About this resource

2. About this resource • This resource sets out the concepts for checking and approving trips • Prerequisite learning: Create Travel Request course Key Look out for hints and tips, wherever you see this symbol Look out for important information, marked with an

3. Who can complete the Travel Request process? • Employees of Monash. • Higher Degree by Research (HDR) travelling for Monash purposes, such as postgraduates who have been awarded a travel grant. • Monash Adjuncts • Others travelling for Monash business purposes, such as contractors, consultants, honoraries. All users must have a staff ID (personnel number)

4. When is the Travel Request process completed? • The process may be used for both domestic and international travel. • International travel requests should be lodged at least four-six weeks prior to travel, to allow time for any medical advice and/or vaccinations. • There is no prior time requirement for domestic travel.

5. What are the main travel roles? Travel roles are terms assigned to the various groups of users in the travel system workflow Advised not to travel Do not travel

6. What is the process-flow? There are two process flows, depending on whether travel is deemed as: 1. Low-to-normal risk • All domestic travel • International travel with travel advisories: Be alert to own security Exercise caution High degree of caution 2. High risk • International travel with travel advisories: Advised not to travel Do not travel No travel advisory exists

7. Process-flow for low-to-normal risk travel Travel approver approves travel request Higher-level approver approves travel request (optional) Traveller saves and sends travel request in ESS Travel checker (administrator) checks travel request (optional) The vast majority of University travel will flow from the traveller, to a travel checker and then to a travel approver. • If a cost centre does not have a travel checker, the system will workflow the travel request to all travel approvers within the cost centre. • If a cost centre has a travel checker, the checker can select the travel approver from a list of approvers for that cost centre. • The travel approver determines whether to pass the travel request ‘up the line’ for higher-level approval.

8. Process-flow for high-risk travel Security Mgr (only if supervisor supports travel) DVC International Traveller saves and sends travel request in ESS Traveller’s Supervisor (Head of Org. Unit) Process flow for low-to-normal risk • High-risk travel has far more stringent requirements, therefore must be supported by: • the traveller’s Supervisor • the University’s Security Manager, and • the Deputy Vice Chancellor (Global Engagement) • Once high-risk travel has been processed by these agents, it then workflows in accordance with the low-to-normal risk process path.

9. Process-flow for high-risk travel (2) • The Supervisor must attach a proforma, signed Security/Safety Plan to the travel request. • http://www.adm.monash.edu.au/procserv/travel/system/security-safety-plan.pdf • The Dean or Divisional Director must sign the Security/Safety Plan. • The Dean or Divisional Director also receives an email notification advising them that a high-risk travel request is coming through the system.

10. How does the system determine the roles? • Each Faculty/Division has a custom transaction where they can nominate who their travel checkers, travel approvers, and higher-level approvers are per cost centre. • The custom transaction also allows the cost centre to nominate who will process high-risk requests within the cost centre. This is typically the Head of the Unit. • The system determines other roles such as the Security Manager & the DVC (Global Engagement).

11. Getting started • Click Log into ESS Q

12. The Workflow Inbox Summary (1) • Trips to be checked, supported or approved will appear in the Workflows inbox. • The arrows in the column heading rows allow you to sort your inbox in ascending or descending order. There may be several pages of workflows in your inbox. To sort the most recent workflows to the top of your list, click the up arrow in the Sent column.

13. The Workflow Inbox Summary (2) • The Show Filters link allows you to display a subset of trips, for e.g. display all trips in the last 7 days. • To Hide the filter, click • Click to show trips that have just been created, or to remove trips from your Workflows inbox that have been processed.

14. The Workflow Inbox Summary (3) • To launch any workflow item, double-click it. If you accidentally click on a workflow item that is to be processed by someone else, please remember to close the item and refresh your workflows inbox. This will release the item for processing by another agent.

