2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace GAYLE STETLER, PURDUE UNIVERSITY JOE JACOBSON, CONCUR Gaining Greater Visibility Through Travel & Expense Automation

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About YOU How would you define your T&E automation? A.Fully automated B.Some automation C.Fully manual D.Other

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions Vendor negotiations Fraud & misuse reduction Duty of care Policy compliance Budget/Grant accuracy Cash expense

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions Expense exceptions Outstanding Expense Reports 50% airport parking discount Advanced airfare purchase 2-12% airfare discount 300k+ card rebate

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions What data is needed to get the “data to drive smart decisions”? What data do we need to evaluate an automated system? What data do we have today? What data do we want? What will we do with the data when we get it?

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Data to drive smart decisions With this influx of data, how do I avoid…

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Gayle Stetler

Provide visibility into the $30 Million annual travel spend Automate compliance Increased Risk Management Provide spend management reports to department heads and business managers 2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Data to Drive Decisions: The Business Case

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Data to Drive Decisions: Pre automation

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Pre-Automation: What Data was Collected? Pre-Automation: What Data was collected?

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Multiple copies of pre- trip authorization Asked Why!! Not everyone in approval process really “approves” Identification of notification vs. approval Low accuracy rate coming in for processing Identification of errors Long delay times in reimbursement process Where was delay? Why? Redundancy in processes Compared processes across groups Pre-Automation: What did we do with this info?

Multiple copies of pre-trip authorization Asked Why!! Online system allowing visibility into Travel data Not everyone in approval process really “approves” Identification of notification vs. approval Eliminated paper forms – Created notifications to all areas formerly in “approval” process Low accuracy rate coming in for processing Identification of errors Built in policy compliance Long delay times in reimbursement process Where was delay? Why? Eliminated approvals, except fiscal Redundancy in processes Compared processes across groups Redefined Business Office tasks vs. Central Office tasks Pre-Automation: What was the outcome?

What previous manual data will now be automated? Pretty much everything!! Before: In-State Travel Out-of-State Travel Foreign Travel Domestic Airfare Foreign Airfare 2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Post-Automation: Access to Data!

What previous manual data will now be automated? Pretty much everything!! Before: In-State Travel Out-of-State Travel Foreign Travel Domestic Airfare Foreign Airfare 2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Post-Automation: Data to Drive decisions! After: Sourcing/Vendor negotiations Preferred vendor usage Policy compliance Traveler tracking Vendor compliance Spend breakdown by unit Benchmarking Reimbursement Days

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace GoalStrategy Strategic Sourcing/Cost Containment Control Objective Optimization of process and system Policy development and management Benchmarking Forecasting Supplier management Supplier negotiations Analyze traveler behavior Utilization of preferred vendors Risk management Policy compliance Who Central Travel Office Individual business units Finance Procurement Central Travel Office Comptroller Procurement What Data Spend breakdown by unit # of days for reimbursement Report by expense type details “Lost savings” report Vendor compliance report – Booked vs. Actual Vendor usage report Traveler tracking “Lost savings” report

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Post-Automation: More data! Agency Reports: Top 10 Travelers (History) Hotel booking analysis by city Hotel booking analysis by vendor Car rental analysis by vendor Class of service report City pairs Passengers on a plane Upcoming travel plans Advance purchases (hotel, car and air) Traveler by country Concur Reports: Advance air purchases booked average Air segments by class Booked by airline Booked by car rental company Booked by hotel Spend trend by expense type Total airline ancillary fees Workflow cycle times by manager/processor Cash advance analysis Expense type details

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace Have I avoided this? Agency Reports: Top 10 Travelers (History) Hotel booking analysis by city Hotel booking analysis by vendor Car rental analysis by vendor Class of service report City pairs Passengers on a plane Upcoming travel plans Advance purchases (hotel, car and air) Traveler by country Concur Reports: Advance air purchases booked average Air segments by class Booked by airline Booked by car rental company Booked by hotel Spend trend by expense type Total airline ancillary fees Workflow cycle times by manager/processor Cash advance analysis Expense type details

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About YOU How would you define your T&E mandate? A.Full mandate B.Soft mandate C.No mandate D.Other

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About LEAKAGE IS REAL regardless of mandate = 55% OUT OF POLICY

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About LEAKAGE AFFECTS EVERYONE > Institutions lose data visibility & control. > Faculty & staff travelers lose service & support. > TMCs lose the chance to serve and support customers.

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace About Budget & Grant Visibility > Developing a solution get and display budget/grant data real-time > Monitor spend before it happens > Better approval decision making > Visibility for approvers and budget/grant owners Target date: April 2012

2012 Annual Conference & Tradeshow Celebrating 26 years of service to the Collegiate Travel Marketplace