TraintheTrainer Training Sessions March 27 2013 and April 4 2013 Travel Services Implementation Team IDOA Minnie Hoskins State Travel Director Gina Kerr Contract ManagerImplementation Manager ID: 759791
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Slide1
State Travel Services
Indiana Department of Administration
Train-the-Trainer Training Sessions:
March 27, 2013 and April 4, 2013
Slide2Travel Services Implementation Team
IDOA:
Minnie Hoskins – State Travel Director
Gina Kerr – Contract Manager/Implementation Manager
Shelley Whiteside – Travel Services back-up
GMIS:
Todd Carr – PeopleSoft Support
Travel Leaders:
Kellie Coleman – Relationship Manager
Slide3Training Agenda
Training Purpose & Session Focus
Roles & Responsibilities
New Travel Program Overview
Travel Services Workflow
In State Travel Reminders
Important State Travel Service Protocols
PeopleSoft Process Overview
Travel Leaders Trip Manager Tool
Training Resource Tools
Training Next Steps
Questions
Brief Training Survey
Slide4Training Purpose and Session Focus
Slide5Training Purpose
The
purpose of this Train-the-Trainer training
is to ensure that all Agency Travel Coordinators and Planners obtain the applicable policies and procedures to implement within their agencies and to provide resource tools to help further educate their travelers.
Slide6Training Focus
Slide7Travel Management Roles and Responsibilities
Slide8Travel Management Roles and Responsibilities
Role: Key Person:
Policy, Review, Approvals: Minnie Hoskins
Contract/
Implem
. Management: Gina Kerr
Contractor Software Training: Kellie Coleman
PeopleSoft Support: Todd Carr
Agency Travel Requests & Approvals: Travel Coordinator
Assist Travel Coordinator: Travel Planner
Slide9Travel Management Roles and Responsibilities
Agency Travel Coordinator
is the key travel manager of the agency who reviews requests and approves travel for the agency. The Coordinator is the key liaison with the State Travel Office on State approvals. There is one Agency Travel Coordinator per agency.
Agency Travel Planner(s)
provides support to the Agency Travel Coordinator for travel related actions within the agency. Depending upon the agency structure, this role may have 0 to multiple people.
Frequent Traveler
is a State employee, unless otherwise advised by the State Travel Office, that travels four or more times throughout the year for State business travel.
One-time Traveler
is a State employee, unless otherwise advised by the State Travel Office, that travels minimally throughout a given year.
Slide10New Travel Program Overview
Slide11Migrating Agencies to the PeopleSoft Travel and Expense Module will...
Transition from Paper to Electronic Approvals
Eliminating 5-part carbon set paper.Quicker turnaround on reimbursements.
New Travel Program Overview
Interested in implementing? Contact Minnie Hoskins at
mhoskins@idoa.in.gov
Changes
Slide12New Travel Program Overview
Trip Manager:
Bookings for Airline: $12.00/transaction
Bookings for Hotel, Car Rental: $ 0.00/transaction
Travel Leaders Indianapolis:
Full Service for Airline: $28.00/ transaction
Bookings for Hotel, Car Rental: $ 0.00/ transactionChanges and Cancellations: $28.00/ transaction
Fee Schedule
REMINDER
:
These charges will appear on the traveler’s itinerary, and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.
Slide13Trip Manager Fees
To avoid unnecessary charges to the State, please avoid directly contacting Travel Leaders for routine estimates and bookings, whenever possible. Agencies are to utilize Trip Manager when it is viable.
Most arrangements can and should be made through Trip Manager and this practice will result in significant cost savings to the State.
These charges will appear on the traveler’s itinerary and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.
