HDS Expense and Travel - SaaS workflow application
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BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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HAMILTON DATA SERVICESExpense reporting SaaS Solution
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
15 YEARS OF EXPERIENCE PROVIDING BUSINESS APPLICATIONS AND DATA SERVICES
Headquarters in France, 3 Offices in Russia, Eastern and Western Europe
100+ employees Highly skilled staff: project
managers, IT engineers, R&D Servicing over 100 large
international organizations Certified ISO 9001 & ISO 27001
Company Overview
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
A few of our customers…
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Clients in 12 countries
Western Europe : UK, France, Germany
Eastern Europe : Russia, Ukraine, Kazakhstan, Belorussia, Armenia, Azerbaijan, Georgia
South Eastern Europe : Bulgaria, Greece
Service Centers
Global Service Center in Bulgaria
Regional Service Center in France
Regional Service Center in Russia
Single users
United States, Spain, Italy, Poland, Hungary, other
International Presence
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Flexible, business applications designed to: Improve and accelerate decision making Reduce costs Increase operational efficiency Meet compliancy requirements
HDS specializes in
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
TRAVEL & EXPENSE Travel booking &
Authorization Travel Agency billing
approval Expense Report Approval Marketing Events and
Congress management
SALES & AFTER SALES Sales Contracts
preparation & Approval
Credit Control Sales Bonus &
Discount After Sales
PURCHASING & INVOICE Purchase Contract
preparation & Approval Purchase Requisition Purchase Invoice Mobile Phone Invoices
RECEPTION & MAIL DESK Visitor access
management Courrier and package
tracking Meeting Room and
Shared Resource Reservations
ONE PORTAL
Large SaaS Application Offering
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Sales Offices
Procurement Dept.
Accounting Dept.
Legal Dept.
Other Dept.
CLIE
NT
Third
par
ties
Vendors
Travel Agencies
BpoProviders
CRM Other
ONE PORTAL
ERP
SCAN
Business Process Hub Open Architecture
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
•SaaS APP, accessible from anywhere - including mobile!•Adapted to your company approval workflows•Manage multiple currencies and VAT rates•Receipt and invoice scanning•Extensive compliancy features and complete traceability•Automated reminders and escalations•ERP and storage integration
Expense Report Management – Main Features
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Travel Management – Main Features
Online accessible , users can be anywhere : France, UK, US …
Pre-authorization by managers Final approval according to
internal rules Interface with travel agency for
ticket reservation Compliancy features and
complete traceability Adapted to your company
approval workflows
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Integrated Travel and Expense
• Better Together!• Thanks to the integration of travel with
expense reporting, all itineraries and credit card charges are automatically imported.
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Travel management
REQ
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SERVICES
System maintenance Change requests System hosting Data base management Users’ support by phone and by
TECHNOLOGY
Manual tasks automation Compliance validation Budget approval Technologies validated by
Goodrich France and UK SSC Proven : 2 years in use
MA
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BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
– Completely, customizable travel policies: • Variable reimbursement rates by country:
hotel, restaurants, taxis, airfare, kilometers• Per diem reimbursement rates• Other parameters: traveler statutes,
guests/employees– Policies can be adapted by department– Manage alerts for expenses outside of policy
• Warnings or freezing accounts• Modifications• Unlimited process validation structures possible• Reporting of anomalies
Customized compliance
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
- Easy process modification• simple configuration, no need to re-
develop a new application- Extensive customization possibilities
• screens, category types, approval structures
- Manage multiple processes and sub-processes
• Variable for different entities (ie. Country, department..)
- Set a process for each type of trip, destination, local regulations, type of traveler (employee, client…)
Simple put powerful customization
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
- Automated document and form productions– Easily adapt documents for each department, country
or other entity– Automatically generates required legal and tax
documents• Example: Russia requires 15 separate documents per trip
– Create documents for internal controls
- Electronically sign and archive legal documents– Allows complete dematerialization of documents– Multiple electronic signature formats supported
• Example: RGS (France) and GOST (Russia)– Partnership with national certification authorities
• ChamberSign (France et EU), Taxcom (Russia)
Document Automation
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
- Automatic accounting entries- Credit card interface(ex American Express,…)- 3rd party software integration (via file
transfer or web service):– HR Systems(HR Access), Single Sign-On…– ERP: Oracle, SAP, 1C (Russia)…
- Experience integrating with travel agencies– With large international agencies: American
Express, Carlson Wagon-lit, BCD– With local agencies: ex. Russia : Tsar Voyage,
Aéroclub, Vip Service
Integration
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
- Adapted to local regulations!- Customized screens per
location/language- Extensive language support
– English, French, German, Spanish, Portuguese, Italian, Russian, Hungarian, Romanian, Bulgarian and Greek
– Possibility to add other languages- Alphabet support
– Latin, Cyrillic, Greek, Arabic, Chinese, Japanese– Possibility to display text from right to left
Ultimate Localization
εντοπισμού
локализация
本土化التعريب
localization
ローカライゼーション
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
GUARANTEE HELP DESK
Mail and telephone support
Multiple languages handled
English, French, German, Russian…
Extended service possible
7j/7 et 24h/24
Quality Service
CERTIFICATION
HDS products are certified by Bureau Veritas
Security : ISO 27001 Quality: ISO 9001
SLAs for all customers KPIs (Availability levels,
response time…) Clear, fixed objectives Monthly reporting Regular performance
reviews
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Goodrich – Travel and Expense Management
• Many languages, +1000 users, +10 trips per year
• Pre-approved Travel orders (similar to PO request)
• Integration with Amex for reconciliation of credit card payments
• Meeting Sarbanes Oxley and local tax compliance needs
• Archiving, reports and analytics
• Also using data center services for reception and control of expense receipts
• Scanned and archived with report
SCREEN SHOT
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Goodrich - Expense report management
EX
PEN
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ERP :SAP, CINCOM
Receive
Scan
Attach
Audit
EX
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MA
NA
GEM
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AP
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SERVICES
Receipts processing : technology, specialization and near shore
Managed Software Services : maintenance, change requests, hosting, help desk
Proven : 2 years in use
TECHNOLOGY
Manual tasks automation CINCOM and SAP (iDoc) proven
interface Technologies validated by
Goodrich France and UK SSC Proven : 2 years in use
AC
CO
UN
TIN
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EN
TR
IES
P
REPA
RATIO
N
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Merck – Expense Reporting Benefits
– Full compliance with Sarbanes Oxley– Entire expense note process accelerated– 60% savings in back office costs
• Automation of accounting transactions• Automation of compliance verification
– 20% reduction in expense costs• Budget known at approval stage• Travel pre-approved• Unit prices controlled by purchasing
department– Monthly payments low risk, no CAPEX
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Contact Details
Christian SalemSales Director – Western Europe• Cell : +33 6 14 31 21 33 • Email : [email protected]
Pascal GilaberGeneral Manager – HDS Group• Cell : +33 6 14 47 13 10 • Email : [email protected]
Viktorya Lapteva• General Manager Russia and Eastern Europe• Cell : +7 910 427 70 90• Email: [email protected]