Coupa

IMPROVING THE PROCUREMENT & EXPENSE MANAGEMENT PROCESSES WITH COUPA

Earlier this year, DCA successfully completed our implementation of Coupa, with expense reporting launched in April and procurement and invoicing launched in June. The Coupa Implementation team spent 6 months working with Coupa experts in designing the tool to meet the needs of DCA. In the fi rst month of implementation, the team held over 45 training sessions, and has continued offi ce hours on a weekly basis to serve user needs and answer questions in an eff ort to support our offi ces.

Talia Pandolfi

Controller

Sabian A. Selmer

Director of Procurement

All 320 offi ces that were affi liated as of the implementation date have successfully placed orders through Coupa. The

average time to place an order has been reduced from 3 days to less than half a day (0.41 days)!

SINCE IMPLEMENTATION OVER 68,000 INVOICES REPRESENTING $ 61M IN SPEND HAVE BEEN PROCESSED THROUGH COUPA.

Coupa provides all users visibility to their invoices online and the payment processing time. Additionally, it allows vendors who join the Coupa portal to submit invoices electronically through Coupa and have visibility to their orders and payments. We have received extremely positive feedback from our internal users and vendors surrounding the visibility that Coupa provides.

The online Expense Reporting tool allows us visibility into the approval process and the average approval time of expense

reports is now 1.65 days, which brings DCA in line with the industry

standards! 4,000 expense reports have been processed through Coupa in the fi rst 6 months that online expense reports have been available.

With the second quarter of Coupa (Q4 2019), we have developed a hands-on Training Module that will walk users through all aspects of the tool and train new users on the platform. We hope to continue to refi ne Coupa to best meet the needs of the DCA family, and we value all of the feedback we have received. We want to thank everyone for their patience and persistence in learning how to use Coupa, and we hope it continues to add value in the offi ces.

Big congrats to the Coupa Implementation team and all of the users of the system!

Coupa Implementation Team: Rachel Fielding, Senior Accounts Payable Coordinator & Coupa Admin Rachel Black, Purchasing Coordinator & Procurement Coupa Admin Sabian Selmer, Procurement Director Talia Pandolfi, Controller

I learned that I can order from each company (at one time in Coupa) and push the order through. And it might get there quicker. The Procurement Team did a great job explaining how they go out and get better prices for us. And great job explaining the budget. Deborah H (TX) Before having our training (with the Procurement

Team), I felt powerless when ordering in Coupa. Now I understand a lot of the tools that I can use to help me with all my orders. Naomi H (TX)

if you have questions or need assistance with Coupa, email coupasupport @dentalcarealliance.com

Having the Procurement Team come and visit with us for some much needed training was a blessing! Now I’m not so stressed out about ’am I ordering right, are we going to get what we need...’ They set my mind at ease. I understand ordering is a little more involved than it once was but it isn’t hard! Knowing the fundamentals has helped me understand how to get our order correct and on time; and, most of all to keep it organized! Kristen L (TX)