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SAP Travel Management is tightly integrated with two other important business solutions, SAP ERP Financials and SAP ERP Human Capital Management (SAP ERP HCM). As such, it provides a comprehensive solution for all phases of the corporate travel management experience, from submitting initial requests and planning trips to online booking and submitting and settling travel expenses.

By enabling the connection of external applications and user interfaces to SAP ERP 6.0 and SAP Travel Management, the Travel Management ES bundle simplifies the setup and use of SAP Travel Management.

For example, SAP Travel Management functionality enables travelers to build individual online profiles for use when booking transportation and lodging. In addition to employee master data such as personal information, organizational information, and travel privileges, travelers can store such travel information as preferences for in-flight seating and specific hotel accommodations like smoking or non-smoking rooms. Since data in these profiles can change at any time, all participating travel agencies require a means by which they can systematically update individual profiles in their databases or in the global distribution system (GDS) of their choice. The services in the Travel Management ES bundle manage the timely and efficient transfer of data from SAP Travel Management to the respective GDS, or, on the other hand, from the respective GDS to SAP Travel Management.

Travel Management (click to enlarge)


The Travel Management ES bundle also provides for the initial upload and systematic updating of employee mini-master data from non-SAP human resource (HR) systems to SAP Travel Management. All existing employee mini-master data such as organizational assignment, bank details, and credit card information, to name a few, is transferred in two phases: first, when the two systems are integrated (the travel system is set up), and then again at periodic intervals determined by the company's system administrator.
SAP Travel Management also uses credit card data for a clearing process whereby credit card companies regularly provide client corporations with files that include all payment transactions that were made by traveling employees who are registered as corporate card holders. When credit card numbers and validity dates change, or new employees are given corporate card privileges, it is critical that the resulting data be systematically updated in SAP Travel Management. The enterprise services in the Travel Management ES bundle can be used to perform such updates on a daily, weekly, or monthly basis, depending upon company requirements. Consequently, employees are not forced to update the data themselves, nor will the clearing process malfunction should employees themselves fail to maintain the data.
Of course, credit card numbers are also used as guarantees when reserving rental cars and hotel accommodations. Depending on the customizing options established by each client, SAP Travel Management can transfer card numbers into the proper reservation file keys within the external reservation systems so that they are readily accessible to all authorized persons viewing travel reservations.
SAP Travel Management stores email addresses that will receive notifications from external reservation systems. Individual email addresses can be automatically included in the reservation file keys that are transmitted to the reservation systems (like a GDS) deployed by respective service providers. To ensure that the email address used is current, the Travel Management ES bundle provides a service that can be used by email administrators to update SAP Travel Management with the latest email addresses periodically.
Travel management and event management systems usually are handled within separate systems and most of the handling is done manually or using custom developments.
With Enhancement Package 4 for SAP ERP 6.0 (EhP4) this ES bundle now integrates the different process steps of SAP's Travel Management and ERP solution with Strategic Meeting and Event Management (Partner) solutions into one complete process. From the creation, approval, operational handling, online travel booking, expense reporting of employees up until the analytics part the complete data can be captured on an SAP cost object. This will be the container for all "event related costs".

The deployment of the Travel Management ES bundle enables users to:

  • transfer and update vital data between SAP Travel Management, major global distribution systems including Amadeus, Galileo, and Sabre, and other third-party providers such as HRS and hotel.de.
  • update employee mini-master data within SAP Travel Management by transferring information from external, non-SAP HR systems
  • update credit card data within SAP Travel Management by transferring information from external non-SAP databases
  • update email addresses with SAP Travel Management by transferring data from external systems such as MS Outlook or Lotus Notes
  • upload HCM master data to strategic meeting and event management systems.

The Travel Management ES bundle leverages enterprise SOA by service-enabling SAP Travel Management, providing easy integration with third-party applications.

