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Annual Conference Educational Breakout Sessions

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Educational Breakout Sessions
These are "traditional" sessions that feature end-user speaker-led presentations followed by time for questions and answers. 

 


Educational Breakout Sessions

PANEL DISCUSSION
An Interactive Look into the Certified Purchasing Card Professional Credential
Moderated by: Heather Miller, CPCP, MBA Community Engagement Manager and PCPCC Chair, NAPCP
Panelists: Karen Brookbanks, CPCP, C.P.M., CPPB, University of Arizona; Larry Coffey, CPCP, Linde North America, Inc.; Laury Chesbrough, CPCP, Cambia Health Solutions; Tiffany Lovelace, CPCP, CPBI, Regions Bank; John Stockinger, CPCP, American Express

Have you ever wondered what holding the CPCP credential can do for you? Join us for an interactive panel discussion facilitated by members from the Purchasing Card Professional Certification Council (PCPCC). Have all your questions answered from the pros! Discussion can include:

  • eligibility requirements
  • how to prepare for the exam
  • how to utilize your credential
  • testimony from experienced CPCPs

Analytics 101: A Beginner’s Guide to What’s Possible
Presented by: Scott Benson, Program Manager (Procurement Card), UC San Diego Health

Has the lack of transaction oversight ever kept you up at night? Not to worry, you are not alone. During this session, we will discuss how analytics can provide oversight, identify trends, drive efficiency and ultimately allow you to get a good night’s sleep. You do not need to be a statistics wizard to make it happen. Please join us to learn about:

  • the value of analytics
  • how anyone can set up and manage an analytics program
  • key reports
  • the value proposition for management—if you need to purchase

Building a Strong P-Card Policy and Procedures Manual Will Take the Load Off!
Presented by: Stephanie Dowell, CPCP, Senior Manager Procurement Systems, Cox Enterprises, Inc.; and Susan Washington, CPCP, Senior Procurement Systems Analyst, Cox Enterprises, Inc.

With the responsibility of managing P-Card Program across four companies, Stephanie and Susan fortified their P-Card policy and procedures manual to achieve their goal of simplifying the management of their programs. They will discuss how they took the load off while also:

  • gaining leadership support
  • creating continual online policy and process training
  • partnering with other departments to support the policy (i.e., Audit Services, Accounting, Supply Chain, IT)
  • enforcing a detailed policy and manual by auditing the program to the policy

Card Administration Tool – Then and Now
Presented by: Danny Reyna, P-Card Administrator, Arthrex, Inc.; Kyle Hunkler, Software Developer, Arthrex, Inc.; and Jennifer Cooper, Expense Supervisor, Arthrex, Inc.

Card provider software, while efficient for the provider’s card management processes, does not always capture key information for card management within the organization nor does it often allow for efficient processing and tracking of applications. Four years ago, the team presented a homegrown solution at the NAPCP Annual Conference—the Card Administration Tool or CAT in spreadsheet form. Since then, we have improved on the program. The Expense Team outgrew the usefulness of Excel and needed a more robust solution. We worked with our IT developers to create a SharePoint-driven cloud solution. Considerations include:

  • use better programs to automate the process
  • win-win partnerships with your IT group
  • create a repository of actions to facilitate decisions
  • automate emails and minor processes to save time
  • having all data in one location allows the team to see an employee profile snapshot to make faster decisions


Creating Virtual Card Programs, Eliminating the Direct Bill Hassle
Presented by: Kelli Moore, Global Card and Travel Manager, Owens & Minor, Inc.

Have you ever wished that there was an easier way to help your infrequent travelers beyond traditional direct bill with hotels? Virtual Card programs are the way! Let’s talk about how this program can save you time, money and streamline processes. Leave this session knowing:

  • benefits of a Virtual Card program
  • how to work with your travel agency and bank to establish the program
  • how to sell your upper management on the program

Creation of a Clear-Cut Travel Card Policy and Procedures Manual Will Lighten the Load!

