travel risk management (trm) overview shelby lemaire may 4, 2012

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Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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Page 1: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Travel Risk Management (TRM) Overview

Shelby LeMaire

May 4, 2012

Page 2: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

International SOS – Alarm Center Statistics

• A call every 3.5 seconds

• 4.20 million calls in 2011

• An evacuation every 26 minutes

Page 3: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Agenda

• Duty of Care

• Travel Related Risks

• Managing Risk – 4 T’s

• Travel Risk Management

• Fundamental Elements of a Travel Risk Management Program

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Page 4: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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DUTY OF CARE

Page 5: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Duty of Care

Definition

The responsibility or the legal obligation of a person or organization to avoid acts or omissions which can be reasonably foreseen to cause harm to others.

Compliance

Employers are required to comply with “duty of care” laws by taking

practical steps to safeguard their employees.

Breach

Failure to take reasonable steps to help prevent employee harm during business travel

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Page 6: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Sampling- Duty of Care Legislation

 Country Legislation

United States • Occupation Safety and Health Occupation Safety and Health Administration (OSHA) Act, 1970

• NFPA 1600 Standards on Disaster/Emergency Management and Business Continuity Programs, 2007

• Workers’ Compensation Laws Administration (OSHA) Act, 1970

United Kingdom • Health and Safety at Work Act (HSW Act) 1974• Corporate Manslaughter and Corporate Homicide Act

(Manslaughter Act) 2007

Canada • Canadian Labor Code, 1985• Occupational Health and Safety Act 5 (OHSA), Ontario,

1990France • French Labor Code, 1910

• Social Security Code and Criminal Code

Germany • §§ 241 Abs. 2, 617-619 BGB (Civil Code) §242 BGB• Social Security Act, Book V

Netherlands • Burgerlijk Wetboek (Art 7:658 BW)• Arbeidsomstandighedenwet (Arbowet)

Spain • Constitution 1978• Labor risk Prevention Law 31/1995, November 8• Penal Code of 1995• Workers’ Statutes• Law of the Judiciary

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Page 7: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

How Do We Comply With These Duty of Care Laws?

Effective TRM Program = Duty of Care

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Effective TRM Program

TRM Supplier Network

Responsible Employees

ManagementSupport Systems/Tools to

Manage Risk

TRM Policy

Page 8: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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Travel Related Risks

Page 9: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Travel Related Risk - Employee

Employees traveling on behalf of your company are at risk because it places the employee in potentially unfamiliar and dangerous environments

Infectious Diseases

Automobile Accidents

Improper Medical Treatment

Crime & Terrorism Natural Disasters

Unsanitary Food Conditions

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Page 10: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Travel Related Risk - Company

Risk Category Description

Personnel Health, Safety, and Security

LegalDuty of Care Pertaining to Health/Safety Legislation & Data Protection

FinancialLitigation, Misuse of Travel Expenses, Financial Penalties for Misconduct

Productivity/Trip EffectivenessIllness, Injury, Immigrations Requirements, Inadequate Technology or Support for Travelers

Reputational Unethical Behavior by Travelers

Data/Equipment Loss/Misuse of Intellectual Property

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Page 11: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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MANAGING RISK – “FOUR T’S”

Page 12: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

What are the Four T’s?

• TREAT

• TRANSFER

• TERMINATE

• TOLERATE

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Page 13: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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TRAVEL RISK MANAGEMENT

Page 14: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

TRM PROGRAM

• Program of organized thoughts, directing corporate policy, and creating procedures and protocol to manage and mitigate risk

• Effective TRM Program will:– Mitigate risk and reduce liability (corporate policy, procedures,

protocol, etc.)– Function as a defense and safeguard structure for your

company and employees– Foster employee morale and company loyalty

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Page 15: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

TRM Network - Global Apply 4 T’s (Policy

Directives)

TMC (World Travel)

Medical & Security Support

InsuranceTools

& Technology

• Supply Data to TRM Network

• Assist w/Policy Enforcement

• Pre-Trip Approval Process

• Travel Portal• Traveler Tracking

• Destination Risk Ratings • Medical/Security Advice

& Action• 24/7 365 Call Center• Customized Destination

Information• Evacuation • Traveler Tracking

• Security/Medical Evacuation Insurance

• Supplemental Medical• AD&D • Life Insurance• Kidnap & Ransom• War Zone

• Pre-Trip Approval Process

• Travel Portal• Traveler Tracking• Customized Web Sites

for Destination Information

• Mobile Applications

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Page 16: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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Page 17: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Applying the Four T’s to Travel 15

Page 18: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

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FUNDAMENTAL ELEMENTS OF A TRAVEL RISK

MANAGEMENT PROGRAM

Page 19: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

TRM Basics

1. TRM Policy and Procedures

2. International Travel Destination Information

3. Medical Security Support

4. Incident Response Procedures

5. Traveler Tracking

6. TRM Program Training

7. Employee Responsibilities

8. Employee Compliance & Verification

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Page 20: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

1. TRM Policy and Procedures

Examples of TRM Policy Directives:– Book ALL travel and ALL changes through World Travel– No side trips– Travel destinations are classified according to risk level– All reservations require pre-trip approval – Employees must adhere to iRobot’s risk mitigation tactics

specific to each travel risk classification – Traveler acknowledgement that directives have been adhered to

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Page 21: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

2. International Travel Destination Information

• Must disseminate the most up-to-date destination information– Travel Advisory– Travel Portal– Approved Web Sites

• This destination information should include (sampling):

– Country specific risk rating (low, moderate, high, extreme)– Alerts– Entry/Exit Requirement – Vaccine Requirements– Security Situation/Crime– Medical Care– General Cultural Information

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Page 22: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

3. Medical and Security Support

• Global Reach• Established and experienced support• Robust and capable worldwide network• 24 hour access to medical and security experts • Medical and security evacuation services• Pre-trip debriefing for high and extreme travel destinations

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Page 23: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

4. Incident Response Procedures

• Fully developed communication channels between TRM Supplier Network (for actions and decision making)

• Assign TRM team members specific response responsibilities• Emergency evacuation & extraction processes• Develop computer data/equipment emergency procedures

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Page 24: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

5. Traveler Tracking

• Ability to locate employee’s location worldwide • Assists identifying travelers at risk and facilitates

communications with them (email/SMS)• Creates logs and archives communications• Can help verify duty of care

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Page 25: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

6. TRM Program Training

• Train employees so they can effectively use TRM tools and technologies and be a more informed advocate for their own health and safety.

• Develop a structured process for travelers to use for travel-related questions or emergency procedures.

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Page 26: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

7. Employees Responsibilities

• Understand the importance of the TRM Program• Read, accept, and comply with TRM Program information and

directives• Keep travel profile and health history updated• Book flight and changes through your travel agent• No side trips without consent of manager

Knowledge is Power!

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Page 27: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

8. Employee Compliance and Verification

• Implement systems to verify employees have read and adhered to TRM Program directives prior to departure

• Non-compliant travelers = mission hold or mission termination

PROOF YOUR COMPANY HAS PROVIDED ITS DUTY OF CARE!

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Ris

k

Compliance0 100Low

High

Page 28: Travel Risk Management (TRM) Overview Shelby LeMaire May 4, 2012

Where To Begin…..

Foundation• Support from Management for TRM Program • Consolidated Travel Program• Pre-trip Approval Process• Strong Travel Policy• Travel Policy Compliance Monitoring

Framework• Develop Plan for TRM Program• Build TRM Network through RFP process• Develop TRM Policy, Procedure, Systems, etc.

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