Excellence Center Demand Management & Purchasing |
Claire Boursier - Philippe Vanash |
Marie-Line Ardito |
| GENERAL DESCRIPTION |
|---|
The objective is to allow GBU and Functions monitoring their spend evolution, as well as their travelers behaviors over time. The T&E Dashboard, is a result of a Demand Management initiative and therefore has been built to increase transparency on T&E Spend, Expenses reports and travelers behaviors.
It has been built using 3 different data sources :
* check details in "Information on data sources" Concur
**check details in "Information on data sources" Amex GBT
This dashboard is providing different angles of analysis :
Executive summary & group benchmark
Financial overview - spend evolution (controlling data)
Expenses overview (Concur data)
Bookings behaviors (AmexGBT/travel agency data )
Bookings overview (AmexGBT/travel agency data )
My reports
ADD LINK TO DETAILS FOR EACH SECTION
There are some accesses restrictions to employee level information in accordance to GDPR regulations.
You will find N-1 data, as well as current year YTD M-1 data, all figures are in EUR.
Data of M-1 are available on the 15th day of M. (also display info in dashboard)
By default, data selection is always YTD of current year.
What is online & offline, ATP or O&D? Click here to see the glossary and fully understand the acronyms of T&E.
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All the accesses must be validated by: Excellence Center / Purchasing Click here for the Access form to get access to the T&E Dashboard. Current authorizations are available on this file. |
| INFORMATION ON DATA SOURCES |
|---|
Dashboard using 3 different data sources, those sources are coming from different tools, using different scope and reference dates.
It is recommended to use Expenses and Booking information as additional information to Finance- Controlling data from BW, but not to try to match figures of the 3 sources.
1. Finance/Controlling data
- Objective
This report is a fixed costs report on Travel & Expenses set up by Solvay reporting platform and is the reference for P&L calculation.
- Currency
Data are extracted in EUR each month for the current year with a RSB at M.
Data from Y-1 are all RSB at average rate of December Y-1.
- Source & scope
Data are extracted from SAP (PF1 + WP1) using Business Warehouse (BW) for all Solvay Group
- Additional information
It has been agreed that controlling data are the reference to measure the spend evolution and will only be adjusted with FX effect and not on scope.
Also note that there is an average of about 35 days lagging effect between a booking and its impact in BW, with the assumption that travelers are expensing at least once a month (policy recommendation).
- Exception
BAAN & PE1 spend cannot be extracted from BW.
In the meantime of Composites Materials integration on WP1, data are extracted from Cognos (owner: James Blandford) and are RSB with the same methodology as spend extracted from BW.
- RSB - FX effect methodology
In order to neutralize the FX effect, spend is always extracted in local currency and calculated in EUR using the following methodology.
Exchanges rates are extracted from AO Docs
All spend of current year is adjusted from local currency to EUR using the exchange rate (average value) of M.
All spend of previous year is fixed and adjusted using average value of December of this same year.
2. Expenses :Concur Data
- Objective
Concur is a tool including:
- employees expenses claimed for reimbursement (all payments means and all booking channels included)
- lodged card expenses (air, rail and travel agency fees)
which allow user to get details at employee level, with some information on the expense type.
- Currency
Concur data are extracted in local currency (available in "MyReport" but not as such in the dashboard) and in EUR based on:
- if it is a card transaction then the exchange rate is provided by the bank at the day the transaction
- If it is an out of pocket transaction, then the exchange rates in Concur reflect the OANDA exchange rates of the transaction date
- Source & Scope
Data are extracting from Concur using Cognos in a format agreed with controlling and created by Purchasing Service Line.
Data are excluding all PCard expenses, send on a monthly basis to controller for their scope of activity.
Geographical scope is not fully deployed yet and will follow Concur implementation planning.
Countries where Concur is not implemented are out of scope (no data available in this report).
- additional information
Concur details reports are received each month by controllers,, see list of reports and receivers.
Each manager can also get details on its team using the reporting section of the tool:
- exception
A part of the Cytec legacy is still using a different Concur system that should be replaced by the Solvay Concur system by end of 2020.
