0

SAP AG 1999
The Travel Management Environment
Integration of Travel Planning in the overall Travel
Management process
Cost Advantages
The future role of the travel agency
The concept of Travel Planning
HR master data for Travel Planning
Contents:
Overvie of Travel Planning
SAP AG AC275 2-1
0.2
SAP AG 1999
Ho !AP Travel Planning is integrated in the
overall !AP Travel Management process and the
entire !AP !ystem
"hich HR master data is re#uired for the use of
Travel Planning
At the conclusion of this unit$ you ill %e
a%le to e&plain:
Overvie of Travel Planning: 'nit O%(ectives
SAP AG AC275 2-2
0.3
SAP AG 2003
Course Overvie )iagram
Course Overvie
Overvie of Travel Planning
Entry and Approval of
Travel Re#uests and Plans
Integration of Travel Planning and
Travel E&penses
R*C )estination
Travel Planning Master )ata
!tructure of Enterprise+!pecific
Travel Policy
Reproduction of Agreements ith
Travel !ervice Providers
Process Control
Authori,ation Management
Reporting
Conclusion
SAP AG AC275 2-3
0.4
SAP AG 1999
Travel Planning is to %e implemented in your
enterprise- The relevant master data has to %e
created for all travelers
)iscuss the role.scope of the tas/s that the travel
agency.travel center should ta/e on in your
enterprise
Overvie of Travel Planning: 0usiness !cenario
SAP AG AC275 2-4
0.5
SAP AG 2003
Credit card
clearing
Optical
archive
)ata transfer via A1E:
*inancial Accounting$ Cost Accounting$
HR Payroll$ *unds Management
Per diems
Miles./m distri%ution
Receipts
Advances
Cost distri%ution
Travel E&penses Travel
E&pense
Controlling
Re#uest and approval using Re#uest and approval using
!AP 0usiness "or/flo !AP 0usiness "or/flo
Reports
!tatistics
0us- Info-
"arehouse
Advance
entry
0oo/ing
and
reservation
system
*lights
Hotels
Car rentals
Train 2curr- 3ermany4
Travel Planning
3eneral trip data
Trip itinerary
Re#uired travel items
Estimated total cost
Comments
Account assignment
Travel Re#uest
The Travel Management Environment
SAP Travel Management accompanies all the processes or han!ling trips an! integrates them in the
settlement" ta#ation" an! reim$%rsement c&cle' This incl%!es not onl& the re(%esting" planning an!
$oo)ing o trips" $%t also the settlement o travel e#penses an! the transer o the settlement res%lts
to other %nctional areas'
The mo!%lar str%ct%re o Travel Management allo*s &o% to %se an& com$ination o the in!ivi!%al
s%$-areas" *here$& Travel +#penses acts as the $asic component' The optim%m $eneit is attaine!
$& %sing all three s%$-areas" entering the ,- master !ata onl& once'
The %se o SAP Business Workflow s%pports the !ecentrali.e! entr& o trip !etails' The a!vantage o
this is that all the persons involve! in the approval process are lin)e! via the SAP S&stem" there$&
ma)ing the approval process m%ch more eicient'
/o% can implement the c%rrent release o SAP Travel Management in!epen!entl& o the -03
application inrastr%ct%re' SAP ALE technology 1Application 2in) +na$ling3 provi!es the necessar&
comm%nication to the -03 applications o earlier releases'
4n a!!ition to a *i!e range o reporting options in Travel Management itsel" SAP Travel
Management is also lin)e! to the SAP Business Information Warehouse'
SAP AG AC275 2-5
0.6
SAP AG 2003
You makea
travel request,
which has to be
approve b!
