The Challenge

Our client wanted to introduce a new Expense Management portal in their head office

The system was meant to deliver better control and replaced the current expense process which relied, largely, on manual submissions and approvals of expenses

The Question

How do we ensure that all expense submitters and approvers are aware of the process changes and don’t revert back to the manual method of submitting expenses?

Our Solution

As the change affected most Managers in the organization, we carefully selected a group of Executive Assistants –strategically positioned to influence our target users—to become our “Expense Portal Champions”

Using a mix of awareness presentations and training, we empowered the Champions to socialize the change with their respective departments

To complement, online training sessions were offered to the target users, together with a visible point of support for questions

The CFO sponsored the change and highlighted the importance of this initiative across the organization

The Impact

The Expense Management Champions took charge of the communication and one on one training activities, increasing the likelihood of adoption

We trained +250 users and realized that the online portal was a more efficient way to process their expenses

More than seven hundred expense management reports were submitted and approved without major issues