pepp - internationalsos.com · elise tak telefoon: +31 78 642 0420 e-mail: [email protected] . pg. 4 2....
TRANSCRIPT
f
Man
ual
Sec
uri
ty
Ab
road
Pro
gram
Travellers
PEPP
2018 VERSIE 1
pg. 2
Table of contents
1. Introduction .................................................................................................................................... 3
2. Travel & the PEPP Travel Security Abroad Program ...................................................................... 4
2.1 E-learning Course .......................................................................................................................... 5
2.2 Travelprofile .................................................................................................................................. 6
3. Travel preparations ........................................................................................................................ 6
3.1 Risk destination qualifications onshore, offshore and sea voyages .............................................. 6
3.2 The Pre Travel Advisory ................................................................................................................. 7
3.3 If necessary generate your own PTA ............................................................................................. 8
3.4 PEPP Travel Security Abroad Program process systematical model ............................................. 9
3.5 PEPP Travel Security Abroad Program process description ........................................................ 10
4. While at your destination ............................................................................................................. 13
4.1 Assistance abroad ........................................................................................................................ 13
4.2 ISOS Assistance Application ......................................................................................................... 13
4.3 Subscribe for ISOS E-mail Alerts .................................................................................................. 14
4.4 Tracking ....................................................................................................................................... 14
4.5 Travel Tracker .............................................................................................................................. 14
4.6 Keeping track of your situation with the international SOS application ..................................... 15
5. After your trip ............................................................................................................................... 15
6. PEPP First Response Team ............................................................................................................ 15
7. Contacts......................................................................................................................................... 16
pg. 3
1. Introduction
Many employees within Pon Equipment and Pon Power group (PEPP) have to travel abroad. This includes travelling to destinations where different circumstances occur. To ensure a certain level of security for all business trips, International SOS (iSOS), an international company who offers services focused on travel, security & health, is contracted as a partner. The card you have received is the proof of a ‘Corporate Comprehensive Membership’ for PEPP in corporation with iSOS. This program will support the travellers as well as the organization throughout all phases of a trip; during the preparations, while being abroad and when needed upon return. You are able to contact iSOS PEPP Assistance Centre (also called iSOS), 24/7 for any information or assistance. The implemented processes and systems are aimed to make your stay abroad as safe as possible. As an international traveller, you are obligated to complete an E-learning Course to be prepared for
the do’s and don’ts while travelling abroad. This course includes the adjusted ‘Travel Security
Abroad’ policy of PEPP. Completing this E-learning Course is mandatory for all international
travellers.
In this manual you are able to find all information needed concerning the process and system which
is to be implemented within PEPP. This way, the membership of iSOS can be used in the optimal way.
The Personal Travel Profile and mandatory E-learning course are discussed in chapter 2. Chapter 3 will explain which preparations to make and measures to take before the trip to minimize risks which are dependent of your destination. Chapter 4 shows what International SOS can do for you during your stay abroad and how you can use their services. Chapter 5 describes what to do after the trip and chapter 6 will explain more about PEPP first response team.
The Corporate Comprehensive Membership PEPP is 30BYCA000017. This number can also be found
on the membership cards. You have to take the iSOS membership card (see below) with you when
you are travelling abroad. This membership card includes the phone number of iSOS PEPP Assistance
Center (see chapter 2 for further explanation) and the login code for PEPP iSOS Security Abroad
Portal.
In case of any questions, please contact the PEPP Travel Security Coordinator:
Elise Tak
Telefoon: +31 78 642 0420
E-mail: [email protected]
pg. 4
2. Travel & the PEPP Travel Security Abroad Program
The PEPP Travel Security Program started in 2012 and its purpose is to mitigate risks for trips
abroad for all travelers of the PEPP group.
To welcome you as a member to the Security Abroad Program, you will receive an international SOS
(iSOS) membership card. You can contact the iSOS Assistance Centre 24/7 for advice by our
dedicated phone line (English) or by email.
