Annual Conference & Tradeshow PowerPoint Presentation, PPT - DocSlides

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Annual Conference & Tradeshow PowerPoint Presentation, PPT - DocSlides - Celebrating 26 years of service to the Collegiate Travel Marketplace. Gayle Stetler, Purdue University. JoE Jacobson, concur. Gaining Greater Visibility . Through Travel & Expense Automation. Annual Conference & Tradeshow.

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Annual Conference & Tradeshow PowerPoint Presentation, PPT - DocSlides

    Slide1

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Gayle Stetler, Purdue University

    JoE Jacobson, concur

    Gaining Greater Visibility

    Through Travel & Expense Automation

    Slide2

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Slide3

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    YOU

    How would you define your T&E

    automation?

    Fully automated

    Some automation

    Fully manual

    Other

    Slide4

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Slide5

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart

    decisions

    Slide6

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart decisions

    Slide7

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart decisions

    Vendor negotiations

    Fraud & misuse reduction

    Duty of care

    Policy compliance

    Budget/Grant accuracy

    Cash expense

    Slide8

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart decisions

    Expense exceptions

    Outstanding Expense Reports

    50% airport parking discount

    Advanced airfare purchase

    2-12% airfare discount

    300k+ card rebate

    Slide9

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart decisions

    What data is needed to get the “data to drive smart decisions”?

    What data do we need to evaluate an automated system?

    What data do we have today?

    What data do we want?

    What will we do with the data when we get it?

    Slide10

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Data to drive smart decisions

    With this influx of data, how do I avoid…

    Slide11

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Gayle Stetler

    Slide12

    Provide visibility into the $30 Million annual travel spend

    Automate compliance Increased Risk ManagementProvide spend management reports to department heads and business managers

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Data to Drive Decisions:

    The Business Case

    Slide13

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Data to Drive Decisions: Pre automation

    Slide14

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Pre-Automation:

    What Data was Collected?

    Pre-Automation: What Data was collected?

    Slide15

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Multiple copies of pre-trip authorization

    Asked Why!!

    Not everyone in approval process really “approves”

    Identification of notification vs. approval

    Low accuracy rate coming in for processing

    Identification of errors

    Long delay times in reimbursement process

    Where was delay? Why?

    Redundancy in processes

    Compared processes across groups

    Pre-Automation: What did we do with this info?

    Slide16

    Multiple copies of pre-trip authorization

    Asked Why!!

    Online system allowing visibility into Travel data

    Not everyone in approval process really “approves”

    Identification of notification vs. approval

    Eliminated paper forms – Created notifications to all areas formerly in “approval” process

    Low accuracy

    rate

    coming in for processing

    Identification of errors

    Built in policy compliance

    Long delay times in reimbursement process

    Where was delay? Why?

    Eliminated approvals, except fiscal

    Redundancy in processes

    Compared processes across groups

    Redefined Business Office tasks vs. Central Office tasks

    Pre-Automation: What was the outcome?

    Slide17

    What previous manual data will now be automated?Pretty much everything!!Before:In-State TravelOut-of-State TravelForeign TravelDomestic AirfareForeign Airfare

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Post-Automation: Access to Data!

    Slide18

    What previous manual data will now be automated?Pretty much everything!!Before:In-State TravelOut-of-State TravelForeign TravelDomestic AirfareForeign Airfare

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Post-Automation: Data to Drive decisions!

    After:

    Sourcing/Vendor

    negotiations

    Preferred

    vendor usage

    Policy compliance

    Traveler tracking

    Vendor compliance

    Spend

    breakdown by

    unit

    Benchmarking

    Reimbursement

    Days

    Slide19

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Goal

    Strategy

    Strategic Sourcing/Cost Containment

    Control

    Objective

    Optimization of process

    and system

    Policy development and management

    Benchmarking

    Forecasting

    Supplier management

    Supplier

    negotiations

    Analyze traveler behavior

    Utilization

    of preferred vendors

    Risk management

    Policy compliance

    Who

    Central

    Travel Office

    Individual business units

    Finance

    Procurement

    Central Travel Office

    Comptroller

    Procurement

    What Data

    Spend breakdown

    by unit

    # of days for reimbursement

    Report

    by expense type details

    “Lost savings” report

    Vendor compliance report – Booked vs. Actual

    Vendor usage report

    Traveler tracking

    “Lost savings” report

    Slide20

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Post-Automation: More data!

    Agency Reports:Top 10 Travelers (History)Hotel booking analysis by cityHotel booking analysis by vendorCar rental analysis by vendorClass of service reportCity pairsPassengers on a planeUpcoming travel plansAdvance purchases (hotel, car and air)Traveler by country

    Concur Reports:

    Advance air purchases booked average

    Air segments by class

    Booked by airline

    Booked by car rental company

    Booked by hotel

    Spend trend by expense type

    Total airline ancillary fees

    Workflow cycle times by manager/processor

    Cash advance analysis

    Expense type details

    Slide21

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    Have I avoided this?

    Agency Reports:Top 10 Travelers (History)Hotel booking analysis by cityHotel booking analysis by vendorCar rental analysis by vendorClass of service reportCity pairsPassengers on a planeUpcoming travel plansAdvance purchases (hotel, car and air)Traveler by country

    Concur Reports:Advance air purchases booked averageAir segments by classBooked by airlineBooked by car rental companyBooked by hotelSpend trend by expense typeTotal airline ancillary feesWorkflow cycle times by manager/processorCash advance analysisExpense type details

    Slide22

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    YOU

    How would you define your T&E

    mandate?

    Full mandate

    Soft mandate

    No mandate

    Other

    Slide23

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    LEAKAGE

    IS REAL

    regardless of mandate

    =

    5

    5%

    OUT OF POLICY

    Slide24

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    LEAKAGE

    AFFECTS EVERYONE

    >

    Institutions

    lose data visibility & control.

    >

    Faculty & staff travelers lose service & support.

    >

    TMCs

    lose the chance to serve and support customers.

    Slide25

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

    About

    Budget & Grant

    Visibility

    >

    Developing

    a solution get and display budget/grant data real-time

    > Monitor spend before it happens

    > Better approval decision making

    > Visibility for approvers and budget/grant owners

    Target date:

    April 2012

    Slide26

    Annual Conference & Tradeshow

    Celebrating 26 years of service to the Collegiate Travel Marketplace

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