Leoni s implementation of a travel and expense solution

Transcription

1 Leni s implementatin f a travel and expense slutin Abut Leni The German cabling cmpany Leni is ne f the biggest and mst internatinal strategic suppliers t the autmbile industry. The enterprise emplys 450 peple in France and mre than 60,000 peple wrldwide acrss 33 cuntries. Leni s travel prgram The principal bjective f the French pilt prgram was t empwer travelers. Number f travelers in France: 250, including bth regular travelers and thse wh travel less than nce a mnth. Destinatins: Usually ther Leni sites including the German headquarters. Key partners: AirPlus (crprate accunt); KDS (Travel & Expense tl); Carlsn Wagnlit Travel (Travel Management Cmpany). An enterprise culture aligned with KDS Amng the nging challenges Leni faces are the pressures t manage csts, and t manage the supply chain frm supplier t client acrss all the prcesses invlved in the manufacture f their prducts. A culture f innvatin: Leni strives t be at the cutting edge in all aspects f their business, innvating cnstantly.

2 Using KDS, we implemented three mdules: a first trip mdule whereby users rganise their trip, then reserve and issue tickets; a secnd mdule t submit expenses; and a third billing mdule thrugh which I can reimburse my clleagues and pay my suppliers Jean-Paul Magnier, Leni s Purchasing and Cst Optimizatin Directr fr France. Leni s challenges and bjectives were met by KDS Empwering the traveller: KDS Ne shws the itinerary frm dr t dr, alng with pssible adjustments and the ttal cst f the trip, allwing users t fully understand the impact f their chices. Easy t use: Leni needed a tl that was suitable fr experienced and ccasinal travelers alike: the slutin s intuitive interface was key t maximizing adptin amng users. Flexibility: Leni s sphisticated plicy structure requires a tl that can adapt t their plicy cnfiguratin, with an administratin suite that allws the enterprise t respnd quickly t specific scenaris which were nt frmalized in the initial specificatin.. A faster, mre effective travel prgram management: Ne autmatically filters the end-t-end itinerary accrding t cmpany travel plicy, ensuring that users select a trip ptimized fr cst and efficiency. Cst reductin: When Leni s reservatins mved nline in 2012, their gal was t reduce travel agency spend. With KDS Ne, they aimed t reduce verall spend n travel. Cllabratin with Carlsn Wagnlit: Leni wanted t maintain its relatinship with travel agency Carlsn Wagnlit Travel, s KDS existing partnership with CWT added value t the prject. Using mbile t simplify pre- and pst- trip prcesses: Apprval: Ne s mbile applicatin allws managers t apprve their clleagues requests at any time, including while they are traveling themselves. Submitting expenses: With Ne Expense, travelers create their expense reprts during their trip by digitizing their receipts with their smartphne, and cllecting all relevant infrmatin n their return with ne click.

3 The evlutin f business travel management at Leni Offline Reservatins 2012 Sept Emplyee training Befre 2012 Online Reservatins Multiple tls t submit requests, bk nnintegrated travel elements (air, train, car hire, htel), submit expenses A target price by destinatin apprach Ne Online Reservatins Single pint f access t KDS Ne Travel & Expense Pilt prject: deplyment f a single tl within Leni France Dr t dr apprach and itinerary ptimizatin 2014 What has changed with KDS Ne s implementatin? Leni s users have a single tl t manage all f their business travel, frm reservatin t expense claim submissin. Ne breaks with the traditinal e-cmmerce apprach whereby the traveler chses frm lng lists f flights and htels. Nw, in a few clicks, they can visualize the whle f their jurney: they can see their destinatin with Street View; they get the dr t dr cst f their trip including estimates fr taxis and ther expenses, such as meals; the prpsed itinerary cnfrms t cmpany plicy, is adjustable, and can be reserved instantly. A different apprach t bking business travel: KDS apprach is very interesting. The basic questins travelers need t answer are fairly straightfrward: Where d I want t g, what day and what time is my meeting? Ne is bth innvative and lgical. As with all simple ideas, yu need t start with the right questin. KDS is certainly the first cmpany t ask itself What des the traveler need? Jean-Paul Magnier

4 Autmating business travel in 3 steps Phase 1 Phase 2 Phase 3 1 Switching t nline reservatin 2 Optimizing nline reservatin 3 Managing change t KDS Ne 01. Valuing Emplyees 02. A Business Prcess Apprach 03. Pilt Teams Fllwing the launch f nline bking, every traveler whse reservatin was cnsistent with the target price per destinatin received an autmated cngratulatry message via CWT Prgram Messenger. As part f a drive t ptimize verhead csts, including business travel, Leni analyzed the prcesses invlved s they culd distinguish between value-added and nn-valueadded tasks during the time spent reserving a trip. That allwed them t priritize their requirements s that KDS culd prperly address them. Executive assistants became ambassadrs wh relayed infrmatin back t their teams and encuraged users. They tk n extra respnsibility because they were ften in cntact with travelers and understd their needs.

5 The benefits f KDS Ne Travel & Expense fr Leni Fr end users / travelers an intuitive tl that is fast and easy t use an innvative dr t dr apprach t bking which ptimizes the itinerary accrding t the user s needs an increased sense f empwerment and respnsibility, as the traveler nw has cntrl ver their bking, their itinerary and their travel experience a unified reservatin and expense management tl, which allws users t pre-cmplete their expense reprts, saving time acrss the whle travel administratin prcess Fr the travel manager / purchaser reduced resistance t change thanks t a tl which ffers travelers viable alternatives while cutting ut superfluus chices and saving time increased user satisfactin, particularly amngst generatin Y wh embrace innvatin increased accuntability amngst users, wh are cnfrnted with the cst-implicatins f their chices thrugh the tl s visual guilt techniques reduced air spend f arund 25% Fr management significant time saved bking trips and managing expenses leads t increased prductivity a glbal view f the cst f travel enables cst/benefit analyses related t the purpse f trips taken a streamlined apprval prcess ver mbile allws supervisrs t apprve trips at any time, ensuring fewer preferential tariffs expire reprting brken dwn by cst centre supprts betterinfrmed decisins Fr the accunts department a simpler, quicker and mre cst-effective prcess fr claiming expenses the autmated recnciliatin prcess allws accunts t cmpare estimated expenses against thse actually claimed fully integrated int enterprise systems 90% Online Adptin 25% Reductin in air spend, thanks t visual guilt techniques: the traveler sees the impact f their chice. Time saving Travel decisins take less time, because fewer chices are ffered. Fewer trips taken: the ttal cst f the trip is estimated upfrnt, befre apprval is sught, s fewer requests are submitted.

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