Location via proxy:   [ UP ]  
[Report a bug]   [Manage cookies]                
SlideShare a Scribd company logo

Bon Voyage Whitepaper_210w x 297h mm_Ref

•
•
Ritwik Batabyal
Ritwik Batabyal

- The document discusses the need for organizations to modernize their business travel and expense management processes to keep up with changes in the industry and expectations of digital-savvy employees. It highlights issues with legacy paper-based systems like lack of visibility, control over costs, and vulnerability to fraud. - The solution proposed is an all-digital, across-devices travel and expense management system called PRESM that uses event processing and state machines. It enables fast, paperless requests and approvals, visibility into spending, integration with partners, and analytics to reduce costs and fraud. - Key benefits of the PRESM system include simplified and streamlined travel booking and expense reporting, real-time updates, and hosting on cloud infrastructure

1 of 8
Download to read offline
wipro.com Go Digital: Make Your Travel Experience Simple & Smart The complexity of modern business travel calls for an all-digital, across-devices travel and expense management system
T ravel looks nothing like it did until a few years ago. Today, the modern business traveler has a slew of web and mobile-based choices that take the tedium out of planning, booking and making travel cancellations: think Expedia, Uber, Zipcar, Lyft, Airbnb and Booking.com. Even as travel costs are going up, the options to optimize them are growing exponentially. Organizations, being aware that their employees want the same convenience of web and mobile for their business travel,areexploringwaystoupdate their travel expense management processes, policies, partners and tools that have historically been strengthened over decades around paper-intensive manual processes. The effect of the recent changes in the industry is dramatic: legacy processes are cracking, unable to provide the kind of speed, visibility and reporting convenience that modern businesses desire. According to recent research, for a majority of organizations business travel accounts for upwards of 10% of total annual budgets, for which they have poor visibility. That makes business travel expense management a prime candidate for improvement. A majority of organizations lack the ability to control travel costs effectively and end up spending enormous amounts of money and time over travel reporting. Not only has the travel supply chain become infinitely more complex, but more employees are travelling globally, with policies that could differ over various geos. Result: a complex set of rules, regulations, checks and balances, paper work, signatures and forms that are difficult to manage with consistency and which slow down the organization. To make matters worse, organizations know that due to the vast network of partners required for fulfilling travel requests and the dynamic nature of the industry, their processes are vulnerable to fraud as well. The effect of the recent changes in the industry is dramatic: legacy processes are cracking, unable to provide the kind of speed, visibility and reporting convenience that modern businesses desire. 2
Manage the gap and complexity – go digital! With digital travel expense management, organizations can manage today’s complex travel supply chain and would be empowered to have: ¡¡ Fast, accurate and paperless travel requests ¡¡ Policy-driven authorization processes ¡¡ Faster approvals ¡¡ Well-defined workflows ¡¡ Exception and priority management ¡¡ Alignment with governance and geo-wise regulatory requirements ¡¡ Partner integration and management across departments ¡¡ Simple accounting (by employees) ¡¡ Faster claims and reimbursements ¡¡ Budget and expense visibility ¡¡ Transparent audit trails ¡¡ Accurate reporting ¡¡ VAT reclaims Organizations are so busy trying to sort out their travel expense systems that they rarely have the time to consider the vast amount of data they have that could be used to help understand where their travel costs are going and if corresponding business objectives are being met. Empowered by a digital solution, an organization can use analytics to prevent over-spending and predict travel needs better. Using analytics, transactional data can be used to: ¡¡ Monitor expenses ¡¡ Create realistic budgets ¡¡ Determine the best partners to work with ¡¡ Negotiate better terms with suppliers and drive down travel costs ¡¡ Apply checks and balances and make accurate forecasts on future needs ¡¡ Reduce fraudulent claims Wipro’s digital travel expense solution Understanding the benefits of going digital, Wipro has invested in the development of an Event & State Machine named PRESM (Event State Machine for Process Realization). Central to the capabilities of PRESM is its ability to maintain the state of discrete events or transactions. As an example: for a travel request, different states like the design of travel request, raising the request, approval of the request, the ticketing, the accommodation, expense management and other administrative activities can be maintained. PRESM has successfully been deployed for Travel Expense Management. The underlying “machine” or “platform” can be deployed for other business processes as well. 3
