Annual Conference & Tradeshow PowerPoint Presentation, PPT - DocSlides

Download briana-ranney | 2017-11-14 | General 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. ID: 605503

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Celebrating 26 years of service to the Collegiate Travel Marketplace


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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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