Dashboards 101: How to Use Them to Manage Travel

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Provide for Today Plan for Tomorrow 2008
Education Day
Dashboards 101 How to Use Them to Manage
Travel 1245 145 PM June 25, 2008 Avenue
Hotel
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Dashboards 101 Your Navigators

• Mat Orrego, CEO, Cornerstone Information Systems
• Mary Alice Hansen, CCTE
• Associate Category Manager, Travel, Astellas
  US LLC
• Greeley Koch, Consultant,
• Former Vice President of Corporate Solutions for
  TRX
• Jeffrey S. Peters, Director, Global Travel
  Services, BP
• Moderator Mary Ann McNulty, Content Director,
  ProMedia.travel

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Dashboards 101 Agenda

• Business Intelligence Trickles Down
• Mat Orrego, Cornerstone
• Why Now? Where to Get Them?
• Greeley Koch
• Reality User Perspectives from
• Mary Alice Hansen of Astellas
• Jeffrey S. Peters of BP
• Your Turn QA

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Speaker Insight Business Intelligence

• Mat Orrego
• CEO
• Bloomington, Indiana
• mat_at_ciswired.com

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What is a Dashboard?

• Unique User Interface
• Presents Information in Easy-to-Read Format
• Interactive
• Drill-Down Capabilities
• Root-Cause Analysis
• Threshold Alerts
• Also Known as Executive, Metrics, and Enterprise
  Dashboard

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Key Features of a Dashboard?

• Intuitive Graphical Display
• Logical Structure
• Easy to Use No Training Required
• Can be Customized and Categorized for Each User
• Regular/Frequent Updates
• Contains Information from Multiple Sources

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General Strategies Why Use a Dashboard?

• Looking for a Single Version of the Truth
• Need Have and Provide Greater Insight to Key
  Business Issues
• Provide Empowerment to Stakeholders Turn Data
  into Actionable Data
• Efficiency and Accountability
• Reduce IT Burden

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General Framework Behind Dashboards
Wisdom Knowledge Information Data

• Dashboards are at the Level of Knowledge and
  Wisdom
• Reports are More about Information

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Dos and Donts of Dashboards

• Do Choose a System that Allows for Discovery
• Do Consider Security
• Dont Built It (unless that is your core
  business) - Outsource
• Do Remember that Visualization is Critical
• Do Focus on Key Indicators Not Just Data

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Speaker Insight Why Now, What How

• Greeley Koch
• Consultant
• Formerly TRX VP Corporate Solutions
• Former travel manager Abbott Bank of America
• Chicago
• greeleyk_at_gmail.com

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Dashboards Why Now?
FINANCE PROCUREMENT

• Travel is one item to review
• Normal activity versus outliers
• SOX
• Competition among divisions
• Real time data (no more 30 day old data)

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Dashboard Journey

• Who is the audience?
• Operating committee, division controllers
  managers
• What do they want to see (where in the
  lifecycle)?
• Bookings, ticketed or actual (expensed)
• Policy exceptions, usage rates
• When do they want to see it?
• Weekly, monthly or quarterly

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Who Has What (Degree of Difficulty)

• TMC
• Booked data (timing)
• Policy compliance (online, supplier compliance)
• Payment systems
• Actual expenses
• Hotel e-Folio
• Others
• Suppliers
• ARC
• Benchmarking firms
• Industry sources

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Where To Get Dashboards
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Speaker Insight Reality at Astellas

• Mary Alice Hansen, CCTE
• Associate Category Manager, Travel
• Astellas US LLC
• Deerfield
• mary.alice.hansen_at_us.astellas.com

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Key Performance Indicators

• Why KPIs?
• Track monthly and Year-to-Date
• Look for trends
• Identify Outliers
• Double Check where possible

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Dashboard

• MAs Dashboard Summary Page
• K.I.S.S.
• Keep Detail Available

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MAs KPIs

• Airline KPI
• Market Share
• Flown Segments
• Revenue
• Domestic vs. International
• Preferred vs. Other Airlines
• Why using OA?
• Top Cities
• Top Travelers

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MAs KPIs

• Savings
• Hard Savings (Cash)
• Corporate Fare vs. Contract Fare
• Performance Incentive Rebate
• Soft Savings (Comfort)
• Compliance
• Internal Customer Friendly
• Reduce Argument for Renegades

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MAs KPIs

• Travel Management Company
• Gross Sales
• Air, Hotel, Car Rental
• Transactions
• After Hours Calls
• POS Fees
• On-Line Adoption
• Who is not booking through TMC?