PRESM operation features: ¡¡ Events and State management framework to administer event- based request management across configurable states ¡¡ Open Source Technology: PRESM is compliant to OS standards and can be modified and customized rapidly in addition to gaining from the benefit of continuous community upgrades ¡¡ IP and Patents: There are processes within PRESM that give it unique capabilities. These processes are protected by patents ¡¡ Context Management: There are intricate content management techniques designed as part of PRESM that manage transactional integrity at its best The digital solution stack The Travel and Expense management system is built around a number of robust digital solutions that enable quick roll out, customization, ease of use, a high level of security, cost management and reporting capabilities. These solutions deliver and address: ¡¡ Access Channels: Web and mobile solutions are developed with the same assets using responsive front ends,hybrid app libraries,latest script libraries and integration kits ¡¡ An Intuitive Interface: The application provides a consistent user experience across devices, intuitively presenting interfaces matured through numerous iterations based on user experience and feedback from end users ¡¡ Security: Abstractions to enterprise and open security mechanisms both at »» application level, through federated identity management and »» infrastructure level, through proxies, firewalls to manage network traffic from internal enterprise as well as external internet systems ¡¡ Cloud-Hosted: Solution environments spanning from development to testing to production—all offered from cloud with the benefits of subscription- based usage. It also provides integrations to manage on premises and external partner environments ¡¡ Network Management: Organizations have several firewalls across network touch points such as databases and content stores. Appropriate measures have been put in place to ensure necessary security levels ¡¡ Integration: Internal and external partner integration through a layer of well-managed APIs ¡¡ Technology Partners: Integration with technology providers such as Microsoft 4
(for Azure and security/ credentials management) and Amazon (for Amazon Web Services) is complete ¡¡ Automated Approvals: Solution taps the digitized policies and workflows by touching end points of information systems. This takes care of automatically assessing eligibility and relevant alerts ¡¡ Metrics: The solution architecture has a methodical crisscross of transactions from access- channels to enterprise data/ partner systems thereby generating large volumes of metrics used for analytics ¡¡ Ease of Expense Reporting: Users can enter data as and when they incur expenses by scanning receipts, ticket stubs, visa and passport applications, immigration forms, insurance quotes and capturing foreign exchange rates, etc. ¡¡ Functional Configurability: A solution ensuring plug in/ out of rules governing process flows ¡¡ Enterprise Risk Vulnerability Assessment: This ensures that organizations do not violate internal policy, regardless of geo/division/unit and maintain organizational security policies with respect to data and application access ¡¡ SOX Compliance: Eliminatestheriskofcompliance penalties and manages the access management rights across environments ¡¡ Licensing: All licenses for products used in PRESM have been secured Figure 1: PRESM Technology Stack HTML5/CSS3 (responsive) Hybrid Mobile App (CORDOVA + Sencha Touch) Web App (STRUTS) AJAX (API Call) AD Authentication/SSO ADFS Tokenization Event Broker/ State Machine (KAFKA + Node.js) CEP Engine (Apache Storm) Context Management Server (Micro Services) + Mongo Rule Engine based configuration (Open Rules) Data/Metrics Capture (Log Stash, Elastic Search, Kibana) Pattern Recognition – Reporting/Fraud Detection API/Console based Cloud Service Management Controls for Server VPC/VNET, VA/RA Analytics Client Layer Event Management Deployment/ Hosting Secured T&E architecture PRESM Image Processing Service Location Management Service Security Service Notification Service Travel Service Persistence Service SAP Service IMS Service Forex Service Insurance Service Gama Service Expedia Service EIS Service Finance Service Hospitality ServiceState Functions as Micro Services 5