Presented by: Stephanie Dowell, CPCP, Senior Manager Procurement Systems, Cox Enterprises, Inc.; and Susan Washington, CPCP, Senior Procurement Systems Analyst, Cox Enterprises, Inc.

Managing a Corporate Travel Card program for not one company, but four companies, can be mind-boggling. With their cardholders in mind, a comprehensible policy was written providing easy-to-follow procedures to lighten the load while also remaining in compliance. They will discuss what’s included in the policy as well as how they:

  • created online policy and process training courses
  • gained leadership support using reportable statistics on compliance
  • garnered additional support by partnering with other departments to support the policy (i.e., Audit Services, Accounting, Supply Chain, IT)
  • enforced the policy and manual by auditing the program to the policy

Didn’t Mean to Pay That! Sales Tax Payments in Tax-Exempt Organizations
Presented by: Erich Heneke, Director of Business Integrity/Continuity, Mayo Clinic

This session takes you on Mayo Clinic’s journey of discovery, data mining and recuperation of funds of sales tax paid on credit cards, including a discussion of preventive measures. It also addresses cardholder behavior in the process, as well as nuances that may trigger taxable events. This session is most applicable to those organizations that traditionally would not remit sales tax to State authorities. Key areas that will be covered include:

  • discovery of sales tax for tax-exempt organizations
  • mining cardholder data for sales tax
  • review of the tax recovery process (varies state to state)
  • future actions of cardholders to prevent sales tax

Eliminating the Guesswork with Travel “Cash” Advance Cards
Presented by: Kelli Moore, Global Card and Travel Manager, Owens & Minor, Inc.

Travel advances are an A/P nightmare but needed for those infrequent travelers. Build a Travel Advance Card (TAC) program that makes everyone’s lives easier. Join us to learn:

  • why start a Travel Advance Card program
  • how to work with your bank to establish the program
  • benefits of the TAC program by increased controls, viability and rebate
  • how to manage the new TAC program

Executing a Global Commercial Cards RFP (Best Practices Sharing)
Presented by: Steve Swisher, Commercial Cards Global Program Manager, McDermott, Inc., Houston, Texas USA

Tasked with creating and executing an RFP that covered five products in 59 countries, Steve shares his knowledge at a strategic level and will cover the following:

  • include treasury and procurement—early engagement and buy-in
  • planning a Commercial Cards RFP—timing and clear requirements
  • placing a Commercial Cards tender in the market
  • running the RFP event
  • scoring and the selection of the Commercial Cards provider

From Local to Global!
Presented by: Victoria Moore, CPCP, Global Card Manager, Tapestry, Inc.

Tapestry’s card program was small with a presence only in North America, but with the company ever-expanding, so did the card program. Now, the Tapestry’s card program is global and consists of multi-brands. This session covers how the card team dealt with merging and standardizing all card programs globally:

  • how acquiring new brands had the team face challenges both big and small merging card programs
  • how the team continues to investigate and introduce new card options for easier purchasing for all three brands to streamline programs, driving spend up
  • how the team overcame obstacles internally, leveraging other departments to be onboard with card payment methods
  • how the team standardized systems and platforms globally
  • established outstanding customer service to ease cardholders’ experiences, (global roadshows, trainings, office hours, etc.)

Give Freedom to Spend via Declining Balance Cards—Controlling the How, What and When
Presented by: Luangel Lowder, Buyer, District Purchasing Card and Teacher Supply Card Program, The School Board of Seminole County, Florida

Luangel’s organization utilizes Declining Balance Cards that provide an efficient way for teachers to spend their state-allocated classroom supply funds freely, while staying within a set budget. With over 5,000 cards distributed, these cards follow the state guidelines—from distribution to expending of funds—as authorized by the State of Florida. Luangel will provide details about her program from implementation to the success enjoyed today.

