Can A fully Automated travel program exist & Succeed in higher education?
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Transcript of Can A fully Automated travel program exist & Succeed in higher education?
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2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace
CAN A FULLY AUTOMATED TRAVEL PROGRAM EXIST & SUCCEED
IN HIGHER EDUCATION?
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Background and Problems
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Background
Public Institution of Higher Ed founded by Thomas Jefferson in 1819
Does not have a “Travel Department”
FY 2011 University purchased approximately 22 million dollars worth of Travel related services
o8 million in Airo1.5 million in rental caro13 million in lodging
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Here they are:
Travelers
Procurement
Hotels AirlinesRental Car
Online booking sites
What are the
travel rules?
Travel MGMT Vendors
9
Accounts Payable
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5
Guest & Visitors
Visiting Professors
Visiting Family
Prospective Students
Sports fans
Website
Travel agent or booking site
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
The Problem
1) Lack of Fiscal Management
2) Not using available Technology
3) Process was fractured and confusing
4) No University Guests & Visitor travel assistance
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Crossroads DecisionCreate a new travel position
orOutsource
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Vision and Goals
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Post travel audit of vendor charges
Accurate spend Reports
Customized online booking tool
P-card allowed for lodging
Traveler monitoring and Risk MGMT
Single Award Travel MGMT Vendor
Online Travel Booking Engine
Vision of Travel MGMT
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Vision of Guest & Visitors
Visiting Professors
Visiting FamilyProspective Students
Sports fans WebsiteWith Travel
Tools
“One-stop-shop”
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
The Vision
Create a Travel Management Program that is:
1) Fiscally strategic and well managed
2) Technologically innovative
3) Simplified
4) Guest & Visitor friendly
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Implementation & Results
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Online Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 1Travel MGMT
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Single Award: PanAm (formerly Travelectra)oLow transactional cost / no implementation costoPrice match guarantee
Completely customizable booking tooloTravel rules with hard or soft stopsoDifferent rules for different departmentsoAutomated (synchs with data sources)
100% post trip Audit
Travel Risk and information management
Allow P-card to be used for all three pieces of travel: Air, hotel, and car
Things a Travel MGMT Program Should have
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Travel MGMT: Success OverviewWhat Old way
(9 contract vendors)PanAm
Average $ $30 to $45 $4.35 to $17.75
Online Booking solution None Customized solution
Ability to negotiate with airlines
Near impossible Yes
P-card on Hotel spend No Yes
Post travel Audit Not included 100% audit of transactions
Revenue stream None Yes
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Travel MGMT: Money
UVA Reservation System Go online
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Where are your Travelers?
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Risk Workflow
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G & V Lodging WidgetOnline Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 2Guests & Visitor Travel
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
What is a Widget?
Who are UVA’s Guests & Visitors?
Lodging Widget RFP
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Travel MGMT: Money
UVA Lodging WidgetGo online
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LocalLodging
G & V Lodging WidgetOnline Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 3Create Local Lodging Contracts
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Local Lodging Process
Call hotels for availability and rates
Circle back around to best option
Create PO and give vendororder confirmation
Pay invoicePO adjustment
Give rates and availability
Soft confirmation / Hold
Final confirmation communicationStay occurs
Send invoice to AP
UVA Department
Local Lodging Vendor
AP
PO Increase needed?
Ask Procurement – where is it in the process
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Competitive rates and friendly T&CsLong Agreement termVendor to vendor contractuals spelled outLocal corporate reward points: $50,000 in room certificates annuallyUniversity department approved “order confirmation document”Last room availability clauseP-card used for payment methodRevenue stream
Things a Local Lodging Program should have
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Negotiated with Travelectra to:oWaive booking fees for local lodgingoCharge the local hotels a 8% transaction feeoTravelectra keeps 4% / UVA gets the other 4% (about 80K annually)
Revenue for Local Lodging
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Iden
tify
Coop
erati
ve
cont
ract
s
Natio
nal H
otel
Cont
ract
s
Car
Rental
contractsAir Contracts
LocalLodging
G & V Lodging WidgetOnline Booking Tool
Travel M
GMT
Vendor
UVA Travel
FutureStep 4
Create National / Worldwide Travel Contracts
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Can a Fully Automated Travel Program Exist & Succeed in Higher Education?
Answer to the Question
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Are we better off than we were 2 years ago?Pros
Fees / Rates / DiscountsP-card + lodgingNew Revenue SteamsServices for University G&VsBetter understanding of travel spendTravel & Risk MGMT Online booking tool
Pros
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Online booking toolImplementation
Size of teamSlippage
Travel policiesUpdatingConflicting with system capabilities
Audit requirementsLocal Lodgers
Transaction feesInternal website updates
Lessons Learned
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Trust
Communication
Shared Vision
Make no assumptions
Long term commitment
Tips for success
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Can a Fully Automated Travel Program Exist & Succeed in Higher Education?
Answer to the Question
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Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Questions?
Kevin Crabtree – Senior BuyerUniversity of Virginia
Procurement & Supplier Diversity [email protected]
434-924-4219