Hyper convenience: Big leap in travel expense management The digital travel expense management system is available to users across devices (desktop, laptop, mobile and wearables) with the application hosted on cloud infrastructure for high availability, scalability and cost efficiency. The system would also be able to ingest and harmonize data in various formats. For example, using OCR (optical character recognition), the details of a restaurant receipt could be flawlessly and quickly populated into a web form and captured in a database. By ensuring that the context (for the user,for travel and for expense) is captured, the application can go a step further. It can take the scanned (or manually-entered) data and automatically add details such as project heads, expense categories, date, time and location. If the entry constitutes an exception, the application will automatically route the data for exception management, ensuring employees are kept updated in real-time. The major convenience,apart from an operational perspective and a userexperienceperspective,isthat the travel expense management application brings travel bookings and expense management to one single app, improving employee and organizational management efficiency. Transforming travel expense management into an all- digital, across-devices system is inevitable. This is especially true for organizations that need employees to travel often. Ensuring quick expense approvals and reimbursements gets rid of a major pain that has for long been associated with business travel. 6
About Wipro Wipro Ltd. (NYSE:WIT) is a leading information technology, consulting and business process services company that delivers solutions to enable its clients do business better. Wipro delivers winning business outcomes through its deep industry experience and a 360 degree view of “Business through Technology.” By combining digital strategy, customer centric design, advanced analytics and product engineering approach, Wipro helps its clients create successful and adaptive businesses. A company recognized globally for its comprehensive portfolio of services, strong commitment to sustainability and good corporate citizenship, Wipro has a dedicated workforce of over 160,000, serving clients in 175+ cities across 6 continents. For more information, please visit wipro.com or write to us at info@wipro.com About the author Ritwik Batabyal is an entrepreneurial-spirited, pioneering technologist with 19+ years of operational experience identifying, qualifying and implementing enabling technologies to transform enterprise systems into digital solutions. He has architected roll outs for some of the world’s premier digital customers. Ritwik holds six software copyrights for products in use today and is the author of nationally and internationally published technical articles. 7
DO BUSINESS BETTER CONSULTING|SYSTEMINTEGRATION|BUSINESSPROCESSSERVICES “No part of this booklet may be reproduced in any form by any electronic or mechanical means (including photocopying, recording and printing) without permission in writing from the publisher, except for reading and browsing via the world wide web. Users are not permitted to mount this booklet on any network server.” © Wipro LTD 2016 IND/PMCS/JUL2016-DEC2016

More Related Content

Bon Voyage Whitepaper_210w x 297h mm_Ref

  • 1. wipro.com Go Digital: Make Your Travel Experience Simple & Smart The complexity of modern business travel calls for an all-digital, across-devices travel and expense management system
  • 2. T ravel looks nothing like it did until a few years ago. Today, the modern business traveler has a slew of web and mobile-based choices that take the tedium out of planning, booking and making travel cancellations: think Expedia, Uber, Zipcar, Lyft, Airbnb and Booking.com. Even as travel costs are going up, the options to optimize them are growing exponentially. Organizations, being aware that their employees want the same convenience of web and mobile for their business travel,areexploringwaystoupdate their travel expense management processes, policies, partners and tools that have historically been strengthened over decades around paper-intensive manual processes. The effect of the recent changes in the industry is dramatic: legacy processes are cracking, unable to provide the kind of speed, visibility and reporting convenience that modern businesses desire. According to recent research, for a majority of organizations business travel accounts for upwards of 10% of total annual budgets, for which they have poor visibility. That makes business travel expense management a prime candidate for improvement. A majority of organizations lack the ability to control travel costs effectively and end up spending enormous amounts of money and time over travel reporting. Not only has the travel supply chain become infinitely more complex, but more employees are travelling globally, with policies that could differ over various geos. Result: a complex set of rules, regulations, checks and balances, paper work, signatures and forms that are difficult to manage with consistency and which slow down the organization. To make matters worse, organizations know that due to the vast network of partners required for fulfilling travel requests and the dynamic nature of the industry, their processes are vulnerable to fraud as well. The effect of the recent changes in the industry is dramatic: legacy processes are cracking, unable to provide the kind of speed, visibility and reporting convenience that modern businesses desire. 2
