1. Getting You There Travel Management Project 1 22/06/10 SAP Travel Management Check and Approve Trips in ESS Workflows Inbox

2. Getting You There Travel Management Project 2 22/06/10 This resource sets out the concepts for checking and approving trips Prerequisite learning: Create Travel Request course About this resource Look out for hints and tips, wherever you see this symbol Key Look out for important information, marked with an

3. Getting You There Travel Management Project 3 22/06/10 Employees of Monash. Higher Degree by Research (HDR) travelling for Monash purposes, such as postgraduates who have been awarded a travel grant. Monash Adjuncts Others travelling for Monash business purposes, such as contractors, consultants, honoraries. Who can complete the Travel Request process? All users must have a staff ID (personnel number)

4. Getting You There Travel Management Project 4 22/06/10 The process may be used for both domestic and international travel. International travel requests should be lodged at least four-six weeks prior to travel, to allow time for any medical advice and/or vaccinations. There is no prior time requirement for domestic travel. When is the Travel Request process completed?

5. Getting You There Travel Management Project 5 22/06/10 What are the main travel roles? RoleDescription TravellerRaises the domestic or international travel request. Travel checkerChecks the travel request for accuracy and completeness. May enter a travel request on behalf of others. Travel approverApproves the travel request and related expenditure. Has the option to escalate the travel request for higher-level approval. Higher-level approverApproves only those travel requests that have been escalated to them. SupervisorSupports, or otherwise, high-risk travel to countries with a DFAT travel advisory or Security ManagerMakes a recommendation regarding high-risk travel to the DVC International. DVC (Global Engagement)Approves all high-risk travel. Do not travel Advised not to travel Travel roles are terms assigned to the various groups of users in the travel system workflow

6. Getting You There Travel Management Project 6 22/06/10 Be alert to own security Exercise caution High degree of caution All domestic travel International travel with travel advisories: Advised not to travel Do not travel What is the process-flow? There are two process flows, depending on whether travel is deemed as: 1. Low-to-normal risk 2. High risk No travel advisory exists

7. Getting You There Travel Management Project 7 22/06/10 Process-flow for low-to-normal risk travel The vast majority of University travel will flow from the traveller, to a travel checker and then to a travel approver. If a cost centre does not have a travel checker, the system will workflow the travel request to all travel approvers within the cost centre. If a cost centre has a travel checker, the checker can select the travel approver from a list of approvers for that cost centre. The travel approver determines whether to pass the travel request ‘up the line’ for higher-level approval. Traveller saves and sends travel request in ESS Travel checker (administrator) checks travel request (optional) Travel approver approves travel request Higher-level approver approves travel request (optional)

8. Getting You There Travel Management Project 8 22/06/10 Process-flow for high-risk travel High-risk travel has far more stringent requirements, therefore must be supported by: the traveller’s Supervisor the University’s Security Manager, and the Deputy Vice Chancellor (Global Engagement) Once high-risk travel has been processed by these agents, it then workflows in accordance with the low-to-normal risk process path. Traveller saves and sends travel request in ESS Traveller’s Supervisor (Head of Org. Unit) Security Mgr (only if supervisor supports travel) DVC International Process flow for low-to- normal risk

9. Getting You There Travel Management Project 9 22/06/10 Process-flow for high-risk travel (2) The Supervisor must attach a proforma, signed Security/Safety Plan to the travel request. http://www.adm.monash.edu.au/procserv/travel/system/security-safety-plan.pdf The Dean or Divisional Director must sign the Security/Safety Plan. The Dean or Divisional Director also receives an email notification advising them that a high-risk travel request is coming through the system.

10. Getting You There Travel Management Project 10 22/06/10 How does the system determine the roles? Each Faculty/Division has a custom transaction where they can nominate who their travel checkers, travel approvers, and higher-level approvers are per cost centre. The custom transaction also allows the cost centre to nominate who will process high-risk requests within the cost centre. This is typically the Head of the Unit. The system determines other roles such as the Security Manager & the DVC (Global Engagement).

11. Getting You There Travel Management Project 11 22/06/10 Log into ESS Click Getting started Q

12. Getting You There Travel Management Project 12 22/06/10 1.Trips to be checked, supported or approved will appear in the Workflows inbox. 2.The arrows in the column heading rows allow you to sort your inbox in ascending or descending order. The Workflow Inbox Summary (1) There may be several pages of workflows in your inbox. To sort the most recent workflows to the top of your list, click the up arrow in the Sent column.

13. Getting You There Travel Management Project 13 22/06/10 3.The Show Filters link allows you to display a subset of trips, for e.g. display all trips in the last 7 days. 4.To Hide the filter, click 5.Click to show trips that have just been created, or to remove trips from your Workflows inbox that have been processed. The Workflow Inbox Summary (2)

14. Getting You There Travel Management Project 14 22/06/10 6.To launch any workflow item, double-click it. The Workflow Inbox Summary (3) If you accidentally click on a workflow item that is to be processed by someone else, please remember to close the item and refresh your workflows inbox. This will release the item for processing by another agent.

