and are ready to start configuring. Let's wrap up this unit before diving in.