From pigeonholes and manual workflows to paperless expense management
DBU made a choice since new tasks were emerging but the hands to do the jobs remained the same: The heavy administration of expenses and travel expenses had to be facilitated – and the ball landed at Acubiz.
An intuitive system for many different users
The primary criteria for DBU was to find an intuitive expense management system that different kind of users could use.
“DBU is a complex organization and there is an assessment every time: should we buy a standard system or develop our own. Acubiz was a fundamental match. We were met with a great deal of willingness to adjust the set-up so that employees approach the system one way, meeting participants another way and players a third way“, tells Heidi Lüthje, IT Director.
Accounts assistant Bettina Holm Tange Jensen complements: “We have used the already existing logic in the house. The dimensions are for instance ‘player’ – ‘team’ – ‘match’ and then a choice of e.g. 10 target numbers. This makes it easy and intuitive to navigate within.”
Divided roll-out in the organization
To ensure a smooth implementation the users were divided into three groups: Employees – including instructors, referees and Volunteers – meeting participants and football politicians and also Players.
“For each group we assessed whether it made sense to create them. Referees are for example not created. Not yet at least. But if it’s an advantage for some referees in certain situations we will create them as users“, explains Bettina Holm Tange Jensen.
“On the other hand, there are cases where users for the first and only time has an expense on 14 DKK. In this case the user takes an image of the receipt and then he is MobilePay’ed by another regular user of the app. It’s then up to that person to upload the receipt in Acubiz One and get the money reimbursed,” clarifies Bo Grøn-Iversen.
Users with different starting points
The three colleagues are aware that some users are very young, others are not used to handle expenses and some do not own smartphones.
“Our users are different. Some get cold sweat over pressing a button while others just do it. But they are going to love it. When I present the solution for new employees, they all say “wow, this is smart”, explains Bo.
User manuals were developed to the different user groups as a part of the introduction. And for 2-3 weeks the finance department were available to answer questions between 11 am and 12 noon.
“Team managers and committee secretaries were given a separate intro since they are spokespeople to the end users. When you convince them, you convince the rest of the users”, tells Bettina Holm Tange Jensen.
Overview and a much better use of ressources
An Expense Management System from Acubiz is now everyday life for DBU and the ring binders that previously filled two shelves per financial year is now occupying less than half.
“You quickly forget how troublesome it once was. There are a lots of side effects: We don’t have cash registers anymore, all users have a complete overview of their expenses and all dimensions is being updated every night with information’s from the financial system. We also experience very few rejections and questions, explains Bettina Holm Tange Jensen and continues: Before Acubiz we used most of the day typing expense-related information’s into the financial system. Today we spend around an hour each day on controlling. It probably ends up with one or two days per month. And when the auditors come, we just press ‘Print’ instead of finding the information’s in ring binders.”