CONCUR NEW USER INTERFACE. Highlights and FAQ

Transcription

1 CONCUR NEW USER INTERFACE Highlights and FAQ January 23, 2015

2 Table of Contents Section 1: New Design User Interface Overview...2 Section 2: Concur Supported System Configurations Section 3: FAQ

3 Section 1: New Design User Interface Overview Enhanced and New Pages Concur Home Page Fully Redesigned In the current UI, the home page for Concur is known as My Concur. In the enhanced UI, the page is called the home page. Quick Task Bar The new Quick Task Bar gives users quick access to their most important tasks. The tasks that appear depend on the user's roles/permissions. 2

4 It also includes the count of associated tasks. As shown here, this user has 10 open reports. The user clicks a task for quick access to the associated page. For example, when the user clicks the Open Reports task, the page listing the user's expense reports appears. The user also has 18 available expenses. (Available Expenses is the new name for Smart Expenses card charges, receipt images, e-receipts that can be used to create or attach to expense entries.) The New task provides one or more additional options. The user hovers the mouse pointer over New to start a new report, new cash advance, new request, etc. The options that appear depend on the user's roles/permissions. My Trips This section appears just below the Trip Search section. Click the heading to access the Trip Library. Click the name to access a printable version of the itinerary. Click the segment icon to access an actionable version of the itinerary. Click More to access the menu (below). 3

5 Returning to Home Once you leave the home page, the Home menu is replaced by the Concur logo. To return to the home page, click the logo. Travel Page Enhanced For the most part, the enhancements involve look-and-feel, except: Travel Map: The Travel Map has been removed. Travel policy: In the current UI, there was a menu option called Travel Policy. It highlights all the travel policy rules enabled for the user/arranger s travel class. In the enhanced UI, the link is in the footer: 4

6 Menus Here is a quick look at some of the menu options that have moved. The enhancements are: My Concur is now Home. Central Reconciliation is now part of Expense. Purchase Request is now part of Requests. Locate has been split in two: The admin functions are under Administration. The user check-in is located in the page footer. Administration and Profile have changed and are described later in this guide. 5

7 Travel Menu Profile Profile, Sign Out, Delegate, Proxy, Travel Assistant/Arranger Profile settings, sign out, and administer for another user (for the delegate, proxy, travel assistant/arranger) have been moved to the Profile menu. 6

8 Profile Menu Profile Settings In the enhanced UI, the user clicks Profile > Profile Settings. The changes in the Profile Options page involve look-and-feel except Expense credit Card. Refer to Additional Expense Pages in this document. Sign Out (Log Out) With the enhanced UI, users click Profile > Sign Out. 7

9 Administer for another User Delegate, Proxy, Travel Assistant/Arranger The delegate, proxy, or travel assistant/ arranger uses Profile to select a user. He/she clicks Profile, selects the desired user, and clicks Apply. NOTES: If the delegate has 10 or less users, then they appear in a drop list. If there are more than 10, then the user enters the first few letters of the desired user's name and selects from the search results. This section is used by delegates, proxies, and travel arrangers. If a user has more than one of these roles, the user selects the appropriate option. The Profile menu option then becomes Administer for <name> and the single "user" icon becomes a double "user" icon. To return to working as him/her, the user clicks Administer for <name> and then clicks End admin session. 8

10 Additional Travel Pages Here are the other changes to Travel. Most enhancements involve look-and-feel. Arranger View Home Page In the current UI, arrangers in Travel see the Make this my homepage link (top right) when viewing the Arranger home page. This has been removed in the enhanced UI. Now, arrangers can elect to have the Arranger page as the home page via Profile > Profile Settings > System Settings (left menu). In the Other Preferences section, in the Home Page list, the arranger clicks Travel Arranger View. Search Results Pages Change Flight Search, Filters, and Total Estimated Cost have moved from the right side of the search results page to the left side of the page. Also note that for air, car, hotel, and rail bookings the Reserve button now reads Select. 9

11 Travel Review Pages NEW This is a new feature with the enhanced UI. This page allows the user/arranger to see, review, and change pertinent options about each segment. Here are a few samples: A review of the segments booked Preferences (comments previously called Message to Vendor) Traveler information including name, contact information and frequent guest program details 10

