Travel Management System Administrator Workshop 3012019 TMS Administrators

Travel Management System Administrator Workshop 30/1/2019 TMS- Administrators 30/01/2019

Purpose of Workshop • • Summary of How the TMS Operates Observations on the live system Post Implementation Issues Your Feedback TMS- Administrators 30/01/2019

TMS System Access Admin. Request HR Feed No Casuals No Honorary Non-Staff PGR , temp, visitors TMS- Administrators 30/01/2019 Admin. Request Booker Access School discretion Travel. helpdesk@manchester. ac. u k

Activity Codes Project Tasks Open project Valid approver (HR feed) R- ’ 05’ P-’ 05’ ‘ 07’ ‘ 08’ ’ 97’ ’ 98’ TMS- Administrators 30/01/2019 Travel. helpdesk@manchester. ac. u k

Approval Process Invoice > £ 250 Oracle Approver 60% 70% Back up Approver 20% 15% Travel. help desk 20% 15% • Self booking: booker=approver, not allowed • System will skip steps to avoid self approval or where back-up=oracle approver. online@keytravel. com 0844 335 0260 TMS- Administrators 30/01/2019

Spend on Key Travel Bookings 4, 500 invoices £ 1, 042, 000 Travellers 2, 400 89% on-line Bookers 850 Approvers 500 TMS- Administrators 30/01/2019

Observations Look Not Book access and required discipline (screenshot) School administrators control over staff access/arrangers System mirrors Oracle for approval and self-approval Take a moment after inputting activity code Suitcase has booking/quote history Budget approver must be a paid members of staff 48 hours from request to Travel Helpdesk to update on system • Shared access for Arrangers (trial with AMBS) • • Chris Culpin: cculpin@keytravel. com 07493 867 352 TMS- Administrators 30/01/2019

TMS- Administrators 30/01/2019

Implemetation Issues (Closed) • Data feeds: content and understanding (determining what project codes and tasks to include, prescribing what staff relevant for a Key Travel Profile) • University data • Duplicate profiles • Difficulty mapping ‘Egencia’ booker (Users having more than one email address) (Key Travel system ended with several users having duplicate profiles) (Email addresses changed over time e. g. @mbs to @manchester. ac. uk) • Chancellors Hotel • ‘Reason for trip’ box • Trainline registration (Egencia) (Not appearing as #1 choice for hotels in Manchester) (Only appearing when approval was required) (Trainline did not close all accounts as instructed by Egencia and this blocked several users from being able to book via Key Travel) TMS- Administrators 30/01/2019

Implementation Issues: Open • Out of policy indicator (E. g. not choosing Chancellors in a Manchester Hotel booking should be flagged as out of policy) • Budget Holder reporting (list of all invoiced transactions needs to be sent to each budget holder from the KT system on a monthly basis as a mitigating control to cover the many trips not requiring approval) • Mandate contact details on profiles (for duty of care it should be a mandatory field to provide a contact telephone number) • Helpdesk roles (the travel. helpdesk is a University of Manchester resourced section responsible for codes, access and report queries only) • Duty of care (Uo. M) (Key Travel and Insurance need to clarify how to utilise a workflow for High risk destinations) • Seamless invoice flow (Mapping the weekly invoice file so that it loads into Oracle Financials with reduced number of errors) • Crowne Plaza/Staybridge (Uo. M Key Travel that will support the University contract ) TMS- Administrators 30/01/2019 (Need to establish how to get this Hotel onto

Key Travel in Transit Department AMBS Contact Notes Michele Wiggett Set up user group and went through process with regards to high volume of students booking/sending to arranger International Relations Emma Williams Group of 16, ran through slides, online demo & Q&A Sch. Of Computer Sciences Ruth Maddox Q&A, ran through issue they had. Sch. Of Materials Penny Bartlett. O’Boyle Slides and online demo Biology, Medicine & Health Catherine Doyle Worked through issues she’d experienced and online demo. AMBS Adam Kilkenny Group of 6 bookers, Set up user group and online demo. HCRI Adele Aubrey Team of Sch. Of Environment Kat Bethell User Feedback TMS- Administrators 30/01/2019

Roles within Travel Booking • http: //www. finance. manchester. ac. uk/buyingexpenses/buyinggoodsandservices/bookingtravel/ TMS- Administrators 30/01/2019

Your Feedback Chris Culpin: cculpin@keytravel. com 07493 867 352 mark. gilmore@manchester. ac. uk 58318 TMS- Administrators 30/01/2019

Feedback 30/01/2019 • • • Price movements between quote and booking. It is suggested that arrangers can permit any price change up to 10% (maximum of £ 250). Meantime Key Travel will amend user profiles so that flight process will hold at point of quote. Splitting costs to other codes. This is not possible presently but this has been fed into the Key Product development team as a future consideration Bookings flowing into Microsoft outlook. This used to be possible in Egencia for trains. However the KT system feeds direct from Trainline and this functionality does not currently exist. Key Travel have fed this back to trainline for their product development Key Travel App does not appear to pick up bookings automatically. Key Travel are looking into this. Adding bags to an airline bookings is not always obvious. This is down to the airlines and how they publish their products through the Global distribution system from which Key Travel take their feed. Some low cost airlines only permit adding bags at the booking stage. Requesters may therefor need to add this request onto ‘notes’ to arranger. Administrators and arrangers require visibility of back up approvers. This will be added as a table for reference. On booking can the activity code description and approver be more visible and also included on correspondence. Presently you need to hover on the “? ” above activity code. The system speed could be better. This is very much down to the amount of ‘feeds’ the Key Travel system takes on. The balance is we have access to more options (value for money) Train line tickets can only be sent to one person. This is a function of Trainline not Key Travel. A clear instruction on how to change it for tickets to go to traveller rather than booker will be added to the academy. Previously there was an incorrect communication that bookers and approvers could be the same so long as they were not the traveller. They cannot, just as per Oracle Financials. Departments affected need to contact Mark Gilmore to discuss alternatives. TMS- Administrators 30/01/2019