info@fmf.co.th
(+66) 097-034-6625
LINE it!-
Customer
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Goals
- Reduce the lifecycle of the business trip arrangement process.
- Minimize financial expenditures on consumable materials.
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Tasks
- Eliminate errors in business trip arrangements that cause approval delays and document loss.
- Reduce labor costs associated with organizing business trips.
- Transition from paper-based processes to a fully digital workflow.
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Solution
We implemented an automated business travel management system on KIA Motors’ corporate portal, enabling:
- Task assignment automation, including notifications, approvals, transfers, and document storage.
- Seamless digital workflow, ensuring a paperless and efficient process.
This solution significantly streamlined operations, reduced human errors, and optimized business travel management across the company.
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Solution description
The Business Travel Automation System streamlines and digitizes the entire business trip management process by replacing paper-based workflows with electronic documents.
Digital Documents Included
The system automates the creation and processing of key travel-related documents, including:
- Business trip applications
- Approval lists
- Requests for trip arrangements
- Taxi booking requests
- Advance reports
- Office memos
- Trip preparation reports
- Taxi usage reports
All documents are fully integrated into the business trip planning and approval workflow.
How It Works
1. Business Trip Creation. An employee initiates a business trip request by selecting the necessary parameters in the system. The system automatically calculates:
- Ticket types
- Accommodation costs
- Hotel room categories
- Daily allowances
- Taxi and parking limits
The system sends a notification to the designated travel agency for trip arrangements.
2. Trip Arrangement & Approval
- The travel agency provides a travel package proposal.
- The employee selects an option and submits an approval request to the relevant department.
- Upon approval, the system automatically generates an order in the ERP system.
- The system tracks the trip’s duration and prompts the employee to submit a report upon return.
3. Post-Trip Reporting & Accounting
- After returning, the employee submits an expense report to the accounting department.
- The accounting team verifies and approves the report.
- The system confirms all transactions, including invoices received from the travel agency.
System features
- Automated travel cost calculations based on employee position.
- Full integration with accounting and finance departments.
- Seamless ERP system integration (SAP).
- Automated checks for exclusions, excesses, and necessary corrections.
- Conflict detection in overlapping business trip schedules.
- Generation & export of printable documents.
- Automated notifications in employees’ and managers’ calendars.
- Built-in booking module for flights, taxis, and hotels.
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Results
- Eliminated financial expenditures on consumable materials such as paper and printer ink.
- Reduced the business trip arrangement process lifecycle by 47%, significantly improving efficiency.
- Ongoing technical support: FMF continues to provide technical maintenance and support for the system, ensuring smooth operation and future optimizations.