Slide1: STSI fmi Presentation Gary Kehoe November 25, 2005 Shared Travel Services Initiative


Agenda: Agenda Shared Travel Services Initiative (STSI) Vision The GC Travel Environment What is STSI? The Travel Process and Travel AcXess Voyage (TAV) TAV Benefit Summary TAV Business Results- Key Highlights Expense Management Tool (EMT) What Is EMT? EMT Core Benefits EMT Stakeholder Benefits EMT Implementation Timeline Next Steps EMT Demo


Slide3: “The Government will modernize and reform management practices… This means changing the way Government works.” Budget 2005


Vision: Vision To actively manage the “Travel Commodity” by leveraging a suite of world class integrated travel tools that provide a user experience and business insight like never before. This new shared service capability will improve the travel process for employees and enable PWGSC to negotiate best-of-breed rates and share these benefits across the GC.


Vision: Vision To achieve this shared service vision: We need a Shared Goal Recognize that this vision is a Shared Responsibility Understand that active commodity management will lead to Shared Benefits for all


The GC Travel Environment: The GC Travel Environment Key Stats 200,000 GC Travellers GC travel expenditure in FY04/05 was $1.2 billion Challenges that need to be addressed: Increasing industry transaction fees Limited use of technology Continuous need for policy compliance and accountability Greater need for automated travel booking and expense claim settlement Lack of travel expenditure data that could be used to fully leverage GC purchasing power


The GC Travel Environment Continued: The GC Travel Environment Continued The integrated solution (from booking info to EMT) will provide the required insight into GC’s Travel commodity spend


04/05 Airline Usage – Traveller Preference: 04/05 Airline Usage – Traveller Preference


Slide9: 04/05 GC Top Ten City Pairs


STSI Overview : STSI Overview The Shared Travel Services Initiative (STSI) is in response to a Government of Canada initiative to: “automate, simplify, streamline and improve the efficiency, economy and convenience of the total travel experience, from the trip planning stage through to the expense reporting, reconciliation, settlement and data analysis and reporting.”


The Travel Process And Travel AcXess Voyage (TAV): The Travel Process And Travel AcXess Voyage (TAV)


TAV Benefit Summary: TAV Benefit Summary DTC Benefits OBT Benefits EMT Benefits + + > Spend volume rebates Best of breed insurance Reduced cost of travel advances Rewards program Transaction fee savings of 50% Visual Guilt Savings Time Savings Business Intelligence and reporting Policy compliance Accountability Business Intelligence Fact-based decision making Process Time Saving OBT (~$20) Call Center (~$40) EMT (~$8 - 15) Transaction Fees Commodity Management Air Hotel Car Rental Other + The solution benefits are driven by an integrated implementation. Taking a holistic view of benefits and commodity outweighs the total cost of the transaction fees.


TAV Business Results- Key Highlights: OBT Adoption Rate = 18% (October 2005) OBT transaction fee savings reached $103.6K/month . OBT lower ticket price savings estimated at $285K/month $1.1M GC rebate when DTC charge volume hits $500M 7% reduction in the call centre transaction fee In FY 04/05 “Ticket Trax” yielded $1.1M in savings by harvesting unused tickets/credits $896K was paid out during FY 04-05 for employee and vehicle insurance settlements previously paid by the GC Air Fare Savings: $19.6M during FY 04-05 due to better rate negotiations and lowest fare selection by travellers TAV Business Results- Key Highlights


EMT: Expense Management Tool (EMT): The Expense Management Tool (EMT) is a Commercial Off-the-Shelf (COTS) product, commercially known as Concur. The EMT is the final component of the integrated TAV solution. The EMT complements the Portal and OBT, and it allows users to perform expense management tasks. The EMT integrates several services: Government travel cards, Amex TAN Database, portal and OBT connectivity, reporting tools, and Departmental Financial Management Systems (GX, Free balance, Oracle and SAP interfaces under development). Users will access the EMT via the TAV Portal (“Manage Expenses” link). EMT


EMT Stakeholder Benefits: EMT Stakeholder Benefits


Slide16: Integration of the Traveller Experience The integration of the portal, the On-line Booking Tool, the Expense Management Tool and reporting functions…


EMT Implementation Timeline: EMT Implementation Timeline


Next Steps: Next Steps Increase awareness (Executives and Employees) Implement EMT at your department (Feb – May) Training Implementation Support Directed Purchasing Change Travel Directive Mandate Card usage Drive overall adoption Actively monitor and manage travel