XM Expense Management

Project Description

Streamlining Expense Management for the Mobile Workforce

Recognizing the inefficiencies and frustrations associated with on-the-go expense management, Infor aimed to develop a user-friendly mobile solution. The primary objective was to create an iOS native application that would simplify the process of capturing, organizing, and submitting expenses for consultants and business travelers. This initiative, codenamed XM Mobile, focused on providing a quick, easy, and offline-capable experience to meet the demands of a mobile workforce and lay the groundwork for Infor’s next-generation mobile strategy.

The Challenge

The existing expense management process often proved cumbersome for users in the field. Capturing receipts was frequently delayed or done hastily, leading to errors and time-consuming reconciliation later. Consultants needed efficient expense tracking for client billables, while all business travelers sought timely reimbursement for out-of-pocket expenses. The challenge was to shift expense management from a back-office burden to a seamless, on-the-go activity, addressing the need for speed, ease of use, and offline accessibility.

My Role: Mobile Product Lead, User Advocate, Solution Architect

As the Mobile Product Lead, I was responsible for defining the vision, strategy, and execution of the XM Mobile application. This involved:

Identifying User Needs: Understanding the pain points and workflows of consultants and business travelers in managing their expenses.
Defining the Mobile Solution: Conceptualizing and prioritizing features for an intuitive and efficient iOS native application.
Establishing Business Goals: Aligning the mobile initiative with broader organizational objectives, including API accessibility and laying the foundation for future mobile experiences.
Driving Feature Prioritization: Determining the core set of features required for initial adoption and mapping them to an aggressive delivery timeline.
Defining Key Performance Indicators (KPIs): Establishing measurable metrics to track product adoption, user satisfaction, API accessibility, and performance.

Approach and Outcome

User-Centric Feature Definition: We prioritized features based on the immediate needs of the target user base, focusing on quick capture, organization, and submission of expenses while on the go. This included functionalities like in-app image capture, access to the photo library, and support for common expense types.
Offline Capability Focus: Recognizing the connectivity limitations faced by travelers, we ensured offline functionality for capturing and managing expenses, allowing users to work even without an internet connection.
Strategic API Development: A key goal was to develop open ION APIs to facilitate seamless data flow between the mobile app and other internal/external systems, ensuring integration and future extensibility.
Phased Rollout Strategy: We planned a phased rollout, initially targeting a smaller segment of the XM user base followed by internal Infor users, allowing for feedback and iterative improvements.
Clear KPI Definition: We established specific and measurable KPIs around adoption rates, user satisfaction (app store ratings), API accessibility, and performance to ensure accountability and track the success of the product.

Our approach centered on delivering a focused and user-friendly iOS native application that addressed the immediate pain points of expense management for mobile users. The initial release prioritized core functionalities like on-the-go capture with image attachments, support for key expense types, corporate credit card transaction import, and expense report submission. Offline capabilities and native notifications were also crucial elements. By defining clear business goals around API accessibility and laying the groundwork for future mobile initiatives, we ensured the project’s strategic alignment. Furthermore, establishing clear KPIs provided a framework for measuring success and driving continuous improvement.

The Impact

By focusing on the specific needs of the mobile workforce and adhering to a user-centric design philosophy, the XM Mobile initiative aimed to:

Increase User Adoption: By providing a quick and easy mobile solution, we aimed for significant weekly usage among the target user base.
Improve User Satisfaction: We set a high bar for user ratings, indicating a positive and effective experience.
Enhance System Integration: The development of open ION APIs aimed to improve data flow and enable integration with other internal Infor systems.
Lay the Foundation for Future Mobile Innovation: This project served as a crucial stepping stone for Infor’s broader native mobile strategy, providing valuable learnings and a reusable foundation for future applications.
Improve Efficiency and Accuracy: By streamlining the expense management process, we aimed to reduce errors and save time for both users and administrators.