Hackensack Meridian Health implemented PeopleSoft eProcurement integrated with an Amazon MarketPlace punchout and PeopleSoft Expenses replacing a legacy solution

Hackensack Meridian Health, a leading not-for-profit health care organization, is the most integrated healthcare network in New Jersey. Our mission is to transform health care and be recognized as the leader of positive change. This transformation isn’t just about providing better care to our patients; it’s about creating a better place to work for our team members.

PeopleSoft Expenses

Hackensack Meridian Health elected to expand its suite of integrated PeopleSoft products by implementing the PeopleSoft Expenses module, replacing the legacy Expensibles product. Upon final rollout, up to 20,000 team members will be able to create pre-travel authorizations, enter expense reports, and submit and approve items via mobile devices.

Hackensack Meridian Health implemented native mobile functionality designed specifically for its expense capture and approval demands. Written in pure fluid architecture, PeopleSoft allows easy configuration of mobile content, with an extensible framework to accommodate unique processes and configurations. Working tightly with systems integrator SpearMC, the solution implemented simplifies Hackensack Meridian Health’s expense reporting, helping team members stay on top of receipts and submit timely expense reports, while also helping accounting tighten its expense cycles.

SpearMC also worked closely with information technology and finance to configure the ability to snap a picture of receipts from anywhere via text to PeopleSoft via Twilio. This allows users to add receipts to their wallet right when they get them, or match receipts to their existing wallet entries. Expense reports can be submitted directly from their mobile device for approvals.

The optimized solution was enabled through the following modern features:

• Utilized Twilio integration for expense receipt text messages sent to “My Receipts.”
• Deployed Event Mapping to trigger an email, including travel authorization attachments, to the travel agency for centralized booking upon final travel authorization approval.
• Deployed Event Mapping to split reimbursements between payroll (for team members) and accounts payable (for contingent workers).
• Delivered full fluid and mobile functionality.
• Utilized selective adoption from FSCM PUM Image 32 for Expenses-related features and patches.

The fully integrated solution allowed Hackensack Meridian Health to simplify user management through Integration Broker between FSCM and HCM.

Hackensack Meridian Health will migrate customizations for tracking National Physician Indicator (NPI) records and for deducting daily commute mileage into delivered drop zones (future plans upon PeopleTools 8.57 upgrade).

Hackensack Meridian Health has significantly reduced external integrations with the deployment of PeopleSoft mobile expenses. Users are able to perform end-to-end process for travel approvals and reimbursements via mobile devices or from their workstations. Notifications to the travel agency have been automated via emails with attachments, replacing a manual approach to print and fax approval forms. In addition, Hackensack Meridian Health replaced the internal travel form that had to be printed out and manually signed with PeopleSoft workflow. This enables the requestor and approvers to track the process online in PeopleSoft.

Lastly, compliance of travel policies are being enforced systematically, with notification matrices indicating at-risk transactions. Team member and contingent worker data are automatically synchronized with the HCM system.

PeopleSoft eProcurement

Hackensack Meridian Health made a strategic decision to implement eProcurement using the PeopleSoft fluid UI as we collaborated with Amazon as an early adopter of Amazon MarketPlace punchout. PeopleSoft fluid enabled our users to have the same experience with Amazon via phones, tablets, and desktops. As an early adopter, Hackensack Meridian Health provided the feedback that enabled Amazon to improve the program for other healthcare providers using PeopleSoft.

On February 18, 2019, Hackensack Meridian Health developed an eProcurement (ePro) pilot program to analyze and monitor the features, benefits, and any hurdles associated with the deployment of ePro and how it delivered functionality in conjunction with our business practices. To date, three phases have been deployed:

• Phase 1 (February 18, 2019) – We began the deployment with four advanced level requesters and two lead buyers with a great track record with classic requisition processing. This small group was quickly able to easily manage requisitions through the entire transaction lifecycle using ePro. Their familiarity with Amazon’s Add to Cart and Checkout features as well as page consolidation helped improve the process even more, especially when it came to entering, searching, inquiring, editing, and monitoring progress. From a technical perspective, we were able to significantly save time and money on development and maintenance with the ability to easily make modifications through delivered configuration options rather than customizations.
• Phase 2 (April 22, 2019) – After the success of Phase 1, Hackensack Meridian Health added requesters and streamlined processes. The result: Production increased by more than 200%. Tremendous growth was also seen in requests to be scheduled for ePro onboarding and to use additional ePro delivered features.
• Phase 3 (July 15, 2019) – To date, there has been a three-fold increase in production. As an early adopter of Amazon MarketPlace punchout, Hackensack Meridian Health has been able to take the lead with Amazon as a pioneer in uniting medical facilities with one of the world’s largest retailers of consumer goods. Amazon punchout allows Hackensack Meridian Health requesters to have the same user-friendly functionality in the workspace that they have at home, including streamlined browsing and comparison shopping. Hackensack Meridian Health is also able to restrict and block category options to regulate what can be selected.

