Automatization of arranging business trips for KIA Motors
Customer: Kia Motor Corporation is South Korea's second-largest automobile manufacturer, following the Hyundai Motor Company, with sales of over 3.3 million vehicles in 2015.
- To decrease the life cycle of the business trip arranging process;
- To decrease financial expenditure on expandable materials.
- ; To exclude mistakes from the process of arranging business trips which result in agreement delays and document losses;
- To reduce labor costs on the process of arranging business trips;
- To switch from paper to electronic media.
Solution description
A list of electron documents, that is, applications for business trips. Alongside with it:
- Agreement lists;
- Applications for preparing business trips;
- Taxi calls;
- Advance reports;
- Office memos;
- Acts on preparing business trips;
- Acts on taxi calls.
All the documents take part in the process of arranging business trips.
An employee creates a business trip in the system by indicating the appropriate boxes. The system counts:
- Ticket types;
- Expenses on accommodation;
- Hotel room categories;
- Daily allowances during business trips
- Taxi limits;
- Parking limits.
The calculations are specific for each position. The system sends the agency for arranging business trips a notification on a planned business trip.
The agency gives an employee an offer on arranging a business trip. After making a choice an employee sends an agreement application the group responsible for organizing a trip. After the agreement is achieved, the system gives an order in ERP System, while it is signed the systems waits for the trip end date and gives the initiator a task to enter a report.
After returning from a business trip, an employee has to present his/her report to the accounting department. After the agreement is achieved, the accounting department confirms acts received from the agency.
System features
- Tariff calculations per each employee’s business trip;
- The work of accounting and financial departments are included;
- Integration with ERP Systems: 1C, SAP;
- Auto-check for exclusions, excess and corrections;
- Auto-check for conflicts in business trip schedules;
- Creating and uploading printed documents;
- Creating notices in employees and chief’s calendars;
- Module for booking tickets, taxi, and hotels.
Results:
- Financial expenditure on expandable materials (paper, printer ink) has been excluded;
- The life cycle of the business arrangement process has been reduced for 47%.
Currently the company “FMF” is technically supporting the customer.
