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    Travel and Expense Management System: Rishika Bhatia Intern - IT UPES, Dehradun

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    Rishika Bhatia
    The document summarizes the development of a travel and expense management system for Trident Group. Key points include: - The system automates the manual travel reimbursement process to reduce errors and improve tracking of approvals, spending, and data. - It includes functionality for travel requests, travel planning, expense reports, approval workflows, and reimbursement payments. - The system was developed in phases, with process flows for travel request approval, travel planning, and expense report approval and payment. - It brings benefits like simplifying processes, reducing errors, and generating travel data. The system was tested, trained on, and deployed for initial user groups.

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    Travel and Expense Management System: Rishika Bhatia Intern - IT UPES, Dehradun

    Uploaded by

    Rishika Bhatia
    21 views41 pages
    The document summarizes the development of a travel and expense management system for Trident Group. Key points include: - The system automates the manual travel reimbursement process to reduce errors and improve tracking of approvals, spending, and data. - It includes functionality for travel requests, travel planning, expense reports, approval workflows, and reimbursement payments. - The system was developed in phases, with process flows for travel request approval, travel planning, and expense report approval and payment. - It brings benefits like simplifying processes, reducing errors, and generating travel data. The system was tested, trained on, and deployed for initial user groups.

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    417270402-416688495-Travel.ppt

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    The document summarizes the development of a travel and expense management system for Trident Group. Key points include: - The system automates the manual travel reimbursement process to reduce errors and improve tracking of approvals, spending, and data. - It includes functionality for travel requests, travel planning, expense reports, approval workflows, and reimbursement payments. - The system was developed in phases, with process flows for travel request approval, travel planning, and expense report approval and payment. - It brings benefits like simplifying processes, reducing errors, and generating travel data. The system was tested, trained on, and deployed for initial user groups.

    Copyright:

    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    21 views41 pages

    Travel and Expense Management System: Rishika Bhatia Intern - IT UPES, Dehradun

    Uploaded by

    Rishika Bhatia
    The document summarizes the development of a travel and expense management system for Trident Group. Key points include: - The system automates the manual travel reimbursement process to reduce errors and improve tracking of approvals, spending, and data. - It includes functionality for travel requests, travel planning, expense reports, approval workflows, and reimbursement payments. - The system was developed in phases, with process flows for travel request approval, travel planning, and expense report approval and payment. - It brings benefits like simplifying processes, reducing errors, and generating travel data. The system was tested, trained on, and deployed for initial user groups.

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    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 41

    TRAVEL AND EXPENSE

    MANAGEMENT SYSTEM
    Rishika Bhatia
    Intern - IT
    UPES, Dehradun
    ABOUT THE COMPANY
    • Trident Group is a leading diversified group of businesses
    headquartered in Ludhiana, Punjab. Trident Limited is the
    flagship company of Trident Group, a USD 1 billion Indian
    business conglomerate and a global player. Incorporated in
    the year 1990, the company continues to grow under the
    dynamic leadership of its founder chairman Mr. Rajinder
    Gupta, a first generation entrepreneur.
    PRODUCTS
    • HOME TEXTILES - We have expanded our range with contemporary
    designs, innovative constructions and new fibres, all coming together to
    create the finest bed and bath collection for you.
    • YARN - Since 1993, the company has grown by leaps and bounds over
    years. Trident Yarns has come a long way and now possesses the largest
    spinning installation at single campus in India. Presently, Trident has an
    installed capacity of 5.83 lac spindles and 6464 rotors.
    • PAPER - Today, Trident is one of the preferred suppliers of high quality
    paper for multi-colour high speed printing and publishing and high
    quality branded copier paper.
    PROJECT INTRODUCTION
    • For as long as business has existed, travel has benefitted it in
    unique ways. You might even say that it’s because of business
    travel, that so many companies are able to evolve and expand
    at lightning speeds.
    • Travel is key to business innovation, acquiring new clients, and
    breaking into new markets. It's also important for
    management to address employee concerns at different
    national as well as international branches.
    • Here in Trident, each day employees travel from one place to
    another. This system has been developed so that the manual
    process of creating TA bills is replaced by the automated and
    systematic way of claiming reimbursements.
    OBJECTIVES
    • To automate the Travel Management Process of
    Trident.
    • User testing of the Travel Module.
    ISSUES IN THE MANUAL PROCESS
    • Managing large numbers of requests
    • Tracking approvals
    • Keeping spending in check
    • Reducing errors
    FUNCTIONALITY
    • Front-end portal to interact with users.
    • Creation of Travel Request.
    • Declaration of company’s travel policy.
    • Travel services enabled/disabled according to
    employee’s eligibility.
    • Should accept and provide for multiple currencies and
    automatic conversion during reimbursement.
    • Approval of Travel Request by HOD.
    • Approval/Rejection Mail Notification service.
    • Create a Travel Plan.
    • Generation of approval reports (Travel request and
    Travel plan).
    • Creation of Business Survey Report.
    • Creation of Expense Report.
    • Approval/Rejection of Expense Report by Travel
    Admin.
    • Avoid duplicate submission of reports (control
    checks).
    • Connection with salary accounts for reimbursement.
    • Final payment and receipt generation.
    KEY BENEFITS
    The key benefits of automating the Travel Management
    Process are:
    •Simplifies the time consuming manual process of
    generating Travel Request and Expense Reports.
    •Fewer errors or requests for more information.
    •Clearer sharing of company’s policies and approvals.
    •Generates valuable corporate travel data.
    TECHNICAL SCOPE
    DESIGN
    • The module is developed in three phases:
    • Phase 1: White collar employees
    • Phase 2: Marketing Team
    • Phase 3: Blue collar employees
    • There is a process flow for each of the above phases:
    • Travel Request Approval
    • Travel Plan
    • Expense Report
    PROCESS FLOW

