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SAP Concur
by Concur Technologies. Inc
by Concur Technologies. Inc
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
We help make selecting a software for your business effortless, economical and efficient.
by Concur Technologies. Inc
by Concur Technologies. Inc
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
1. Pre-Implementation Planning
Before the actual implementation begins, there is a phase of planning which involves defining the project scope, identifying key stakeholders, and establishing clear objectives for what the organization aims to achieve with SAP Concur. This stage also includes selecting an implementation partner or team.
2. Requirements Gathering and Analysis
This step involves detailed sessions with various stakeholders to gather specific requirements. This includes understanding the existing expense management processes, integration needs with other systems (like ERP or HR systems), and any specific compliance or policy requirements the organization has.
3. System Configuration and Setup
Based on the requirements gathered, SAP Concur is configured to fit the organization’s needs. This includes setting up expense types, approval workflows, and compliance rules. Custom fields may also be configured if the organization has unique data capture need.
4. Integration with Other Systems
For many organizations, integrating SAP Concur with existing ERP, HR, and accounting systems is crucial. This step can be complex and involves data mapping, synchronization of user profiles, and ensuring secure data transfer between systems.
5. Testing
Before going live, the configured SAP Concur system undergoes thorough testing to ensure that all setups and integrations work as expected. This includes unit testing, integration testing, and user acceptance testing (UAT) to validate the functionality and performance of the system.
6. Training and Change Management
Training is critical to ensure that end-users are comfortable using the new system. Training sessions, user manuals, and support materials are provided to users. Additionally, a change management strategy is often employed to help ease the transition and encourage adoption.
7. Go-Live and Support
After testing and training, the system goes live. This phase often starts with a pilot launch followed by a full rollout. Post-go-live, ongoing support and troubleshooting are provided to address any issues users may encounter. Organizations also typically have access to SAP Concur’s customer support for further assistance.
8. Post-Implementation Review and Optimization
After the system has been live for a period, a post-implementation review is often conducted to assess the system’s performance and identify any areas for improvement. This may lead to further tweaks and optimizations of the system.
Duration of Implementation
The duration of the SAP Concur implementation can vary widely. For smaller organizations or those with straightforward requirements, the implementation might take a few weeks to a couple of months. For larger enterprises or those requiring extensive customizations and integrations, the process could take several months to a year.
1. Integration with Other Systems: SAP Concur offers integration capabilities with other business systems, such as ERP or accounting systems, through various methods including web services (APIs) and Secure FTP. These integrations can be tailored to meet specific data handling requirements of a business.
2. Custom Fields and Compliance Controls: Businesses can configure custom fields within SAP Concur to capture unique data relevant to their operations. These fields can be made visible on different SAP Concur pages and can be set as required, optional, or read-only. This customization extends to compliance controls, where businesses can set up specific compliance rules within the system.
3. Pre-built Connectors and Apps: SAP Concur's ecosystem includes pre-built connectors and apps that can be utilized to connect with other systems. The SAP Concur App Center offers a range of third-party connectors, allowing businesses to extend the functionality of their SAP Concur installation to meet specific needs.
4. Expense Management Customization: The platform allows for the customization of expense management processes, including the setup of audit rules, expense types, and approval workflows, which can be tailored to align with the company’s internal policies and procedures.
5. Customizable Integration with SAP Systems: For businesses using SAP ERP systems, SAP Concur provides native integration options that allow for real-time data synchronization and reduced complexity. This integration supports custom mapping and conversion to accommodate specific business use cases.
6. Custom Audit Rules: SAP Concur enables the creation of custom audit rules, which can be configured to meet specific compliance and control requirements of a business. This feature helps in maintaining effective compliance and managing internal controls.
7. User Interface Customization: Although limited, SAP Concur allows some level of customization in its user interface, such as adding company logos and adjusting settings to reflect company branding.
1. Setup Fees: SAP Concur charges additional fees for the initial setup of its services. This fee can vary depending on the specific services and configurations required by the customer.
2. Maintenance and Support: SAP Concur also incurs costs related to maintenance and ongoing support. These costs can include fees for updates, troubleshooting, and customer support services to ensure the software runs smoothly and meets the needs of the organization.