Audience

Companies that use SAP Travel Management either as a stand-alone or an integrated application to arrange, manage, and analyze corporate travel will immediately recognize the value of the Travel Management ES bundle. The integration of internal and external service providers via the services in the Travel Management ES bundle will increase the transparency of all related processes and thus lead to a reduction in labor time and cost. The operating costs of travel processing will be reduced and compliance with corporate travel policy will improve.

For details on Service Operations, Business Objects and Process Components, please check the ES Workplace.


How To Use This ES Bundle

In today's global business environment travel is both necessary and expensive. Smart companies are discovering that to control costs while continuing to meet their needs, it is imperative that they adopt travel management policies driven by automated solutions that are tightly integrated throughout the corporate ecosystem. Using the enterprise services in the Travel Management ES bundle, businesses can transfer data to SAP Travel Management at predetermined intervals, providing this important integration.

Strategic Meeting and Event Management tools offer powerful tools to set up, manage and observe the registration process of meeting and event participants. In order to invite target groups for events master data of people to be invited needs to be retrieved from several systems, one of them being the internal SAP-HR system. This will allow a company to invite specific internal employees to events and meetings (e.g. based on cost centre, personnel area or organizational structure).

Increased visibility can help lower travel costs. Corporations that employ large numbers of frequent travelers often secure contracts with travel agencies, hotel chains, and car rental companies. To secure these contracts, however, businesses must first conduct negotiations that, if they are to be successful, require increased process transparency. Without the proper tools, a business cannot generate the basic reports that enable it to show a history of patronage with the desired partner firm. And, without such evidence, potential partners may refuse to offer top-line discounts. By helping to integrate SAP Travel Management with GDSs and third-party systems, the Travel Management ES bundle helps provide increased visibility into travel data that can be used to negotiate better deals with service providers. Once corporate travel managers and executives have this data, they can manipulate it with the powerful analytic and reporting tools that come with SAP Travel Management.

After corporations have secured contracts with the desired partners, they rely on them to make arrangements for the entirety of a traveler's itinerary, or, for example, to finalize travel arrangements that the travelers themselves merely initiated.

OnePager - Travel Management
(click to enlarge)

To perform these tasks, however, travel providers first require profiles containing details such as travel preferences, contact information, email addresses, and credit card data, all of which information must be both current and accurate.
Increased visibility also results in an improved ability to enforce corporate travel policies. The resulting improvement in policy compliance can lead to substantial cost savings.
This section will explore a series of use cases for the Travel Management ES bundle. Each use case will show how different outcomes can be achieved by using the enterprise services in different combinations. While these examples illustrate a few of the ways that this ES bundle could be used, the intention is to show the flexibility and reusability of these business objects and enterprise service operations so that you will have a clearer understanding of how to best deploy them in your own environment. This wiki is also a space for you to share knowledge and collaborate with others who are implementing the Travel Management ES bundle.

Use Case 1: Importing Data from non-SAP HR Systems to SAP Travel Management

Setting up SAP Travel Management requires loading the system with data from the human resources system. To ease this task for companies running non-SAP HR systems, enterprise services in the Travel Management ES bundle handle this initial load of employee master data from non-SAP HR systems. This data will be used to create the mini-master data in SAP Travel Management.

In order for SAP Travel Management to run, it needs certain vital information about each employee, including their organizational assignment, their home address, their bank details as related to travel expenses, their travel privileges, email address, credit card number, and work and cell phone numbers. Since this information is already stored in the non-SAP HR system, enterprise services ease the process of the initial import of all this data into SAP Travel Management.

The system administrator invokes the Maintain Expense Arrangement External Input service operation, which uses the Expense Arrangement External Input business object, and the mini-master data will be transferred. SAP Travel Management automatically acknowledges the import by invoking the Confirm Expense Arrangement External Input Transmission service operation.

After the initial import of data from the non-SAP HR system, to keep the information in SAP Travel Management up to date, the system administrator invokes these services periodically, perhaps on a weekly basis.