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MAs KPIs

• Hotel
• Local contracts
• Track room nights
• Track Savings (Rack Rate vs. Negotiated Rate)

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MAs KPIs

• Car Rental
• Rental Days
• Average Daily Rate
• Agency provides Dashboard

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MAs Bottom Line

• Start Small
• Add new analysis as developed
• Keep It Simple
• Have back up available, provide upon request
• Remove Unused Reports
• Ask Management what they want

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Speaker Insight Reality at BP

• Jeffrey S. Peters
• Director, Global Travel Services
• BP
• Warrenville
• Jeffrey.peters_at_bp.com

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Travel Dashboards

• History Are you living it?
• What they are
• Relevant to business objectives get to know
  your businesses goals / objectives, e.g. city/air
  trends, dollar and volume spikes related to
  business activities, etc.
• Simple Easy to interpret charts and graphs
• Actionable insight into travel patterns and
  buying behavior
• Displays value from your travel department how?

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Travel Dashboards Value Added

• How?
• Provides highlights and reflects low and high
  performance categories and trends
• Gives drill down capabilities
• Establishes target goals online adoption, spend
  and reduction targets, etc.
• Reflects performance to peer group
• Includes travel department recommendations
• Scenarios If this, than that
• Consistency and sustainability
• Audience and intro of new dashboard

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Travel Dashboard Introduction to Audience

• What is travel Dashboard?
• Travel Dashboard is a quarterly analytical report
  of Travel Data sourced from Carlson Wagonlit
  Travel (CWT). This report is delivered to Group
  CIO and his leadership team to create awareness
  of travel trends and to assist teams to drive
  cost savings in ITS.
• How Can Cost Savings be Achieved?
• By presenting analyzed information, opportunities
  are created for appropriate interventions in
  meeting financial plans.
• By creating awareness of travel tips and
  opportunities for cost savings, we enable
  behavioural changes to drive (preferred) decision

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Travel Dashboard Introduction to Audience

• What Are Current Limitations/Constraints?
• Only travel booked through CWT is included in the
  data-set
• Profile set-ups for US UK derived from HR
  Peoplesoft data with BU/SPU mapping which are not
  up-to-date
• IP team can help you align data correctly, i.e,
  identify correct BUs and/or by traveller name

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Travel Dashboard Reporting Process
1a. Staff place bookings via e-TP
E-Travel Planner
FM
CIO
1b. Complex bookings via calls to CWT
FM
CIO
3. Reports delivered quarterly
CWT Booking Calls
FM
CIO
Travel Dashboard
CWT Database
FM
CIO
FM
CIO

• Reports
• Split by Segments
• Spend Trends
• Savings Opportunities Tips
• Air Travel Spend Analysis
• Hotel Spend Analysis
• Top flight routes used
• Top hotels used
• E-booking adoption
• One day trips
• Customize targets and goals

FM
CIO
2. Data feed from HR records for SPU/BU
segmentation in reports (for US UK). Non-UK/US
comes from self-update records
FM
CIO
HR Records
CFO
Grp CIO
4. Discussions take place between respective
Finance Managers and CIOs / VPs
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QA

• Mary Ann McNulty
• Content Director
• mmcnulty_at_promedia.travel

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Provide for Today Plan for Tomorrow 2008
Education Day
Your Turn QA
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Corporate Dashboard Deployments
By Company Size
Source AMR Research, Boston, 2005
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Dashboards Help Hotels
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Provide for Today Plan for Tomorrow 2008
Education Day