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Drivers for change

Drivers for change. Automating mostly paper-based processes across faculties and divisions Demonstrate a greater duty of care Consistency in policies Improve efficiency Better management reports Measure internationalisation objective. Travel request implementation overview.

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Drivers for change

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  1. Drivers for change • Automating mostly paper-based processes across faculties and divisions • Demonstrate a greater duty of care • Consistency in policies • Improve efficiency • Better management reports • Measure internationalisation objective

  2. Travel request implementation overview • Faculty of BusEco pilot Sept 2009 • Faculty of Science live Nov 2009 • Faculty of Law live Mar 2010 • Admin portfolios Jan / Feb 2010 • Office of Vice-Chancellor and President – Mar 2010 • Remaining Faculties – April - May 2010

  3. Agenda • Functionality of the new travel system • Workflow of travel requests • Reports • Preparing for SAP Travel Management

  4. Access to the Travel Management System is via ESS

  5. Travel has its own homepage in ESS

  6. Learning resources are easily accessible

  7. Domestic or international travel requests may be created for employees, HDR students or non-employees

  8. Web link to open DFAT Travel Advisories

  9. Travel diary is automatically created • Traveller only needs to enter: • Start and finish times • Institution • Selects activity from a list Multiple activities on the one day are possible by clicking “New Entry”

  10. An Adobe PDF of the Travel Diary is generated

  11. Or an Adobe PDF of the itinerary

  12. An Adobe Insurance Confirmation Certificate is automatically generated

  13. Attachments may be added to the travel request

  14. Travel request is work-flowed for approval (1) Low-to-normal risk travel 1. Be alert to own security 2. Exercise caution 3. High degree of caution

  15. Travel request is work-flowed for approval (2) High-risk travel 4. Advised not to travel 5. Do not travel No travel advisory exists also..

  16. Travel Diary Report (overview screen) The Status column lets you know where the travel diary is at!

  17. Travel Diary Report (detail screen) You can scroll through travel diaries in SAP, and mark them as being checked or sent back for change

  18. System sends Travel Diary Reminders

  19. Better system for locating travellers in the event of an emergency

  20. General Trip Data Report (overview screen) The Workflow status column lets you know where the trip is at in the workflow!

  21. General Trip Data Report (detail screen)

  22. Preparing for SAP Travel Management • Review existing system and design new process • Set up travel roles (underway) • Travel administrators • Travel approvers • Travel escalate to (higher-level approval) • Review learning resources http://www.adm.monash.edu.au/procserv/travel/system/request-index.html

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