EDF Groupe wishes to acquire for its agents a SAAS software solution for managing expenses and associated services (archiving) to replace the current one.

This solution will create, modify and validate expense reports (real or package), manage requests and resumptions in advance, and manage kilometre allowances.

The total amount of the contract is estimated at 8 M€ before trading over the total duration of the market (8 years including options)

The EDF Group HR Director wishes to analyze the IT applications available in the field of expense management.

The service must allow the current application to be stopped, and offer the possibility to:

— create, modify and validate expense reports (real or flat rate),

— manage requests and resumptions in advance,

— manage mileage allowances,

— manage mission orders (business trips that require the use of the personal vehicle) and claims declarations — optional batch,

— manage archiving according to ISO NF461 — optional batch.

The processes will be completely dematerialized, with a function of scanning the receipts (the generating fact and the proof of expenditure), as well as a centralized storage probative over 3 years plus the current year (approved by the URSSAF and the tax administration).

The main challenges of the expense management project are:

— to have a functional, easy to use, cheap and modern IS,

— to offer an innovative and facilitating user experience using input on several media (by computer, tablet, smartphone...),

— to set up a service that makes it possible to comply with regulations and facilitate any audit (external audit or internal audit),

— to enable VAT to be recovered on actual expenditure.

The publisher will also be able to provide some integration elements if necessary, maintenance, expertise and service training.

The majority of the integration into the company's IS will be done by internal services.