Slide14New Travel Program Overview
Rental Vehicles
No change in Current Process
Continue to:
Reserve rentals through current process
Obtain insurance coverage for out-of-state rentals
Use existing Fuel Options
Slide15In State Travel
Slide16In-State Policy Reminders
Brief In-State Reminders include:
Reimbursement Mileage Calculator
Rental Car vs. Personal Vehicle
In State Hotel maximum $89.00
Pre-approval outside of Hotel
maximum required
IDOA website:
http://www.in.gov/idoa/2459.htm
Slide17Travel Services Workflow
Slide18Travel Services PeopleSoft Workflow
Estimate
Acquire estimate using Trip Manager
DO NOT “PURCHASE TICKET”
Authorization Request
Complete SF 823Include required supporting documentation
Authorization ReviewTravel Director reviews requestAdditional information may be requested
AuthorizationTravel Director provides written notification to Travel Coordinator
Additional information requested by Travel Director
DENIED
APPROVED
Approval CommunicationTravel Director provides travel authorization approval via email to Travel Coordinator or requesting employee
Denial CommunicationTravel Director provides notification that travel has been denied, and reasons for denial to Travel Coordinator or requesting employee
BookingAgency Travel Planner books travel using Trip Manager by inputting necessary information and clicking “Purchase Ticket”
Booking Issue – Do Not BookIf rate is >$200 above estimated rate, return to Authorization Review
Slide19Important STATE Travel Services Protocols
Slide20Blanket
Travel Services Protocols
If
an Agency has fiscal year approval through The Indiana Department of Administration and The Indiana State Budget Agency to make arrangements without submitting an out-of-state request, the code that will be entered in Trip Manager to allow airfare and/or hotel will be BLANKET followed by the agency 3 letter code. (i.e. BLANKETDOA). *
*Updated on 04/23/2013
Slide21Emergency
Travel Services Protocols
If travel is necessary due to the nature of the business of the agency and there is not sufficient time to receive prior approval, the agency should proceed to make their travel arrangements and submit a paper out-of-state request form (State Form# 823) as soon as possible for review.
When utilizing Trip Manager to make travel arrangements such as airfare and/or hotel an approval code is required, this code will be EMERGENCY1.
*
*Updated on 04/23/2013
Slide22Trip Manager Codes
Trip Manager Codes for all other Travel:
If an agency is utilizing PeopleSoft for out-of-state approval, the approval code will automatically be generated after the review and authorization from the Travel Department of the Indiana Department of Administration. This code will be posted in Trip Manager by the agency when airfare is purchased.
If an agency submits paper out-of-state authorization forms, the approval code will be e-mailed to the agency travel coordinators from the Travel Department of the Indiana Department of Administration at the same time as approval is sent. This code will be posted in Trip Manager by the agency when airfare is purchased.
Slide23PeopleSoft Process Overview
Slide24PeopleSoft Process Overview
Key Notes and Reminders:
Agency Acronym in Description
Additional Transportation Info
Hotel Name Specified
Date of Birth for Airfare
Position/Job Title Detail
Out of State Approval Code
Slide2525
Agency Acronym in Description
Additional Transportation Info
Hotel Name Specified
Date of Birth for Airfare
Position/Job Title Detail
Out of State Approval Code
IDOA Authorization Code: 113946
THE TRAVEL AUTHORIZATION
Out-of-State Travel Request
Slide26Travel Leaders Trip Manager Software Overview
Slide27Travel Coordinator Protocol
Each agency will need to identify a Travel Coordinator and if applicable, Travel Planners who will have access to everyone within the Agency’s frequent traveler and one time traveler profiles.
*
*Updated on 04/23/2013
Slide28Trip Manager
Trip Manager
is provided by State Contractor, Travel Leaders, and utilized by State Travel Managers, Agency Travel Coordinators, Agency Travel Planners, and Agency Frequent Travelers to obtain estimates and book hotel and airfare options.
Slide29When an Agency Travel Coordinator or Planner makes a hotel reservation for a traveler without a credit card, a credit card authorization must be completed and faxed to the hotel, with a copy of the front and back of the card and a copy of the individual’s driver’s license.
This must be done whether they use Trip Manager or call Travel Leaders.
Hotel credit card authorization
Slide30Adding frequent traveler profiles
If a frequent traveler profile is needed, the Agency Travel Planner would send a e-mail, with “Adding profile” in the subject line, to Kelly Longstreth
kellyl@carefreetravel.net
.
Please allow 48 hours for a profile to be loaded, in emergency travel situations, we can load a profile right away, if the traveler is traveling the same day or next.
Slide31Adding agency credit cards to profiles
When the Agency Travel Planner requests that a new profile be added, he/she can request that the agency credit card be loaded in the profile.
The information will then be encrypted and synced to the traveler’s profile.
Slide32Adding personal credit cards to profiles
Once a new profile has been added, the Agency Travel Coordinator/Planner or traveler can add a personal card. The card information will be encrypted and synced to the traveler’s profile.
Slide33Deleting profiles
Each Agency Travel Coordinator/Planner will be responsible for notifying Traveler Leaders to remove a profile. This is
extremely
important and needs to be done immediately whenever a traveler changes his/her employment or transfers from one agency to another.
To delete a profile, e-mail Kelly Longstreth at
kellyl@carefreetravel.net
between 8 a.m. and 5 p.m., EST, Monday through Friday. Title it “Delete profile” and mark the message as “urgent.”