12 Seat Assignments for Air/Rail Method of Payment Rules and Restrictions 11

13 Section 2: Concur Supported System Configurations Browser Restrictions for the Enhanced User Interface The Enhanced User Interface is compatible with Internet Explorer v8.0 or higher; however, it runs best on IE 10 or 11. Version 7 is no longer supported due to lack of support of new Internet functionality. The latest versions of Firefox, Chrome and Safari are all supported. In addition, the table below lists supported browser and operating system configurations. Table 1 lists the supported browser and operating system configurations for Concur Travel & Expense*. Table 1: Supported Browsers Browser Desktop Operating System Firefox 31.0** 32.0** 33.0** Windows 8.1 Windows 7 (SP1) Windows Vista (SP2) Windows XP Professional (SP3) Mac OS X 10.4 or later Google Chrome 36.0** 37.0** 38.0** Windows 8.1 Windows 7 (SP1) Windows Vista (SP2) Windows XP Professional (SP3) Mac OS X 10.x or later Internet Explorer 11.0*** Windows 8.1 Windows 7 (SP1) Windows 8 Browser Internet Explorer 10.0*** Internet Explorer 9.0 Internet Explorer 8.0 Internet Explorer 7.0* Support for IEv7.x to end December of 2014 Safari 7.0** Safari 6.0** Safari 5.1** Safari 5.0.5** Desktop Operating System Windows 7 (SP1) Windows 8 Windows 7 (SP1) Windows Vista (SP2) Windows 7 (SP1) Windows Vista (SP2) Windows XP Professional (SP3) Windows Vista (SP2) Windows XP Professional (SP3) Mac OS X version 10.8 or later Mac OS X version 10.8 or later Mac OS X version 10.5 or later Mac OS X version 10.5 or later 12

14 Section 3: FAQ Objectives & Initiatives 1. Why is Concur updating the User Interface (UI)? Organizations and their end users are holding their enterprise solutions to higher standards as the requirements of their business change wanting their enterprise solutions to be intuitive, effortless, integrated and efficient. Concur is committed to delivering the best Travel, Expense, Invoice and related solutions for its 20,000+ clients worldwide and is building a solid foundation that will be leveraged to meet these challenges. The Concur User Experience Evolution is a key initiative that will accomplish three primary goals: Modernize the user experience and increase the usability of Concur applications while maintaining the ability to apply and enforce company policies. Implement features and functionality in a manner that provides clients with the maximum benefits for their Travel, Expense and Invoicing needs while minimizing change- management impacts. Allow effortless navigation and access to features for all products on the web and mobile devices. 2. Are there any important dates to be aware of? Yes. There are two specific dates or periods of time to consider: Preview Period: October 20, 2014 January 30, 2015 During this preview period, clients will have the ability to turn on the Preview setting for their entire site, for select administrators or for individual users. Mandatory Switch Over: January 31, 2015 All companies, administrators and users will be automatically switched over to the Enhanced User Interface. 3. Why is it necessary to change to the Enhanced User Interface and when is the change mandatory? The Enhanced User Interface will form the basis for continued innovation across Concur s entire product portfolio. Therefore, all clients will automatically switch over to the Enhanced User Interface by January 30, The preview period for clients began in October

15 Administrator & User Experience Settings 4. Who will see the Preview/Countdown banner and can it be removed? Those with certain administrative roles/permissions within the Concur application will see the Preview banner and will have the ability to toggle between the Enhanced User Interface and the current user interface for themselves and others, depending on their role/permission and the available modules that are active. Please refer to the detailed chart on the next page for the applicable roles/permissions. 5. Is there a way to disable the Preview/Countdown Banner? Yes. This is a configurable option; however, it will require the assistance of Concur Support. 6. How are user roles/permission assigned and managed? For Professional Travel & Expense, Request and Invoice clients there are several options for assigning the UI Preview role/permission to end users: a) On a user-by-user basis within User Permissions, an administrator can assign the UI Preview role/permission to specific individuals. These users will see the Enhanced User Interface the next time they log in, but they will not have the ability to toggle back to the current user interface. Individual users can be returned to the current user interface by removing the UI Preview role/permission. b) For Expense group management, navigate to Administration > Expense Administrator > Group Configurations. A new tab called UI Preview has been added. Administrators can check a box next to each group which will enable users who are members of any of those groups to see the Enhanced User Interface the next time they log in. c) For Professional Travel clients, administrators can also assign the UI Preview role/permission to Travel Groups. To do this, navigate to Administration > Company Administrator > User Permissions. Click on the Travel tab then search by Permission > UI Preview. This role/permission can be assigned to individuals or groups. 7. How can an administrator preview the Enhanced User Interface? Until January 31, 2015, we are in a product preview period. Administrators will be able to toggle between the current user interface and the enhanced version as often as needed. The toggle is available only to administrators. 14