15. Getting You There Travel Management Project 15 22/06/10 Example of an Individual Travel Workflow

16. Getting You There Travel Management Project 16 22/06/10 Whether you are a travel checker, approver, supervisor, security manager or DVC (GE), the travel workflow screen (as shown on the previous slide) is essentially the same. That is, all agents can display the trip, display attachments, add attachments, request a change or reject the travel request. The button that is unique is the one that moves the workflow forward to the next agent in the workflow process. This forward button’s name is tailored to the workflow agent’s function. The Individual Travel Workflow Screen The next slide demonstrates this

17. Getting You There Travel Management Project 17 22/06/10 To accept the travel request and move it forward, the relevant agent clicks: Supervisor DVC (GE) Security Manager or Travel Checker Sending the workflow forward (1) High-risk travel is approved by the DVC (GE). The supervisor indicates whether they support the travel while the Security Manager makes a recommendation about the risk. Support Approved RecommendDo not recommend Checked

18. Getting You There Travel Management Project 18 22/06/10 Travel checkers must select the next agent (the travel approver) from a drop-down list of approvers before the travel request moves forward. For high-risk travel requests, the Supervisor, Security Manager and Deputy Vice Chancellor (Global Engagement) do not need to select the next agent, as the system automatically determines the workflow. Sending the workflow forward (2)

19. Getting You There Travel Management Project 19 22/06/10 After the agent accepts the travel request by clicking their relevant button, the traveller receives an email notification. If a Note for traveller is entered in the workflow, the traveller receives the note in their email. Sending the workflow forward (3)

20. Getting You There Travel Management Project 20 22/06/10 The last agent in the workflow process may approve the travel request. Once a travel request has been approved, only the travel diary, accommodation and contacts may be changed. The last agent may enter a note for the traveller in the workflow. This note will be emailed to the traveller in the confirmation of approval email. Approving the travel request (1) The next slide demonstrates this

21. Getting You There Travel Management Project 21 22/06/10 When the travel request is approved by the last agent in the process, the traveller receives the following email notification: Approving the travel request (2) Message entered by Travel Approver in the workflow

22. Getting You There Travel Management Project 22 22/06/10 If the travel request requires change, then clicking the button will send it back to the traveller. For low-normal risk travel, the change function sends the workflow back to the traveller and the workflow begins again. This means that all prior agents must reprocess the workflow. For high-risk travel that has been approved by the DVC (GE), the change function sends the workflow back to the traveller, however, the high-risk process will not be repeated if there is no change to the DFAT Travel Advisory. On the other hand, if a low-normal risk travel request DFAT level is changed to high-risk, the request will commence the high-risk process. Sending the workflow back to the traveller (1) Change

23. Getting You There Travel Management Project 23 22/06/10 If the button is selected, a brief note to the traveller is mandatory. The note should explain what changes to the travel request are required. This note is emailed back to the traveller, for example: Sending the workflow back to the traveller (2) Change

24. Getting You There Travel Management Project 24 22/06/10 When a travel request is rejected no further processing of the travel request is permitted. If you a travel request, a note to the traveller is mandatory. This note is emailed back to the traveller, for example: Rejecting the Travel Request Reject

25. Getting You There Travel Management Project 25 22/06/10 A travel approver may escalate a travel request for higher-level approval. To escalate a travel request: 1.Enter a note for the Escalate to 2.Select the relevant escalate person 3.Click Escalating the Travel Request Escalate

26. Getting You There Travel Management Project 26 22/06/10 Add Attachment 1.In the Display trip and attachment list, click 2.Click Browse to locate the file from your PC and then click 3.Click when you are finished. The system currently does not accept Microsoft 2007 files. If you are uploading a Word, PPT or Excel document, please first Save your file as a 2003 document. Upload Attachment Add Attachment Back

27. Getting You There Travel Management Project 27 22/06/10 Display Attachment 1.In the Display trip and attachment list, click 2.Double-click the relevant attachment to launch it. 3.Close the window in the launch attachment screen. 4.Click when you are finished. The system currently does not accept Microsoft 2007 files. If you are displaying a Word, PPT or Excel document, please first Save your file as a 2003 document. Display Attachment Back

28. Getting You There Travel Management Project 28 22/06/10 Display Trip Request 1.In the Display trip and attachment list, click 2.Review the trip details. 3.Click when you are finished. Back Display Trip Request

29. Getting You There Travel Management Project 29 22/06/10 Checking progress of the travel request (1) The traveller can check the progress of their travel request via My trips in the ESS Travel and Expenses page. The Workflow Status column shows the result of the last agent in the workflow process.

30. Getting You There Travel Management Project 30 22/06/10 Checking progress of the travel request (2) Common workflow status indicatorsWhat the status indicator means Created - saved and sentTravel request is waiting for processing by the travel checker or supervisor. Created – saved onlyTravel request has not been workflowed. Travel admin - checkedTravel request checked by travel checker and travel request has been sent to the travel approver. Travel admin – sent back to travellerTravel checker has requested changes. Traveller must make changes to proceed. Travel admin - rejectedTravel checker rejected travel request. No further processing of travel request possible. Approver – sent back to travellerApprover has requested changes. Traveller must make changes to proceed. After change, workflow is sent to travel checker. Approver - rejectedApprover has rejected travel request. No further processing of travel request possible. Approver - approvedApprover has approved travel request. Approver - escalatedApprover has escalated travel request for higher-level approval. Escalated – sent back to travellerThe higher-level approver has requested changes. Traveller must make changes to proceed. After change, workflow is sent to travel checker. Escalated - approvedHigher-level approver has approved travel request.

31. Getting You There Travel Management Project 31 22/06/10 Finishing up When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.

32. Getting You There Travel Management Project 32 22/06/10 Related information Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html http://www.adm.monash.edu.au/procserv/travel/project/index.html Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel http://www.adm.monash.edu.au/procserv/travel

33. Getting You There Travel Management Project 33 22/06/10 Help Need further help? SAP Help Desk Email: sapservice@its.monash.edu.ausapservice@its.monash.edu.au Phone:990 51777 (press 2 for SAP)