3. Additional Service Fees: For certain services, such as bookings made through support, SAP Concur charges additional fees that range between $25-$40[3]. Additionally, setting up additional customer entities after the initial setup may be subject to further fees depending on the customer's configuration of the SAP Concur service.
1. Webinars and Interactive Sessions: SAP Concur conducts monthly webinars, such as those held on the first Monday of each month, where new users are invited to participate. These sessions are designed to address common questions and provide live support, reducing the need for one-on-one call time for assistance.
2. User Support Desk: This is a paid service that provides 24/7 support from SAP Concur experts. The User Support Desk offers fast and accurate answers to user queries, helping resolve issues that may hinder employee productivity. This service is particularly beneficial for administrators, as it frees them up to focus on more critical tasks.
3. Training Resources: SAP Concur provides a variety of training resources, including user guides, admin guides, and how-to videos. These resources are available on the SAP Concur community site and are designed to help both administrators and end-users understand how to use the platform effectively.
4. Community Support: The SAP Concur Community offers a platform where users can share insights, tips, and tricks. It includes forums where users can ask questions and receive answers from peers or SAP Concur experts. This peer-to-peer support mechanism is an invaluable resource for new users.
5. Customized Training: For organizations that require tailored training solutions, SAP Concur offers customized webinars and tutorials. These are particularly useful for new corporate credit card holders or specific user groups within a company.
6. Onboarding Resources: For new users, SAP Concur provides specific onboarding resources that teach the basics of using the platform, from creating and submitting expense reports to managing travel bookings.
7. Technical Support: For technical issues, users can access support through the SAP Concur Support Portal, call technical support, or use the chat feature available on the SAP Concur system. This ensures that users receive help in resolving technical problems promptly.
1. Data Encryption and Privacy Controls: SAP Concur implements strong data encryption both in transit and at rest, ensuring that sensitive information is securely encoded and inaccessible to unauthorized users. Privacy controls such as data masking and strict access controls are also in place to further protect user data.
2. Compliance and Certifications: SAP Concur adheres to internationally recognized standards and holds several certifications, including ISO 27001 for information security management, SOC 2 Type II for service organization controls, and compliance with the General Data Protection Regulation (GDPR). These certifications demonstrate SAP Concur's commitment to maintaining high security and privacy standards.
3. Robust Security Infrastructure: The platform uses a defense-in-depth approach to security, which includes multiple layers of security controls across its network, applications, and data centers. SAP Concur's infrastructure is hosted on AWS, which provides additional security measures and redundancy across multiple availability zones to prevent data loss and ensure high availability.
4. Regular Audits and Security Assessments: SAP Concur undergoes regular security audits and assessments to ensure compliance with global security standards. These audits help identify and mitigate potential vulnerabilities, ensuring continuous improvement of their security posture.
5. Shared Responsibility Model: In collaboration with AWS, SAP Concur employs a shared responsibility model for data security. This model delineates the security obligations of SAP, its customers, and third-party service providers, ensuring that all parties are clear about their roles in protecting data.
6. Advanced Security Features: SAP Concur offers advanced security features such as automated alerts for profile changes, like email updates, and the use of secure APIs and SFTPs for safer data transfer and integration.
7. User Authentication and Access Controls: SAP Concur implements strict user authentication measures and access controls. This includes optional Single Sign-On (SSO) capabilities, allowing organizations to control access based on their specific security policies and user roles.
1. Release Frequency and Scheduling: SAP Concur has a structured release schedule that varies depending on the version of the product. For instance, there are specific release calendars for Concur Standard and Concur Pro/Premium versions. These calendars detail the timing of each release and are available on the SAP Concur customer portal and training sites.
2. Client Involvement and Testing: Some new features in SAP Concur releases are deployed without client involvement, particularly those that are minor or do not affect existing configurations. However, for more significant updates, such as major changes to the user interface or integration capabilities, clients have the option to decide when to activate these features in their production environment. It is crucial for clients to thoroughly test these updates to ensure compatibility with their existing systems and configurations before full deployment.
3. Communication of Releases: Updates and new features are communicated to customers through the SAP Concur customer portal. Release notes and other relevant documentation are also made available to help users understand the changes and how they may impact their use of the platform.
