Pilot Kick-Off TIRS Project – 11 May 2018

Welcome Pilot Departments Geography Saïd Business School Zoology Tropical Medicine Oriental Studies Materials Engineering Science Insurance Team Security Services

Agenda Pilot objectives Timeline What happens next Access to the application We are here to help you Proposed BAU support process Default user set-up Proposed BAU request for user access

Pilot objectives Process online travel applications Validate the online application is intuitive and easy to use Manage applications using statuses and workflow in CRM Validate the online training materials meet your needs Validate the how-to guides meet your needs Validate the user set-up Provide support as you Communicate the new process to your travellers Embed the system into your existing business processes Simulate a crisis Validate the information needed is easily accessible Test the help desk support process Test the project communication and rollout plans – identify gaps

Timeline

What happens next Complete the online training Determine what needs to be communicated to your travellers and when Identify the changes that need to be made to existing processes for approving applications Create online travel applications and process them

Access to the application Click here for the Online Travel Insurance Application http://travelinsurance.admin.ox.ac.uk The link to the Online Travel Insurance Application will be on the TIRS project The link to CRM will be on the pilot page Pilot

We are here to help you.. Daily checkpoint calls from 9:30 to 10:00 1 Hour Retrospectives 24 May 6 June 11 June – Pilot Complete Available to support you in your offices How to guides available on the travel insurance web page What else do you need?

Proposed BAU support process Traveller has problem with the online application Travel Administrator verifies the problem is technical and not business process Travel Administrator logs the technical issue with the help desk The help desk manages the issue to resolution and communicates back to the travel administrator

Default User Set-Up Pilot Departments user information/default set up:

Default User Set-Up Pilot Departments user information/default set up:

Proposed BAU request for user access This process is to request a CRM license and incurs a cost Add/Remove User I need to add a Travel Administrator or Travel Manager I need to remove a Travel Administrator or Travel Manager Call Help Desk Log request with IT Services Help Desk Provide name of approver Travel Manager can approve for Travel Administrator or another Travel Manager When no Travel Manager – Options: Department Administrator, Division Administrator, EA to Division Secretary Confirm An authorisation request will be sent to approver On approval the license will be added /removed for the user