Slide34Step-by-Step Guide to using
TRIP MANAGER
for:Booking Airfare and Hotel Example
Slide35Trip Manager Steps
Slide36Let’s Start Traveling
Slide37Travel Leaders Trip Manager
Start
to Finish Example of:Booking Airfare and Hotel Example
Slide38TL Trip Manager
www.tripmanager.com
To visit Travel Leaders Trip Manager System:
Website
Slide39Trip Manager Steps
Slide40Step #1 –
Sign-in screen
Steps:
Access
- Click on your Internet browser. In the address box type in: www.tripmanager.com Step One - Sign-In Screen - In order to access Trip Manager, please complete the following items:Company = INDIANA (this is not case sensitive)Member ID = TM Member ID Naming Convention (an example of this naming convention is “DOA-JWERNER”. This information is provided by Kelly Longstreth under protocol for “Adding a Profile”.Password = your personal password (see notes below for first-time users)Click on Log In
FIRST-TIME USERS:
DO
NOT
enter a password the first time you utilize the
system. Leave the field blank, and you will be prompted
to create a password.
Slide41Trip Manager Steps
Slide42Step #2 - Daily Briefing Page
Once you log in, you will see a Daily Briefing page.
After that, the briefing can be found by clicking
Daily Briefing
on the top submenu under
Flights.
Slide43Trip Manager Steps
Slide44Step #3 – Profile Selection: One-time vs. Frequent traveler
There are three choices when selecting profiles:
Option #1
- New Profile Creation: One-time/Guest travelers – Set up by Agency Travel Coordinator or Planner
Option #2
- Frequent traveler – Set up by Travel Leaders upon agency request
Option #3
– Selecting an existing profile
Slide45Step #3 – Profile
page overview
Key
notes
: Travel Coordinators and Planners have access to these profiles.The personal information screen is used to add, modify or delete information about the traveler, such as full name, address and phone number.
All of the Secure Flight Information MUST be added for the Traveler.
Slide46Key Notes: The “One Time Traveler” tab allows you to make a reservation for a traveler without a profile. The one-time traveler screen contains a list of travelers who have had reservations in the past 90 days, but do not have a permanent profile in Trip Manager XE.Select an existing traveler from the list and click “Next” to access the trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected. Clicking “Back” returns the user to the previous screen.
Option #1
–
One-time/Guest traveler profiles
#1 - Click on
“One Time Traveler” tab to get screen below.
#2 - Select an existing traveler from this
list and press “Next.”
Or click here to enter a new profile.
Slide47Option #2
–
Create frequent traveler profiles
Reminder
:
Frequent traveler profiles must be created by Travel Leaders, upon agency request. Please
allow 24 hours for a profile to be loaded,
although some exceptions can be made for emergency travel.
Slide48Key
notes: Selecting the “Traveler Tab” allows you to make a reservation for a traveler with a profile. The “Select a Traveler” screen contains a search option you can use to look up and choose a Frequent Traveler.Select an existing traveler from the list and click “Next” to access the Trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected. Clicking “Back” returns the user to the previous screen.
Option #3
–
Choosing an existing profile
#1 - Click on “Select a Traveler.”
#2 - Select an existing traveler from this
list and press “Next.”
Slide49Adding a credit card to an existing profile
Key
notes
:
Select the “Credit Card” tab.
Slide50Key
notes: On the “Credit Card Information” screen, you can Add/Edit/Delete a card.
Adding credit cards (continued)
Slide51Key
notes: The “Add a Credit Card” screen allows you to enter the credit card into the profile, where it will become encrypted.
Adding credit cards (continued)
Slide52Trip Manager Steps
Slide53Step #4 – Book a
flight
Steps:
Go to the “Book a Flight” screen. Fill out the departure and arrival locations, dates and times of travel. Leave Priced Itineraries as the search default. Click “Search for Flights.”
Slide54Step #4 –
Book
a
flight (continued)
Key
notes
and
steps
:
The main menu
allows
one-click
access to the reservation area needed.
Travel
arrangers can access
all authorized profiles through
“Select
a Traveler
.”
Same screen
accesses search
preferences.
Search parameter authorization is set at the individual level based on travel policy.
Departure/Arrival City links to a list of worldwide airports.
Optional Features
One-Time
Traveler – Allows one to book a non-profiled traveler.
Trip Templates – Allows one to repeat the same trip on different dates for the same traveler.
