The legacy out-of-policy expense process operated by a Xyenta client is a typical example of how businesses get used to pain points over time and therefore accept the additional effort, resource requirement, and bottom-line impact without challenge. This one solution was delivered as part of a suite of cost-effective micro-solutions that stripped out a significant number of manual processes resulting in material time, resource and cost savings.
The manual process
To ensure that employees allocate their corporate credit card expenses within a defined time period each month a member of the Expense Management team would manually prepare a list of out employees that had not completed their task. This list was then filtered and distributed to the relevant department head who would then then send individual reminder emails to the miscreants, typically taking one day of administration time across all departments.
The automated micro-solution
Xyenta was asked to automate this process, removing the headache of manually prepared chasing emails. We built a micro-solution to seamlessly work alongside the existing expense and HR platforms. Per a schedule managed by the Expense Management team, the tool reads from the expenses recording system and sends an individual reminder email to every employee who is out-of-policy. Through integration with the existing expense management portal both the Expense Management team, department heads, and audit have visibility of the out-of-policy status, in addition to integrated reporting used for trend and behaviour analysis.
As a data technology company, Xyenta builds solutions to exacting IT standards that are simple to operate and architecturally robust and scalable.