- scope of expenses done in Cytec Concur
NAM: US (CM +1 company code of TS)
APAC: AU (TS), CN (TS CM)
EMEA: NL (TS), UK (CM), IT FR DE (CM), LV (SBS), CG (TS)
NB. quite many remote locations (employees located in Ukraine, Mongolia, DAR, Kazahstan) are using the NL Concur for expenses
This information is collected using a different report (provided by Purchasing Service Line T&E - LV).
- deployment planning
Planning is subject to changes.
3. Booking information: Travel Agency data AmexGBT Insight
- Objective
Data from AmexGBT is allowing to get information on booking behaviors of the travelers, as well as details related to location, volumes, class of booking ... for air/rail tickets (actual invoiced) and car rental/hotel (booked amount).
- Currency
All data is extracted in EUR and exchange rate is based on ???(CHECK with CLAIRE)
- Source & Scope
Data are extracted using the reporting tool of the travel agency AmexGBT called Insight.
The scope is all booking information either done online (using Concur Travel) or offline (email or phone with travel agency).
- additional information
Reporting is including all exchanges and refund information, please consider a delay in seeing full information in the report (reimbursement or full exchange information).
Dimensions Overview: |
|---|
| Dimension Description | Finance -Controlling (BW fixed costs) | Expenses (Concur) | Booking (AmexGBT) | Comments |
|---|---|---|---|---|
| GBU / Function | X | X | X | |
| Sub GBU/Function | X | X | ||
| Company (name - code) | X | X | ||
| Region | X | X | X | Origin region of expense |
Country (country of employee) | X (Company Country) | X (Country of Employee) | X (Country Point of Sale) | |
| Hotel/Car rental Country | X | |||
| Hotel/Car rental City | X | |||
| Cost Center | X | X | No cost center for Cytec Concur | |
| Year | X | X | X | |
| Quarter | X | X | X | |
| Month | X | X | X | |
| Reference date | Posting Date | Send for Payment date | Booking date | |
| Vendor Name | X  | X | Airline or Railway company | |
| Expense Type (Cluster) | X | |||
| Trip Purpose | X | |||
| Trip Duration | X | |||
| Employee Name | X | X (Traveler Name) | ||
| Booking Channel (Online/Offline) | X | Online or Offline | ||
| Compliance on advance purchase (Yes/No) | X | |||
| Lowest Logical Fare Adoption (Yes/No) | X | |||
| Primary Product Code | X | Air- Rail - Car - Hotel | ||
| Domestic or Regional/International | X | |||
| Class of Service | X | Booking class (Explain FIRST vs FIRST US & others) for Air/Rail Car type for Rental | ||
| Frequent traveler | X | travelers with an average of more than 2 bookings per month (air and/or rail) | ||
| VIP | X | travelers accessing AMEX VIP service | ||
| SLT | X | X | travelers part of Solvay Leadership Team (to Do) | |
| O&D Net Amount | X | allow to filter above certain ticket amount |
A conserver???
