travel service and policy transition project · project plan and lead the team through successful...

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Travel Service and PolicyTransition Project

UW System Champion TeamFebruary 06, 2020

Awareness

Engagement

Support

Travel Service & Policy Transition 2020

Agenda

• About the Project • Scope• Desired Outcome• Team• Timeline

• About the Change• Management • Your Role• Call to Action


What’s the Scope of Work?

• Refine and implement an updated travel policy, procedure and rate calculator for UW System. Proposal by March 31, 2020 ; Go-live July 1, 2020

• Support vendor service transition activities (Fox World Travel, Shorts, Travel Inc.) by providing resources, controlling data transition and monitoring timelines to ensure completion of contracted deliverables for go-live July 1, 2020

• Transition the UWTravelWIse domain and administration from Fox World Travel to UW Systems by March 31, 2020

• Soft launch of Concur and Travel Inc. mobile applications (testing, security review, communication, and support ) for self service capability across our entire user population on July 1, 2020 (feedback collection July 15, 2020)


What’s the Outcome for UW Systems?

• Simplified travel policy that provides more consistency, added clarity and institutional

alignment

• Regulatory compliant, fiscally responsible, value-add travel services for all UW

employees

• Expanded service levels for university block and Athletic programs

• Focus on providing services that matter most to our employees


Who’s on the Core Team?

• Julie Gordon, UWSA Sr. Associate VP Finance, Project Sponsor

• Liz Dressel, UWSA Dir. Travel Management Services, Business

Process OwnerCore Support Roles

• Stephan Fletcher, UWSA Dir. Administrative Policies & Special Projects

• Nick Davis , USWA Information Security

• Michael Thenhaus, UWSS Technology Integration/Support

• Rachel Klinger & Christine Lee, UWSA Web/Digital Content Mgmt

• Tom Thieding, UWSA Office of Public & Community Affairs, Comm. Leader

• Andi Smetana, UWSA Project Manager

Leadership Team

Core Team Roles • Liz Dressel, UWSA Dir. Travel Management Services, Functional Leader

(Integral to all Workstreams)

• Rusty Haines, UWM Travel Manager, Policy Subject Matter Expert

• Becky Kopidlansky, UWSA Assist Dir Travel Services , Champion Lead

• Campus Change Champion Team (Multiple members)


Each service workstream is guided by a vendor implementation manager who is accountable to craft the

project plan and lead the team through successful execution of all activities to complete the transition.

The members are responsible to support vendor work, guide employees through the policy/service transition

and sustain the new delivery model once operational.

Policy Travel Inc

(Individual)Shorts Travel

(Athletic)Fox World

(Block)

Rusty Haines Vendor PM Vendor PM Vendor PM

Bobbie Post Jenelle Gregor GB TBD Elizabeth Holden

Dawn McMillan Dolly Jackson Chris Barker Jenna Graff

Optional: Alyssa Totoraitis Rusty Haines Alyssa Totoraitis Shawn Seuferer

Optional: Alma Ramirez Michelle Highley Alma Ramirez

Optional: Dolly Jackson

Bobbie Post Alma Ramirez

Optional: Michael Thenhaus Kristin Trussoni

Optional: GraigBrooks

Optional: Alyssa Totoraitis

Who’s on theWorkstreams?


What is the Timeline?


CHANGE MANAGEMENT: (change man·age·ment)

NOUN

Change Management is a structured process used to manage the “people side” of change, so that business results can be achieved as quickly as possible.

What is Change Management?

Risks to Project of Unmanaged Change

Δ Incorrect use of new processes, policy and tools

Δ Travelers creating work arounds instead of following policy

Δ Travel features and capabilities not maximized

Δ Delays in areas of deployment because campus not ready to absorb change

Δ Longer time for people to get up to speed

Δ More reliance on Finance for assistance

Δ Answering the same questions repeatedly

Δ Realization of ROI negatively impacted


Helping People Through Transition

Aw

are

ne

ss

Deliver targeted messages

Offer local contact for peers

Create enthusiasm for the new service, policy and applications

Enga

gem

en

t

Participate in project activities

Provide insight and feedback to the project team

Create open channels for two-way dialogue

Sup

po

rt

Gather feedback from all impacted groups

Assist with mitigating resistance and escalate issues to team

Reinforce user adoption and acceptance of change post Go-Live



The Change Champion Role


The Change Champion Role

Register to be a UWTravelWIse Change Champion

https://www.wisconsin.edu/pmo/championregistration/

https://www.wisconsin.edu/pmo/championregistration/


Champion Talking PointsBrief, persuasive speech to spark interest about the travel policy and service transition, as well as introduce yourself as a project connector

UW System will make travel planning, booking, and compliance easier by introducing new vendors, revised travel policies, and a new

TravelWise website starting July 1.

UW System used input from travelers to move from a single vendor to three vendors dedicated to the type of travel. Feedback also

influenced policy simplification to make it easier for travelers to find, understand, and comply with reporting requirements.

WHAT YOU WILL TALK ABOUT- OVERALL BENEFITS• Updated and simplified policies will make it easier to traveler to find and

understand policies and help them better comply with policies and reporting requirements

• Updated policies will provide more efficient and consistent administration

• Having vendors dedicated to the type of travel will provide greater expertise, customer service with stronger vendor relationships

• A redesigned UW TravelWIse website will make it easier to navigate and find policies

WHAT WILL CHANGE• New travel rate calculator (lodging maximums and meal per diems)

• Rollout of Concur app and Travel Incorporated app to book and view reservations on mobile devices

• Most employees will be working with a new travel agency and travel agent team

• UW System will administer the UW TravelWIse website

HOW TO HELPFind more information, ask questions and provide input

• Email: [email protected]

• Project website: wisconsin.edu/pmo/uwtravelwiseproject

• Bring feedback to project team

WHAT WILL REMAIN THE SAME• Concur will be used for any online travel reservations (but will be

fulfilled and invoiced by a different travel agency)

• Corporate card policy and vendor

• Ability to use an agent for service

• 24/7 agency coverage is available, with a dedicated UW team during core business hours

mailto:[email protected]

https://www.wisconsin.edu/pmo/uwtravelwiseproject


UW TravelWIse: Centralized Hub of Project Communication

Encourage all travel customers to use UW TravelWIse as the “one- stop-shop” for all things Travel including future program changes


Use your elevator pitch to create

awareness and recruit others join our

champion team.

Date : 02.20.2020

Mission

1. Approach “connectors” with your pitch

and identify yourself as a project

champion.

2. Share what it is you’re doing to make

a difference and influence 5 people to

join our team!

3. E-mail them the welcome registration

link and Becky will follow-up them.

Champion Call to Action

16

QUESTIONS

travel service and policy transition project · project plan and lead the team through successful...

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