1. Getting You There Travel Management Project 1 23/04/10 SAP Travel Management Change Trip and Review Workflow Statuses

2. Getting You There Travel Management Project 2 23/04/10 This resource sets out the concepts for changing a travel request and reviewing the workflow status of your trips. Prerequisite learning: Create Travel Request course. About this resource Look out for hints and tips, wherever you see this symbol Key Look out for important information, marked with an

3. Getting You There Travel Management Project 3 23/04/10 Employees of Monash. Higher Degree by Research (HDR) students travelling for Monash purposes. Monash Adjuncts Others travelling for Monash business purposes, such as contractors, consultants, honoraries. Who can complete this process? All users must be able to access ESS in order to make changes to their trips. Alternatively, a travel administrator may make any change on behalf of someone else.

4. Getting You There Travel Management Project 4 23/04/10 All trip data may be changed up until the travel request is approved. When the workflow status indicator in My Trips says Approver – Approved, only changes to the travel diary, accommodation and contacts are permitted. You will then need to go to the ESS Travel and Expenses page and select Edit/Finalise Travel Diary, Accommodation and Contacts. When can the process be completed?

5. Getting You There Travel Management Project 5 23/04/10 When a traveller makes a change to the travel request, the workflow begins again. After change, the travel request will typically re- workflow to the travel administrator and then to the travel approver. However, the exact process flow depends on the DFAT Travel Advisory. What is the process flow? (1) The next slide demonstrates this

6. Getting You There Travel Management Project 6 23/04/10 If the DFAT Travel Advisory changes to Advised not to travel or Do not travel, then the travel request will go into the high-risk process workflow. If a high-risk travel request is changed after it has gone through the high-risk workflow, the high-risk process is not repeated. o For example, say a travel administrator requests change to airfare cost on a high-risk travel request, the high-risk process is not repeated. The traveller makes the change and the request will be sent back to the travel administrator for further processing. What is the process flow? (2)

7. Getting You There Travel Management Project 7 23/04/10 Process-flow for high-risk travel (2) The Supervisor must attach a proforma, signed Security/Safety Plan to the travel request. http://www.adm.monash.edu.au/procserv/travel/system/security-safety-plan.pdf The Dean or Divisional Director must also sign the Security/Safety Plan. The Dean or Divisional Director also receives an email notification advising them that a high-risk travel request is coming through the system.

8. Getting You There Travel Management Project 8 23/04/10 Log into ESS On the Employee Services homepage, select Then, select to reveal the following My Travel Requests screen: Getting started

9. Getting You There Travel Management Project 9 23/04/10 1.The system will display all of your trips in the past 12 months, or you can set the system to display all trips: 2.Find your trip in the list and select the row button next to the trip number (the trip should be highlighted yellow). Navigation (1)

10. Getting You There Travel Management Project 10 23/04/10 3.On the bottom left of your screen, click 4.Once in the Change Travel Request screen, it uses the same program as Create Travel Request, therefore, navigation is identical. o Please refer to the Create Travel Request course for detailed information about navigation. 5. will take you back one screen. Navigation (2) Change Exit

11. Getting You There Travel Management Project 11 23/04/10 From the My Travel Requests screen, you can display or print your Travel Request Summary Simply select the trip, and on the bottom left of the screen click Navigation (3) Display/Print Travel Summary

12. Getting You There Travel Management Project 12 23/04/10 Review When you have finished changing the travel request, click at the bottom of the screen. Review performs a final validation of your data. Review

13. Getting You There Travel Management Project 13 23/04/10 Save There are two save options: 1) Save only 2)Save and send Save only, saves your trip but does not workflow it to the next person. Save and send, saves your trip and workflows it to the next person in the process.

14. Getting You There Travel Management Project 14 23/04/10 Check with your travel administrator whether your department has any special requirements for attachments. Upload attachment You can upload any number of attachments to the travel request. You must Save only or Save and send before you see the upload attachment screen. The system is currently not accepting Microsoft 2007 documents. Please save any attachments down to a 2003 file, or convert them to a PDF.

15. Getting You There Travel Management Project 15 23/04/10 Checking progress of the travel request (1) You can also check the progress of the travel request via My trips The Workflow Status column shows the result of the last agent in the workflow process. Click here for a description of all workflow statusesdescription of all workflow statuses

16. Getting You There Travel Management Project 16 23/04/10 Checking progress of the travel request (2) Common workflow status indicatorsWhat the status indicator means Created - saved and sentTravel request is waiting for processing by the travel checker or supervisor. Created – saved onlyTravel request has not been workflowed. Travel admin - checkedTravel request checked by travel checker and travel request has been sent to the travel approver. Travel admin – sent back to travellerTravel checker has requested changes. Traveller must make changes to proceed. Travel admin - rejectedTravel checker rejected travel request. No further processing of travel request possible. Approver – sent back to travellerApprover has requested changes. Traveller must make changes to proceed. After change, workflow is sent to travel checker. Approver - rejectedApprover has rejected travel request. No further processing of travel request possible. Approver - approvedApprover has approved travel request. Approver - escalatedApprover has escalated travel request for higher-level approval. Escalated – sent back to travellerThe higher-level approver has requested changes. Traveller must make changes to proceed. After change, workflow is sent to travel checker. Escalated - approvedHigher-level approver has approved travel request.

17. Getting You There Travel Management Project 17 23/04/10 Finishing up When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.

18. Getting You There Travel Management Project 18 23/04/10 Related information Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html http://www.adm.monash.edu.au/procserv/travel/project/index.html Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel http://www.adm.monash.edu.au/procserv/travel

19. Getting You There Travel Management Project 19 23/04/10 Help Need further help? SAP Help Desk Email: sapservice@its.monash.edu.ausapservice@its.monash.edu.au Phone:990 51777 (press 2 for SAP)