| Qlikview | Comments |
|---|---|
GBU / Function | |
| Company | |
| Region | APAC, EMEA, LAM, NAM |
| Country | Company country |
| Year | Y-1, Y |
| Quarter | |
| Month | |
Cost Center | |
| Fixed Cost Group 2 | |
| Vendor | Name, Number |
| Dashboard details |
|---|
always consider N as selected period "Selection"
- Executive summary & group benchmark
add screenshot of the dashboard with Numbers of final version in Qlik or add screenshot for each line below
No restrictions on scope but no dimension on Employee level
| Nb | Name | Source | Calculation | Comments |
|---|---|---|---|---|
| 1 | Spend and Evolution vs N-1 RSB | BW- Fixed Costs | Spend = ∑Spend "Selection" N Evolution = (∑Spend "Selection" N -∑Spend "Selection" N-1 RSB)/∑Spend "Selection" N-1 RSB | "Selection" is YTD by default and can be changed to another period using "Month Year" filters RSB (FX effect) methodology available below "LINK" |
| 2 | Number of active spenders | Concur - Expenses | Count number of Employee over period (no duplicates) | Any employee that enter an expense in Concur over the analysis period |
| 3 | Number of active travelers | AmexGBT - Spend Analysis | Count number of Employee over period (no duplicates) | Any employee that made a booking either online (concur) or offline (travel agency) over the analysis period |
| 4 | Number of air tickets booked | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" ∑Number of tickets | Including refunds and exchanges |
| 5 | Air average ticket price vs N-1 | AmexGBT- Spend Analysis | ∑Air Net Ticket Amount "Selection" N / ∑ Air Net Tickets "Selection" N vs ∑Air Net Ticket Amount "Selection" N-1 / ∑ Air Net Tickets "Selection" N-1 | Average ticket price regardless of booking class, country point of sales, ... |
| 6 | Book Online | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" N with booking channel = "Online" / ∑ Air Net Tickets "Selection" N | Currently for Korea, adjust booking channel to Online if DK description ⊂ "concur" → REMOVE WHEN DASHBOARD READY Online = in Concur Offline = via travel agency |
| 7 | Book in Advance for Domestic & Regional Flights (min 14 days) | AmexGBT- Spend Analysis | Filter on "Regional or Intercontinental" = "Domestic - Regional" & Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" N with compliance = "Yes" / ∑ Air Net Tickets "Selection" N | |
| 8 | Book in Advance for International Flights (min 21 days) | AmexGBT- Spend Analysis | Filter on "Regional or Intercontinental" = "Intercontinental" & Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" N with compliance = "Yes" / ∑ Air Net Tickets "Selection" N | |
| 9 | Book the lowest logical fare | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" N with LLA Acceptance = "Yes" / ∑ Air Net Tickets "Selection" N | |
| 10 | % of one day trips vs total of trips (by air) | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" N with Days traveled = "1 day" / ∑ Air Net Tickets "Selection" N | This metric is including one-way tickets. |
| 11 | % of internal meeting trips (air & rail) | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" & "Rail" ∑Total number of tickets with Trip Purpose Clean = "Internal meeting" / ∑Total number of tickets | Based on number of tickets booked for trip by air or rail |
| 12 | Solvay Benchmark - Online Booking compliance | AmexGBT- Spend Analysis | Metric number 6 with split per GBU/Function for YTD N. | Cannot be filtered by GBU/Function |
| 13 | Solvay Benchmark - Book in Advance for Domestic & Regional Flights (min 14 days) compliance | AmexGBT- Spend Analysis | Metric number 7 with split per GBU/Function for YTD N. | Cannot be filtered by GBU/Function |
| 14 | Solvay Benchmark - Book in Advance for International Flights (min 21 days) compliance | AmexGBT- Spend Analysis | Metric number 8 with split per GBU/Function for YTD N. | Cannot be filtered by GBU/Function |
| 15 | Solvay Benchmark - Book the lowest logical fare compliance | AmexGBT- Spend Analysis | Metric number 9 with split per GBU/Function for YTD N. | Cannot be filtered by GBU/Function |
| 16 | Solvay Benchmark - Average Spend per Employee | Concur - Expenses | ∑Approved Amount without reclaimable tax (EUR) / Metric number 2 with split per GBU/Function for YTD N. | Cannot be filtered by GBU/Function |
| 17 | Monthly Update | N/A | Free Text | Monthly update from Purchasing |
2. Financial overview - spend evolution (controlling data)
add screenshot of the dashboard with Numbers of final version in Qlik
No restrictions on scope
| Nb | Name | Source | Calculation | Comments |
|---|---|---|---|---|
1 | Total Spend | BW- Fixed Costs | 2018 Spend = ∑Spend N-1 YTD 2019 Spend = ∑Spend Ytd N | No filter on time dimension |
| 2 | Total Spend YTD vs YTD N-1 RSB | Evolution = (∑Spend "Selection" N -∑Spend "Selection" N-1 RSB)/∑Spend "Selection" N-1 RSB | Clear indication on spend variation in EUR & in % vs previous year | |
| 3 | Spend evolution (N vs N-1) | Monthly/Quarter Spend for N data Monthly/Quarter RSB Spend for N-1 data | Dimension can be month or quarter | |
| 4 | Spend per Region (%) | % of each region | Location of company not expense | |
| 5 | Details and evolution per GBU and function | Trend = (∑Spend "Selection" N -∑Spend "Selection" N-1 RSB)/∑Spend "Selection" N-1 RSB Moving average = (∑Spend last 3 months - Average Spend last 12 quarters)/Average Spend last 12 quarters in % |
3. Expenses overview (Concur data) - incl top spenders
add screenshot of the dashboard with Numbers of final version in Qlik
Restricted on Scope
Scope of Concur is not finalize yet (see planning of deployment for Concur) - therefore it is not always relevant to compare N vs N-1.