Slide55Step #4 –Book a flight (continued)
Key notes:
Main menu allows one-click access to the reservation area needed.
Travel arrangers can access all authorized profiles through Select a Traveler.
Same screen access to search preferences.
Search parameter authorization is set at the individual level based on travel policy.
Departure/Arrival City links to a list of worldwide airports.
Optional Features
One Time Traveler – Allows one to book a non-profiled traveler.
Trip Templates – Allows one to repeat the same trip on different dates for the same traveler.
Slide56Steps :State of Indiana travelers should choose the lowest available fare at the time of purchase. Alternate flight combinations will appear at the top of the Flights Results list and have an “A” as the fare notation.
Step #4 – Flight
search results
Slide57Step #4 – Flight Search
(continued)
Steps:
Once the fare has been selected, the State of Indiana traveler will need to enter an approval code and agency name and answer the various reporting questions on this screen.
Slide58Trip Manager Steps
Slide59Step #5 – Reserve a
hotel room
Key notes and steps:
The “Reserve a Room” screen is used to search for available hotels based on specified information. The screen results will automatically display.
The search will default to the flight arrival airport code, or car city code, if present in itinerary. Please clarify if you need something different in your search.
The State of Indiana traveler will have the option to search a variety of different parameters when booking a hotel . The state travel policy should be followed in this case.
Slide60Trip Manager Steps
Slide61Step
#6 –Hotel search results
Key notes:
The State of Indiana contract hotels will appear first when available.
Slide62Trip Manager Steps
Slide63Step
#7 –Hotel rate results
Key notes and steps:
The State of Indiana’s negotiated rates will appear and have the letter “C” indicating there is a State rate at the property.Travel Leaders special rates, which are coded “ABC Global” and Government rates, will appear when available.Remember to select your form of payment on the left-hand panel under “Trip Preferences. “
Slide64Trip Manager Steps
Slide65Step #8 – Final
itinerary screen
Key notes:
The “Trip Itinerary” screen remarks are customized for the State of Indiana.
Features on this page:
Change Trip Name:
Customize the title listed under View Itineraries.
Refresh Itinerary:
Refreshes the screen with any new reservation information.
Printable Itinerary:
Changes view to a text format.
E-mail Itinerary to Traveler
E-mail itinerary to the traveler.
E-mail Itinerary to Others
E-mail itinerary to the traveler and up to four additional e-mail addresses.
View All Itineraries
A list of all itineraries with travel dates, status e-mail
Flow of product encourages one to choose
Purchase Now
or
Purchase Later
.
Slide66Trip Manager Steps
Slide67Step #9 – Travel
information
t
ab
Key notes and steps:
The “Travel Information” tab has various airport and vendor information.
This completes the core Travel Steps.
Slide68Trip Manager
Important Things to Remember
Daily Briefing
– Always review for updated information to the Hotel Program etc.
Select a Traveler-
Always confirm in the upper right hand screen of Trip Manager you are making the reservation for the right traveler.
One Time Traveler-
Please remember that the this information will save for 90 days.
Air Estimate-
Always remember to print the screen and attach to your SF 823 (i.e. G10) form for approval.
Reservation Process-
Once you have completed the reservation process and you have a itinerary in front of you check to make sure you have booked the right dates and city pairs.
Changes
- If you need to make a change to a completed itinerary for any reason please contact Minnie Hoskins first at 317 232-4258.
Error Message
– If you receive an Error Message, please print the screen and send it to
KellyL@carefreetravel.net
with issue as the title and ask for resolution. By sending a print screen of the error message it will help prevent the possibility of charges and will help Travel Leaders identify the issue quicker.
Slide69Let’s “REALLY” Start Traveling
TL Trip Manager Demo
Slide70TL Trip Manager
Demonstration
Slide71Train-the-Trainer Resource Tools
Slide72Training Resources
1) Visit Website:
http://www.in.gov/idoa/2459.htm
2) Review
New Contract Implementation Training
Section.
3) Review the Policies and Procedures
Slide73Implementation Next Steps
Train-the-Trainer Sessions:
#1 – 03/27 from 9:00-11:00am
#2 – 03/27 from 1:00-3:00pm
#3 – 04/04 from 1:00-3:00pm
Posting of Train-the-Trainer Resource Tools:
All resources shall be posted by 04/12/13
Some resources will be posted earlier.
Agency Trainers – Travel Coordinators/Planners to train travelers by:
04/30/2013
Slide74QUESTIONS?
Slide75Training Feedback
Brief Survey
Slide76Thank you for your efforts in a successful implementation!