  • Benefits delivered
  • Implementing a Declining Balance Card Program
  • Issuing the cards
  • Activating the cards
  • Using the PIN/chip cards to include tax-exempt purchases
  • Monitoring spend and items purchased over time of use
  • End-of-year audit accountability 

I’m Not Faculty! Create and Teach a Training that Won’t Bore You or Your Students
Presented by: Molly Gross, Corporate Purchasing Card Administrator, Procurement Services, Virginia Commonwealth University (VCU)

Program administrators (PAs) may often feel better suited sitting behind our computers and auditing and/or administering our programs than teaching. What do you do when management tells you it’s time to create and TEACH a training class? Infuse humor into your presentation—along with “the dry stuff”—and allow PAs to create a class that isn’t painful to teach or boring to attend. Discussion will cover:

  • tips and tricks for a successful first implementation
  • how to break up the presentation in manageable chunks, what to cover and frequency of classes
  • how to keep them awake and you from dreading it

Instructional Design for Trainers: How to Embed Accountability and Comprehension
Presented by: Scott Benson, Program Manager (Procurement Card), UC San Diego Health

If your job depended on the success of your current training program, would you change anything? If the answer is yes, you are in the right place. This session will show you how to apply key instructional design techniques that will transform your training program—embedding accountability and comprehension leading to compliance. Please join us if you would like to:

  • understand the difference between a learning outcome and a goal
  • create learning outcomes
  • identify appropriate content
  • connect content to testing
  • address needs of adult learners

Nuances of Rolling Out Globally
Presented by: Victoria Moore, CPCP, Global Card Manager, Tapestry, Inc.

When the Tapestry card team was first given the opportunity to roll out their card program globally, the team was at first excited, but anxious as this was a new adventure. This session will cover the many aspects of the team’s journey of navigating the following:

  • completing KYC (Know Your Customer) requirements
  • local country regulatory requirements
  • local country billing and payment methods
  • every country is different—so flexibility was needed!

Let’s Get Real: Implementing an Artificial Intelligence Expense Audit Solution
Presented by: Alison Anders, Senior Manager, Corporate Card & Expense Program, Charles Schwab & Co., Inc.

Are you considering an artificial intelligence (AI) expense audit solution for your card program? An AI solution can bring significant value to your audit process, but you can’t just set it and forget it. Join this session on lessons learned from a new implementation, which will provide you with a comprehensive overview on preparing for and implementing a new AI solution. Leave with the knowledge to:

  • evaluate and benchmark your current state audit process to see if AI is right for you
  • build a winning value proposition to gain executive buy-in
  • set your new program up for success with realistic goals and meaningful metrics

Take II: Exposing Risk Within Your Card Program
Presented by: Erich Heneke, Director of Business Integrity/Continuity, Mayo Clinic

Mayo Clinic has embraced the financial benefits of utilizing Travel/Procurement Cards and in doing so, has developed a robust card compliance audit process to help offset risk. This session reviews the risk/reward while engaging common sense controls through data mining and discovery. It is a step back through time and Mayo’s journey. Erich will expound on the:

  • benefits of shifting more spend to a card platform
  • risks of expanding through employee misuse and abuse
  • methods to reduce the inherent risk of a large card platform
  • lessons learned by Mayo Clinic

The Digital Convergence of Cash Cycle Solutions
Presented by: Steve Murphy, Director, Commercial & Enterprise Payments Advisory Service, Mercator Advisory Group, Inc.

We see a growing convergence of systems that support cash cycle digitization for companies, as vendors and banks adapt to modern capabilities and increasingly seek to deliver a better end-user experience. In this session, we will examine the trend toward a tighter, more seamless connection between the elements of the cash cycle. The solutions convergence includes processes and supporting systems around procurement, invoicing, payables and open account financing. In this age of rapidly advancing technology, it is sobering to realize that the modern digital capabilities for supporting these financial cycle processes first appeared only about 20 years ago. This session will help members understand the systems and vendor approaches for providing solutions in the procure-to-pay digital sequence.