| Nb | Name | Source | Calculation | Comments |
|---|---|---|---|---|
| 1 | Total expenses | Concur - Expenses | ∑Approved Amount without reclaimable tax (EUR) | Total is excluding Pcard |
| 2 | Number of active spenders | Count number of Employee over period (no duplicates) | Any employee that enter an expense in Concur over the analysis period | |
| 3 | Expenses per region/Country (%) | ∑Approved Amount without reclaimable tax (EUR) in % of each Region or country | This metric has 2 dimensions: Region or country Region/country is origin region/country from the traveler, not the location of the expense | |
| 4 | Expenses by Cluster | ∑Approved Amount without reclaimable tax (EUR) in % of each expense cluster | This metric has 2 dimensions: % or EUR A cluster is a grouping of similar expense types in Concur | |
| 5 | Spend evolution | ∑Approved Amount without reclaimable tax (EUR) per month/quarter | This metric has 2 dimensions: Month / Quarter | |
| 6 | Spend per Employee | ∑Approved Amount without reclaimable tax (EUR) per month per employee | ||
| 7 | Spend per Cost Center (name + code) | ∑Approved Amount without reclaimable tax (EUR) per month per cost center | Not available in Concur Cytec |
4. Bookings behaviors (AmexGBT/travel agency data ) - incl top non compliant travelers
add screenshot of the dashboard with Numbers of final version in Qlik
Restricted on Scope
| Nb | Name | Source | Calculation | Comments |
|---|---|---|---|---|
1.1 1.2 1.3 1.4 | Book Online KPI vs N-1 Details Quarterly/Monthly evolution Non Compliant Travelers (Online eligible) | AmexGBT- Spend Analysis | always filter on Primary product code ="Air" ∑Air Net Tickets YTD N with booking channel = "Online" / ∑ Air Net Tickets YTD N vs ∑Air Net Tickets N-1 with booking channel = "Online" / ∑ Air Net Tickets N-1 Eligible Online = Yes if "Country (Point of Sale)" ≠ "India" ≠ "China" ≠"Taiwan" ≠" Latvia" and Primary Product Code ≠ "C" ≠"J" Tickets Booked = ∑Air Net Tickets YTD N Main non-compliant countries = Top 3 countries with lowest compliance to KPI (based on absolute value ∑Air Net Tickets "Selection" with booking channel = "Online" / ∑ Air Net Tickets "Selection" per period (quarter or month) ∑Air Net Tickets YTD N with booking channel = "Offline" & "Eligible" = Yes; sorted per traveler (descending) | Compliance evolution over time based on selection Month/Year This metric has 2 dimensions: Month / Quarter |
2.1 2.2 2.3 2.4 | Book in Advance KPI vs N-1 Domestic & Regional Flights (min 14 days) Details Quarterly/Monthly evolution Non Compliant Travelers | always filter on Primary product code ="Air" & Filter on "Regional or Intercontinental" = "Domestic - Regional" ∑Air Net Tickets YTD N with compliance = "Yes" / ∑ Air Net Tickets YTD N vs ∑Air Net Tickets N-1 with compliance = "Yes" / ∑ Air Net Tickets N-1 ∑Air Net Tickets "Selection" with compliance = "no" Count number of travelers (no duplicate) with compliance = "No" (XX% represents 80%) ∑Air Net Tickets "Selection" with compliance = "Yes" / ∑ Air Net Tickets "Selection" per period (quarter or month) ∑Air Net Tickets YTD N with compliance = "No" sorted per traveler (descending) | Compliance evolution over time based on selection Month/Year This metric has 2 dimensions: Month / Quarter | |