15. Example of an Individual Travel Workflow

16. The Individual Travel Workflow Screen • Whether you are a travel checker, approver, supervisor, security manager or DVC (GE), the travel workflow screen (as shown on the previous slide) is essentially the same. • That is, all agents can display the trip, display attachments, add attachments, request a change or reject the travel request. • The button that is unique is the one that moves the workflow forward to the next agent in the workflow process. • This forward button’s name is tailored to the workflow agent’s function. The next slide demonstrates this

17. Sending the workflow forward (1) • To accept the travel request and move it forward, the relevant agent clicks: • Supervisor • DVC (GE) • Security Manager or • Travel Checker Support Approved Recommend Do not recommend Checked High-risk travel is approved by the DVC (GE). The supervisor indicates whether they support the travel while the Security Manager makes a recommendation about the risk.

18. Sending the workflow forward (2) • Travel checkers must select the next agent (the travel approver) from a drop-down list of approvers before the travel request moves forward. • For high-risk travel requests, the Supervisor, Security Manager and Deputy Vice Chancellor (Global Engagement) do not need to select the next agent, as the system automatically determines the workflow.

19. Sending the workflow forward (3) • After the agent accepts the travel request by clicking their relevant button, the traveller receives an email notification. • If a Note for traveller is entered in the workflow, the traveller receives the note in their email.

20. Approving the travel request (1) • The last agent in the workflow process may approve the travel request. • Once a travel request has been approved, only the travel diary, accommodation and contacts may be changed. • The last agent may enter a note for the traveller in the workflow. This note will be emailed to the traveller in the confirmation of approval email. The next slide demonstrates this

21. Approving the travel request (2) • When the travel request is approved by the last agent in the process, the traveller receives the following email notification: Message entered by Travel Approver in the workflow

22. Sending the workflow back to the traveller (1) • If the travel request requires change, then clicking the button will send it back to the traveller. • For low-normal risk travel, the change function sends the workflow back to the traveller and the workflow begins again. This means that all prior agents must reprocess the workflow. • For high-risk travel that has been approved by the DVC (GE), the change function sends the workflow back to the traveller, however, the high-risk process will not be repeated if there is no change to the DFAT Travel Advisory. • On the other hand, if a low-normal risk travel request DFAT level is changed to high-risk, the request will commence the high-risk process. Change

23. Sending the workflow back to the traveller (2) • If the button is selected, a brief note to the traveller is mandatory. • The note should explain what changes to the travel request are required. • This note is emailed back to the traveller, for example: Change

24. Rejecting the Travel Request • When a travel request is rejected no further processing of the travel request is permitted. • If you a travel request, a note to the traveller is mandatory. • This note is emailed back to the traveller, for example: Reject

25. Escalating the Travel Request • A travel approver may escalate a travel request for higher-level approval. • To escalate a travel request: • Enter a note for the Escalate to • Select the relevant escalate person • Click Escalate

26. Add Attachment The system currently does not accept Microsoft 2007 files. If you are uploading a Word, PPT or Excel document, please first Save your file as a 2003 document. In the Display trip and attachment list, click Click Browse to locate the file from your PC and then click Click when you are finished. Add Attachment Upload Attachment Back

27. Display Attachment The system currently does not accept Microsoft 2007 files. If you are displaying a Word, PPT or Excel document, please first Save your file as a 2003 document. In the Display trip and attachment list, click Double-click the relevant attachment to launch it. Close the window in the launch attachment screen. Click when you are finished. Display Attachment Back

28. Display Trip Request In the Display trip and attachment list, click Review the trip details. Click when you are finished. Display Trip Request Back

29. Checking progress of the travel request (1) • The traveller can check the progress of their travel request via My trips in the ESS Travel and Expenses page. • The Workflow Status column shows the result of the last agent in the workflow process.

30. Checking progress of the travel request (2)

31. Finishing up When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.

32. Related information Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel

33. Help Need further help? SAP Help Desk Email: sapservice@its.monash.edu.au Phone: 990 51777 (press 2 for SAP)