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Educational Sessions at the 2015 NAPCP Annual Conference

Session Descriptions

 

 

General Sessions

Purchasing Cards in 2015: New Frontiers, New Strategies
Presented by Professors Richard Palmer and Mahendra Gupta, RPMG Research Corporation
Brought to you by NAPCP Silver Partner Sponsor PNC

​General Session Sponsor 

 
​Richard Palmer, left, and Mahendra Gupta

The NAPCP welcomes respected industry researchers Professors Richard Palmer and Mahendra Gupta, who will summarize the key events that have marked the progress of purchasing cards over the past 25 years, examine substantial current opportunities for program expansion, and suggest strategies to promote program expansion.

They recently released the findings from the 2014 Purchasing Card Benchmark Survey of P-Card use in North America. This is the eighth edition of the P-Card series, and is based on data and analysis from over 3,000 P-Card users across North American, representing public and private corporations, government, universities and colleges, school districts, and not-for-profit organizations. Palmer and Gupta will conclude with a look “over the horizon” at card-enabled purchasing of the future.

RPMG Research Corporation has provided P-Card and Corporate Card survey data to the NAPCP since 2001.

 

Seven Humor Habits for Workplace Wellness
Presented by Paul Huschilt
Brought to you by NAPCP Gold Partner Sponsor American Express
​General Session Sponsor

Paul Huschilt

Be prepared to laugh and learn techniques to use at work to stay calm when things get harried. It’s a seriously funny way to learn winning strategies to thrive in the most challenging times. This session is great for relieving stress, building positive energy and valuing your well-being.

Paul uses comedy and imagination to demonstrate comprehensive tactics that can be applied in any workplace environment. Participants will learn insightful strategies to focus on their business goals, stay balanced in a sometimes unbalanced world and to adapt to changes within the organization.

You’ll laugh and enjoy an eclectic mix of comedy, song and engaging activities through a high-energy presentation that reinforces your organization’s core values, while promoting personal and professional growth.

 

Breakout Sessions

Analytical Approach to Changing Providers
Presented by: Chris Marfisi, Category Manager for Consulting and Financial Services, Monsanto 
Monsanto
Number of cards: 14,000 
Annual # of transactions: 1.9 million
Card program type(s) managed by the speaker: One Card
Global presence: U.S., Brazil, Mexico, Argentina, France

So, you have made the decision to change your Commercial Card program provider. What factors should be considered before starting the process? Follow the steps that Monsanto took prior to considering the transition from one program to another:

  • read about 16 criteria to review and analyze when making a provider decision
  • perform a Cost of Change and Net Present Value (NPV)
  • learn how to identify savings opportunities
  • communicate, communicate, communicate

 

Automation and Tracking of Card Administration Using Excel and Macros
Presented by:Crystal Moody, Andrew Rzasa and Linda Valentine, Arthrex, Inc. 
Arthrex, Inc. 
Number of cards: 600
Annual # of transactions: 80,000
Card program type(s) managed by the speaker: P-Card, Travel Card, Meetings Card, Specialized BTAs (Air, Car), Supplier Cards
Global presence: United States, Germany, Mexico, Netherlands and Belgium

Card provider software, while efficient for the provider’s card management processes, does not always capture key information for the management of cards within an organization. When purchasing a third-party system is not an option, program administrators can use Excel to automate and track essential functions. Key takeaways:

  • automate your card administration using existing, inexpensive tools like Excel macros
  • use Excel to send notifications of policy violations and track history
  • use Excel to facilitate timely payments by employees for shared liability programs
  • implement one or all of our macros as needed, or adapt to a more robust Access databas

A handout will be provided showing our screens and macros that you can use to create your own program tools.

 

Big Brother is Watching You: Monitoring Your Program Using Excel Data Analysis
Presented by: Maggie Clarke, CPCP, CPP, Process Improvement Audit Supervisor, State of Georgia – Department of Administrative Services

State of Georgia
Number of cards: 5,000 ($120 million in spend)
Annual # of transactions: coming soon
Card program type(s) managed by the speaker: Corporate Card
Global presence: U.S., Canada, Germany, UK, Switzerland

Can I verify that transactions comply with policy without auditing every transaction? How do I know if cardholders really need their cards? Are cardholder spending limits set appropriately? This session will show participants how to:

  • isolate potential policy violations without looking at every transaction
  • use simple Excel spreadsheets to analyze card usage and spending limits
  • identify additional opportunities to use the P-Card through purchase order spend analysis.

