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Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace. Can A fully Automated travel program exist & Succeed in higher education?. Background and Problems. Can a Fully Automated Travel Program Exist & Succeed in Higher Education. - PowerPoint PPT Presentation
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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?
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Background and Problems
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
Here they are:
Travelers
Procurement
Hotels AirlinesRental Car
Online booking sites
What are the
travel rules?
Travel MGMT Vendors
9
Accounts Payable
5
Guest & Visitors
Visiting Professors
Visiting Family
Prospective Students
Sports fans
Website
Travel agent or booking site
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
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Crossroads DecisionCreate a new travel position
orOutsource
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Vision and Goals
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
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”
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
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Implementation & Results
Online Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 1Travel MGMT
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
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
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Travel MGMT: Money
UVA Reservation System Go online
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Where are your Travelers?
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Risk Workflow
G & V Lodging WidgetOnline Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 2Guests & Visitor Travel
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
What is a Widget?
Who are UVA’s Guests & Visitors?
Lodging Widget RFP
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Travel MGMT: Money
UVA Lodging WidgetGo online
LocalLodging
G & V Lodging WidgetOnline Booking Tool
Travel M
GMT
Vendor
UVA Travel
Step 3Create Local Lodging Contracts
23
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
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
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
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
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
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
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
Can a Fully Automated Travel Program Exist & Succeed in Higher Education
Trust
Communication
Shared Vision
Make no assumptions
Long term commitment
Tips for success
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
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