spendvision enabling t&e nirvana with future-proof...

SPENDVISION There is a wealth of information in your travel and expense management system – if you know where to look for it. How do you know what is right for you, how do you find it, and how do you use it to maximize savings?

Fiona Hastings

Spendvision | btTB May 2014

Benefits of Total Travel & Expense

The Value to Be Found

Finding a Fit for Purpose Process

Your TCO

Your Total Travel & Expense Program

Agenda

2 Confidential and Proprietary © Spendvision


Benefits of Travel & Expense Management

Scope of Travel Expense Management


TOTAL TRANSACTION MANAGEMENT

A focus on

TOTAL

TRANSACTION

MANAGEMENT

delivers value

across

60% of corporate

transactional

spend

Value Delivered


Performance •60% lower expense processing costs

•43% higher rate of business travel spend under management

•31% higher rate of policy compliance

System Integration

– Expense

– HR

– Portal SSO

– Meetings / Event Management

How is this Value Realised


User Adoption

Automated Policy

Manual Data Entry

Reporting

Authorisation

Traveller Profile Data (Maintenance & Synchronisation)

Source: Beyond the Savings Point, BTRC, Cranfield University and

ACTE.

System Integration

User Adoption

Savings

Efficiency

Benefits Summary


Top Benefits


No Benefit Best in Class / Savings / Opportunity Reference

1 Online Booking

Adoption

90% Online Adoption

25% TMC Fees

HRG, Sabre, GetThere, CWT + others

2 Visual Guilt Savings: 10-20% of Travel spend saved when

booked by traveller online

BCD, CWT, HRG, Amex, Amadeus + others

3 Leakage:

-TMC

-Card

-Supplier

•TMC = Aprox. 20-30%

•Air = Aprox. 10-30%

•Hotel = Aprox. +40%

•Card = Aprox 20-35%

GBTA KPI Reference Guide

Publicsectortravel, Amex, HRG, BCD, CWT,

Travel Consulting Businesses

+ others

4 Expense Processing

Costs

60% Lower Expense Processing Costs Aberdeen Report T&E Expense management

2012

5 Profile / HR

Administration

Savings: 0.2 FTE (Mid Size Corporate) Spendvision Customers

6 Policy - Compliance 31% Improved Policy Compliance Aberdeen Report T&E Expense Management

2012

7 Change Management Savings: Est $20-50K P.A Spendvision Customers

8 Expense Accounting /

Tax / Rework

Savings:0.1 FTE (Mid Size Corporate) Spendvision Customers

9 Finance / Back Office

/ Platform Admin

Savings: 1-2 FTE (Mid Size Corporate) Spendvision Customers

10 Audit Savings: Est $10-30K P.A Spendvision Customers

Change: Disparate processes


TRAVEL PAYMENTS

REPORTING EXPENSES

Change: Stakeholder perspective


If you are a Travel Manager your perspective is at the front end



If you are in Finance your focus is on the back end



And Procurement tend to implement commodity centric processes crossing all boundaries

But human beings are involved…


Missed connection

Lost laptop charger

Corporate card cloned

Extra meeting… change of schedule

Late night conference calls

Sick kids

Run out of medication

Luggage lost

Bit of a hangover

Detained by immigration

The Objective: Balancing TCO for You!


TCO

– T

ota

l Co

st o

f O

wn

ersh

ip

Business process Open Closed

Business cost

Personal cost

OPEN

CAPPED

CHANNEL

CLOSED

1. Assess: What you do today and what are your business Priorities / Drivers = Baseline – Current State, Your As IS Position

– Strategy, Structure, Culture

2. Define: what you need to support your business = Benefits – Fit for Purpose Travel & Expense

3. Select: Vendor / Partner Selection – Travel / Payment / Technology (Booking / Expense) / Reporting

4. Monitor: Support, Delivery, Value and Drive Ongoing Change

Finding the Benifits


The Scope of Travel & Expense is beyond traditional commodities such as

AIR, Hotel, Car....

1. What is the strategic direction of your business?

2. What is your operating structure?

3. What are the beliefs, norms and practices that staff exhibit?

1. Assess: Your Business


High growth Cost control

Flat Hierarchical

Do it… Check it...

Have a Go! Exercise 1: Where do you sit?


2. Define: Fit for Purpose


High growth Cost cutting

Flat Hierarchical

Do it… Check it...

OPEN CAPPED CHANNEL CLOSED

1. Open



Flat Hierarchical

Do it… Check it

OPEN

4. Closed



Flat Hierarchical

Do it… Check it

CLOSED

Have a Go! Exercise 2: Fit for Purpose


TRAVEL PAYMENTS

OPEN

REPORTING

An Open Strategy


•Expense System •Reporting is key •Quick decision making •Empowered trusted staff

CAPPED CHANNEL CLOSED

EXPENSES REPORTING

TRAVEL PAYMENTS

OPEN

REPORTING

An Open Strategy


•Expense System •Pre travel authorisation - requisition •Reporting is key •Cost conscious •Empowered trusted staff within per approved budget


EXPENSES REPORTING

PAYMENTS

REPORTING

TRAVEL

EXPENSES

TRAVEL

REPORTING EXPENSES

CAPPED OPEN

A Channel Strategy


Key links between: • Booking and reporting • Reporting and expense •Process driven organisation •Just use this tool and you are fine

CHANNEL CLOSED

TRAVEL PAYMENTS

OPEN

REPORTING

An Open Strategy


•Technology Integration is Key •Policy Automation

•Travel / Expense •Compliance to Policy •Complex:

•Business rules •Processes •Operational environment


EXPENSES REPORTING

Dynamic, fit for purpose…



Flat Hierarchical

Do it… Check it

OPEN CAPPED

CHANNEL CLOSED

OPEN

CLOSED

Your process now… and as things change

Platform Experience is Key


Strategic Relationship

YOUR DECISION YOUR NEEDS

Pedigree in Business Process

Demonstrated Data

Integration

Flexible, responsive to

change

Summary

Scope of Travel Expenses = Beyond Booked Travel Commodities

1. Assess: What you do today and what are your business priorities. Strategy, Structure, Culture

2. Define: “Your Fit for Purpose Travel & Expense Process”

3. Select: Your Suppliers and Technology that is right for you

4. Monitor: Delivery, TCO and plan for ongoing improvements to your program


Thank you Questions?


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