(NOTE: The session will include a demonstration of Excel templates developed for auditing. The demonstration will assume that attendees have knowledge of certain Excel features, specifically copying and pasting and using filters. This session is not a computer lab with attendees sitting at computers. Rather, the attendees will learn Excel techniques that can be applied to the way they manage their program. Spreadsheets and complete instructions are available on the presenter’s agency website.)


Changing Your Travel Card Program Mid-Flight—How to Transition Without Turbulence
Presented by: Jennifer Harris, Senior Project Manager, Bright Horizons Family Solutions LLC

Bright Horizons Family Solutions LLC
Number of cards: 2,000
Annual # of transactions: 200,000
Card program type(s) managed by the speaker: P-Card, Travel Card, ePayables
Global presence: United States and Canada

Change within an organization is rarely easy, especially for employees who are on the go. But change is often needed to maximize the benefits of your card program. In this session, we’ll outline the steps to evaluate available card products, select the appropriate one, and implement it in your organization with minimum disruption to busy travelers.

Attendees will leave with the knowledge to:

  • select an appropriate travel card product for your organization
  • gain buy-in for all changes from busy travelers
  • improve cardholder satisfaction and program compliance
  • maximize your program benefits 

            

Eliminate the Paper—Incorporating Receipt Imaging into Your Program
Presented by: Higor Trindade, Purchasing Card Administrator, Bright Horizons Family Solutions LLC

Bright Horizons Family Solutions LLC
Number of cards: 2,000
Annual # of transactions: 200,000
Card program type(s) managed by the speaker: P-Card, Travel Card, ePayables
Global presence: United States and Canada

Are you buried by piles of receipts? Do receipt audits strike fear in your heart? Receipt imaging is the answer! In this session we’ll share how to successfully implement receipt imaging into your card program.
Attendees will leave with the knowledge to:

  • build a business case for receipt imaging
  • select an appropriate imaging platform
  • improve audit processes and receipt compliance
  • improve cardholder satisfaction and streamline receipt management

 

Ghost Cards—Unravel the Mystery 
Presented by: Ashru Shah, CPCP, Purchase Card Manager, North Carolina State University
North Carolina State University
Number of cards: 2,161
Annual # of transactions: 21,419
Card program type(s) managed by the speaker: P-Card, Ghost Card, Fleet, ePayables
Global presence: United States only

This session will begin with an overview of card payment solutions that will lead into how to expand a Commercial Card program by implementing eProcurement via a marketplace portal. Ashru will explain how her organization streamlined the payment and reconciliation process by reducing the cycle time, cost and financial risk associated with traditional check writing with the implementation of the portal.

Attendees will see ways to:

  • streamline the Accounts Payable process
  • reduce expenses by automation and no check writing
  • go paperless and increase transparency
  • partner with suppliers to maximize buying power
  • generate revenue

 

Higher Education Hot Topics
Presented by: Lesley Lackore, CPCP, Program Coordinator, Iowa State University
Iowa State University
Number of cards: 3,500
Annual # of transactions: 100,000
Card program type(s) managed by the speaker: P-Card
Global presence: United States only
 

Join us for a lively discussion where the attendees bring both the questions and the answers! Lesley and the NAPCP's Higher Education Advisory Team (HEAT) will facilitate this hot topic forum on issues relevant to P-Card professionals in higher education. Please be prepared to:

  • bring questions and issues to discuss with colleagues
  • identify colleagues in the higher education sector with similar challenges and solutions
  • network and establish contacts within the higher education sector

 

How a Single Event Travel Card Can Benefit Your Company
Presented by: Chad Robison and Margie Strong, Intermountain Healthcare
Intermountatin Healthcare
Number of cards: 7,000
Annual # of transactions: 270,000
Card program type(s) managed by the speaker: One-Card, ePay
Global presence: United States only
 

This presentation will explain what a “Single Event Travel” (SET) card is and how it could potentially save a company both time and money as an enhancement to an existing Purchasing or Travel Card program. The presentation will discuss how the card works, the card’s advantages and the specific issues related to the card.