ISOS will assist the traveller with all aspects of the trip. For example:
- Assist in the field of requesting a new passport after loss, until evacuation.
- Assist in the field at calamities by contacting for example the First Response team of PEPP.
- 24/7 available for all kinds of medical and security advise in the field of travel for the PEPP
members
PEPP iSOS
Portal
www.internationalsos.com
iSOS Application
Telephone number
00 44 20 8762 8008
London (PEPP Head Assistance Centre)
Membership #
30BYCA000017
pg. 5
2.1 E-learning Course A mandatory step in line of the Security Travel Program is to complete the E-Learning course at the
International SOS training hub website. In this course, the policy of PEPP concerning business travel
will be explained. We advise you to carefully read all information given. In case of any questions,
please contact the Travel Security Coordinator (TSC). A report is sent to TSC in which is stated
whether you have completed the E-Learning course. We kindly request you to complete the course
no later than four weeks after you have received the manual.
To start the E-Learning course, an account has to be made. Below an overview of the steps is given.
Website: https://traininghub.internationalsos.com/pon-cat/
Register here
pg. 6
2.2 Travelprofile Part of the trip preparations concerns leaving with the correct documents. The TSC or specific
department of your Operating Company (OpCo) will store data like passport details, vaccination
certificates, visa details etcetera for trip preparations.
Not only required documents should be in place before departure, but it is also necessary that all
your personal details are double checked in the reservation system. Five characteristics are very
important for the PEPP Travel Security Abroad Program. You are more easily reached when these five
characteristics are available in the reservation system. This information can be of great value in order
to inform you correctly during country updates or calamities.
3. Travel preparations
When travelling abroad you, your immediate superior or TSC will arrange your ticket depending on
the destination. Outside the EU will be handled/ assisted by the TSC and these trips for outside the
EU are the main focus of the PEPP Travel Security Abroad program. All tickets not booked by ATP
Corporate Travel, Anthony Veder or Broerevliegpassages, should be sent by the immediate
superior to the TSC ([email protected]). The TSC will put these tickets manually into the PEPP Travel
Security Abroad security system. Each trip can then be found back in this system which will come
at handy for example during calamities/incidents at a destination. Trips that will happen in the EU
will usually booked directly. Trips outside the EU however, need to be double checked for safety
measures and vaccination requirements by the TSC. More will be explained further this chapter.
3.1 Risk destination qualifications onshore, offshore and sea voyages
To judge the security and medical environment by the TSC or your immediate superior, iSOS is
advised. ISOS has created two world maps on which risks are shown. One for onshore and one for
offshore destinations that will show areas with an increased risk destinations of for example piracy,
political or other insecurities. These risk qualifications both onshore and offshore can vary from
insignificant till extreme. These two maps can be found online and are updated with the latest
information constantly each day.
First Name
Surname
First name according to passport
Surname according to passport
Business (& Personal)
Business (& Personal)
The employer of the traveller
Telephone Number
E-mail address
Operating Company
pg. 7
Your immediate superior or the TSC has to take the correct measures for your planned destination.
By dialling the PEPP iSOS assistance centre, iSOS can give a small briefing about the risk destination.
Destination information is also available at the iSOS Portal. Your immediate superior/TSC will adopt
the advice given by iSOS with their provided accompanying measures for its situation.
For various reasons it may occur that a situation will change just before departure or at some
times while you are already at the destination. You will be updated by email or by telephone
about the measures that need to be taken.
3.2 The Pre Travel Advisory
Before leaving your home country to a destination situated outside Europe, you need to be fully
aware of all the destination security and medical developments. This information can be send to
you by iSOS. The PEPP iSOS assistance centre/ TSC will send you a Pre Travel Advisory (PTA) after
the ticket is booked. This PTA gives you all the relevant information about a destination.
Once the PTA is received the following link can be found;
“As per company policy, please click here to confirm you have read and understood the content of
this advisory and to complete the TravelReady form” .
