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Procure-to-Pay A Journey from Simple to Sophisticated Focused on Process Efficiencies

Procure-to-Pay A Journey from Simple to Sophisticated Focused on Process Efficiencies. REIT = Real Estate Investment Trust (NYSE:BXP)* 157 Properties 60.3 Million Square Feet In-Service $ 28.4 USD Billion Total Combined Market Cap Five Regions/Markets Boston New York Washington DC

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Procure-to-Pay A Journey from Simple to Sophisticated Focused on Process Efficiencies

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  1. Procure-to-Pay A Journey from Simple to Sophisticated Focused on Process Efficiencies

  2. REIT = Real Estate Investment Trust (NYSE:BXP)* • 157 Properties • 60.3 Million Square Feet In-Service • $28.4 USD Billion Total Combined Market Cap • Five Regions/Markets • Boston • New York • Washington DC • San Francisco • Princeton * December 31, 2012

  3. The Environment • 720+ Employees across 100+ Physical Locations • - Corporate Office with Five Regional Offices • JD EnterpriseOne 9.0 / Tools 8.98.4.3 • Implemented January 1999 / Upgraded May 2009 / Implemented Tools Upgrade • Procurement • Originates Across Many Locations; Decentralized • Centralized Accounting • Small to Large Transactional Value • Striking a Balance between Risk/Controls and Efficiencies

  4. OUR JOURNEY… 6+ Year Evolution of Procure-to-Pay Processes and Systems

  5. The trigger… • “We’re a PO culture….” …four different systems. ….five different processes.

  6. Purchase orders • We standardized: • NexusPayables(real estate solution provider) • Workflow • Process …but

  7. INVOICES By type 2008 2012

  8. …HAS to Be a Better Way • Rationalize – Process Improvement (2009) • Invoice Scanning • Invoice Consolidation • Preferred Vendor Program • Recurring Vouchers

  9. …HAS to Be a Better Way • Invoice Scanning • 235 File Drawers • Centralized Scanning • #1 Used Application • Complete Transparency

  10. …HAS to Be a Better Way • Invoice Consolidation - Examples • Otis = National Contract 350 • Janitronics = 1,700 to 600 • Temco Industrial = 1,800 to 430 • Preferred Vendor Program • Within Each Region • Recurring Vouchers • Leveraging JD Edwards to Recycle Vouchers during the Contract Period = 250 Reduce Invoice Count by 18% from 2009-2010

  11. …HAS to Be a Better Way • New Programs (2010-12) • Outsourcing Utility Invoice Processing-Payment • US Bank P-Card • US Bank C-Card • JD Edwards Integration

  12. …Outsourcing Utility Invoices • Electricity, Water & Sewer, Natural Gas, Steam & Fuel Oil • Invoice Processing • Invoice Audit • Future: Energy Reporting

  13. …P-Card & C-card • 207 P-Cards = 14,000 Transactions/$4.2 Million • 150 C-Cards = $2.4 Million • Online Coding, Receipts, Online Approvals • Rebates • Audit • JD Edwards Integration

  14. INVOICES By type 2008 2012 87,000 60,000

  15. OUR JOURNEY… 6+ Year Evolution of Procure-to-Pay Processes and Systems

  16. Payments 2008 2012

  17. …Ghost card & paymode • Bank of America ePayables (Ghost Card) • 2012 = $12.5 Annually = 4,000+ Payments • 340 Vendors • Rebate = $157,000 • Bank of America Paymode (ACH) • 2012 = $161.3 M = 7,000+ Payments • 1,000 Vendors • Cost = $.50 vs. $2.11/Check • Cost Effective/Efficiency for Both Parties

  18. Payments 2008 2012 45,500 42,000

  19. 2013 Re-baseline • 85% of Transactions are Only 10% of Spend

  20. 2013 ‘procure’ Objectives • Establish PO Threshold Minimum • Eliminate PO Requirements for Contracted Purchases • Receiving Optional for PO’s under a Dollar Threshold - TBD • Migrate Lower Dollar Transactions from PO to P-CARD • Push Spend to $10,000,000+ • Raise Single Transaction Limit • From $2,500 to $5,000

  21. 2013 ‘PAY’ Objectives • Reduce the Number of Checks!!! • Convert to ACH or Ghost Card(36% -> 50%) • US Bank P-Card • One Auto-Debit/Month ~ 1,200 Transactions • US Bank C-Card • One to Two ACH Payments/Month ~ 200 Cardholders

  22. …Lessons • Partnership • Challenge your Banking Relationships • Push the JD Edwards Solution • Measure then Re-Measure

  23. A PeopleSoft Modular Deep-Dive Event July 23-25, 2013 Rosemont, Illinois Mark Your Calendar! A JD Edwards EnterpriseOne Deep-Dive Event December 2-4, 2013 Denver, Colorado

  24. Online Series Offerings for 2013 Take advantage of these improved series offerings for 2013, featuring Oracle sessions, vendor sessions and some of the best customer sessions from the Quest community. Train from the comfort of your desk!

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