The full-range capability of the User Productivity Kit (UPK) was also introduced during Phase 3. The value UPK provides is two-fold:

• Our trainers can provide visual step-by-step instructions.
• Users can access the virtual trainer at any time.

That means training is less time consuming and users can learn at their own pace and then review the process during requisition entry by merely clicking a link.

PeopleSoft Workflow’s graphic representation of the approval chain and requisition status are a great new tool for Hackensack Meridian Health requesters as is the ability to insert additional approvers. The result has been a streamlined approval and routing process, higher accountability, and cost savings.

The staff’s embrace of eProcurement, in conjunction with Amazon, has enabled Hackensack Meridian Health to achieve its goal of housing a comprehensive management system. This has increased productivity and decreased bottom-line costs by providing a well-organized, efficient, and cost-effective way of requesting items and following the transaction with a click of a button.

By leveraging our investment in PeopleSoft Financials with the use of eProcurement and Amazon MarketPlace punchout, we are able to provide simple access to PeopleSoft Financials for our team members – in addition to adding flexibility and enhanced features. This solution provided a way for the network’s team members to easily retrieve and access information from Amazon and other vendors in PeopleSoft Financials.

Benefits of leveraging eProcurement, which include continuing to grow and expand the PeopleSoft footprint and using it as the foundation for future initiatives:

• Standardized fluid UI on PeopleSoft Financials that was implemented in 2018 across the Hackensack Meridian Health network and eProcurement enhanced the fluid experience.
• PeopleSoft fluid UI for eProcurement enabled Hackensack Meridian Health to rollout a modern, responsive UI that enabled team member’s work on phones, tablets and desktops for purchasing.
• Purchased new Financials modules (Lease Administration).

Benefits of leveraging Amazon innovation with eProcurement:

• Built out PeopleSoft Requisitions.
• PeopleSoft purchase order batched.
• Integrated GHX order transmission confirmation.
• Amazon receipt of purchase order provided to requisitioner.
• GHX order confirmation.
• Amazon shipment of goods confirmation.
• Hackensack Meridian Health receiving dock processed receipt in PeopleSoft.
• Amazon transmission of invoice through GHX (810).
• Return of goods completed on Amazon website.
• Printed RTV and provided package to courier.
• Credit received from Amazon via email.
• Purchasing restricted and blocked categories based on existing contract agreements.
• Began pilot group with 70 people effective 7/15.
• UPK development allowing users to view live step-by-step directions at any time
  • Provided EPRO PPT Presentation – full detail step-by-step directions at any time.
  • EPRO Job Aids – brief overview/step-by-step instructions at any time.
• Monitored all Amazon orders at the end of each business day.
• Blocked or opened additional categories as needed.
• Managers are able to review and approve restricted item via Workflow.

This was a true collaborative effort. Hackensack Meridian Health team members from various departments, including purchasing, materials management, accounts payable, finance, information technology, and communications have done a great job to deliver the rollout of eProcurement fluid UI and collaborate with Amazon as an early adopter to meet the needs of the organization and team members. And they’ve done so all while continuing to increase the strategic adoption, using eProcurement via a responsive fluid UI that works on phones, tablets, and desktops for PeopleSoft Financials. This innovative solution connects our team members to the highest quality access to PeopleSoft Financials.

Don’t just take our word for it, here’s what the users have to say about eProcurement:

“ePro is easy to use, and I can find my requisitions!”

“The cart and checkout functionality makes the requisition procedure easier to understand.”

“The layout of the checkout page enables me to see a consolidation of all requisition details on one page.”

“Recently Ordered and Favorites functionality saves time.”

“The confirmation page lets me know that my requisition has been entered and submitted, and I can see the status and who the approvers are for my requisitions.”

“Requisition Search results provides a substantial amount of information (i.e., Date, Requisition Name and Price) without having to drill down into details.”

“The Lifespan bar quickly lets me know where my requisition is. It’s my favorite feature!”

“The transition from Classic to ePro was smooth.”

“UPK is very intuitive and easy to use.”

“I feel like I understand the process better in ePro than with Classic.”