Use Case 2: Importing Traveler Profile Data from External Systems into SAP Travel Management

The central reservation systems used by travel agencies (for example, Amadeus, Sabre and Galileo, also known as GDSs) offer content and availability information from airlines, car rental companies, and hotel chains. The content of these systems is integrated with the SAP Travel Management solution, but personal traveler profile synchronization was not available for all of the GDSs. The Travel Management ES bundle now provides the services necessary to provide profile synchronization for all of the GDSs.

The primary benefit of this integration lies in the power and flexibility it gives travelers to create and book travel arrangements from within SAP Travel Management, without the need to first go through external systems. To date, the battery of preference information travelers have created by booking prior flights, lodging, and cars via phone or email has been stored by related agencies in their own and GDS profiles. All this information is migrated into SAP Travel Management using the services in the Travel Management ES bundle.

Data can be transferred wholesale from the GDS to SAP Travel Management, or it can be transferred piecemeal, at the discretion of the lead system administrator. To import all data pertaining to flights, including seat, meal, and other personalized preferences, administrators can invoke the Change Arrangement based on Flight Arrangement Created Notification service operation. To transfer data pertaining to all hotel preferences and arrangements, the Change Arrangement based on Hotel Arrangement Created Notification service operation can be invoked. Where the Change Arrangement based on Car Rental Arrangement Created Notification service operation can be invoked to import all preference related to car rentals, system administrators can invoke the Change Arrangement based on Train Arrangement Created Notification service operation to transfer data pertaining to a traveler's preferences when journeying by rail. Employees who are frequent travelers often receive benefits for using a specific service provider, such as free air miles. To import data related to this portion of a traveler's profile, the Change Arrangement Based on Customer Loyalty Programme Created Notification service operation can be invoked. All of these enterprise service operations use the Travel Planning Arrangement business object.

Step

Enterprise Service Invoked

Step 1: System administrators import all travel-related data

Change Arrangement based Flight Arrangement Created Notification

Step 2: To transfer data pertaining to all hotel preferences and arrangements

Change Arrangement based on Hotel Arrangement Created Notification

Step 3: To import all preference related car rentals

Change Arrangement based on Car Rental Arrangement Created Notification

Step 4: To transfer data pertaining to a traveller's preferences when journeying by rail

Change Arrangement based on Train Arrangement Created Notification

Step 5: To import data related to customer loyalty programs

Change Arrangement Based on Customer Loyalty Programme Created Notification

Use Case 3: Updating Reservation Systems with Updated Travel Profile Data from SAP Travel Management

Once all traveler preference data has been migrated into SAP Travel Management, services must be periodically invoked to transfer new or updated traveler profile information from SAP Travel Management to the GDS.

As new traveler data is created, or when existing data is modified or deleted - for example, when employees change their travel preferences in SAP Travel Management or when they leave the company - the data can be transmitted from SAP Travel Management to all integrated external systems on a regular, predetermined basis. When new data is created, modified, or deleted, the Notify of Travel Planning Arrangement Employee service operation is invoked to send it from SAP Travel Management to the relevant external system. To transfer data related to the end of an employee's company tenure, the Notify of Personnel Leaving service operation can be invoked.

Use Case 4: Importing Data from Credit Card Companies into SAP Travel Management

Business travel is typically charged on corporate credit cards. Because it is used to track expenses as well as to guarantee reservations, it is vital that credit card numbers and expiration dates be kept up to date. Credit card companies send files with this information periodically, such as weekly. Using enterprise services in the Travel Management ES bundle, these credit card files can be used to update information in SAP Travel Management to ensure that credit card data is up to date and valid so that travel arrangements will go smoothly for all users of SAP Travel Management.

Credit card numbers are frequently used as a guarantee when a traveler wants to book a hotel room or reserve a rental car. In order to update the SAP Travel Management system with updated data in regards to credit card numbers and validity dates the system administrator can import the files sent by the credit card companies by invoking the Create Payment Card Details service operation, which uses the Employee business object.

When an employee leaves the company, SAP Travel Management can send an update to the credit card company using two services: the Notify of Personnel Leaving service operation, which uses the Personnel Leaving business object and the Cancel Payment Card Details service operation, which uses the Employee business object.

