SAP Concur continuity insight
Your SAP Concur admin just gave notice. Here's your 30-day plan.
In most companies, one person really knows how SAP Concur works. They know why an approval rule exists, which cost centers need special handling, and what to check when the card feed doesn't match the ERP. When that person gives notice, the next 30 days decide how much of that knowledge stays.
Why the first 30 days matter
Nothing breaks on day one. That's what makes it risky.
When a Concur administrator leaves, you usually have two to four weeks before their knowledge walks out the door. The system keeps running, so the loss is easy to underestimate.
Instead, requests slow down. SAP Concur releases go unreviewed. Small configuration problems build quietly until finance notices the numbers don't line up or users start working around the system.
A short, structured transition plan protects the program while you decide how the work will be covered long term.
The 30-day plan
Four weeks to protect your Concur program.
Start in week one, while your administrator is still engaged. Each week builds on the last.
Week 1
Capture what they know
Schedule short, focused knowledge-transfer sessions instead of one long handoff meeting.
- Configuration decisions. Walk through approval workflows, audit rules and expense policies. Record why each one exists, not just what it does.
- Integrations. Document how data moves to and from your ERP, HR system and card provider, and who to contact when something fails.
- Exceptions. List the special employee groups, cost centers and one-off workarounds that live only in memory.
- Recurring tasks. Note what happens daily, monthly and at each SAP Concur release.
Week 2
Secure access and ownership
Make sure administration doesn't depend on one login.
- Confirm at least two people have the admin roles they need.
- Update the contacts SAP Concur, your card provider and your travel management company have on file.
- Decide who approves configuration changes from now on, and write it down.
Week 3
Review open work and the next release
Look at what's in flight before it becomes urgent.
- Gather open user requests, configuration changes and known issues in one list.
- Check when the next SAP Concur release lands and which features affect your setup.
- Pull the reports leadership relies on and confirm someone else can run and explain them.
Week 4
Decide how the work gets covered
By now you'll have a clear picture of what the role really involves. Use it to choose a long-term model, below.
- Estimate the monthly hours the work actually takes.
- Identify which tasks need senior Concur expertise and which are routine.
- Choose a coverage model and set a start date.
Tip: Record the knowledge-transfer sessions if you can. A rough recording is better than a perfect document that never gets finished.
Choosing a coverage model
Three ways to cover the work going forward.
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01
Hire a replacement
The right choice when the workload is truly full time. Plan for a gap of several months while you recruit and train someone new.
Best for full-time workloads
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02
Spread it across the team
Works for light workloads. The risk is that Concur becomes someone's side job, and requests start waiting weeks.
Best for light workloads
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03
Bring in managed services
An experienced partner covers administration, reporting and release readiness, and documents as they go so the knowledge stays with you.
Best for senior expertise without a full-time hire
Whichever you choose, keep the documentation from weeks one to three current. It's what protects your program the next time someone moves on.
Need help getting through the transition?
Keep your Concur program moving while you decide what's next.
DJC supports SAP Concur programs through exactly this kind of change, from a two-week Concur Health Check to ongoing managed services. Book 20 minutes and we'll help you work out the right next step, whether or not you work with us.
Prefer email? info@duwanajconsulting.com