3.1 3.2 3.3 3.4 | Book in Advance KPI vs N-1 Intercontinental Flights (min 21 days) Details Quarterly/Monthly evolution Non Compliant Travelers | always filter on Primary product code ="Air" & Filter on "Regional or Intercontinental" = "Intercontinental" ∑Air Net Tickets YTD N with compliance = "Yes" / ∑ Air Net Tickets YTD N vs ∑Air Net Tickets N-1 with compliance = "Yes" / ∑ Air Net Tickets N-1 ∑Air Net Tickets "Selection" with compliance = "No" Count number of travelers (no duplicate) with compliance = "No" (XX% represents 80%) ∑Air Net Tickets "Selection" with compliance = "Yes" / ∑ Air Net Tickets "Selection" per period (quarter or month) ∑Air Net Tickets YTD N with compliance = "No" sorted per traveler (descending) | Compliance evolution over time based on selection Month/Year This metric has 2 dimensions: Month / Quarter | |
4.1 4.2 4.3 4.4 | Book Lowest Logical Fare KPI vs N-1 Details Quarterly/Monthly evolution Non Compliant Travelers | Filter on Primary product code ="Air" ∑Air Net Tickets YTD N with LLA Acceptance = "Yes" / ∑ Air Net Tickets YTD N vs ∑Air Net Tickets N-1 with LLA Acceptance = "Yes" / ∑ Air Net Tickets N-1 ∑Air Net Tickets "Selection" with LLA Acceptance = "No" Top 10 of ∑Air Net Tickets "Selection" with LLA Acceptance = "No" per traveler ∑ Lost Savings "Selection" % of Spend= ∑ Lost Savings "Selection"/∑Air Net Tickets amount "Selection" ∑Air Net Tickets "Selection" with LLA Acceptance= "Yes" / ∑ Air Net Tickets "Selection" per period (quarter or month) ∑Air Net Tickets YTD N with LLA Acceptance = "No" sorted per traveler (descending) | Lowest logical fare means best financial option with same number of connections and flight schedule. | |
| 5 | Trip Duration (based on number of air tickets booked) | Filter on Primary product code ="Air" % of ∑Air Net Tickets "Selection" per "Days traveled" (excluding "Exchange refund code" = "Exchange" & "days travelled" = "Refund") | This metric has 2 dimensions: Month / Quarter ADD OPTION TO FILTER ON RAIL IN THE FUTURE | |
6 | Trip Purpose (based on number of air & rail tickets booked) | % of ∑Air Net Tickets "Selection" per "Trip Purpose Clean" (excluding "Exchange refund code" = "Exchange") | This metric has 2 dimensions: % or absolute value ADD OPTION TO FILTER AIR OR RAIL IN THE FUTURE | |
| 7 | Number of trip by air per traveler | Filter on Primary product code ="Air" ∑Air Net Tickets "Selection" per "Days traveled" sorted per traveler (descending) | Ability to filter on trip duration | |
| 8 | Air Ticket above 5000 EUR | TBD |
5. Bookings overview (AmexGBT/travel agency data )
add screenshot of the dashboard with Numbers of final version in Qlik
This page will diplay data based on O&D (origin - Destination) basis, meaning a Oneway ticket.
