Job Aid for TMCs using PCS Portal-Travel Request Form.pdf

Official Travel Request Form

TMC Job Aid

Contents Navigating the TMC Homepage

Navigating to the TMC Dashboard

Process a Travel Request

HTML Input

Attachment Input

Email Notifications

Email Fulfillment

Travel Request Form Metrics

Travel Attachment Tasks

Navigating the TMC Homepage

The TMC Homepage dashboard allows the TMC users to quickly see the status of the request.

The dashboard also allows the TMC users to identify requests by the request number, the

Traveler’s Name, and who the request is assigned to.

The dashboard will contain the following sections:

• Quote Requested

• Reservation Requested

• Ticket Requested

• Awaiting Traveler Input (any requests in a status Quote Provided, Reservation Provided, Ticket Provided, Awaiting Ticket, or Needs More Information)

• Closed and Cancelled Requests

Each dashboard section will provide the request number, State, when the request was created, the Traveler’s name, and who the request is Assigned To (Figure 1).

Figure 1: TMC Homepage

Navigating to the TMC Dashboard

1. Type Travel in the Filter Navigation field and select TMC Dashboard under Travel Requests

(Figure 2).

Figure 2: TMC Dashboard

2. Select the Post menu drop down to select the post to view (Figure 3).

Figure 3: Select Post

3. The TMC will see the sections requests displayed by their state; Quote Requested, Reservation

Requested, Ticket Requested, Awaiting Traveler Input and Canceled and Closed (Figure 4).

Figure 4: Request State

4. Only requests for the post selected will be displayed (Figure 5).

Figure 5: Selected Requests by Post

Process a Travel Request

To review a travel request, the TMC user will select the request number (RITM) (Figure 6). The work queue section (i.e., Quote Requested) that the request is selected from will guide the TMC user on what action is required to fulfill this request.

Figure 6: Select Travel Request

The State of the record will dictate what action is required on the request at any given time (Figure 7).

Figure 7: Request State

All the information that was submitted by the user will be displayed at the bottom of the page in the “Variables” section (Figure 8).

Figure 8: Request Variables

After completing the required steps outside of myServices to fulfill the service requested, the TMC user can communicate back to the Traveler the requested information. To do this, the TMC user has two options: provide HTML input or attach a file.

HTML Input

The TMC user will select Quote, Reservation, or Ticket from the “Is this for a Quote, Reservation, or Ticket? dropdown (Figure 9).

Figure 9: Quote, Reservation, or Ticket?

This will display HTML text box where the TMC agent can paste copied HTML or plain text (Figure 10).

Figure 10: HTML Textbox

Once the details have been entered, the TMC agent must select a new State for the request (ex: Quote Provided) and save the request (Figure 11). This will allow the Traveler to view the provided information in the Traveler Dashboard; it will also trigger an email notification to the Traveler.

Figure 11: Update State

Attachment Input

To provide information to the Traveler via attachments, the TMC user will scroll down the request page to view the related list Tabs at the bottom of the record; select the link in the first column to open the related record (Figure 12).

Figure 12: Request Tabs

Select the paperclip icon on the related record to add an attachment (Figure 13).

Figure 13: Paperclip icon

Then select Choose file (Figure 14).

Figure 14: Choose file

This will open the file explorer to select the attachment to be added to the request. After locating the file, select Open (Figure 15).

Figure 15: Open file

The file will be added to the record (Figure 16). Select Update to save the record and return to the Travel Request (Figure 16).

Figure 16: Attachment

Once back on the request itself, the TMC agent must select a new State for the request (ex: Quote Provided) and save the request (Figure 17). This will allow the Traveler to view the provided information in the Traveler Dashboard; it will also trigger an email notification to the Traveler.

Figure 17: Update State

Email Notifications

When a Travel Request is submitted and the RITM generated, the TMC group will receive an email that a request has been submitted. These emails are automatically generated by the system and will always be sent. These automatic emails notify you that a RITM has been assigned to your group and to log in to myServices to fulfill that request.

Automatic notifications will be sent when the status of the Request is changed (Figure 18).

Figure 18: Status Notification

Automatic notifications will be sent when comments are added to a Travel Request (Figure 19).

Figure 19: Comment Notification

Email Fulfillment

Additionally, depending on the configurations enabled for each post, the group may also receive an email which will contain information that was submitted on the Travel Request Form (Figure 20). These emails may be configured if email fulfillment is the preferred process determined by TMC. These configured emails allow the TMC to respond to the submitting user and provide enough information to fulfill this request without logging into myServices.

Figure 20: Email Request

To respond to the user through this email, select Reply All on the email. The submitting user is CC’d on the initial email and will receive the reply.

Travel Request Form Metrics Travel managers can view travel form metrics by selecting the back arrow button on the page to navigate back to the original TMC Homepage and select Travel Request Form Metrics from the dashboards selection menu (Figure 21).

Figure 21: Travel Request Form Metrics Dashboard

Select the post you want to see metrics for by using the Post menu pull down (Figure 22). Only posts authorized to be viewed by the user will be visible.

Figure 22: Select Post

The first section of the metrics dashboard displays the average time travel requests remain in each state for both open and closed requests (Figure 23).

Figure 23: Average Time in Single State

By selecting the data displayed in the sub-section tile the table the data is derived from will be displayed

(Figure 24 and 25).

Figure 24: Link to Data table

Figure 25: Data Table

The next section displays data for time between two states (Quote Requested to Quote Provided) for closed requests only (Figure 26).

Figure 26: Average Time Between States

As in the previous section, select the data link in the sub-section tile to display the data table (Figure 27).

Figure 27: Data Table for Closed Requests

The next section displays the number of open requests in each state (Figure 28).

Figure 28: Real-Time State of Open Requests

Selecting the number in the sub-section tile displays the data table (Figure 29 and 30).

Figure 29: Link to Data Table

Figure 30: Data Table

The final section displays all closed requests Year-to-Date (Figure 31).

Figure 31: Closed Requests

Selecting the number in the sub-section tile will display the data table (Figure 32).

Figure 32: Data Table

Travel Attachment Tasks Travel Managers can customize attachment tasks required for the traveler to submit by selecting the

Travel Attachment Task tab at the bottom of the record (Figure 33).

Figure 33: Travel Attachment Tasks

Travel Managers can then make an attachment task required by double clicking in field for the task under the Required column and selecting true (Figure 34). Select the green arrow to save the change.

The attachment task will be displayed on the Traveler’s Travel homepage.

Figure 34: Required Task