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Travel Approval Reporting Stage 1 Release Reports

User Reference Guide

February 2014

Version 1.6 1

CONTENTS Introduction ........................................................................................................................... 3

Travel Report Access ............................................................................................................ 5

Insight Portal ......................................................................................................................... 6

Running a Travel Report ....................................................................................................... 8

Stepping through the Reports ...............................................................................................13

Travel Summary Report ....................................................................................................13

Travellers by Country Location Summary Report ..............................................................14

Outstanding Travel Approvals Report ...............................................................................15

Current Travel Risk Higher than Approval Report .............................................................16

Post Travel Not Completed Report ...................................................................................17

Travel Detail Report ..........................................................................................................18

Travel Report Terms ............................................................................................................22

Travel Form and Approval Status Definitions ....................................................................23

Getting Assistance ...............................................................................................................25

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Introduction In late 2014, ANU moved to a standardised and automated online Travel Approval process using the Intelledox platform, which is supporting ANU in transforming the University’s administrative practices through the digitalisation and optimisation of business processes.

Transitioning to an electronic process has facilitated the production of Travel Reports through the University’s business reporting portal, Insight. This has increased the university’s ability to manage and report on travel across the university during any stage of the travel process.

The purpose of these reports is to provide timely and informative travel information for relevant stakeholders, including college and division managers, fieldwork managers and risk managers.

There are 2 types of reports:

• Summary Reports: list of all travellers meeting specified conditions.

• Detail Report: contains all available details for a single travel request.

The following Travel Reports are available in Insight:

Report Name Purpose

Summary Reports

Travel Summary Lists all travel that meets selected criteria

Purpose: provides a full list of travellers based on a variety of filters including all travel for a single person or department, but not by travel destination. See page 13 for a sample of this report.

Travellers by Country Location Summary

List of travel by destination

Purpose: provides a list of all travel to a particular location or with a specified level of risk.

See page 14 for a sample of this report.

Outstanding Travel Approvals

List of travel forms that have been submitted, but not fully approved Purpose: reports which travel requests have been started but not yet approved by a supervisor/delegate. This report is sorted by the date of intended travel, so will firstly show approvals requiring more urgent attention (i.e. Travel start date is within 1 week).

See page 15 for a sample of this report.

Current Travel Risk Higher Than Approval

List of international travel with DFAT rating higher than when travel was approved

Purpose: provides a list of travel with a higher current risk rating than when it was approved. This report can assist in identifying which travellers need to complete additional risk assessments or where travel should be cancelled. See page 16 for a sample of this report.

Post Travel Not Completed

List of travel with elapsed return dates but no Post Travel forms submitted

Purpose: used to identify travellers who have not completed Post Travel forms, which need to be completed before travel can be closed and finance assess any payment / reimbursements. If the travel did not proceed, the travel request should be cancelled in the eForms system. See page 17 for a sample of this report.

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Detail Report (full details for a single traveller)

Travel Detail All Pages

Detailed report on a single selected traveller containing all fields from travel form Purpose: this report contains all details that were provided during the travel approval process, as well as details of approvals. See page 18 for a sample of this report.

Note: This report can also be accessed via the Summary Reports by clicking on the blue Travel ID hyperlink within the reports.

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Travel Report Access Travel Reports are available through ANU Insight. Even if you already have access to ANU Insight, you will still need to request additional permissions to the Travel Reports.

Request Access

To apply for access to the Travel Reports, complete the relevant form from the ANU Insight web page: https://services.anu.edu.au/information-technology/software-systems/insight

Open Portal Once you have been granted access to the Travel Reports, the portal can be accessed at:

https://insight.anu.edu.au/ If prompted for a user name and password, please login using HORUS/UDS logon. You must place UDS\ before entering your user ID as shown below:

User Name: UDS\User ID (e.g. UDS\u1234566) Password: your UDS or HORUS password

Access Issues

Browser Compatibility The portal has been tested on both Mac and PC, and on many browser versions and mobile devices. There are known compatibility issues with older browsers, such as Internet Explorer 8. If using an older browser, the user may receive the following error message when attempting to access a report:

If this error message appears, please follow the instruction below:

1. In an Internet Explorer window, click the Tools button located in the top right hand corner of your browser and then click Compatibility View settings.