!our superior"
Re#uest Re#uest
trip trip
Trip Trip
needed needed
#usi$ess
reaso$s
require that
!ou make a
trip"
!ettle !ettle
trip trip
%he s!stem
settles the
trip"You ca$
pri$t a
stateme$t &or
emplo!ees"
Add
ne
trip data
You suppleme$t
the remai$i$'
trip ata"
You check
the trip a$
approve it &or
settleme$t"
*in- Accounting *in- Accounting
Cost Accounting Cost Accounting
Ta&ation Ta&ation
Payment Payment
Posti$' o&
travel e(pe$ses i$
)i$a$cial
Accou$ti$'
%rip results are
tra$s&erre to
*ost Accou$ti$'"
%a(atio$
via
pa!roll
You book
&li'ht, hotel
room a$
car re$tals
via a Global
+istributio$
S!stem
,G+S-
You e$ter
esti$atio$
a$ trip time"
Processing ith !AP Travel Management
Tr Travel avel
re#uest re#uest
Travel Travel
e&penses e&penses
Overall Travel Management Process
Travel Travel
planning planning
Plan
and %oo/
a trip
T
R
A
5
E
1
Activities in the enterprise:
This graphic ill%strates the overall Travel Management process" incl%!ing the components o the
SAP S&stem in *hich &o% maintain the !ata'
At the concl%sion o a process chain" the trip !ata or a $%siness trip has $een entere! in the SAP
S&stem *itho%t re!%n!ancies' The travel planning !ata has $een entere! in the s&stem or approval
or reservation0$oo)ing p%rposes' The !oc%ments have $een generate! rom the reserve! travel
services' The travel e#penses inc%rre! !%ring the trip are settle! via the SAP S&stem an! transerre!
or %rther processing to Financial Accounting" Controlling" Cash Budget Management an!" i
necessar&" to ! Payroll'
4n this co%rse the main oc%s is on Travel Planning'
SAP AG AC275 2-5
0.7
SAP AG 2003
Overall Travel Management Process
Mo%ile Travel
!AP
Travel
Planning
!AP Travel
E&penses
my!AP
*inancials
2*I . CO . *M4
Travel
agency
2fulfilment4
3)! 6 other
reservation
systems
Pa!me$t
b! car
Continual
improvement in processes
and travel policies
Most up+to+date information
a%out flights$ prices$ and
fees
*omplia$ce
with
travel polic!
P./ 0
pro&ile
s!$chro1
$i2atio$
!AP
Travel
Management
6 !AP 0":
Analyses of
travel
providers 6
control of
e&penditure
for travel
e&penses
3mport o& car
tra$sactio$s
,ce$trali2e
settleme$t
o$l!-
Automatic
tra$s&er to
%ravel
4(pe$ses
Corporate credit card support
Card for travel
center
Individual
corporate cards
356 7 Travel Management8
Glo$al travel management
4ntegration o internal an! e#ternal inormation
Accelerate! pa&ment process !%e to cre!it car! integration
Mo$ile applications
9o me!ia !iscontin%ities
SAP AG AC275 2-7
0.8
SAP AG 2003
Advantages for
travel planning
process
Efficient internal
communication
7ot dependent on travel
agency opening hours
7egotiation advantages
due to simplified analysis
of the travel services used
Automatic
chec/ of
travel policy
Cost Advantages
Cost a!vantages arise in internal comm%nication in partic%lar !%e to the integration o Travel
Planning *ith the SAP :%siness ;or)lo*" %sing *hich the approval processes can $e i!entiie!
%ni(%el& an! the comple# approval proce!%re can $e implemente! in the s&stem *ith ease'
<ata is hel! in the SAP S&stem an! th%s remains in the enterprise=s possession' 9o thir!-part&
a!ministrators are re(%ire! to carr& o%t reports'
-e!%ce! process costs in travel management8
Travel re(%ests an! $oo)ings
Settlement o travel e#penses
Pa&ment an! %rther processing o costs
Savings in !irect travel e#penses
SAP AG AC275 2->
0.9
SAP AG 2003
!AP Travel Planning
+ Approval
+ 0oo/ing
+ !ettlement
+ Travel manager
+ 8uality assurance
Organi,ational unit Travel agency
Tic/et . 0illing
0oo/ing record 2P7R4
E&ternal
reservation system
'
s
e
r
T
r
a
v
e
l

a
g
e
n
c
y

e
&
p
e
r
t
!AP R.9 !erver
0oo/ing
Tic/et data
)ata *lo and *uture Role of the Travel Agency
The %se o Travel Planning provi!es an important strategic a!vantage or the role o the travel
manager in the enterprise8 The Travel Planning vol%me statistics an! reporting tools !eliver so%n!
