Travel requests form
- Streamlined and paperless travel booking process
- Clever itineraries built based on locations and common travel requirements
- Integration with travel related services such as mobile phones to reduce costs.
Implement a travel process to allow flights, car hire and hotels to be requested and approved online. The process is to replace a paper form which often required follow-ups to confirm travel requirements prior to bookings. The new process should incorporate preferred hotels, travel routes and mobile data plans based on countries visited.
based on common travel requirements
Integration with travel services
such as mobile phone and data plans
Approvals and bookings coordinators
based on locations and department
All preferred hotels and offices around the world were provided with driving directions and local information.
The travel request from was built using InfoPath and Nintex workflow. This provided a flexible online form with rich workflow capabilities. Each time a new travel request was submitted, the line manager had to approve the request before the nominated travel coordinator would receive an email notification. Escalation reminders were sent if the request was urgent or not actioned within a set amount of time.
If the travel was overseas, IT would be notified of the dates to enable roaming and data plans for mobiles. If travel requirements changed, managers were required to reapprove all additional spend.
The actual booking was managed with 3rd party travel agents. This part we are still looking to automate in the future.
The new booking form provides visibility to travellers, managers and coordinators to expedite the travel booking process. Travel approvers are now notified of new requests immediately. All costs for travel are record with particular emphasis on last minute changes to itineraries.
The new online process was quickly adopted and universally accepted by all levels of staff. It has sped up the booking process and greatly reduced the number of booking errors.