2. Under Add this website, enter the URL anu.edu.au (the browser may pick this up by default if you are already on the Insight page), click Add and then click Close.

If the error persists, please contact the Insight team.

Help If you are still experiencing issues with accessing the reports or in terms of how the portal produces reports or functions, please contact the ANU Insight team on:

Email: [email protected] Phone: +61 2 6125 8649

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https://services.anu.edu.au/information-technology/software-systems/insight

https://insight.anu.edu.au/

mailto:[email protected]

Insight Portal When first accessing the ANU Insight portal you are directed to the Insight home page as shown:

To locate the Travel Reports from the Insight home page:

• Click on Financial to activate the sub-menu, then click on Travel Reporting in the sub-menu to open the Travel Report home page.

• The Travel Reporting home page contains links to available Travel Reports, as well as additional information and support.

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Reports list

• The Reports list on the Travel Reporting home page shows all the available travel reports which can be accessed through the Insight portal:

– The icons to the left of the report indicate the type of report:

= detailed report on a single traveller

= summary list report of all travellers meeting the specified condition(s)

• To view a brief description of each report, hover your mouse over the report name.

• Click on the report name to select a Travel Report.

Need more information on Insight This guide is focused on the Travel Reports, however, if further information is required on navigating and using the ANU Insight portal, a full step-by-step guide can be found at: https://services.anu.edu.au/information-technology/software-systems/insight/anu-insight-user-guide

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https://services.anu.edu.au/information-technology/software-systems/insight/anu-insight-user-guide


Running a Travel Report To run travel reports, follow these four simple steps:

1. Select the report 2. Choose the criteria for the report 3. Run the report 4. Download or save the report (if required)

For definitions of Travel Report terms used in these reports, please refer to the Travel Report Terms section in this user guide.

1) Select the report: • Click on the name of the report to be generate.

2) Choose the criteria for the report This page enables the user to limit the results returned in a report by selecting one or more conditions for the report.

Filter Types There are several types of filters across the suite of reports that can be applied. These are detail following:

Calendar Select the start and end dates to be included in the report. This will limit the report output to just travel within the chosen range of dates.

Radio Button Click on the button to select an option. Only one can be selected at a time.

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Checkbox Click on the box to select one or more options.

Alternatively, if all options need to be selected, simply click the Select all option.

Drop Down Menu

Click on the down arrow and use the scroll bar to find the required option, then click on the name to select:

Drop Down Tree Click on the first drop down arrow and select the required College or Service Division. This will activate the next drop down. Select down to the lowest level required or to narrow down the results in the report.

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Keyword Search Type a keyword and click Search button. A list of matching fields will be displayed in the Choice box. Click to select.

For additional search methods, click on Options to modify the type of search.

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Multiple Keyword Search

Type a keyword and click Search.

A list of matching items will be displayed in the Results box.

There a number of ways to select items:

• Single: Click on a result.

• Various: Hold down the ALT key on the keyboard and click each required result.

• Range: Click on the first instance and then hold down the SHIFT key on the keyboard, and click on the last result in the range. All the items between the selection should be highlighted.

To move highlighted results to the Choice box, click on the button.

To remove a choice, select it and click on the button.

Mandatory fields

Criteria prompts can be either Optional or Required. If a prompt value is Required you will not be allowed to run the report until a value has been entered. Criteria values which are Required can be differentiated in a number of different ways: 1. The word (Required) in brackets may show after the

instructions 2. The red * will appear next to the prompt box 3. A red line ---------------- will appear under the prompt until a

valid value is entered

To go back to the home page without running the report, click .

3) Run the report

Once all required and mandatory criteria have been selected, click on at the bottom of the page to view the report.

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Report View The report page is made up of a number of components as shown below:

Details of each of these reports can be found in the Stepping through the Reports chapter of this guide.

4) Download or save the report There are a number of actions that can be undertaken by the user for a report, such as download or email, which are done through the Report Action Menu. Each of these functions are detailed below:

Action Buttons

Button Name Explanation Keep This Version

enables a user to store a version of the report by emailing or saving a report. To save a report to Excel or PDF, use the Report Output button

Run Report The Run Report button allows the user to re-run the report by returning to the prompt page, where the original report criteria is retained and can be modified.

