NewGen Solutions TravelGrid

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comprehensive corporate travel management solution to to efficiently manage corporate travel activities and cut down the expenses

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NewGen Solutions TravelGrid

  1. 2. Managing Corporate Travel : The Pain areas <ul><li>Ensuring compliance to travel policy </li></ul><ul><li>Timely decisions (approvals/rejections) & communication to all parties </li></ul><ul><li>Controlling travel expenses vs. eligibility </li></ul><ul><li>Building Employees’ accountability </li></ul><ul><li>Getting best rates from suppliers </li></ul><ul><li>Reconciling supplier bills </li></ul><ul><li>Consolidation of booking volumes </li></ul><ul><li>Reconciling Employee account </li></ul><ul><li>Ensuring that billable travel expenses are billed to customer </li></ul><ul><li>Expense monitoring across multiple locations </li></ul><ul><li>Monitoring Car, Accommodation, Visa , Forex expenditures </li></ul>
  2. 3. Benefits of TravelGrid <ul><li>Compliance to Travel Policy: Saves 4-8% of Travel spend </li></ul><ul><li>Employee accountability: Saves 5-10% of the travel spend. </li></ul><ul><li>Timely refund against cancellations: Saves up to 8% of Ticketing cost </li></ul><ul><li>Centralized ticketing and Expense processing: saves 60% of accounting hours </li></ul><ul><li>Plugging revenue loss in project related travel billing : Saves 5-15% of billable travel spend </li></ul><ul><li>Multiple quotes for domestic/international ticketing: Saves 3- 15% of ticketing cost </li></ul><ul><li>Zero reconciliation effort for ticketing bills: Saves 10-25% of accounting man hours </li></ul>
  3. 4. TravelGrid: Many roles One online solution <ul><li>Corporate Traveler: Trip Request, Expense Report </li></ul><ul><li>Approver/Manager : One or more levels, overview of the team </li></ul><ul><li>Travel Desk : Vendor assignment </li></ul><ul><li>Admin Desk : Car, Hotel & Guest House booking </li></ul><ul><li>Forex Desk : Forex vendor assignment </li></ul><ul><li>Cash Desk : Cash disbursement </li></ul><ul><li>Insurance Desk : Travel Insurance </li></ul><ul><li>Visa Desk : Visa process control & monitoring </li></ul><ul><li>Travel Agency : Quote, Booking confirmation, Billing </li></ul><ul><li>Forex Agency : Quote & Disbursement </li></ul><ul><li>Finance Dept: Verify vouchers, GL Posting, </li></ul><ul><li>Travel Manager : MIS Reports, Bill approval </li></ul>
  4. 5. Features in TravelGrid <ul><li>Employee Profile Management </li></ul><ul><li>Domestic & International Travel Requests </li></ul><ul><li>Expense Settlement </li></ul><ul><li>Car booking request </li></ul><ul><li>Hotel booking request </li></ul><ul><li>Tour advance disbursement </li></ul><ul><li>Travel Insurance request </li></ul><ul><li>Forex Request Handling </li></ul><ul><li>Booking & Billing by Agency </li></ul><ul><li>G/L Account posting to Corporate ERP system </li></ul><ul><li>Travel Manager MIS </li></ul>
  5. 6. Advantage: Traveling Employee <ul><li>Traveler manages own preferences </li></ul><ul><li>Online Travel requests </li></ul><ul><li>Eligibility check </li></ul><ul><li>Form pre-populated with employee profile </li></ul><ul><li>Automated routing for approval </li></ul><ul><li>Mails at each processing point </li></ul><ul><li>History of all past TRs kept </li></ul><ul><li>Printable history of any trip </li></ul>
  6. 7. Advantage: Supervisor <ul><li>Listing of all Travel requests waiting for approval </li></ul><ul><li>Alert mails for new requests coming for approval </li></ul><ul><li>Options to comment (to Traveler) while approving /rejecting </li></ul><ul><li>Eligibility violation highlighted </li></ul><ul><li>All comments on the TR can be viewed </li></ul>