    • Travel Request – The user must fill the required fields in order
    to get approval for his trip.
    • Travel Plan – The user must plan his trip and book flights/trains
    etc.
    • Expense Report – The user must create an Expense report and
    upload his receipts for approval by HOD s well as Finance
    department in order to get the final reimbursement.
    • Payment – Final payment is made to the user.
    User

    Travel Request
    Reject

    Approval
    from
    supervisor
    Approve

    Mail notification

    Survey Report

    Expense Report

    Reject

    Approval
    from Travel
    Admin

    Approve

    Finance Payment
    IMPLEMENTATION
    TRAVEL REQUEST
    TRAVELER ELIGIBILTY CHECK
    APPROVAL FROM SUPERVISOR
    • TRANSACTION CODE – PR05
    BUSINESS SURVEY REPORT
    EXPENSE REPORT
    APPROVAL FROM SUPERVISOR
    • TRANSACTION CODE – PR05
    TESTING

    • UNIT TESTING
    • INTEGRATION TESTING
    • USER ACCEPTANCE TESTING
    USER TRAINING
    Employee name Department Date
    Shaurya Singh HR 12/06/19
    Adeela Yusuf HR 13/06/19
    Nisha Aswal IT-HR 13/06/19
    Rishabh Sharma IT-HR 13/06/19
    Diksha IT-HR 13/06/19
    Priyanka Sethi TA 13/06/19
    Rajat Singh Rajput Strategy 14/06/19
    USER TRAINING
    Employee name Department Date
    Vineet Sreedharan IT 18/06/19
    Pankaj Kumar IT 15/06/19
    Jayanta Kalita IT 15/06/19
    Saransh Saxena IT-HR 18/06/19
    Dimple HR 23/06/19
    Priya Khanna HR 23/06/19
    Kirtivardhan Singh Strategy 24/06/19
    USER TRAINING
    Employee name Department Date
    Shruti Kanda IT 24/06/19
    Umang Arora IT 25/06/19
    Aakanksha Singh Payroll 1/07/19
    Saswata Sinha IT 28/06/19
    Vinay Nanda IT 28/06/19
    Sunaina Semwal IT 28/06/19
    Palak IT 28/06/19
    USER TRAINING
    Employee name Department Date
    Monika Maan IT 28/06/19
    Ashwani Kumar IT 28/06/19
    Surbhi Singla IT 28/07/19
    Natasha Uppal IT 28/06/19
    Vedant Sharma IT 28/06/19
    Sunaina Semwal IT 28/06/19
    Vikram Singh IT 28/06/19
    USER TRAINING

    Employee name Department Date


    Aman Mittal IT 28/6/19
    Imtoz Kaur IT 28/6/19
    MODIFICATIONS
    GUEST HOUSE ACCOMMODATION
    POSTING REVERSAL FROM TRAVEL MODULE
    DEPLOYMENT
    The Travel Module has been successfully deployed to production
    for HR, Strategy, IT departments.
    THANK YOU

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