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Gayle Stetler, Purdue University JoE Jacobson, concur

Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace. Gaining Greater Visibility Through Travel & Expense Automation. Gayle Stetler, Purdue University JoE Jacobson, concur. Annual Conference & Tradeshow

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Gayle Stetler, Purdue University JoE Jacobson, concur

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  1. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Gaining Greater Visibility Through Travel & Expense Automation Gayle Stetler, Purdue UniversityJoE Jacobson, concur

  2. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About

  3. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About YOU How would you define your T&Eautomation? • Fully automated • Some automation • Fully manual • Other

  4. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About

  5. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions

  6. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions

  7. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions Cash expense Vendor negotiations Duty of care Budget/Grant accuracy Policy compliance Fraud & misuse reduction

  8. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions 300k+ card rebate Expense exceptions 50% airport parking discount 2-12% airfare discount Advanced airfare purchase Outstanding Expense Reports

  9. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions What data do we need to evaluate an automated system? What data is needed to get the “data to drive smart decisions”? What data do we have today? What data do we want? What will we do with the data when we get it?

  10. 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…

  11. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Gayle Stetler

  12. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Data to Drive Decisions:The Business Case • Provide visibility into the $30 Million annual travel spend • Automate compliance • Increased Risk Management • Provide spend management reports to department heads and business managers

  13. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Data to Drive Decisions: Pre automation

  14. 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?

  15. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Pre-Automation: What did we do with this info? • 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

  16. Pre-Automation: What was the outcome? • 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

  17. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Post-Automation: Access to Data! What previous manual data will now be automated? Pretty much everything!! Before: • In-State Travel • Out-of-State Travel • Foreign Travel • Domestic Airfare • Foreign Airfare

  18. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Post-Automation: Data to Drive decisions! What previous manual data will now be automated? Pretty much everything!! Before: • In-State Travel • Out-of-State Travel • Foreign Travel • Domestic Airfare • Foreign Airfare • After: • Sourcing/Vendor negotiations • Preferred vendor usage • Policy compliance • Traveler tracking • Vendor compliance • Spend breakdown by unit • Benchmarking • Reimbursement Days

  19. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace

  20. 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 city • Hotel booking analysis by vendor • Car rental analysis by vendor • Class of service report • City pairs • Passengers on a plane • Upcoming travel plans • Advance 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

  21. 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 city • Hotel booking analysis by vendor • Car rental analysis by vendor • Class of service report • City pairs • Passengers on a plane • Upcoming travel plans • Advance 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

  22. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About YOU How would you define your T&Emandate? • Full mandate • Soft mandate • No mandate • Other

  23. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About = 55% OUT OF POLICY LEAKAGE IS REAL regardless of mandate

  24. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About • > Institutions lose data visibility & control. • > Faculty & staff travelers lose service & support. • > TMCslose the chance to serve and support customers. LEAKAGE AFFECTS EVERYONE

  25. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About • > Developing a solution get and display budget/grant data real-time • > Monitorspend before it happens Target date: April 2012 • > Better approval decision making • > Visibility for approvers and budget/grant owners Budget & Grant Visibility

  26. Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace

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