  • 3. Manage the gap and complexity – go digital! With digital travel expense management, organizations can manage today’s complex travel supply chain and would be empowered to have: ¡¡ Fast, accurate and paperless travel requests ¡¡ Policy-driven authorization processes ¡¡ Faster approvals ¡¡ Well-defined workflows ¡¡ Exception and priority management ¡¡ Alignment with governance and geo-wise regulatory requirements ¡¡ Partner integration and management across departments ¡¡ Simple accounting (by employees) ¡¡ Faster claims and reimbursements ¡¡ Budget and expense visibility ¡¡ Transparent audit trails ¡¡ Accurate reporting ¡¡ VAT reclaims Organizations are so busy trying to sort out their travel expense systems that they rarely have the time to consider the vast amount of data they have that could be used to help understand where their travel costs are going and if corresponding business objectives are being met. Empowered by a digital solution, an organization can use analytics to prevent over-spending and predict travel needs better. Using analytics, transactional data can be used to: ¡¡ Monitor expenses ¡¡ Create realistic budgets ¡¡ Determine the best partners to work with ¡¡ Negotiate better terms with suppliers and drive down travel costs ¡¡ Apply checks and balances and make accurate forecasts on future needs ¡¡ Reduce fraudulent claims Wipro’s digital travel expense solution Understanding the benefits of going digital, Wipro has invested in the development of an Event & State Machine named PRESM (Event State Machine for Process Realization). Central to the capabilities of PRESM is its ability to maintain the state of discrete events or transactions. As an example: for a travel request, different states like the design of travel request, raising the request, approval of the request, the ticketing, the accommodation, expense management and other administrative activities can be maintained. PRESM has successfully been deployed for Travel Expense Management. The underlying “machine” or “platform” can be deployed for other business processes as well. 3
  • 4. PRESM operation features: ¡¡ Events and State management framework to administer event- based request management across configurable states ¡¡ Open Source Technology: PRESM is compliant to OS standards and can be modified and customized rapidly in addition to gaining from the benefit of continuous community upgrades ¡¡ IP and Patents: There are processes within PRESM that give it unique capabilities. These processes are protected by patents ¡¡ Context Management: There are intricate content management techniques designed as part of PRESM that manage transactional integrity at its best The digital solution stack The Travel and Expense management system is built around a number of robust digital solutions that enable quick roll out, customization, ease of use, a high level of security, cost management and reporting capabilities. These solutions deliver and address: ¡¡ Access Channels: Web and mobile solutions are developed with the same assets using responsive front ends,hybrid app libraries,latest script libraries and integration kits ¡¡ An Intuitive Interface: The application provides a consistent user experience across devices, intuitively presenting interfaces matured through numerous iterations based on user experience and feedback from end users ¡¡ Security: Abstractions to enterprise and open security mechanisms both at »» application level, through federated identity management and »» infrastructure level, through proxies, firewalls to manage network traffic from internal enterprise as well as external internet systems ¡¡ Cloud-Hosted: Solution environments spanning from development to testing to production—all offered from cloud with the benefits of subscription- based usage. It also provides integrations to manage on premises and external partner environments ¡¡ Network Management: Organizations have several firewalls across network touch points such as databases and content stores. Appropriate measures have been put in place to ensure necessary security levels ¡¡ Integration: Internal and external partner integration through a layer of well-managed APIs ¡¡ Technology Partners: Integration with technology providers such as Microsoft 4