arg%ments or negotiating rates *ith service provi!ers' The travel manager is relieve! o man&
ro%tine tas)s an! can th%s concentrate on strategicall& important tas)s" s%ch as s&stem an! (%alit&
management as *ell as the controlling an! optimi.ation o in-ho%se processes'
As the $oo)ing recor! 1P9- ? Passenger 9ame -ecor!3 is sent to the travel agenc&" a $oo)ing can"
i necessar&" $e optimi.e! s%$se(%entl&' Conse(%entl&" the travel agenc& maintains its (%alitative
role" an! is" at the same time" relieve! o ro%tine tas)s" s%ch as the $oo)ing o trips" an! can
concentrate on the organi.ation o more comple# $%siness trips'
At the same time" the travel agenc& can also enter ne* trips in the reservation s&stem' ;hen the
Ama!e%s s&stem is %se! to $oo) these trips" the !ata is s&nchroni.e! in the SAP S&stem thro%gh
Proprinter" an! *hen the Sa$re s&stem is %se!" the !ata is s&nchroni.e! *ith the help o the 4<oc
4nterace' To ena$le this to occ%r" the travel agenc& has to enter certain remar) lines in the P9-'
Travel agencies can also ta)e on the role o the cons%ltanc& or 4T service provi!er' Some travel
agencies are alrea!& provi!ing their cons%lting e#pertise in the implementation o travel
management sot*are' @%rthermore" travel agencies can oer their c%stomers SAP sot*are as a
service provi!er 1application-service-provi!er scenario3' The travel agenc& ta)es care o s&stem
a!ministration an! the enterprise can access the sot*are normall& thro%gh a portal or a SAPG%i'
The s&stem is integrate! into the enterprise=s s&stem inrastr%ct%re 1@40CA0,-3 thro%gh A2+'
SAP AG AC275 2-B
0.10
SAP AG 2003
!ystem Infrastructure
R.9 R.9
5ia remote
connection
Travel agency
1ocal data
Connected
reservation system
Hotel
catalog
Travel agency Travel agency
Employee Employee
The pro!%ctive s&stem can $e connecte! to the e#ternal reservation s&stem 1c%rrentl& AMA<+CS 0
SA:-+3 in t*o *a&s8
4nternet connection 1%se! or test p%rposes3
Special !irect connection to the reservation s&stem 1recommen!e!3
<ata can also $e store! locall&" partic%larl& preerential hotel !ata that is to $e oere! to the %ser'
This onl& applies to hotels that are availa$le to $e $oo)e! on G<S at that time'
To s&nchroni.e the travel !ata" the Proprinter interace m%st $e installe! i the Ama!e%s s&stem is
%se!" an! the 4<oc interace i the Sa$re s&stem is %se! 1P9-s create! oline transmitte! to the SAP
S&stem3'
There are gate*a&s or the reservation s&stems" *hich esta$lish a connection $et*een the SAP
S&stem an! the reservation s&stem'
SAP AG AC275 2-16
0.11
SAP AG 1999
!AP
Travel Planning
The Concept of Travel Planning
Travel
preferences
Person+specific
!pecifications for
flight preferences$
hotel preferences$
car rental pref-$
customer programs
In Infotypes or
during data entry
Travel
policy
Enterprise+
specific
Rules for routes$
trip destinations$
trip categories$
2flight$ hotel$
car rental4$
trip duration$
etc-
The general concept o Travel Planning is $ase! on t*o things8
-epro!%ction o enterprise-speciic travel polic& in the C%stomi.ing o Travel Planning
Speciication o emplo&ee-speciic !ata in the 4not&pes o the SAP ,- mo!%le
