Kings College migrate to the new Student Expense platform

Having used the original Expense365 solution for over 10 years, Kings College were fully aware of the benefits the apps can bring to the claim handling process. Using MSL for student management, and Exchequer for finance, the team were facing EOL (end of life) notices from Advanced for Expense365, and needed help in planning a way forward.

Keen to retain the current expense handling process for students, KCL wanted to remain using MSL and Exchequer, but also look for additional areas that could be of benefit to the students and finance team. Initially focusing on a smooth migration for the first phase, KCL were also keen to find a system that would enable them to change finance system in the future - as Exchequer was also now in and end-of-life status.

The team at Konnekt365 were introduced by Advanced, and it became apparent that a migration project would be feasible. Having originally developed the Expense365 app for Advanced in the past (pre-acquisition in 2014), it was clear to KCL that the Konnekt365 team had produced the next iteration of the app that they were looking for.

Noting that the app covered existing functionality, as well as working with other finance systems, KCL quickly realised that it provided a solid foundation for the team. Initially, the focus was on a smooth transition for students. During the project, the team also planned some phase 2 goals, such as handling supplier orders and invoices from groups.

Phase 1: Entering claims

Linking with MSL, the Konnekt365 solution lets students register within the apps, where it picks up their registered groups. Students can then select a group and add claims. When completed, a submitted entry routes to the MSL group approvers, president or treasurer - before finally being created within Exchequer (complete with receipts, attachments and history).

Fully integrated with Exchequer

Providing a fully automated solution, staff resource and supplier accounts are now created on the fly - with no need for admin to create student users manually. Students also look after their chosen bank details in the app, with these automatically updated in Exchequer. For supplier entries (coming in phase 2), students have an option to select from an approved list, or opt to request a new one be setup in Exchequer.

Live income & expenditure reporting

As well as handling the expenditure, Student Expenses also allows live reporting of group Income and Expenditure. Allowing management to keep a close eye on club finances, the reports detail funds, orders and invoices, as well as draft expenditure awaiting approval. Live reporting is available on any device, at any time; including at point of approval.

How did the implementation go for KCLSU?

The migration planning began in Jun 24 and the new apps went live for students in Sep 24, ready for Freshers week. As well as working together on the training and configuration, Konnekt365 also controlled the KCL phasing out of the old app, ready for the new one.

Xiaolei Xu, Head of Finance at Kings College said

".. the switch from Expense365 to Student Expenses was a smooth process, with minimal disruption to the KCL students .."

For students and finance teams.

Available on iOS, Android, tablet and web - Any device. Any time access.

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