Invoking these enterprise services on a regular basis helps ensure that SAP Travel Management has the latest credit card information from credit card companies and that credit cards are revoked in a timely fashion when necessary.

Use Case 5: Importing Data from Third-Party Email Systems to SAP Travel Management

Email is vital to corporate communications, and travel arrangements in particular are frequently sent via email, including the tickets themselves. Keeping email addresses up to date in SAP Travel Management is therefore a vital concern, and the enterprise services in the Travel Management ES bundle help with this important task.

Email addresses are changed in the email system itself, so this information must be propagated to SAP Travel Management. To ensure that email addresses are up to date, system administrators can invoke the Maintain EMail Address service operation at predetermined times, according to company needs. This service operation uses the Employee business object. When an employee permanently leaves the company, the system administrator can update SAP Travel Management by invoking the Notify of Personnel Leaving service operation, which uses the Personnel Leaving business object.

Use Case 6 (Ehp4 only): Send HCM master data (from either the HR or Travel system) to meeting & event management system

Strategic Meeting and Event Management tools offer powerful tools to set up, manage and observe the registration process of meeting and event participants. In order to invite target groups for events master data of people to be invited needs to be retrieved from several systems, one of them being the internal SAP-HR system. This will allow a company to invite specific internal employees to events and meetings (e.g. based on cost centre, personnel area or organizational structure).

In the process of organizing events the responsible employees need to trigger invitations based on master data from many different systems. The event manager triggers the retrieval of the master data from the SAP HR-System using the service provided. The available master data will pre-populate the respective data fields within the event management system and invitations for the event can be send out to the invitees. The event management tools provide their own solutions to map the respective SAP fields with the system specific fields. Once the invitees have received the invitation they can decide to register, decline or decide to register later on for the event using the online registration of the event management system. Once an invitee decides to register for the event the available master data can be used to pre-populate his registration details.


Future Directions

In addition to optimizing the management of corporate travel in all its phases, the Travel Management ES bundle could be used to retrieve master data from CRM and vendor systems so that customers can invite business partners to marketing and sales events. Once an employee has responded to an invitation and registered for the event, the functionality in this bundle could additionally provide for the automatic creation of an expense report in SAP Travel Management. Moreover, customers could use the Travel Management ES bundle to search for and book a flight to the event, along with any other needed transportation, such as a car from the company fleet-all online. When the trip is complete, related expense and invoice data could be automatically deposited into the proper business warehouse, accessible for review and analysis by any authorized company personnel.

Connectivity

Companies can achieve connectivity to the major GDSs (including Amadeus, Galileo, and Sabre), third-party providers (such as HRS and hotel.de) and SAP ERP 6.0 using SAP NetWeaver Process Integration (formerly XI) and the services in this ES bundle.

System Requirements

4 Comments

  1. Unknown User (l27qidb)

    Please can you let me know that as part of travel managment in Corporate services can I manage my fleet of vehicles also. Just to elaborate, I have company owned buses, aeroplanes and cars which are used by company employees for commuting beetween different points , cities etc.. I need to manage theses vehicles, there bookings, and integration with FICO .

    Is this possible

  2. Hello Anand, currently in the standard it is not possible to manage your fleet vehicles in SAP Travel Management. We know that customers have integrated company owned aeroplanes by adding them to the content in the respective reservation system. The standard SAP Travel Planning solution currently only offers the content from different reservation systems (e.g. Amadeus, Galileo and some direct connects). However, I know that SAP offers a project based fleet management solution, I would need to check who is the contact person if you are interested. Regards, Raymond. 

  3. It appears some features were delivered with enhancement package 2, and more with EhP4. Which features were delivered as of which enhancement package?

    An answer to this question can be found at https://websmp207.sap-ag.de/~sapidb/011000358700001694662008E/ehp4_corpserv.htm#tm

  4. Former Member

    I would like to know if  the new functionality of FICO delivered as part of EHP 5 has to be activated along with ESS stuff to get the new ESS to work.