UA Travel Project Overview
The university is doing a comprehensive reexamination of our travel program with the goal of streamlining our processes, making them more user friendly, creating a process that will allow us to access airfare, lodging, and transportation discounts to save UA money, and improve our travel reporting capability.
The project includes process improvement, policy and regulation updates, replacing the failing Travel and Expense Management (TEM) system and implementing a travel booking tool in relationship with a travel management company.
The project will include a variety of participants throughout the UA system. We are tentatively targeting July through September 2018 for implementation rollout.
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Meetings will be held with travel project groups to review draft regulation and process change recommendations. Meeting will also be held with travel project groups to review draft travel card program recommendations. Concur and CTM are working to build UA’s test sites. Coordination meetings will continue with Concur, CTM, the state, and the credit card vendor.
Project Implementation Groups
Implementation Group - This group is responsible for all facets of the implementation, creating and establishing the project communication plan, defining the business process flow, proposing ideas of how best to utilize Concur, system configuration, proposing regulation changes, and thorough testing. This group will vet these ideas through the Focus Group.
Focus Group – This group is comprised of 28 members who are responsible for reviewing proposals submitted by the Implementation Working Group, providing feedback to and advising the Implementation Working Group, and some testing. This is a diverse group representing various aspects of the UA travel stakeholders.
Oversight Group - These leadership group members are project champions responsible for setting goals and making decisions based on the other project groups’ recommendations and the university’s strategic goals.
For a detailed listing of project group members click here.
Project Implementation Plan Phases
- Contract with Concur was finalized in September of 2017
- Formed project implementation and focus groups in October 2017
- Define improved business process and rewrite policy and regulations
- Systems configuration and integration, testing, and training
- Implement travel booking tool and expense tool
Project Status as of February 15, 2018
The travel implementation group worked throughout the fall of 2017 to learn configuration capabilities for UA’s new Concur travel system and to gather preliminary data that will be used for UA’s travel site. Huron consultants held interviews with focus group members to hear some of the challenges and concerns about UA’s existing travel program. An in depth review, restructure and rewrite of UA travel regulations is in progress to address issues identified by Huron in their initial assessment. New enhancement options for the UA corporate card program were identified. In January, the travel project team sent preliminary technical specifications to Concur for UA’s test site build. Meetings were held with Corporate Travel Management (CTM), and a representative from the State of Alaska, to learn more about the CTM services and the state contract discounts that will be available with use of the booking tool.