Aga Khan University - AKU - Case Study of eTravel (Travel Authorization Workflow) software from...
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Transcript of Aga Khan University - AKU - Case Study of eTravel (Travel Authorization Workflow) software from...
Case Studyfor
Aga Khan University
Implemented Module:eTravel
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Human Capital Management Software
Easy Travel with eTravel
TimeTrax eTravel, a Corporate Travel Management
system goes live at Aga Khan University Hospital in
Pakistan & Nairobi for its global operations,
spanning domestic and many countries
internationally. AKUH also looks to start
deployment soon in Afghanistan.
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Overview
Aga Khan University Hospital is Pakistan's largest private medical institute and hospital. The hospital provides a broad range of secondary and tertiary care, including diagnosis of disease and team management of patient care. The hospital’s multidisciplinary approach to diagnosis and care ensures a continuum of safe and high quality care for patients - with all services under one roof. It is also disseminating, training, research, and service in the health sciences.
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Business need
Forced to have state of the art Travel Management System, to improve efficiency and ongoing saving of money and time, AKUH sought a solution which could keep their HR & Admin departments focused on their core tasks by avoiding redundant chasing of travel agents, line managers and employees themselves for documents, approvals, forms and photocopies.
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Solution
TimeTrax teamed with AKUH to put in place a one of its
kind web-based Travel authorization and document
sharing application helping them efficiently manage and
monitor travel documents, itineraries, calendars, costs
and authorizations. eTravel a solution tailored for both
domestic and international traveling. Underlying these
developments is a forward-thinking infrastructure and a
part of operational strategy from AKUH that gives
unparalleled operational flexibility and lowers operational
costs.
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Business Benefits
•Reduced indirect costs: Dramatic reduction in indirect
costs by automation of processes and workflow. Control
on spiraling costs before they get out of hand.
•Improved compliance: Improved compliance with the
organization’s travel policy and negotiated travel
contracts.
•Paperless Environment: Not only does this solution
create a virtually “paperless” office environment as far as
travel documentation is concerned, authorizations have
become less time consuming and travel costs are
available online for analysis by functional managers.
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Business Benefits
•End to End Solution: An end-to-end solution requiring
virtually no development or additional interfaces.
•Maintain Travel Calendar: Not only a travel workflow
tool that manages authorizations and monitors travel
costs, it also acts as a link between the organization and
the travel agents; maintains the travel calendar of the
employees and the organization; keeps a track of the
expenses and acts as the employees’ travel manager.
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Why IT matters
AKUH, with the help of TimeTrax embedded these leading new category management practices and processes in their businesses: A travel management infrastructure to fundamentally change its administrative model, joining the pool of very few companies in Pakistan adopting such type of an automated solution.
This innovative tool makes it easy for corporations to configure business rules that extend the reach of business process automation throughout and beyond the enterprise and it also positions AKUH to leverage the flexibility of its industry-leading practices and tactics.
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Solution Components
•Manages Travel Work Flow and Authorizations.
•Shares information electronically with Travel agents.
•Tracks travel costs.
•Travel Calendar is available Online.
•Employee’s Electronic Travel Manager.
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Few words more about the Solution
With the new pre-trip approval feature employees can:
Request travel authorization directly on the web-based system.
Provide electronic approval or rejection for travel requests.
Maintain their personal travel information.
Notify travel agents
Managers/ Functional Heads can approve, reject or request modification of the trip. Once approved, the trip is then routed for ticketing. Travelers are notified throughout the process.
Traveling agent also contributes by making reservations as per requirement, with best possible choices.
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Benefits realized
Team TimeTrax worked closely with AKUH and lived up to the expectations by providing simple, interactive, and user-friendly solution that would encourage both senior management and front-line employees to support the process. First responses from users, including the heads, confirmed that the solution is very user-friendly. Users were also surprised at how fast the whole process took place with such ease.
eTravel is helping AKUH for its global operations, spanning domestic and many countries internationally, including France, Kenya, Canada, Switzerland, India and Madagascar besides many others. After the successful deployment of eTravel at AKUH (Pakistan and Kenya), eTravel is proving to be such advantageous that management of AKUH looks to put it in place soon in Afghanistan.
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Snapshots
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Snapshots
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Find Out More
To learn more about features and advantages of TimeTrax
– Human Capital Management Software, please visit
www.TimeTrax.com.pk and request for an interactive
demo for your organization.