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C ONNEXXU S. The University of California Travel Program. BACKGROUND VISION OVERVIEW PROGRESS REPORT FUTURE. U.C. Travel Management Office. May 2008. Major Expense Item $250 Million/yr in Travel & Entertainment Spend Air Hotel Car Meals Local Transportation No Central Management

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Presentation Transcript

CONNEXXUS

The University of CaliforniaTravel Program

BACKGROUND

VISION

OVERVIEW

PROGRESS REPORT

FUTURE

U.C. Travel Management Office

May 2008


Background

Major Expense Item

$250 Million/yr in Travel & Entertainment Spend

Air

Hotel

Car

Meals

Local Transportation

No Central Management

Minimal Preferred Suppliers

No Strategic Sourcing

15% to 20% Savings Potential

Board of Regents Priority

CONNEXXUS

BACKGROUND


Background continued
BACKGROUND (continued)

  • Listed as Strategic Sourcing Target

    • Air

    • Hotel

    • Car

    • Service Providers

  • Focus

    • Savings

    • Consolidation

    • Best Practices—Need to “Catch-Up”

    • Central Support

  • Challenges

    • How to Organize for the Effort

    • How to Manage the System


Vision

Develop a branded trademark name for UC system wide travel management (Connexxus)

Develop, implement & manage an efficient, cost effective & responsive travel program across all UC campuses and laboratories

Focus on best practices and ensuring customer satisfaction

Negotiate deep discounts with preferred suppliers

Multiple reservation options

“ Preferred supplier relationships will be monitored & managed”

“ Market share needs to be delivered” or

Negotiations will be nonproductive

Discounts will be withdrawn

VISION


Organization
ORGANIZATION management (Connexxus)

Strategic Sourcing

Steering Committee

Senior Management

Anne Broome

UC Travel Management

Matt Golden

Travel Program

Dan Sampson LEAD

External Relations Manager

Debra Almason

(all UC locations represented

-Connexxus program approvals)

UC Travel Council

Commodity

Team

System Planning & Focus

System Program Support


The uc travel council

Established January 2006 management (Connexxus)

Participants nominated by campus controllers & lab CFO’s

One participant from each UC location

Includes outside independent industry advisors

Approves all recommendations on development & implementation of Connexxus Travel Program

Campus level involvement in basic program development decisions

THE UC TRAVEL COUNCIL


The teams

Action Arm of Travel Council management (Connexxus)

Airlines

Hotels

Rental Cars

Agencies

On-line Booking Tools

Systems, Data & Policy Compliance

Implementation

Coordination in Multiple Bid Processes with Strategic Sourcing

THE TEAMS


Financial issues projected savings

$252 Million Total Travel and Entertainment Spend management (Connexxus)

$134 Sourceable Spend - Subject to Preferred Supplier Contracts

Small Business Requirements

Maverick Spend

Non-mandated Environment

With Use of Preferred Suppliers

$9.2 Million Year 1 – 50% Adoption Rate

$12.6 Million Year 2 – 50% Adoption Rate

$16.8 Million Year 3 – 70% Adoption Rate

Max Saving $25 Million – 100% Adoption

All UC Locations Implemented to Connexxus by 1/1/09

FINANCIAL ISSUES & PROJECTED SAVINGS


Travel council program update

Wyndham Hotels – 15% LRA & BAR management (Connexxus)

Starwood Hotels – 20% LRA & BAR

Marriott Hotels – 15% LRA & BAR

Southwest Airlines – 5%

American Airline – 17% Domestic 25% International

United Airlines – 15%

Hertz Rent-a-car

Enterprise/National

TRAVEL COUNCIL PROGRAM UPDATE

$600,000 Savings


Travel council program update continued

Portfolio of Reservation Options management (Connexxus)

BCD Travel

UC Travel Center

CliqBook Online Booking System

Web Provider Orbitz

UC Riverside & UC San Diego- Implementation Started (Launch Date: May 12, 2008)

Current Focus

Complete Connexxus Portal

Complete Profile Management System

Complete Data Consolidation Process

UC Travel Management Office – Operational

Benchmarking & Data Requirements

Connexxus Policy Statement

Travel Council Program Update(Continued)


Keys to success

High level of participation across all locations management (Connexxus)

Book within the system using preferred suppliers

Traveler wins

Campus wins

UC wins

Supplier wins

Successful implementation- full use and access to Connexxus portal

Support & encouragement from Regents, Chancellors & Senior Management

Leverage UC’s purchasing power to reduce the cost of travel

KEYS TO SUCCESS


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