DATABASICS Time + Expense Review

1. Sony Music

Since 2008, DATABASICS has given Sony Music a flexible solution that supports standardization across the organization and also accommodates for specific requirements associated with individual business units.

Background & Challenges:

• Complex systems architecture, accounting logic, and approval, audit workflow requirements
• Need for budget control, at Purchase Order level
• Poor experience with the legacy system, and provider’s support team

Solution & Benefits:

• Supported multiple upgrades to SAP including facilitating a Global move to single SAP instance.
• Provided tight integration with multiple companies in a global SAP instance, and separate
companies in Dynamics AX.
• DATABASICS is the international information hub for expense related data originating in
multiple different systems (HRMS, SAP, PRS, Payroll, AMEX) and instances of systems, providing
Sony Music a one-stop-shop for managing the expense process for travel & entertainment.
• Accounting outputs in individual business unit’s specific accounting currency.
• Management Reporting in both local and global currencies.
• The solution includes TMC receipt integration.
• DATABASICS facilitates for subcontractors providing Audit and VAT recovery services.

2. CALIBRE

CALIBRE Systems, Inc. (CALIBRE) is a management consulting and information technology solutions company supporting government and industry. Its project-based business model entails a great deal of complexity, especially in the area of employee reporting. A major challenge was in tracking accurate data on employee time and expenses, tied to specific projects, with an almost endless number of business requirements and rules across and within projects. The answer was an employee reporting platform that simplifies the back-end ecosystem while providing managers with ease-of-use in tracking, compliance, reporting, and analysis.

Solutions included:

• Fast and easy entry for employees
• Simple maintenance of complex process, rules, and accounting logic requirement
• Policy management
• Per diem calculations and validations
• Flexible approval workflows to improve internal controls
• Allocation of expenses to the Contract Line Item (CLIN) or other levels of billing or substantiation
• Full DCAA auditability of data and processes
• Integrated with billing, project management, accounting, and payroll systems.

3. WuXi AppTec

WuXi AppTec is a global pharmaceutical, biopharmaceutical, and medical device outsourcing company. The company provides a broad and integrated portfolio of laboratory and manufacturing services to Research and Development customers worldwide.

WuXi AppTec found themselves with two major challenges. Their user base consisted of a dynamic, ever-growing workforce that would need to be trained on any new system. That meant that they would need a solution intuitive enough for users to adopt and use with minimal training.

On top of that, as a technologically advanced company with a global presence themselves, any new partner would need to also be technologically advanced and have global capabilities. As a company working with more than 30 countries, some challenges for their international needs included multilingualism, tax differences, and management of different currencies among others.

The WuXi AppTec solution highlights include:

• A smoother, simpler experience for employees through fast & easy data entry;
• Increased control of budgets and policies through analytics and policy compliance tools;
• Simple maintenance of complex process, rules, and accounting logic requirements;
• Full auditability of their data and processes.

For a growing enterprise like WuXi AppTec, the need for an accurate, user-friendly time and expense reporting solution was necessary for their future growth. Because of the open integrations capabilities of DATABASICS, WuXi AppTec has a system that is flexible enough to grow along with them. DATABASICS delivers on the most demanding, ever-changing requirements with the most “future-proof” solution available. DATABASICS Time and Expense is global, mobile, and fully integrates into present-day and future ecosystems.