Employee Travel Monitoring System

Transcription

1 Employee Travel Monitoring System

2 Employee Travel Monitoring System A crucial factor for corporations seeking to fulfil duty of care obligations is the ability to evaluate and monitor the travel movements of their globally mobile workforce. Employers should know where employees are working at all times, and do everything possible to protect their safety and security. The ANVIL Group has developed the industry leading traveller tracking solution known as ETMS (Employee Travel Monitoring System). This award winning and highly evolved risk management tool offers a thoroughly comprehensive, reliable and intuitive system for delivering real-time intelligence on employee locations and individual contact information globally; vital in the event of an emerging or active security threat. ETMS was designed in partnership with the world s Global Distribution Systems (GDS) and cooperation from leading Travel Management Companies (TMC). Today, the system has become an indispensable tool to support corporate security, travel management and human resources departments in satisfying legal and moral responsibilities to ensure the safety of travelling employees. The ANVIL Group

3 Why was ETMS designed? Over the last few years, we have witnessed a series of global catastrophes affecting tens of thousands of lives terrorist attacks, natural disasters and armed conflict to name a few. It was at one time a complicated, if not near impossible task for corporations to identify the locations of travelling employees. With the introduction of computerized traveller tracking systems, it became possible for management teams to quickly understand the scale of their human exposure to these events. ETMS was designed in response to criticisms from corporations that first generation traveller tracking systems were not performing in line with the specific needs and protocols of their businesses. The most common complaints were that systems had been designed to a one size fits all standard, with limited functionality and no potential for adaptation or enhancement. ANVIL set about building the framework for a comprehensive system that would not only encompass all the expected features of a traveller tracking product, but also offer clients the opportunity to dictate additional functionality requirements. The end result is that ANVIL clients benefit from ownership of a truly customized and unique system that delivers many beneficial features not generally available with other traveller tracking systems. How do corporations use ETMS? ETMS offers the ability for senior management, security, travel or HR teams to react to major incidents by immediately identifying potentially impacted employees. Users can contact those individuals to ensure their safety and offer support, or contact others who are due to travel to an affected area and warn them of possible disruption or danger. In-built communications tools send emergency messages directly from the system, by SMS or , to individuals or groups, whilst simultaneously compiling an audit trail of incident and communication logs. ETMS stores vital traveller information, such as full travel itinerary, copies of passports/visas, emergency contact, medical and next of kin information. Beyond acting as a crisis response tool, ETMS can be used in the preparation of pre-trip security briefings. When utilised in combination with ANVIL s Travel Risk Intelligence Service (TRIS), ETMS offers a wealth of consolidated country-based risk intelligence, including government and embassy warnings, adverse health and weather reports, international security updates and client-specific information. These sources are monitored and updated 24/7 by our team of security analysts; negating the need for system users to constantly check published information from innumerable websites or feeds. In addition, ETMS assists with compliance by ensuring travelling executives adhere to corporate travel policy. ETMS will alert system users when employees have booked travel outside of the corporation s agreed risk parameters. Standard alerts are generated for: Travel to High Risk Destinations Travel on High Risk Airlines VIP Travel Accumulation Risk too many executives travelling on the same flight Users can directly contact travelling employees to ensure their safety and offer support, or contact others who are due to travel to an affected area and warn them of possible disruption or danger. Another impressive feature of ETMS is its unrivalled reporting capabilities. Now more than ever, corporations need reliable travel management information to fully understand the intricacies of their operations and associated costs. ETMS can be configured to run a multitude of reports at scheduled intervals or ad-hoc reports can be compiled on demand and delivered to any number of individuals in a variety of formats.