Takeaways:

  • understand the multiplier effect of digitization
  • knowledge of solutions across the cash cycle, including alternative financing
  • how automated payables (and cards) fit in the sequence
  • better understand technology approaches to systems convergence

To the Stars:P-Card—Business Software Tool Developed to Make It Happen
Presented by: Antonio Ruiz, Supervisor, Strategic Sourcing, Jet Propulsion Laboratory, California Institute of Technology and Cameron Bloye, P-Card Administrator, Jet Propulsion Laboratory, California Institute of Technology

As a federally funded research and development organization, securing internal funds for a business software tool for the P-Card program presented a steep challenge for the team. Our small team rose to the occasion, obtained funds, designed and delivered a software program so successful other government agencies covet it. In this talk, we will detail our success story and highlight our software:

  • why we had to develop our system
  • how we approached development
  • the elements and features of our software system including order logs which allow for pre-approved purchases that otherwise would not meet the typical profile of acceptable purchases (i.e., chemicals)
  • reporting capabilities were developed that, among other things, allow cardholders to download and reconcile transactions daily
  • the mechanics of how machine learning and Artificial Intelligence have been added to our platform to take us into the future

Using Analytics to Cut Down on Manual Expense Review
Presented by: Shelley Shearer, Manager of Strategic Services, The George Washington University

Having our P-Card charges and expense reporting both flow through the Concur Expense system provides a range of reporting which allows for less manual review, quicker booking of costs and data to help encourage use of the P-Card program. Take away the knowledge of how to:

  • cut down manual review of reports by determining the areas that give you the most value and focus on them
  • implement the most effective audit rules
  • review P-Card metrics to ensure costs flow through in a timely manner and what individuals could benefit from having a P-Card
  • set up reports to provide a thorough review of duplicate expenses and track outstanding advances

Using MCC Templates and Different Card Types to Strengthen Program Controls
Presented by: Jennifer Gruich, Supervisor Corporate Cards and Expenses , Southwest Airlines Company

We often struggle with ways to easily control cardholder spend up front. It can be cumbersome for the administrator to control what employees should be purchasing as well as the “one-offs” that can occur. During this session we will:

  • explain how we use a One Card program with MCC templates to handle purchases quickly and effectively for both purchase and travel.
  • describe how we built and how we use our MCC templates to easily control different types of spend
  • review creative ways we have solved problems with different card types (One Cards, Declining Balance, Ghost and Virtual Cards)

Using Technology to Streamline Cardholder and Program Data  
Presented by: Jennifer Gruich, Supervisor Corporate Cards and Expenses , Southwest Airlines Company 

Do you find yourself checking multiple systems or reporting to gather data on your cardholders and your program? Have you been searching for a way to run your program through a single application? During this session we will:

  • explain how we use a “one-stop shop” database that contains cardholder and program details
  • explain how data is ingested into the database from different systems
  • learn how daily feeds from Human Resources, for example, drive cost center information and reporting hierarchy. Transparency into who has a card, training details and more provide another layer of control and ease in cardholder management
  • perform a demo of the database showing how tables are connected
  • review examples of some of the reports built in the application, and what we use them for
  • explore how Southwest Airlines has gone completely paperless in program management

 



Links to Other Session Types

Pre-Conference Workshops
General Sessions
Educational Breakout Sessions
 Provider Demonstrations
Partner Sponsor Educational Breakout Sessions
Roundtable Topics 

 

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News
Event Calendar

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12/11/2018
Comdata Virtual Demo: Emerging Trend in AP: The Ins and Outs of Integrated Payables

12/12/2018
Travel Card Advisory Team Presents: Tis the Season for Managing Delinquency

1/16/2019
MUFG Virtual Demo: Staying in Sync — Effective Benchmarking

2/7/2019
MUFG Virtual Demo: Employee Application Process: Making it Efficient and Flexible

Copyright © 1999 - 2018 NAPCP - Advancing Commercial Card & Payment Practices Worldwide
Certified Purchasing Card Professional Credential 
The next application due date is Feb. 28, 2019 to take the
exam at the 2019 NAPCP Annual Commercial Card and Payment Conference in Miami, on April 15, 2019.

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