Drill These buttons have not been enabled in the travel Reports.

Report Output

Report Output button allows a report user to save a copy of the report to the desired format. The report can be saved to HTML, PDF, XML or Excel.

Add this Report

Allows the user to create shortcuts to the report in their My Folders environment and reduce navigation.

For more detailed step-by-step instructions on Report Action Menu, please refer to: https://services.anu.edu.au/information-technology/software-systems/insight/anu-insight-user-guide.

Report Action Menu: email, download or rerun the report

Report title

Filters selected for the report

Report footer: Detail of when the report was run and by whom

Navigation bar

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Stepping through the Reports Travel Summary Report

Details of traveller

Travel ID: Click on link to open the “Travel Detail” report for the

selected Travel Approval

Period of travel

Report criteria: Summary of filters selected for this report

Report Navigation: Click to move between pages of report

Summary of travel

Domestic / International indicator and destination

Contact information while travelling

Traveller’s usual Supervisor

Status: See Travel Report terms for

definitions

Report Footer: Metadata for the report (i.e. who ran the report, time the report was run etc.)

Summary of risk: DFAT ratings (current and at time of approval) and risk ratings

applied to travel. See Travel Report terms for further details.

Will fieldwork be undertaken?

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Stepping through the Reports (continued) Travellers by Country Location Summary Report




Period of travel Summary of travel Domestic / International indicator and location

Contact information while travelling

Different segments of the Travel Approval




Summary of DFAT risk: DFAT ratings (current

and at time of approval)

Will fieldwork be undertaken?

Where will most time to be spent

Highest Residual Risk: See Travel Report Terms for definition

Period spent at each segment / location


definitions

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Stepping through the Reports (continued) Outstanding Travel Approvals Report



Summary of travel

Domestic / International indicator and location


Fieldwork indicator

Date the report was run

Delegate

Travellers’ details Traveller




Summary of risk: DFAT ratings (current and at time of approval) and risk ratings

applied to travel. See Travel Report terms for further details.


definitions

Approvers: See Travel Report terms

for definitions

How long until travel start date

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Stepping through the Reports (continued) Current Travel Risk Higher than Approval Report




Period of travel Summary of travel Contact information while travelling

Status: See glossary for definitions


Summary of risk Fieldwork fields




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Stepping through the Reports (continued) Post Travel Not Completed Report



Travellers’ contact details while away


Travel summary Traveller details Travel dates

Number of days Post Travel forms are overdue: Post travel forms are required to be completed within 15

days of return of travel.




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Stepping through the Reports (continued) Travel Detail Report

Travel ID: Unique identifier for Travel Approval request


Summary of Travel: typically the information found in the Summary

Reports

Financial Summary of Travel: Allocation of anticipated expenses to charge codes

and non-ANU contributors

Travel segments: Breakdown of travel and

risk involved

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Travel Detail report (continued)

Details of fieldwork to be undertaken

List of personnel on this trip


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Travel Detail report (continued)

Details of Risk and Residual Risk

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Stepping through the Travel Detail report (continued)

History of approval

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Travel Report Terms Report Terms Definition Approval Status See Travel Form and Approval Status Definitions.

Country of Interest The international destination country for travel.

DFAT Risk Rating Department of Foreign Affairs and Trade (DFAT) assigns a rating to every country based on potential risk of traveling to that location. The DFAT Risk Ratings highlight the range of risks that could be faced at a particular destination, whether related to security, safety, health, local laws, entry/exit requirements, or natural disasters. Ratings also highlight areas that are clearly not safe for travel. Travel DFAT Risk Rating at Time of Approval refers to the rating applied when the travel was approved. Current DFAT Risk Rating retrieves the DFAT rating on the date the report was run.

General Ledger Code (GLC)

General Ledger Code assigns the travel expenses to a department and project. Alternate names across ANU for the General Ledger Code are: GLC, Budget Code, Budget, Chartfields Structure, Chartfields, Account.

Fieldwork Work undertaken for or in support of research, teaching, or instruction at an off-campus location as part of the activities of a Budget Unit. It may involve remote locations.