By clicking this link you can confirm that you have read and understood the content, and after
clicking this link, you are redirected to the TravelReady Form. This TravelReady form is a final
checklist to complete before departure.
The TSC is able to see your answers and therefor can see if all necessary measures are taken.
If for any reason you did not receive a PTA, you will be asked to dial PEPP iSOS assistance centre for
a briefing. During this briefing, you will receive a unique case number of which you need to write
down. Your superior will be informed about the contact moment with iSOS by the TSC. Another
option would be to generate your own PTA by visiting our iSOS portal. On the next page you can
read how you can generate your own PTA.
Make your own PTA at the PEPP Portal and notify the TSC
Dial International SOS
24/7 available – for free 00 44 20 8762 8008
The unique case number will be created and send to the TSC.
No PTA
received?
OR
pg. 8
3.3 If necessary generate your own PTA You can also create your own PTA if you have not received a PTA automatically. The TSC needs to be
updated about this by email.
Go to www.internationalsos.com
Choose your destination (country/city) and click
print/email report.
Choose the items and click Create Report.
Send your PTA to your email from [email protected].
pg. 9
3.4 PEPP Travel Security Abroad Program process systematical model
PEPP Travel Security Abroad Program
pg. 10
3.5 PEPP Travel Security Abroad Program process description
Travel request handed over to the manager or TSC.
When the trip takes places outside of Europe, the TSC will
be involved with these preparations. These steps are
depending on the risk level of your destination and visa
requirements.
ISOS classifies destinations in 5 risk levels concerning security
and medical: Insignificant - Low – Medium – High – Extreme.
A new ISOS case will be created by the TSC. When contacting
iSOS you can use this case number. The advice given by the TSC
concerning destination measures will be further carried out by
the manager
A medical kit will be given along in case you are going to a
medical high risk destination. Vaccinations will be negotiable
with your own doctor if necessary.
Tracking will be set in place for high risk destinations. This is
coming down to you being tracked actively (daily calls with iSOS)
or passive (via Global Positioning System).
Your flight ticket will be handed over to you when all
necessary documents are complete.
You are obliged to complete the Pre Travel Advisory
before departure.
The Pre-Departure List will be given along to the traveller. This
list describes all organisational aspects such as accommodation
information and contact details of the inviting customer.
1
.
2
..
3
.
4
.
5
.
7
.
8
.
6
.
9
.
PEPP Travel Security Abroad Program
pg. 11
Contact details customer
Meet & Greet details
Worklocation details
Accommodation details
Local transport details
Agent details
Safety protocol details
Extra information regarding
travel/job
Medical kit
For destinations qualified
as high risk destinations,
you are obliged to bring
along a medical kit.
Active/Passive
tracking
Active tracking: Daily calls
at agreed times with iSOS.
Passive tracking: GPS-
Tracking via the Vismo
app.
Both options negotiable
with TSC & Manager
Pre-Departure
list
A pre-departure list shows
important destination and
contact details of your
specific trip.
HIGH RISK
PEPP Travel Security Abroad Program
In case of lacking a medical kit, the TSC can provide you
with one.
Afterwards please return to TSC.
pg. 12
You as a traveller
You need to be aware of all
the risks of your planned
destination(s).
Your immediate
superior
For all trips outside Europe
the TSC should be informed
first.
The Travel Security
Coordinator (TSC)
If applicable, the TSC
should provide the traveller
with all required
documents.
TRAVELLEING TO DESTINATONS OUTSIDE OF EUROPE
PEPP Travel Security Abroad Program
Making sure PTA has been sent to traveller
Arranging tracking (only high risk destinations)
Visa
Vaccination(s)
Arranging flight tickets / inform Travel Tracker
Pre-departure list (only high risk destinations)
Medical kit (only high risk destinations)
travel risks checked via:
- PEPP Portal
- Dedicated telephone line
- TSC
Pre-departure list fully filled out and send to the
traveller (only high risk destinations)
If necessary arrange simcards at location (only high risk
destinations)
Medical kit
Forwarding flight ticket & Pre-Departure list to the TSC
PTA completed
Only tracking during high risk destinations (active /
passive)
Medical kit (only high risk destinations)
Travel documents + Pre-Departure list (if neces.)
