Effectively Deploying a New Expense Management Portal
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