Case Studyfor

Aga Khan University

Implemented Module:eTravel

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Easy Travel with eTravel

TimeTrax eTravel, a Corporate Travel Management

system goes live at Aga Khan University Hospital in

Pakistan & Nairobi for its global operations,

spanning domestic and many countries

internationally. AKUH also looks to start

deployment soon in Afghanistan.

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Overview

Aga Khan University Hospital is Pakistan's largest private medical institute and hospital. The hospital provides a broad range of secondary and tertiary care, including diagnosis of disease and team management of patient care. The hospital’s multidisciplinary approach to diagnosis and care ensures a continuum of safe and high quality care for patients - with all services under one roof. It is also disseminating, training, research, and service in the health sciences.

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Business need

Forced to have state of the art Travel Management System, to improve efficiency and ongoing saving of money and time, AKUH sought a solution which could keep their HR & Admin departments focused on their core tasks by avoiding redundant chasing of travel agents, line managers and employees themselves for documents, approvals, forms and photocopies.

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Solution

TimeTrax teamed with AKUH to put in place a one of its

kind web-based Travel authorization and document

sharing application helping them efficiently manage and

monitor travel documents, itineraries, calendars, costs

and authorizations. eTravel a solution tailored for both

domestic and international traveling. Underlying these

developments is a forward-thinking infrastructure and a

part of operational strategy from AKUH that gives

unparalleled operational flexibility and lowers operational

costs.

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Business Benefits

•Reduced indirect costs: Dramatic reduction in indirect

costs by automation of processes and workflow. Control

on spiraling costs before they get out of hand.

•Improved compliance: Improved compliance with the

organization’s travel policy and negotiated travel

contracts.

•Paperless Environment: Not only does this solution

create a virtually “paperless” office environment as far as

travel documentation is concerned, authorizations have

become less time consuming and travel costs are

available online for analysis by functional managers.

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Business Benefits

•End to End Solution: An end-to-end solution requiring

virtually no development or additional interfaces.

•Maintain Travel Calendar: Not only a travel workflow

tool that manages authorizations and monitors travel

costs, it also acts as a link between the organization and

the travel agents; maintains the travel calendar of the

employees and the organization; keeps a track of the

expenses and acts as the employees’ travel manager.

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Why IT matters

AKUH, with the help of TimeTrax embedded these leading new category management practices and processes in their businesses: A travel management infrastructure to fundamentally change its administrative model, joining the pool of very few companies in Pakistan adopting such type of an automated solution.

This innovative tool makes it easy for corporations to configure business rules that extend the reach of business process automation throughout and beyond the enterprise and it also positions AKUH to leverage the flexibility of its industry-leading practices and tactics.

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Solution Components

•Manages Travel Work Flow and Authorizations.

•Shares information electronically with Travel agents.

•Tracks travel costs.

•Travel Calendar is available Online.

•Employee’s Electronic Travel Manager.

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Few words more about the Solution

With the new pre-trip approval feature employees can:

Request travel authorization directly on the web-based system.

Provide electronic approval or rejection for travel requests.

Maintain their personal travel information.

Notify travel agents

Managers/ Functional Heads can approve, reject or request modification of the trip. Once approved, the trip is then routed for ticketing. Travelers are notified throughout the process.

Traveling agent also contributes by making reservations as per requirement, with best possible choices.

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Benefits realized

Team TimeTrax worked closely with AKUH and lived up to the expectations by providing simple, interactive, and user-friendly solution that would encourage both senior management and front-line employees to support the process. First responses from users, including the heads, confirmed that the solution is very user-friendly. Users were also surprised at how fast the whole process took place with such ease.

eTravel is helping AKUH for its global operations, spanning domestic and many countries internationally, including France, Kenya, Canada, Switzerland, India and Madagascar besides many others. After the successful deployment of eTravel at AKUH (Pakistan and Kenya), eTravel is proving to be such advantageous that management of AKUH looks to put it in place soon in Afghanistan.

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Snapshots

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Snapshots

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Find Out More

To learn more about features and advantages of TimeTrax

– Human Capital Management Software, please visit

www.TimeTrax.com.pk and request for an interactive

demo for your organization.