  • 5. (for Azure and security/ credentials management) and Amazon (for Amazon Web Services) is complete ¡¡ Automated Approvals: Solution taps the digitized policies and workflows by touching end points of information systems. This takes care of automatically assessing eligibility and relevant alerts ¡¡ Metrics: The solution architecture has a methodical crisscross of transactions from access- channels to enterprise data/ partner systems thereby generating large volumes of metrics used for analytics ¡¡ Ease of Expense Reporting: Users can enter data as and when they incur expenses by scanning receipts, ticket stubs, visa and passport applications, immigration forms, insurance quotes and capturing foreign exchange rates, etc. ¡¡ Functional Configurability: A solution ensuring plug in/ out of rules governing process flows ¡¡ Enterprise Risk Vulnerability Assessment: This ensures that organizations do not violate internal policy, regardless of geo/division/unit and maintain organizational security policies with respect to data and application access ¡¡ SOX Compliance: Eliminatestheriskofcompliance penalties and manages the access management rights across environments ¡¡ Licensing: All licenses for products used in PRESM have been secured Figure 1: PRESM Technology Stack HTML5/CSS3 (responsive) Hybrid Mobile App (CORDOVA + Sencha Touch) Web App (STRUTS) AJAX (API Call) AD Authentication/SSO ADFS Tokenization Event Broker/ State Machine (KAFKA + Node.js) CEP Engine (Apache Storm) Context Management Server (Micro Services) + Mongo Rule Engine based configuration (Open Rules) Data/Metrics Capture (Log Stash, Elastic Search, Kibana) Pattern Recognition – Reporting/Fraud Detection API/Console based Cloud Service Management Controls for Server VPC/VNET, VA/RA Analytics Client Layer Event Management Deployment/ Hosting Secured T&E architecture PRESM Image Processing Service Location Management Service Security Service Notification Service Travel Service Persistence Service SAP Service IMS Service Forex Service Insurance Service Gama Service Expedia Service EIS Service Finance Service Hospitality ServiceState Functions as Micro Services 5
  • 6. Hyper convenience: Big leap in travel expense management The digital travel expense management system is available to users across devices (desktop, laptop, mobile and wearables) with the application hosted on cloud infrastructure for high availability, scalability and cost efficiency. The system would also be able to ingest and harmonize data in various formats. For example, using OCR (optical character recognition), the details of a restaurant receipt could be flawlessly and quickly populated into a web form and captured in a database. By ensuring that the context (for the user,for travel and for expense) is captured, the application can go a step further. It can take the scanned (or manually-entered) data and automatically add details such as project heads, expense categories, date, time and location. If the entry constitutes an exception, the application will automatically route the data for exception management, ensuring employees are kept updated in real-time. The major convenience,apart from an operational perspective and a userexperienceperspective,isthat the travel expense management application brings travel bookings and expense management to one single app, improving employee and organizational management efficiency. Transforming travel expense management into an all- digital, across-devices system is inevitable. This is especially true for organizations that need employees to travel often. Ensuring quick expense approvals and reimbursements gets rid of a major pain that has for long been associated with business travel. 6
  • 7. About Wipro Wipro Ltd. (NYSE:WIT) is a leading information technology, consulting and business process services company that delivers solutions to enable its clients do business better. Wipro delivers winning business outcomes through its deep industry experience and a 360 degree view of “Business through Technology.” By combining digital strategy, customer centric design, advanced analytics and product engineering approach, Wipro helps its clients create successful and adaptive businesses. A company recognized globally for its comprehensive portfolio of services, strong commitment to sustainability and good corporate citizenship, Wipro has a dedicated workforce of over 160,000, serving clients in 175+ cities across 6 continents. For more information, please visit wipro.com or write to us at info@wipro.com About the author Ritwik Batabyal is an entrepreneurial-spirited, pioneering technologist with 19+ years of operational experience identifying, qualifying and implementing enabling technologies to transform enterprise systems into digital solutions. He has architected roll outs for some of the world’s premier digital customers. Ritwik holds six software copyrights for products in use today and is the author of nationally and internationally published technical articles. 7
  • 8. DO BUSINESS BETTER CONSULTING|SYSTEMINTEGRATION|BUSINESSPROCESSSERVICES “No part of this booklet may be reproduced in any form by any electronic or mechanical means (including photocopying, recording and printing) without permission in writing from the publisher, except for reading and browsing via the world wide web. Users are not permitted to mount this booklet on any network server.” © Wipro LTD 2016 IND/PMCS/JUL2016-DEC2016