CETAS

COMPLEAT Enabled Travel Authorization System

About CETAS

COMPLEAT Enabled Travel Authorization System (CETAS) is a powerful and flexible pre-trip authorization platform built on the COMPLEAT foundation.

CETAS’ basic functionality is used by travelers, authorizers, bookers and travel agents to:

• View trips requiring authorization based on company travel policies
• Communicate between the interested parties
• Submit trips for authorization
• Approve or decline those trips

COMPLEAT routines can determine whether authorization is needed for a given passenger and itinerary, if travel has already been approved or declined, or whether changes to the itinerary warrant re-approval. These routines can be used to interact with the GDS and external systems when trips requiring authorization are identified, approved, declined, or require re-approval.

CETAS Workflow Overview

In the standard CETAS workflow, after travel is booked, the Authorizer is notified of the Trip Authorization Request (TAR) via email if travel policy requires it (cost, international travel, etc.). CETAS allows for the designation of a specific authorizer or the use of a “pool” of authorizers who claim individual TARs to be approved. Once received, the Authorizer can either approve or decline the booking. The traveler is notified of trip approval or denial and any associated reasons or comments. Significant changes to the trip will trigger reapproval and the TAR will be reopened.

User Roles

Available functionality within CETAS is based on a user’s role. Below is a list of the roles and their responsibilities within CETAS.

Traveler: The person taking a trip. They will be able to view trip and TAR details as well as send and receive messages from other parties. They can initiate approval for their trips.

Booker: A Booker is an optional role for someone who creates or manages itineraries for other travelers. Bookers will be able to operate the CETAS website on behalf of a Traveler and perform Traveler functions.

Authorizer: An Authorizer will be able to review, approve, and deny trips in addition to communicating with the traveler/booker.

Agent: The purpose of this optional role is to allow a user to stay informed as to the status of a particular trip. Agents will receive e-mail notifications when another party (Traveler, Booker, or Authorizer) of the TAR submits a message to the Agent. Agents will be able to follow a link into the TAR, read, and reply to the message.

TAR View

The complete contents of a TAR will be displayed to any user (the Traveler, Authorizer, Booker, or Agent) viewing an itinerary with an associated TAR, including the list of policy variants and the entire dialog. However, the available buttons will change based on the user’s role.

The Comments/Questions dialog can be used to communicate with other parties associated with the TAR. When submitting a message from this dialog, the content of the message will be added to the dialog section of the page, and an e-mail will be sent to the intended recipient of the message.

These are the elements of a TAR as seen in the above image:

• TAR ID: The unique number used to identify this TAR
• Traveler: The Traveler name or e-mail address
• Policy Variants: A list of variants from the configured policy rules for this trip - “(none)” will be displayed if no variants were found
• Dialog: A date/time sorted list of comments and questions that have been submitted by the individuals associated with the TAR
• Authorizer(s): If there is only one Authorizer this will display the Authorizer’s name or e-mail address; otherwise this will display the pool of potential authorizers
• Status: The current status of the TAR

Mobile CETAS

CETAS can be accessed from any mobile device (Blackberry, Pocket PC, or Windows Mobile SmartPhone) with Internet access. The mobile version of the site is essentially a slimmed down version to allow faster downloads, ease of use and readability for a smaller device.

CETAS Customization

In addition to the configuration of policy rules via routines, many components of CETAS can easily be customized including site colors and emails.

CETAS Summary

CETAS offers a host of benefits to business-savvy customers looking to control costs and implement processes to audit travel policy adherence:

• Configure authorization criteria
• Implement travel policy terms
• Report on policy variants
• Configure authorizer lists
• Receive traveler-initiated vs. auto-generated TARs
• Monitor trip details post authorization
• Configure CETAS portals so that each customer has a unique look and feel
• View status or authorize travel via mobile devices

CETAS is available as a standalone application or as an add-on for COMPLEAT users. CETAS uses your company’s policies and standards from COMPLEAT for its business logic and configuration settings.

The result is a tightly integrated, efficiently administered, perfectly automated solution for pre-trip travel authorization.

CETAS Demos

Please contact us at 972-612-7121 or sales@gdsx.com to get additional information regarding CETAS or to arrange a demo.