San Bernardino County

Client Overview:

• Client: San Bernardino County Government (USA Public Sector)

• Region: USA

• Rollout Timeline: 10 months (2023)

• Scope: 20,000+ users across healthcare, public safety, and operational teams

Client Bio:

• San Bernardino County: The largest county in the U.S. by area (over 20,000 square miles).

• Population: 2.2 million residents.

• Services: Public safety, healthcare, education, infrastructure, and economic development. 

Problem:

• Transition Challenges: Shift from SAP ECC6 to S/4 HANA highlighted the need for modernized travel and expense management due to the travel module’s discontinuation.

• Integration Needs: The county needed a digital solution with mobile app integration, travel card automation, and streamlined accounts payable processes.

• Diverse User Base: Solution had to cater to a wide range of users from doctors and nurses to operational teams, requiring a flexible and user-friendly platform.

• Adoption Challenge: As a government entity, employees could choose whether to adopt the new system, necessitating user buy-in.

SCP Solution:

• SAP Concur Modules:

• Concur Expense: For expense reporting and reimbursements.

• Concur Request: For offline travel booking and travel authorizations.

• Concur Drive: GPS add-on for travel management.

• SAP Trip Link: Integration with travel booking providers.

• SAP Travel Allowance: For per diem and allowances.

• Integration: SAP Concur integration with SAP ECC6 using SAP ICS and flat file technology.

• Advisory Services: SCP provided integration advisory and change management expertise, ensuring smooth adoption and optimized processes. 

SCP Value Proposition:

• Flexible, Collaborative Approach: SCP’s experience provided a better customer experience than standard SAP implementations, offering additional features and value at a lower cost.

• Comprehensive Methodologies: Detailed process analysis and user-centric implementation to maximize benefits from the expense management system.

• Training & Knowledge Transfer: Provided "train-the-trainer" programs to support a staggered roll-out and ensure effective user adoption.

SCP (IP) Assets Utilized:

• Implementation Methodology: SCP’s structured approach covering phases like stakeholder analysis, communication schedules, and training.

• Integration Advisory: Expert guidance on system integration and optimizing SAP Concur for San Bernardino’s needs.

Resolution:

• Deployment: SAP Concur was deployed to manage travel and expense claims for 20,000 users, ensuring accurate expense tracking and reimbursement processing.

• Travel & Expense Management: Concur Request handled travel authorizations, while Concur Expense streamlined the claims and approval process.

• Integration: SAP Concur integrated with SAP ECC6, ensuring synchronization of master and transactional data.

• Advisory Support: SCP provided ongoing advisory to maximize system efficiency and ensure adoption. 

Outcomes:

• Faster Reconciliation: Card statement reconciliations, previously delayed by months, are now completed within 30 days.

• Tailored Solution: The system was adapted to meet the county’s diverse user base, with targeted training increasing adoption.

• Self-Service: Users gained access to a self-service platform for mileage and expense claims, reducing administrative overhead.

• Cost Savings: Identification of unnecessary personal vehicle usage led to employees opting for county vehicles, reducing costs.

• Better Negotiation: Consolidating all expenses on a single platform allowed for better vendor negotiations and economies of scale.