ACTE Panel Discussion

1
ACTE Panel Discussion

• Data Integrity How do you know that your data
  is clean?
• Cape Town Johannesburg Executive Forums
• 7 10 March 2008

2
Introduction

• Panel to each give a basic overview of the steps
  involved in the data collection process in their
  sector - from collection of raw information to
  cleaning of data to reports generated for clients.

3
I regularly receive travel management reports
and data from my TMCs /
Suppliers

• The majority of respondents, 73, do receive
  regular reports.
• What advice do you have for those Corporates
  Buyers that do not?
• What could the reasons be for not getting
  regular reports and where does one
  begin rectifying the situation?

4
The reports and data that I receive are in a
useful format

• 52 of respondents are not completely
  satisfied with data formats.
• What are the most pertinent issues with regards
  to data formatting?
• With so many different sources involved, is
  there a solution for standardising formats?
• Can the formats be customised to the
  Corporate Buyers requirements and if so, how
  does one go about requesting customised formats?

5
I am confident that the data received is
accurate

• Only 24 of respondents are confident that
  their data is accurate.
• Buyers What are the most common inaccuracies
  experienced?
• TMCs/Suppliers What are the main reasons
  behind inaccuracies?
• Where can we begin to address this issue and
  what are the roles of the different
  parties in trying to improve data accuracy?

6
I have a good understanding of how data is
captured and the processes involved before it
lands on my desk

• The majority of respondents do not understand
  the data process.
• Should Corporate Buyers be more involved in
  getting to grips with this process in order to
  have better control of expectations or is the
  onus completely on Suppliers/TMCs to know
  what is required?
• TMCs/Suppliers Are you pro-active in
  educating your clients regarding the data
  processes, limitations etc? Are they receptive?

7
I am aware that data and reports are cleaned
before I receive them

• 41 of respondents are aware that their data
  is cleaned before they receive it.
• What does it mean to clean data and is this a
  common occurrence?
• At what stage of data collection and collation
  does the cleaning occur?

8
I am aware of who cleans the data and on what
criteria it is cleaned

• The majority of respondents do not know who
  cleans their data and on what criteria it is
  cleaned.
• Is it true that to a large extent, cleaning is
  done manually? Does human error thus not play a
  role here, leading to inaccuracies?
• Who does the cleaning, what are the procedures
  involved and on what criteria is data cleaned?

9
I know what the variance is between reports
received and actual spend

• 30 of respondents know the variance on
  reported vs actual spend.
• If the majority of Corporate Buyers do not
  believe that their data is clean, what needs to
  be done to investigate spend variances?
• What is the impact if Buyers are not aware of
  variances and how does this hinder the effective
  management of a Travel Policy?

10
I find I sometimes need to double check data

• 73 of respondents double check the data they
  receive from their TMCs/Suppliers 46 do so
  often and 27 do so occasionally.
• Why is this the case and is it an accepted part
  of a travel managers job or does this stem
  from a lack of confidence in the data integrity?
• Will figures always need to be checked as a
  matter of policy, no matter how accurate the
  data and what are the implications for companies
  that never double check data?

11
I am able to independently verify data from the
original source

• 57 of respondents are not always able to
  verify data from the original source.
• Hypothetically, if data is inaccurate to begin
  with, how does double checking it at the
  original source help?
• How does one go about using the original source
  to verify the data received and are the benefits
  strictly related to spend figures?

12
I am able to independently verify data from
another source

• 43 of respondents are able to verify data
  from another source.
• How easy is it to get data from another source
  and how often do comparisons need to be made?
• How does one know which source is the accurate
  one?
• What are the implications of having to sort
  through 2 sets of data?

13
I use unverified data, provided by my
TMCs/Suppliers during
negotiations

• 51 of respondents use unverified data during
  negotiations 38 do so occasionally and 13
  do so regularly.
• If figures are either under or over reported,
  how does this affect the negotiation process?
• In an environment where trusted partnerships
  are so vital, how does inaccurate reporting and
  subsequent diluted leveraging ability affect
  these partnerships?

14
I am satisfied with the way my data needs are
dealt with by my
TMCs/Suppliers

• Only 22 of respondents are consistently
  satisfied that their data needs are being met
  effectively.
• Who does the data belong to? If a fee is
  being charged for travel reports, do
  TMCs/Suppliers not have a responsibility to
  place higher priority on supplying accurate data
  and if a fee is not being charged, can the
  Corporate Buyer still expect to receive the data?

15
Additional Info and Questions

• What advice can you give to your sector and to
  the Corporate Buyers to improve data integrity
  and the effective use of the data?
• Are there any new developments in data capturing
  in your sector that will lead to improved
  integrity?
• Where is South Africa in relation to the rest of
  the world in creating effective data capturing
  processes?
• To what extent should the Corporate Buyer be
  involved to assist in finding a solution to this
  issue?
• To what extent does the skills gap add to the
  problem?