Restricted on Scope
| Nb | Name | Source | Calculation | Comments |
|---|---|---|---|---|
| 1 | Air Overview
| AmexGBT- O&D | Filter on Primary product code ="Air" Spend = ∑O&D Net Amount Number of O&D = ∑ O&D Net Count Average O&D cost= ∑O&D Net Amount / ∑ O&D Net Count | |
| 2 | Volume per airlines alliances | AmexGBT- O&D | Filter on Primary product code ="Air" ∑O&D Net Count in % of airline alliances (or number of tickets per airline alliances) | This metric has 2 dimensions: % or number of tickets |
| 3 | Air tickets volumes : Domestic/Regional vs Intercontinental | AmexGBT- Spend Analysis | Filter on Primary product code ="Air" ∑Air Net Tickets in % of "Regional or Intercontinental" | |
| 4 | Air Routes Overview | AmexGBT- O&D | Filter on Primary product code ="Air" Column 1 : Origin -Destination (non directional) Column 2: ∑O&D Net Amount "Selection" Column 3: ∑O&D Net Count"Selection" Column 4: % of ∑O&D Net Amount "Selection" for each Origin - Destination Column 5: Average cost per Origin - Destination "Selection" Column 6: Average cost per Origin - Destination "Solvay | NB: 2 Origin - Destination = 1 roundtrip |
| 5 | Air Tickets volume per booking class | AmexGBT- O&D | Filter on Primary product code ="Air" ∑O&D Net Count in % of "Class of Service - Invoice (Predominant) ∑O&D Net Amount in % of "Class of Service - Invoice (Predominant) | |
| 6 | Rail Overview
| AmexGBT- O&D | Filter on Primary product code ="Rail" Spend = ∑O&D Net Amount Number of O&D = ∑ O&D Net Count ATP= ∑O&D Net Amount / ∑ O&D Net Count | |
| 7 | Rail Routes Overview | AmexGBT- O&D | Filter on Primary product code ="Rail" Column 1 : Origin -Destination (non directional) Column 2: ∑O&D Net Amount "Selection" Column 3: ∑O&D Net Count"Selection" Column 4: % of ∑O&D Net Amount "Selection" for each Origin - Destination Column 5: Average cost per Origin - Destination "Selection" Column 6: Average cost per Origin - Destination "Solvay | NB: 2 Origin - Destination = 1 roundtrip |
| 8 | Hotel Overview*
| AmexGBT - Hotels | Booked amount = ∑Period 1 Hotel Booked Amount Nights = ∑ Period 1 Hotel Room Nights ADR = ∑Period 1 Hotel Booked Amount/∑ Period 1 Hotel Room Nights | |
| 9 | Volumes per Hotel Chains (based on number of nights)* | AmexGBT - Hotels | ∑ Period 1 Hotel Room Nights in % of Hotel Chain | |
| 10 | Hotel Bookings Overview* | AmexGBT - Hotels | Column 1 : Hotel City Column 2: ∑Period 1 Hotel Booked Amount "Selection" Column 3: ∑ Period 1 Hotel Room Nights "Selection" Column 4: % of ∑Period 1 Hotel Booked Amount "Selection" for each Hotel City Column 5: Average cost per Hotel City "Selection" Column 6: Average cost per Hotel City "Solvay | |
| 11 | Car Overview*
| AmexGBT - Car rental by city | Booked amount = ∑Period 1 Car Booked Amount Days = ∑ Period 1 Car Days ADR= ∑Period 1 Car Booked Amount/∑ Period 1 Car Days | |
| 12 | Volumes per Car Rental Companies (based on number of days)* | AmexGBT - Car rental by city | ∑ Period 1 Car Days in % of Car Rental Vendor | |
| 13 | Car rental Overview* | AmexGBT - Car rental by city | Column 1 : Rental City Column 2: ∑Period 1 Car Booked Amount "Selection" Column 3: ∑ Period 1 Car Days "Selection" Column 4: % of ∑Period 1 Car Booked Amount "Selection" for each Rental City Column 5: Average cost per Rental City "Selection" Column 6: Average cost per Rental City "Solvay |
* booking costs might be different from final invoiced costs
6. My reports
Restricted on Scope
Reporting can be done using one of the 3 sources of the dashboard:
- Finance/Controlling : Based on Fixed Cost Report from BW
- Expenses Reports: Based on Concur reporting without Pcard spend
- Booking Reports: Based on AmexGBT/travel agency data
To find more details about information available in this details, please report to details per data source.