cricos #00212k travel improvement project senior management group wednesday 24 march 2010
TRANSCRIPT
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CRICOS #00212KCRICOS #00212K
Travel Improvement Project
Senior Management Group
Wednesday 24 March 2010
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CRICOS #00212K
Agenda
1. Objectives of the Travel Improvement Project
2. Total Travel Solution
3. UC Travel Solution (Phase 1 & 2 Solution)
4. Timeline for Phase 2
5. Travel Policy
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Objectives of the TI Project
1. Improved Duty of Care 2. Automation of travel
requests & approvals
3. Automation of credit card & expense acquittals
4. Updated travel & credit card policies
5. Removal of the majority of travel/ card/expense related paper forms (at least five forms will go in Phase 2)
6. New debit / cash card for infrequent travellers / non staff
7. Preferred supplier arrangements for hotels/ car hire etc
8. Enhanced travel mgt & expense mgt through consolidation of travel through one TMC – Voyager
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Total Travel Solution
Example of a fully integrated Travel Mgt System
HRMS
ERP / Finance System
UoM / DFAT / ISOS Travel Risk
Rating File
Expense Management System
Amadeus e-Travel Management
Flight Sector File(optional)
User P
rofiles (including approval hierarchy)
Chart of Accounts Data
Budget Commitment Data (optionlal)
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Elements of the University of Canberra Travel Mgt System after Phase 2 is completed
University of Canberra Travel Solution (Phase 1 & 2)
Alesco
(Data for iCMS & Trobexis - long term - approval heirachy
Alesco
(Data for iCMS & Trobexis - long term - approval heirachy
iCMS
Expense Mgt System
(Online acquittal of Credit Card & Reimbursement of Expenses - upload
to Finance One)
SOS
Travel RiskManagement & Support
Duty of Care
Serko Self booking tool
(domestic travel)
Voyager Consultant
(international travel)
Trobexis Travel Portal (on line travel
requisition & approval)
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Timeline – Phase 2
February
Promote Voyager -
preferred TMC & Serko (travel
self booking tool) through training etc
March
Finalise Tresting of iCMS, training
material & implementation
strategy. Consult on
travel policy.
April
Implement iCMS (expense
mgt), test Trobexis,
Implement new travel & card
policy.
Travel Expo
May
Pilot Trobexis, visit/ support / consolidate / iCMS users
June
Roll out Trobexis Travel Portal (online
travel request & approval)
July
Post Implementation Review
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Travel Policy
Issues
New Policy
Policy will be supported by:• System rules in Trobexis• System rules in iCMS• Replacement of multiple travel & FBT forms.• Training & Information Support Program for all Staff
Key Policy Differences
• All travel requisitions & approvals online• SOS (DFAT travel advisory) real time to help manage risk &
University of Canberra to meet their duty of care requirements• Travel expenditure through a range of card options (including cash/debit card) – new policy /procedures• Improved linkages to preferred supplier arrangements for air, car & accommodation.
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CRICOS #00212K