Corporate Services

Corporate Services

Travel Management

Business Goals

  • Ensure compliance with corporate travel policies

  • Reduce the cost related to travel expense and administration

  • Improve collaboration when negotiating contracts with travel vendors

  • Eliminate unnecessary travel through virtual meetings

Travel is often necessary in order to engage in face-to-face conversations with customers, partners and project team members – especially at companies that have operations in distributed locations.

Open Text solutions let you manage travel processes. The cost and effort required for employee expense report processing can be reduced by enabling employees to submit and approve expense reports and credit card purchases directly from their email client. Paper can be reduced or eliminated by supporting image, fax, and electronic document capture and workflow processes for the expense report and associated receipts. Travel administration can ensure compliance by providing access to policies and procedures, delivering training in travel systems and procedures, and collaborating with travel providers in secure, Web-based workspaces. Management can monitor the performance of travel providers, as well as incurred travel costs, by looking at reports delivered directly to their desktops.

Open Text solutions for Travel Management deliver this functionality with the following components:

Supplemented by Business Content (e.g., predefined workflows) to give you a head-start in configuring workstreams and processes, Consulting Services, Training and Support tailored to meet your requirements.


Activities

Travel Management includes Travel Expense Management, Travel Planning, Supplier Collaboration and Virtual Meetings.

  • Travel Expense Management

    Open Text solutions enable organizations to manage employee expense report processing for travel and one-off expense-related items. The solutions feature:


    • Imaging solutions for out-of-pocket expense receipts

    • Process integration for manager approval

    • Integration with corporate credit card vendor records for automated receipt management

    • Posting to your Enterprise Resource Planning (ERP) system

    • Credit card statement capture and processing

    • Workflow routing for review, approval and exception handling

    • Integration to accounts payable


  • Travel Planning

    Open Text solutions enable organizations to control travel-planning activities, steering employees toward existing travel-related contracts for airline, hotel and rental car contracts. The solutions feature:


    • An employee self-service portal for posting policies, procedures and forms

    • Employee communities for news and bi-directional communications

    • Learning management solutions for introduction of new procedures

    • Workflow initiation for travel-related processes


  • Supplier Collaboration

    Open Text solutions support the processes that take place when negotiating contracts with travel-related vendors, and include:


    • Contract management solutions for creating, reviewing, approving and tracking contracts and obligations

    • Report management and distribution to monitor supplier performance and employee utilization

    • Extranet collaboration for exchange of requests, bids, contracts and performance reports


    Solution Adaptations: Document Management & Collaboration, Enterprise Portals, Extensions for SAP Solutions, Project Management

  • Virtual Meetings

    Open Text solutions help you reduce travel costs by enabling you to conduct meetings over the Web. Your staff can collaborate together across the network and include customers, suppliers and partners. As a result, travel can be reduced or eliminated, and work can proceed effectively. The Open Text solution features:


    • Secure, collaborative workspaces accessed via a standard Web browser

    • Real-time Web conferencing

    • Meeting artifacts and recorded meetings saved as project history

Key Performance Indicators

Reduced travel costs

Improved compliance with corporate travel policies and procedures

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