  7. 8. Advantage : Travel Desk <ul><li>Sorted list of all TRs waiting for booking </li></ul><ul><li>Railway, Domestic & International Air booking handled </li></ul><ul><li>Access to user profile data </li></ul><ul><li>Auto generated mail on booking confirmation </li></ul><ul><li>Auto generated task for bill entry after booking confirmation </li></ul><ul><li>Cancellation and re-issue handling </li></ul><ul><li>System print for bills booked </li></ul><ul><li>Complete traceability of bills </li></ul><ul><li>Billing statement </li></ul>
  8. 9. Advantage: Travel Accounts <ul><li>All bills available online </li></ul><ul><li>Traceability of bills to booking requests online </li></ul><ul><li>Traceability of cancellation, rescheduling </li></ul><ul><li>Generation of Statement of account payables </li></ul><ul><li>Conformance to travel policies </li></ul><ul><li>Automated reconciliation </li></ul><ul><li>Online corporate saver accounting </li></ul>
  9. 10. Advantage : Travel Manager <ul><li>Online approval of bills </li></ul><ul><li>Approved bills statement for accounts </li></ul><ul><li>Booking & Billing MIS </li></ul><ul><li>Managing ticketing for multiple location </li></ul><ul><li>Managing multiple Travel agency bills </li></ul><ul><li>Centralized Control of discounts & taxes </li></ul><ul><li>Control on credit notes pending against cancellation </li></ul>
  10. 11. Linking to ERP <ul><li>Employee profile data from ERP </li></ul><ul><li>Account payable entries </li></ul><ul><li>Refund for cancellation entries </li></ul>
  11. 12. Winning confidence of large corporates <ul><li>ABB India: Live since Oct 2005 </li></ul><ul><ul><li>Global MNC </li></ul></ul><ul><ul><li>7,000 employees </li></ul></ul><ul><ul><li>20 Factories and Sales Locations </li></ul></ul><ul><ul><li>SAP ECC ERP System </li></ul></ul><ul><li>ABB Global services: Live - March 2006 </li></ul><ul><ul><li>500 employees </li></ul></ul><ul><li>L&T: Live since Aug 07 </li></ul><ul><ul><li>Indian Industry giant </li></ul></ul><ul><ul><li>10,000 employees </li></ul></ul><ul><li>MphasiS : Live since March 08 </li></ul><ul><ul><li>Global software company </li></ul></ul><ul><ul><li>25,000 employees </li></ul></ul><ul><li>GMR Industries: Live since Feb 08 </li></ul><ul><ul><li>3,000 employees </li></ul></ul><ul><ul><li>34 project locations </li></ul></ul><ul><li>Hyderabad & Delhi Intl Airports </li></ul><ul><li>Holcim India (Guj Ambuja + ACC) </li></ul>
  12. 13. Optional modules in TravelGrid <ul><li>Mobile interface for Approvers </li></ul><ul><li>Guest House inventory and utilization </li></ul><ul><ul><li>Online availability search </li></ul></ul><ul><ul><li>Online blocking and unblocking of room </li></ul></ul><ul><ul><li>Daily / weekly Booking sheet per guest house </li></ul></ul><ul><ul><li>Guest house utilization report </li></ul></ul><ul><li>Visa Request Module </li></ul><ul><ul><li>Visa request & Approval </li></ul></ul><ul><ul><li>Visa desk & MIS </li></ul></ul><ul><li>General expense Module *New </li></ul><ul><ul><li>Reimbursement policy </li></ul></ul><ul><ul><li>Approval </li></ul></ul><ul><ul><li>Expense Accounting </li></ul></ul>
  13. 14. Contacts <ul><li>New Generation Solutions </li></ul><ul><li>OfficeSpot, 2A, Phung Khac Khoan, </li></ul><ul><li>Dist 1, Ho Chi Minh City, Vietnam </li></ul><ul><li>Tel: + 84 8 3825 1718 </li></ul><ul><li>Fax: + 84 8 3825 1727 </li></ul><ul><li>Email: [email_address] </li></ul>

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