1. Pilot Kick-Off
TIRS Project – 11 May 2018

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

3. 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

4. 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

5. Timeline

6. 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

7. Access to the application
Click here for the Online Travel Insurance Application
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

8. 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?

9. 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

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

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

12. 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