Key takeaways include:

  • when does a SET card make sense
  • how the SET card is set up and administered
  • advantages of a SET card
  • specific issues related to a SET card

 

Keeping Your Friends Close: Simple but Effective Provider Management Techniques
Presented by: Chad Goldsberry, Senior Procurement Manager, Tyson Foods, Inc.

Tyson Foods, Inc.
Number of cards: 1,300
Annual # of transactions: 160,000
Card program type(s) managed by the speaker: P-Card, Travel Card, ePayables
Global presence: United States only

Your relationship with your card provider is just as critical as your relationship with your card holders, but how well do the two of you really know each other? Creating an environment of mutual knowledge-sharing and accountability will ensure that you are always top-of-mind to your provider and that you get the best of what they have to offer. In this session, you can expect to:

  • explore the common types of relationship discussions
  • learn the ins-and-outs of a Business Review
  • become aware of key metrics and how to track them
  • get comfortable managing issue escalation

 

Maximizing Efficiencies: Joining Transaction Receipts with Spend Data 
Presented by: Ellen Sanders, Business and Technical Analyst, Disbursements/Business and Financial Services, University of California, San Diego
University of California, San Diego
Number of cards: 2,575
Annual # of transactions: P-Card 109,292; Ghost Card 92,679 (2014 calendar year)
Card program type(s) managed by the speaker: P-Card
Global presence: United States only
 

​Learn about an enhancement UC San Diego recently implemented using its Web-based procurement card application: ECManager—The Attachment Tool. This tool provides campus cardholders or administrators the ability to attach receipts to the transaction data for purchases made on their P-Card. No more searching the files for backups to audit requests. Receipts are available to people in various roles via a drill-down capability.

Simple implementation? Not quite—let us share our successes and challenges. What you’ll learn:

  • balance between security of sensitive data and access to receipts across cross-functional organizations
  • additional roles/positions that may be needed for viewing and attachment duties
  • silo systems—how to address the need for large departments without adding workload

 

Need Roadside Assistance? How to Revamp Your Organization’s Travel Policy
Presented by: Amy Townsend, CPCP, Purchasing Card/Travel Administrator, Fort Worth Independent School District 
Fort Worth Independent School District
Number of cards: 3,375
Card program type(s) managed by the speaker: P-Card and Travel Card
Global presence: United States only
 

It's a big world out there! As we issue cards to our globe-trotting colleagues, we must ensure that controls and guidelines are in place to reduce compliance issues. When making travel arrangements, Fort Worth Independent School District has policies in place that provide the consistency needed to keep everyone "on the same page.” Attend this session for tips on how to:

  • create effective travel policies and procedures
  • incorporate a travel card checkout system
  • ensure compliance through consistent policing 

 

P-Card Basics: Getting It Right the First Time—Starting from the Beginning
Presented by: Raushan Gross, Assistant Professor of Business Administration, Greensboro College  

Join Raushan as he leads you through the strategies to consider as you begin your journey in starting a Commercial Card program. You will leave this session with information including:

  • understanding how/where P-Cards fit into the payment strategy and the related benefits, such as efficiency, cost savings, reporting, and visibility on spend and more—what we call the value proposition
  • how to construct an organizational P-Card policy that supports strategic goals, encourages supplier support, and gains the trust of end users and upper management
  • how to develop and implement P-Card processes that link all areas of the organization to maintain financial controls, card usage visibility, and financial accountability
  • how to analyze data available through P-Card usage—where it originates, how it reaches the end-user organization and the value it offers with visibility, control and increased buying power with suppliers
  • how to evaluate key audit areas/departments and understand P-Card methods for developing a “soft” internal “pre-auditing” review process

 

Personal Professional Development in a P-Card World – Key to Your Program’s Success!
Presented by: JoAleen L Ainslie, CPCP, P-Card Program Manager, Xponential Program Administrator, Procurement & Payables Division, City of Tacoma, Washington State

City of Tacoma, Washington
Number of cards: 850
Annual # of transactions: 37,629
Card program type(s) managed by the speaker:
P-Card used as a One Card
Global presence: United States only

Everyone always talks about program visions, mission statements, goals, benchmarking and strategies to make it successful. That is all well and good, but what about one, and most likely the most important ingredient that never gets talked about?
I am talking about YOU—and your own personal professional development.