SAP AG AC275 2-11
0.12
SAP AG 2001
Travel Policy: E&amples
: Enterprise+!pecific Rules for 'sage of Travel
!ervices
*light 0oo/ing Classes:
)omestic flights: Economy Class
2If Economy not availa%le:
higher flight classes alloed4
International flights: 0usiness Class
Hotel Catalog
Accommodations in a hotel in the hotel catalog;
if no catalog hotel availa%le: Sheraton or Hilton
Car Rental:
"orldide Hertz$ in Europe also Europcar alloed$
in Madrid also I T S Cars
*or trip duration < = days: 1u&ury class car alloed
Travel policies are enterprise-internal r%les or the %sage o travel services an! m%st $e speciie! in
C%stomi.ing or SAP Travel Planning'
The travel policies o the compan& can" in some cases" overri!e the personal preerences o the
traveler'
SAP AG AC275 2-12
0.13
SAP AG 1999
Travel Preferences: E&amples
*lights
!mo/er.7on+smo/er
!eat position.seat re#uirements
Re#uirements for care suita%le for
challenged persons
Preset departure location
Hotels
0ed type
Room category
Car Rental
Air+conditioning
7on+smo/er
Manual shift . automatic
Preferred ma/e of car
SAP AG AC275 2-13
0.14
SAP AG 2003
Organi,ational assignment
Personal data
Travel privileges
Addresses
0an/ details
Cost distri%ution
Travel profile
*light preference
Hotel preference
Car rental preference
Customer program
Infotype Infotype
Mandatory
Optional
7ame
>>>?
>>>@
>>?=
>>>A
>>>B
>>@=
>C=>
>C=?
>C=@
>C=9
>C=D
HR Infotypes for Travel Planning ? 2Mini Master4
The personnel action setting or Travel Planning contains the inot&pes that are re(%ire! to %se SAP
Travel Planning' ;hen inot&pes are irst entere! a step-$&-step se(%ence is ollo*e!' +#isting ,-
master !ata can $e change! or e#ten!e! at an& time'
+ver& emplo&ee or *hom a trip is to $e $oo)e! %sing Travel Planning re(%ires at least the ollo*ing
inot&pes8
Argani.ational assignment 166613
Personal !ata 166623
Travel privileges 166173
A!!resses 1666538 This inot&pe sho%l! al*a&s $e maintaine! $eore $oo)ing" $eca%se the
"ele#hone num$er iel! in this inot&pe is %se! to create the $oo)ing recor!' This inot&pe is also
%se! in Travel +#penses" together *ith the $an) !etails inot&pe 1666B3" *hen settle! trips are to
$e reim$%rse! to ven!or acco%nts via @inancial Acco%nting 1@43'
/o% can also transer the a!!ress rom inot&pe 6632 1$%il!ing a!!ress3 into the P9-' @or more
inormation" reer to the associate! maintenance vie* in the 4MG8 "ra%el Management "ra%el
Planning E&#ert 'iew Further Control Parameters (efine Enter#rise)Wide Control
Parameters*
The Cost <istri$%tion 166273 inot&pe is %se! in Travel +#penses to !istri$%te the total costs to
!ierent cost centers'
4not&pes 6476 to 6475" *hich are speciic to Travel Planning" represent the personal preerences o
each in!ivi!%al emplo&ee'
SAP AG AC275 2-14
0.15
SAP AG 1999
Organi,ational Assignment
Personal )ata
Travel Privileges
Addresses
0an/ )etails
Cost )istri%ution
Travel Profile
*light Preference
Hotel Preference
Car Rental Preference
Customer Program
Infotype Infotype
Mandatory
Travel Planning
7ame
>>>?
>>>@
>>?=
>>>A
>>>B
>>@=
>C=>
>C=?
