Travel management system for UNESCO
About the client
UNESCO is a UN agency working in the fields of education, science, and culture. This organization runs over 60 offices and subdivisions operating in multiple countries. Daily, dozens of UNESCO staff members travel to various countries around the globe for professional purposes. To plan, manage, oversee, and fund those work trips, special software was ordered.
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About the project
Andersen was approached by UNESCO to develop an internal solution to manage work trips of the organization's employees all over the world. We were entrusted with building an advanced tool in a compliant, cost-effective, and transparent fashion. As a result of our collaboration, the customer wanted to obtain a software product with extensive budget planning and request processing capabilities that would be simultaneously comprehensive and simple-to-use.
Owing to Andersen’s involvement, the UNESCO Travel Management System, an internally used software tool, was engineered. The task set by the customer was to deliver a comprehensive solution capable of managing work trips at a global scale, with a special emphasis on transparent and cost-effective budgeting and control. As for the resulting tool, it fully matches the customer’s requirements and expectations.
The system safely stores and allows convenient access to all information concerning the customer’s partner travel agencies. It can automatically select the best routes, book tickets, resolve accommodation issues, and set the optimal budget for a trip. The key priority in this respect was to ensure the best possible quality-price ratio.
To make it possible, the system can, among other things, arrange and visualize the flow of requests for work trips of various types. It covers the entire cycle of each request, from submission to approval. Also, the system is integrated and interacts with SAP and the UNESCO Travel Agency (via which other travel agencies can make their offers after UNESCO publishes a request for services).
App functionality
The system built by Andersen works as follows:
- First, it makes it possible to generate detailed user profiles for staff members. There, employee info is added. Also, certificates, credentials, and other documents can be uploaded and securely stored;
- Second, the system enables users to create travel requests. The latter cover the description of a trip, its goals and mission, destinations, duration, and other extra requirements;
- Third, the route planning feature is able to find the best matching options that encompass preferred transport modes and other preferences;
- Fourth, once a request is generated, the staff member specifies to whom and how their job duties will be delegated for the duration of the work trip.
Overall, after the internal request is created, an outbound request is automatically generated and sent to travel agencies or individual agents registered with the customer’s system. In return, these partners submit their proposals, so that UNESCO’s administrators can select the best one. If none of the options matches their expectations, one can edit the initial internal request, add more details and clarifications, etc.
Project results
Collaboration with Andersen made it possible for the customer to minimize the average time spent on trip planning and approving which also led to increasing the user satisfaction rate up to 88%.
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