This session will give participants:

  • an understanding of how pursuing personal professional development will contribute greatly to both personal continued success in this (or any other industry), but also to specific program success
  • inspirations for exploring a significant, different way of thinking as it pertains to acquiring attributes and/or enhancing oneself
  • ideas for developing a personal blueprint of pursuits to assist in achieving personal and professional goals:
    • establishing yourself as a leader
    • continuing as a life-long learner
    • presenting yourself in a professional manner

 

Public Sector Panel Discussion
Presented by: Government/K-12 Advisory Council Members

  • Patti McFarland, Program Administrator, City of Colorado Springs
  • Bill Meekins, CPCP, CPPB, Buyer Specialist, Procurement Card Administrator, Frederick County Public Schools, Frederick, Maryland
  • John Thomason, CPM, State Cards Program Manager, Georgia Department of Administrative Services
  • Christine Wertz, CPCP, Purchasing Card Coordinator, Harford County Public Schools, Bel Air, Maryland
Is your organization prepared to handle a disaster, whether it be a natural disaster or other serious threat? What role do P-Cards play during such an event? Who are the key players in developing and administering plans? How is information communicated to key stakeholders? The discussion surrounding disaster preparedness will be an open forum discussion where members of the advisory council and attendees will share the steps organizations take in preparing for and handling crises.

Does your organization pay grant-related expenditures via P-Card? The session will explore the use of the card for these types of purchases and discuss the pros and cons.

Please come prepared to discuss these issues and pose other questions or comments regarding program management. Remember—this is YOUR session. Bring your ideas!

 

Reducing the Growing Pains of Going Paperless
Presented by: Dayana Reyes-Zanaska and Micky Gutzmann, Metropolitan Council
Metropolitan Council
Number of cards: 260
Annual # of transactions: approx. 27,000
Card program type(s) managed by the speaker:
P-Card
Global presence: United States only

Going paperless is a difficult, but necessary task. This session will cover the various stages of preparation required to make a successful transition to a paperless P-Card reconciliation process. From P-Card applications to usage documentation—the internal and external requirements were followed allowing the Metropolitan Council to achieve their goal.

Considerations should include:

  • discussing the importance of networking with other organizations and internal stakeholders to research different options and determine which works best for your needs; we will discuss which questions to ask and how to determine who to contact
  • evaluating your own program and determining the sample group that will be selected to test the new program
  • identifying the current needs and skill level of each individual cardholder; this will help determine the training needs and help develop materials/equipment needed
  • preparing the materials and format which is extremely important to the training process
  • execution and final analysis which is crucial to adjusting the process for future cardholders

 

Setting the Bar: Best Practices from the 2014 RPMG Purchasing Card Survey
Presented by: James Brandt, Senior Research Analyst, RPMG Research Corporation

RPMG Research Corporation
RPMG Research Corporation specializes in market research that provides insight into the understanding of evolving procurement practices, in particular as they relate to and are supported by bank Commercial Card technology. 

Senior Analyst James Brandt will review the new P-Card “best practices” from RPMG Research’s 2014 Purchasing Card Benchmark Survey Results.

Mr. Brandt will describe key benchmark performance metrics and strategies in use by “best practice” P-Card programs across several key program areas including governance and control, supplier relations, and technology adoption.

 

So You've Attended the NAPCP Conference — Now What?
Presented by: Heather Miller, CPCP, Corporate Card Administrator, Apollo Education Group  
Apollo Education Group
Number of cards: 400 
Annual # of transactions: 36,000
Card program type(s) managed by the speaker: P-Cards, Travel Card, ePayables 
Global presence: United States only
 

​It’s a well-known fact that attendees leave the conference each year with great ideas and ambition to go back to work and make some major enhancements to our card programs! However, when we return, we are rudely brought back to reality and some of our ideas lose momentum.

During this session, you will complete the steps of putting together a business case for new ideas you learned at this year’s conference. You will leave with a ROI, prepared to present to your leaders upon return.

