getting you there travel management project getting you there travel management project
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Getting You ThereTravel Management Project
Getting You ThereTravel Management Project
• Automating mostly paper-based processes across faculties and divisions– Demonstrate a greater duty of care– Consistency in policies– Improve efficiency– Better management reports– Measure internationalisation objective
Drivers for change
Getting You ThereTravel Management Project
• Faculty of BusEco pilot Sept 2009 • Faculty of Science live Nov 2009• Faculty of Law live Mar 2010• Admin portfolios Jan / Feb 2010• Office of Vice-Chancellor and President – Mar 2010• Remaining Faculties – April - May 2010
Travel request implementation overview
Getting You ThereTravel Management Project
1. Functionality of the new travel system2. Workflow of travel requests3. Reports4. Preparing for SAP Travel Management
Agenda
Getting You ThereTravel Management Project
Access to the Travel Management System is via ESS
Getting You ThereTravel Management Project
Travel has its own homepage in ESS
Getting You ThereTravel Management Project
Learning resources are easily accessible
Getting You ThereTravel Management Project
Domestic or international travel requests may be created for employees, HDR students or non-employees
Getting You ThereTravel Management Project
Web link to open DFAT Travel Advisories
Getting You ThereTravel Management Project
Travel diary is automatically created
Traveller only needs to enter:•Start and finish times•Institution•Selects activity from a list
Multiple activities on the one day are possible by clicking “New Entry”
Getting You ThereTravel Management Project
An Adobe PDF of the Travel Diary is generated
Getting You ThereTravel Management Project
Or an Adobe PDF of the itinerary
Getting You ThereTravel Management Project
An Adobe Insurance Confirmation Certificate is automatically generated
Getting You ThereTravel Management Project
Attachments may be added to the travel request
Getting You ThereTravel Management Project
Travel request is work-flowed for approval (1)
Low-to-normal risk travel Be alert to own security
Exercise caution
High degree of caution
1.
2.
3.
Getting You ThereTravel Management Project
Travel request is work-flowed for approval (2)
High-risk travel Advised not to travel4.
Do not travel5.
No travel advisory existsalso..
Getting You ThereTravel Management Project
Travel Diary Report (overview screen)
The Status column lets you know where the travel diary is at!
Getting You ThereTravel Management Project
Travel Diary Report (detail screen)
You can scroll through travel diaries in SAP, and mark them as being checked or sent back for change
Getting You ThereTravel Management Project
System sends Travel Diary Reminders
Getting You ThereTravel Management Project
Better system for locating travellers in the event of an emergency
Getting You ThereTravel Management Project
General Trip Data Report (overview screen)
The Workflow status column lets you know where the trip is at in the workflow!
Getting You ThereTravel Management Project
General Trip Data Report (detail screen)
Getting You ThereTravel Management Project
• Review existing system and design new process• Set up travel roles (underway)
– Travel administrators– Travel approvers– Travel escalate to (higher-level approval)
• Review learning resourceshttp://www.adm.monash.edu.au/procserv/travel/system/
request-index.html
Preparing for SAP Travel Management