4 How does ETMS work? ETMS works by continuously interrogating the reservation systems of the Global Distribution System (GDS) companies to retrieve travel itinerary data uploaded by your travel management companies. The information is then automatically and instantaneously redisplayed in a logical, user-friendly format with no additional user input. In-built alerting and communication tools disseminate critical information to concerned individuals, whilst simultaneously compiling incident and communication event logs. In the event a reservation is made outside of your usual TMC or GDS, then bookings can be added to the system manually through an online form, which can be hosted on your corporate intranet. Alternatively, we can upload reservation information from other sources, such as web service feeds, XML files or Excel spreadsheets. Risk Map Dashboard displays a multiple view digital map of active travellers. Risk level overlays and traveller filtering can be applied to view only the information you need to consider. Standard Functionality: Instantly identifies travellers in an incident impacted location or those en-route or due to depart in the coming hours, days or weeks. Automatic distribution of travel policy, security briefings or other client specified notifications by . Tracks key individuals, such as board executives or other VIPs, or number of employees authorised to travel together on any specific flight, train or vessel. Monitors pre-, active and post-trip travel patterns. Affords immediate reaction to developing situations and threats. Searches can be performed utilising a multitude of parameters, such as date range, name, flight number, city, hotel name, etc. Searches can be conducted from web-enabled devices, such as smartphones and tablets. Automatically compiles detailed logs of events and communications that can be interrogated and used to demonstrate that duty of care obligations have been complied with. Archives all data within the system for an agreed period. Employee tracker screen lists active travellers and defines different levels of traveller by VIP or Expat status. Like a pivot table, you can sort the information into the order you wish to view it. Select a traveller to view their full itinerary and access their emergency contact details and copy documentation. Device tracking can be incorporated to monitor remote lone workers or individuals travelling in high risk locations. Contact us now to arrange a demonstration: +44 (0)

5 Why you should select ETMS over other traveller tracking systems Designed totally in-house by The ANVIL Group s highly skilled IT development team. ETMS is not a resold or rebranded system. Customised system design; built and hosted to your specific requirements. Officially partnered with all of the Global Distribution Systems; possesses official development licences and has their full cooperation for future developments. Receives real-time data directly from the Global Distribution Systems. ETMS displays travel reservations as soon as they are booked. Can be configured to allow different user permissions to view multiple levels of information. Displays and processes all types of travel bookings, including rail and hotels and can incorporate employee travel that has been booked outside of the GDS s, such as low cost air carriers and corporate jets. Operates independently from your Travel Management Company, so if your organisation uses different TMC around the world, ETMS can absorb all their data without a conflict of interest. Digital mapping dashboard allows the immediate identification of active travellers. Permits the system administrator to set some or all country risk levels, according to the corporation s appetite for risk. Can be further enhanced with the addition of device tracking for key executives, lone workers or those travelling to high risk destinations. The ANVIL Group adopts a highly consultative approach to ensure our solutions fit the specific needs of our clients. About Us The ANVIL Group is an internationally renowned and accredited security company specialising in Travel Risk Management and Crisis Avoidance. Established in 1988, we offer a comprehensive range of market leading physical, technological and information security services, supported by a proven track record of working with some of the world s most prominent corporations. The ANVIL Group has spent the last ten years focussing intently on designing products and services that support the entire Travel Risk Management process. Our industry leading technology solutions have been designed to provide clients with the structure and processes, which certify on interrogation that the employer has demonstrated a duty of care to the safety and wellbeing of employees travelling on company business. The ANVIL Group adopts a highly consultative approach to ensure our solutions fit the specific needs of our clients. We embrace the diversity of our clients operations, and understand that each faces different challenges and has a different appetite to risk depending on their in-house capabilities, organisational structure and global reach. Subscribing to ETMS offers our clients full access to ANVIL s highly experienced risk and security specialists, who can be called upon 24/7 to provide expert advice or facilitate physical response services on a global scale. We are genuinely committed to exceeding client expectations, both in terms of service delivery and in the way we constantly and dynamically adapt our processes to meet the evolving needs of our esteemed clients. We look forward to working with you.

6 If you require further information on a service featured in this brochure or would like to discuss your specific requirements in detail, please contact a member of our account management team on: +44 (0) [email protected] Vicarage House Kensington Church Street London W8 4DB United Kingdom T: +44 (0) F: +44 (0)