16 8. How can an administrator revert back to the current interface? From the Concur Home page, click on the Countdown banner or navigate to Administration > Company Administrator > User Experience Settings. From there, click the Revert to Prior Experience button. 9. Will newly created users see the Enhanced User Interface or will further action be required? When a new user is created during the preview period, it will depend on the user s role/permission: New user is added and is NOT an administrator: The user will default to the current user interface and will need to be assigned the UI Preview role/permission. New user is added and is assigned administrator rights: The user will default to the current user interface; however, with administrator rights the user will have the ability to enable the UI Preview. New user is added AFTER the preview / toggle period (after Jan 2015): All newly created users, regardless of their roles/permissions, will default to the Enhanced User Interface. Look and Feel 15

17 10. Why did the icon colors change? In keeping with certain standards used by many SaaS companies (Software-as-a-Service), Concur is moving away from using graphics icons as a method to address certain situations. Several key reasons are: Using characters to represent tasks will improve response times and page load efficiencies. The Enhanced User Interface is designed to have the symbols, as well as the hover-over information, to describe the task that needs to be completed. This was part of the intuitive design of the system and was tested thoroughly during usability studies to ensure this was the correct approach. One of the key goals of the Enhanced User Interface is to have a consistent look and feel across all products and devices, as well as use colors to draw users' eyes to desired locations. These icons were selected as the best to meet those requirements. Concur is committed to ensuring all products will be Section 508 compliant as we rollout new versions for Clients. Section 508 rules and regulations ensure products meet accessibility requirements for individuals with disabilities and have strict requirements for coloring, size, text and so on. In order to adhere to these standards, as well as the factors above, the listed colors were selected. 11. Are there any options to choose a color theme for a site? All color themes will be unavailable with the Enhanced User Interface. All clients will use the Gateway theme by January 31, New Locations/Functionality 12. Which Concur solutions will NOT be affected by the Enhanced User Interface? The following solutions will NOT be affected by the Enhanced User Interface: Reports and reporting screens (including Intelligence, Insight Essentials and Insight Premium ) Connectors (including QuickBooks) Extract files Batch processing Support (the process to file a support case will not be affected) Integration with Credit Cards 16

18 13. If a company has both Travel and Expense (or other combinations of solutions), can products be moved to the Enhanced User Interface separately? The toggle feature for the Enhanced User Interface is based on login. If an end user uses both Travel and Expense and an Expense Administrator moves that user to the Enhanced User Interface, the end user will see that interface in all solutions. However, if an end user only has expense roles/permissions and the company s Travel Administrator grants the User Interface Preview to a travel group, the expense only user will NOT see the Enhanced User Interface. 14. Will any of the mobile applications (TripIt, ExpenseIt, Concur Mobile) be affected by this Enhanced User Interface update? The Concur Mobile Web app, ExpenseIt and TripIt will not be impacted. However, if users access via their mobile smartphone or tablet web browser, they will also experience the Enhanced User Interface once the site has been switched over. 15. Why does the Concur Home page appear upon login instead of the user s preferred Home page? With the implementation of the Enhanced User Interface, the Home page setting under Profile > System Settings is no longer used. All users will be directed to the Concur Home page upon login, regardless of the value set in the profile. 17

19 16. Can the Facts & Stats feature on the Home page be disabled? The Facts & Stats banner is always on for all clients and currently cannot be disabled or configured. The data being displayed is dynamic based on the different modules enabled for each client. However, it should not be used for or compared to analysis data from the Concur reporting tools. This data is updated with the monthly Travel release and is based on the trailing 12 months and does not use fiscal calendars. All data is converted to USD for consistency and will not expose any company financial information, limiting the results to the specific user s details. 17. Will an end user still have access to Travel Maps? No. With the launch of the Enhanced User Interface, the Travel Maps feature has been retired. Travel Only 18. Why is the Non-Refundable pop-up acknowledgement page no longer being displayed when booking non-refundable type airfares? In the Enhanced User Interface, the pop-up acknowledgement message has been removed. Instead, users will be brought to a Review and Reserve page where they will be asked to acknowledge the fare rules. 19. Where is the Template feature in the Enhanced User Interface? The template feature is still present within the Enhanced User Interface; however, it has been relocated. Upon selecting an end user to assist, go to the Travel tab and the Template tab will appear as a secondary menu item. 18