Visa
Vaccination(s)
iSOS application installed + iSOS card + Assistance
center number saved in your telephone
Daily check ins via iSOS application
pg. 13
4. While at your destination
Not only in the preparatory phase you are able to use the services of iSOS, also during your trip
iSOS in combination with the PEPP Assistance Centre, is available in case of any questions or
emergencies. This chapter will describe what iSOS can do for you while travelling abroad and how
you can use their services.
4.1 Assistance abroad
ISOS is able to assist you in many different situations when
being abroad. Below some examples are given:
- Issues with legal papers (a lost passport/wallet, extending visa)
- When you need translators
- References to a general practitioner/doctor
- Prescription for (forgotten) medication
- Emergency evacuation
It is important to understand that you can always call the iSOS PEPP Assistance Centre (phone line is free of charge). The service is 24/7 available when you dial 00 44 20 8762 8008 for English speaking security and medical specialists.
4.2 ISOS Assistance Application For all PEPP travellers the iSOS Assistance Application is available. This informative app, will bring you
in direct contact with specialists, doctors and nurses, security-, operational logistic and airline
experts. In case of emergencies or routine advice, the international SOS a group of dedicated, caring
professionals are only one click away. You can download this application via the AppStore.
One click away for direct advice of the PEPP Assistance Centre.
Mobile friendly medical and security information before and during your
trip.
The last medical trip and security information alerts will be sent (option)
before and during your stay.
Available 24/7 with only one click away.
pg. 14
4.3 Subscribe for ISOS E-mail Alerts You are kept up to date 24/7 by e-mail of all security and medically developments of any area in the
world. The ISOS Portal shows this option. See below to start this procedure by clicking Email Alerts.
4.4 Tracking During a visit to a high risk destination, tracking is a way to keep in touch with the traveller. Tracking
will be mandatory depending on the situation of the trip and two types of tracking can be arranged.
4.5 Travel Tracker
This system is of importance for you as a traveller as well as for your immediate supervisor and TSC.
Every trip that is booked by an employee of PEPP, should be registered in this system. It offers your
immediate superior and TSC the possibility to see were his employees are 24/7. Furthermore, when
being abroad and registered, you are updated via iSOS when the destination risk level has changed
(via e-mail or phone) and when needed you are advised to take certain actions or adjust your
behaviour (example; avoid certain areas). The TSC and superior will also be informed about the
changed situation at the destination by Travel Tracker.
Go to the Portal:
www.internationalsos.com
Fill in your membership #:
30BYCA000017
Active tracking You should keep (daily) contact
with the PEPP Assistance Centre at agreed times of the
day.
Passive tracking
By means of phone (GPS), you will be automatically checked in, in the PEPP Security System.
Tracking
pg. 15
4.6 Keeping track of your situation with the international SOS application It is possible via the international SOS application, to let Travel Tracker know about your latest
location by means of the Check in option. Travel Tracker shows the last checked in location which can
be viewed by the TSC.
5. After your trip
Possible comments and/ or remarks regarding your destination, hotel or service can be dealt with the
TSC.
6. PEPP First Response Team
When an employee of PEPP is in distress and the iSOS PEPP Assistance
Centre is called in, iSOS will contact the First Response Team of PEPP. This
team can be reached 24/7 and takes any action such as informing the
necessary people (for example local management of the local OpCo).
It is of utmost importance that you immediately contact the PEPP
Assistance Centre when you are in need of any assistance. They are able to
take immediate action and offer you the help needed. The PEPP
Assistance Centre gets in touch with the First Response team who on their
turn settles the internal communication.
pg. 16
7. Contacts
Notes
Travel Security Coördinator
Elise Tak
+31 786 420 420
International SOS
24/7 available
+44 208 762 8008
Telephone