4. Support and Resources for Updates: SAP Concur provides various resources to support clients during updates. This includes detailed release notes, guides on new features, and community forums where users can discuss the updates and share insights.
1. Data Ownership: SAP Concur acknowledges that all customer data stored in any SAP customer cloud system belongs to the customer, not to SAP. This principle is consistently applied across their privacy policies and is a fundamental aspect of their data protection and privacy framework.
2. Data Portability: Under the GDPR, individuals have the right to data portability, which allows them to receive their personal data in a structured, commonly used, and machine-readable format, and to transmit those data to another controller. SAP Concur supports this right by providing solutions or suggestions on how to handle data portability, ensuring compliance with GDPR requirements.
1. Flexibility in Service Scaling: SAP Concur emphasizes its ability to scale up or down based on the company's size and specific needs. This flexibility ensures that whether a company is small or part of the Fortune 500, the service can be adjusted to meet its particular requirements.
2. Automatic Updates and Upgrades: Concur is a cloud-based service that updates and upgrades automatically, which supports scaling by ensuring that the software evolves in line with the company's growth and changing needs without requiring manual intervention.
3. Support for Revenue Growth and Cost Management: Scaling with SAP Concur means not only managing increased volumes of transactions as companies add customers and services but also doing so without incurring undue costs. This approach supports efficient scaling by boosting revenues while controlling expenses.
4. Adaptability to Changing Business Environments: The service is designed to be responsive to changes in the business environment, helping companies prepare for and manage growth effectively. This adaptability is crucial for businesses that need to scale operations up or down quickly in response to market conditions.
1. Annual Renewal: The SAP Concur Service Partner Program comes into effect on the CIP Schedule Effective Date and remains in effect until December 31 of the same year. After this initial period, the term is automatically extended for subsequent periods of one year unless terminated earlier in accordance with the terms of the Service Partner Model or the Agreement.
2. Non-Renewal for Convenience: Either party may elect not to renew the Service Partner Model, effective at the end of the then-current Annual Period, with ninety (90) days’ prior written notice.
3. Termination for Non-Compliance: SAP Concur may terminate the Service Partner Model for cause with thirty days’ prior written notice if the Service Partner does not comply with the Program Requirements at any time during the term.
4. Termination for Non-Payment: SAP Concur may terminate the Service Partner Model for non-payment of the applicable Program Fee or other fees owing and due to SAP Concur, upon fifteen (15) days’ prior written notice to the Service Partner of such overdue, unpaid amounts.
5. Material Breach or Default: Upon material breach or default under the Agreement by any party, if the other party gives written notice of such breach or default and the same is not cured within thirty (30) days, the non-breaching party may terminate any and all Service Partner Schedules affected by such breach.
6. Insolvency and Other Circumstances: Either party may terminate any and all Service Partner Schedules immediately by notice in writing if the other party becomes insolvent or undergoes various other financial difficulties as detailed in the agreement.
7. Termination for Convenience by SAP Concur: SAP Concur shall have the right to terminate a Service Partner Schedule for any reason or no reason by providing written notice.
8. Effect of Termination: Upon termination, the Service Partner must immediately cease marketing or soliciting sales of Implementation Services and remove all references to being an SAP Concur Implementation Partner from its website and marketing materials.
9. Additional SAP Concur Termination Rights: SAP Concur may terminate any and all Service Partner Schedules upon written notice to the Service Partner in the event of specific circumstances outlined in the agreement.
1. Payment Card Industry Data Security Standard (PCI DSS): SAP Concur has verified compliance with PCI DSS, which is a set of security standards designed to ensure that all companies that accept, process, store, or transmit credit card information maintain a secure environment.
2. SOC 1 (ISAE 3402) Audit: SAP Concur has completed the SOC 1 Audit, which is a report on Controls at a Service Organization which are relevant to user entities’ internal control over financial reporting. The SOC 1 (ISAE 3402) Audit Report for 2022 H1 indicates that SAP Concur has appropriate controls in place.
3. General Data Protection Regulation (GDPR): While not explicitly mentioned in the provided documents, SAP Concur's adherence to data privacy and protection standards suggests compliance with GDPR, which is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area.
By Concur Technologies. Inc