Fieldwork Indicator Signifies that fieldwork has been indicated in the travel request.

Insight The University’s self-service web portal for integrated business reporting and performance management. The available reports through the ANU Insight Portal include: Financial Reporting (including Travel Reporting and Chief Investigator Financial Reports), Research Reporting, Student Reporting, Course and Program Reporting, and Staff Reporting.

Intelledox Intelledox helps organisations to digitalise processes through smart web forms (eforms), through their flagship software, Infiniti. This software will help transform the University’s administrative practices through the digitalisation and streamlining of business processes. The first processed moved to this system was the Travel Approval process.

Number of Days The calculated number of days of travel (start date to end date).

Organisational Structure

The hierarchical structure at ANU, level 1 being the broad grouping (e.g. College), down to the lowest level or budget unit.

Position Type The role undertaken at ANU (e.g. Academic staff, Postgraduate, Postgraduate, Scholar, Non Award, Person of Interest).

Risk The possibility that harm (death, injury or illness) might occur when exposed to a hazard. Risk is measured in terms of:

Likelihood Probability of something happening and the frequency with which it happens, and

Consequence The outcome and impact of an event if it occurs.

Risk Control Action taken to eliminate health and safety risks so far as is reasonably practicable, and if that is not possible, minimising the risks so far as is reasonably practicable. Eliminating a hazard will also eliminate any risks associated with that hazard.

Risk Rating The potential risk associated with visiting the specified location. This is before any risk controls have been implemented.

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Report Terms Definition Residual Risk Remaining risk after all controls have been implemented to minimise or negate the

risk. The Highest Residual Risk field will advise the highest remaining risk across all potential risks listed in the Travel Approval.

Travel Form Status See Travel Form and Approval Statuses Definitions following.

Travel ID The unique identification number assigned to every travel request.

Travel Requester Type

See Position Type

Travel Segment A general overview of each fragment of the intended travel, including travel dates, destination, transit period (where flying time is over 12 hours) and whether there will be any private travel included with the business trip.

Travel Type Business An activity undertaken by an employee (i.e. attendance at a meeting, attendance at a conference, field research, speaking at a lecture) having a duration of more than three hours, that relates to their work as an ANU employee.

Private The number of days that are not business days, days in transit or unavoidable delays.

Transit A day in transit that does not allow for the day to be a business day due to transportation from one destination to another. The first 2 days to any destination that is greater than 12 hours flying time will be considered days in transit.

Special Consideration Days

Additional days approved by the travel delegate in circumstances where the traveller requires additional days for recovery due to health and safety.

Travel Form and Approval Status Definitions Travel Approval Status Active Statuses Started 1. Travel approval form has been saved by the user but not yet submitted for

approval, or 2. The travel request has been returned by an approver for clarification.

Submitted Travel request has been submitted, and has been sent to the supervisor for approval. Approval States: • Travel Request • Supervisor Endorsement

Partially Approved

Form has been approved by at least one approver, but waiting on additional approval from one or more delegates. Approval States: • Domestic Approval • International Approval • Domestic and International Approval • Supervisor and Domestic Approval • Supervisor, Domestic and International Approval • High Risk Travel Approval

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Travel Approval Status Travel Approved

Travel has been approved by supervisor and relevant delegates. However, Post Travel needs to be completed. Approval States: • Post Travel

Finance Post Travel not Completed

User has completed Post Travel form and the form has been sent to Finance for action. Approval States: • Finance Review

Not Active Statuses Completed Travel and post travel steps have been completed. No further action required.

Not Approved Travel request has not been approved by the supervisor or delegate. Justification will have been noted in the travel approval form.

Deleted The user or administrator has deleted the travel request.

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Getting Assistance Travel Approval Reports Support provided by Planning Performance and Measurement (PPM) Division Helpdesk [email protected]

Access to the ANU Insight System can be requested via the ANU Insight web page: https://services.anu.edu.au/information-technology/software-systems/insight.

Insight Detailed instructions on how to use ANU Insight can be found on the ANU Insight user guide web page:


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mailto:[email protected]

https://services.anu.edu.au/information-technology/software-systems/insight



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