>C=@
>C=9
>C=D
HR Infotypes for Travel Planning @ 2Mini Master4
Altho%gh 4not&pes 6476 to 6475 are optional" the& ena$le the in!ivi!%al preerences o each
emplo&ee to $e ta)en into consi!eration *hen a $%siness trip is $oo)e!'
The 4not&pe @light Preerences 164713 contains light-speciic inormation" s%ch as preerre! meals
or seat position an! the preerre! !epart%re airport'
The 4not&pe ,otel Preerences 164723 contains inormation a$o%t the preerre! room or hotel
categor&'
The 4not&pe Car -ental 164733 contains inormation a$o%t the preerre! ma)e o car or trim *ith or
*itho%t air-con!itioning'
The 4not&pe C%stomer Program 164753 can $e create! more than once" as it reers to all the provi!er
categories' ,ere &o% can store !ata on re(%ent l&ers or on special car rental or hotel c%stomer
programs'
The 4not&pe Travel Proile 164763 allo*s the !irect assignment o a travel proile to an emplo&ee'
The a!!itional 4not&pe Comm%nication 161653" s%$t&pe 6661 is %se! or the !irect assignment o
s&stem %sers to the active SAP S&stem 1SAP :%siness ;or)lo*" SAP Aice an! +SS3' S%$t&pe
6611 is %se! in Cre!it Car! Clearing'
The Travel Planning action incl%!es the Travel +#penses mini master action'
SAP AG AC275 2-15
0.16
SAP AG 1999
'nderstand the uses and the process of Travel
Planning ithin the overall Travel Management
process
!et up HR master data for travelers
Eou are no a%le to:
Overvie of Travel Planning:
'nit !ummary
SAP AG AC275 2-15
Exercises
Unit: Overview of Travel lannin!
To"ic: #$ %aster &ata ' Travel references
At the concl%sion o these e#ercises" &o% *ill $e a$le to8
1' Maintain the inot&pes or travel preerences
2(1 #$ %aster &ata for Travel lannin!:
2-1-1 2oo) at ho* the ,- master !ata 1inot&pes3 or Travel Planning is set %p'
2-1-2 Create travel preerences or emplo&ee Chris Miller 1personnel n%m$er B>6DD38
)li!*t references +,nfot-"e 0471.:
+nter a preerre! meal'
Speci& the preerre! seat location'
+nter Frankfurt as the stan!ar! !epart%re airport'
#otel references +,nfot-"e 0472.:
+nter a preerre! $e! t&pe" room categor& an! *hether &o% preer a non-smo)er
room'
/ar $ental references +,nfot-"e 0473.:
+nter &o%r preerences or a smo)er0non-smo)er vehicle" air-con!itioning an!
transmission'
/0sto1er ro!ra1 +,nfot-"e 0475.:
@or the airline 2%thansa" enter the Miles E More c%stomer program" %sing an&
c%stomer n%m$er'
DD ? Gro%p n%m$er
2-1-3 4n inot&pe 476" enter &o%r travel proile" DDFStan!'
SAP AG AC275 2-17
SAP AG AC275 2-1>
2ol0tions
Unit: Overview of Travel lannin!
To"ic: #$ %aster &ata ' Travel references
2(1 #$ %aster &ata for Travel lannin!:
2-1-1 Choose Person-Related Master Data Maintain +Travel Planning..
Speci& the personnel n%m$er an! choose Enter*
2-1-2 2"ecif- fli!*t'*otel'rental car "references an3 c0sto1er "ro!ra1:
An the Maintain ! master data screen" select the Flight #reference 1or
otel+Car rental #reference3 an! Customer #rogram inot&pes respectivel&'
Choose Edit Create or each inot&pe'
+nter the !ata rom the e#ercise'
Save &o%r entries an! e#it the 4not&pe'
2-1-3
An the Maintain ! Master (ata screen" select the
"ra%el #rofile 14T 4763 inot&pe'
Choose Edit Create'
+nter the !ata rom the e#ercise'
Save &o%r entries an! e#it the 4not&pe'
SAP AG AC275 2-1B
SAP AG AC275 2-26