1. Getting You There Travel Management Project Getting you there Travel Management Project

2. Getting You There Travel 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

3. Getting You There Travel 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

4. Getting You There Travel Management Project 1.Functionality of the new travel system 2.Workflow of travel requests 3.Reports 4.Preparing for SAP Travel Management Agenda

5. Getting You There Travel Management Project Access to the Travel Management System is via ESS

6. Getting You There Travel Management Project Travel has its own homepage in ESS

7. Getting You There Travel Management Project Learning resources are easily accessible

8. Getting You There Travel Management Project Domestic or international travel requests may be created for employees, HDR students or non-employees

9. Getting You There Travel Management Project Web link to open DFAT Travel Advisories

10. Getting You There Travel 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”

11. Getting You There Travel Management Project An Adobe PDF of the Travel Diary is generated

12. Getting You There Travel Management Project Or an Adobe PDF of the itinerary

13. Getting You There Travel Management Project An Adobe Insurance Confirmation Certificate is automatically generated

14. Getting You There Travel Management Project Attachments may be added to the travel request

15. Getting You There Travel Management Project Traveller enters travel request Travel checker/s Approver/s Escalate Approver (optional) 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.

16. Getting You There Travel Management Project Travel checker/sApprover/s Escalate Approver (optional) Travel request is work-flowed for approval (2) Traveller enters travel request Supervisor Security Manager DVC International High-risk travel Advised not to travel 4. Do not travel 5. No travel advisory exists also..

17. Getting You There Travel Management Project Travel Diary Report (overview screen) The Status column lets you know where the travel diary is at!

18. Getting You There Travel 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

19. Getting You There Travel Management Project System sends Travel Diary Reminders

20. Getting You There Travel Management Project Better system for locating travellers in the event of an emergency

21. Getting You There Travel Management Project General Trip Data Report (overview screen) The Workflow status column lets you know where the trip is at in the workflow!

22. Getting You There Travel Management Project General Trip Data Report (detail screen)

23. Getting You There Travel 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 resources http://www.adm.monash.edu.au/procserv/travel/system/request-index.html Preparing for SAP Travel Management