Key takeaways will include:

  • realizing the importance of a business case and management buy-in
  • creating a business case for a conference idea to present to your management
  • providing a return on your company’s investment in your time at the event

 

Streamlining P-Card Processes to Improve and Expand the P-Card Program
Presented by: Cindy Bramon, Purchasing Supervisor, Denver Water Board
Denver Water Board
Number of cards: 400 P-Cards / 30 Ghost Cards
Annual # of transactions: 20,000
Card program type(s) managed by the speaker:

P-Cards, Ghost Cards
Global presence: United States only

Denver Water’s Commercial Card program had reached a stagnant state and upper management was no longer on board. In 2013 a disaster recovery event got their attention. With the driving force of one large department, the respect was once again gained for their Commercial Card program. The program managers rode that wave and reached success by re-evaluating all aspects of their program that included:

  • assessing the spending limits and raising thresholds
  • increasing the number of cards issued
  • promoting the program with the use of cost analysis data
  • creating standard instructional procedures
  • minimizing confusion by creating an internal site for all guidelines

Teamwork: Working Together to Develop a Payment Strategy to Gain Efficiencies 
Presented by: Saundra English, CPCP, Card Systems Manager, West Chester University of Pennsylvania
West Chester University of Pennsylvania
Number of cards: 871
Annual # of transactions: 25,000
Card program type(s) managed by the speaker:
P-Card, Travel Card, ePayables
Global presence: United States only

This presentation will provide insights into why it is so important for both the procurement and accounts payable areas to work together to develop a payment strategy. We will explore the use of cards, ACH, and even checks to gain efficiencies in an overall business plan.

Takeaways include:

  • “food for thought”—what to think about when developing a strategy
  • “re-tooling”—how to re-think current payment options and why
  • “tapping resources”—how to open new segments, add new vendors and renew business relationships

 

The Quantifiable Value of CPCP Certification
Presented by: Christine Hunsucker, SVP, Senior Divisional Manager, Wells Fargo Bank 
Wells Fargo
Wells Fargo Bank offers the WellsOne™ Commercial Card, a "one-card" solution that can be tailored for each company's unique needs, offering the flexibility to pay for purchasing, travel and entertainment (T&E) and fleet expenses. Wells Fargo's robust Internet reporting solution, Commercial Card Expense Reporting (CCER), offers comprehensive reporting and program management tools that can be easily employed to streamline processes and make a positive impact to the bottom line 

In this session, you will learn what the CPCP certification is and how the integration of this certification into a comprehensive staff development plan can impact individual effectiveness.

Hear firsthand testimonials from CPCPs who have had their accreditation for many years as well as thoughts from those who recently gained their accreditation. We will review specific metrics and strategies that can be used to position your accreditation request to your company. Also included will be details on steps you can take to study, test and obtain this industry recognized accreditation.


Members of the Purchasing Card Professional Certification Council (PCPCC) are industry professionals who oversee the content of the CPCP certification process and help guide the NAPCP as changes are needed. Members of the council will be available in the session to answer questions you may have regarding how to obtain or maintain the CPCP credential, as well as provide industry insight and direction for exam success.


Key takeaways:

  • learn what the CPCP credential offered by the NAPCP is
  • understand the value that individuals with CPCP status can bring to your organization in terms of overall payment strategies and process efficiencies
  • identify metrics and strategies for how to position the CPCP accreditation to your employer

 

Top 10 Auditing Tips for Travel Expense Reports 
Presented by: Toni Waters, CPCP, Corporate Credit Card & Expense Reporting Manager, FIS
FIS
Number of cards: 6,800
Annual # of transactions: 100,000-499,999
Card program type(s) managed by the speaker:
Travel Card
Global presence: United States and Canada

Are you doing everything you can to identify potential fraud in your travel expense reports? Toni will share the 10 helpful tips she uses to detect fraud and will share highlights of some of her findings. And, she will encourage you to dig deeper into areas of:

  • adequacy of management oversight
  • meeting receipt requirements
  • allowable cash activity
  • researching weekend spend

 

Writing an Interesting and Effective Newsletter to Improve Your P-Card Program
Presented by: Cecilia McClay, CPCP, Manager of the University P-Card Program, Boston College

Boston College
Number of cards: 1,800
Annual # of transactions:
Card program type(s) managed by speaker: P-Card
Global presence: United States only

Let's face it—the average audience does not get excited about your organization’s P-Card newsletter. Your goal is to make your newsletter an effective tool of communication and as interesting as possible. In this session, you will learn how to capture your audience’s attention from the top down so that the information you are providing can be utilized to help improve your P-Card program.

Attendees will leave with the knowledge of being able to:

  • choose attention-grabbing headlines to captivate your audience
  • choose the correct topics and back that information up with facts
  • know the best times to distribute your newsletter



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