CRICOS #00212KCRICOS #00212K

Travel Improvement Project

Senior Management Group

Wednesday 24 March 2010

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Agenda

1. Objectives of the Travel Improvement Project

2. Total Travel Solution

3. UC Travel Solution (Phase 1 & 2 Solution)

4. Timeline for Phase 2

5. Travel Policy

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Objectives of the TI Project

1. Improved Duty of Care 2. Automation of travel

requests & approvals

3. Automation of credit card & expense acquittals

4. Updated travel & credit card policies

5. Removal of the majority of travel/ card/expense related paper forms (at least five forms will go in Phase 2)

6. New debit / cash card for infrequent travellers / non staff

7. Preferred supplier arrangements for hotels/ car hire etc

8. Enhanced travel mgt & expense mgt through consolidation of travel through one TMC – Voyager

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Total Travel Solution

Example of a fully integrated Travel Mgt System

HRMS

ERP / Finance System

UoM / DFAT / ISOS Travel Risk

Rating File

Expense Management System

Amadeus e-Travel Management

Flight Sector File(optional)

User P

rofiles (including approval hierarchy)

Chart of Accounts Data

Budget Commitment Data (optionlal)

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Elements of the University of Canberra Travel Mgt System after Phase 2 is completed

University of Canberra Travel Solution (Phase 1 & 2)

Alesco

(Data for iCMS & Trobexis - long term - approval heirachy

Alesco

(Data for iCMS & Trobexis - long term - approval heirachy

iCMS

Expense Mgt System

(Online acquittal of Credit Card & Reimbursement of Expenses - upload

to Finance One)

SOS

Travel RiskManagement & Support

Duty of Care

Serko Self booking tool

(domestic travel)

Voyager Consultant

(international travel)

Trobexis Travel Portal (on line travel

requisition & approval)

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Timeline – Phase 2

February

Promote Voyager -

preferred TMC & Serko (travel

self booking tool) through training etc

March

Finalise Tresting of iCMS, training

material & implementation

strategy. Consult on

travel policy.

April

Implement iCMS (expense

mgt), test Trobexis,

Implement new travel & card

policy.

Travel Expo

May

Pilot Trobexis, visit/ support / consolidate / iCMS users

June

Roll out Trobexis Travel Portal (online

travel request & approval)

July

Post Implementation Review

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Travel Policy

Issues

New Policy

Policy will be supported by:• System rules in Trobexis• System rules in iCMS• Replacement of multiple travel & FBT forms.• Training & Information Support Program for all Staff

Key Policy Differences

• All travel requisitions & approvals online• SOS (DFAT travel advisory) real time to help manage risk &

University of Canberra to meet their duty of care requirements• Travel expenditure through a range of card options (including cash/debit card) – new policy /procedures• Improved linkages to preferred supplier arrangements for air, car & accommodation.

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