Creating a Travel Requisition on PRISM

Logging on to PRISM:

In your web browser go to prism.ippf.org. The preferred browser is Firefox, as this works best for reports and interface, but you can also use Safari and Microsoft Edge. We would advise that you periodically clear cache on browser, to ensure consistent results. We generally recommend Connection to broadband Internet via ethernet connection, where feasible.

Log on to the site by entering a valid PRISM/eIMS user name and password and select the required language (English).

ADD TRIP

To create a Travel Requisition just hover over the "Travel" tab on menu then click "Travel".

Then click “Add Trip” to begin.

Add Trip page will Pop-up

Enter the details of the trip

Enter your Trip Title (Note: Please consider carefully your trip Title, so you can identify it easily later. Remember that the trip Title (Subject) will be displayed to other people and it should make sense to them, not only you).
Now make sure the Admin Entity and Admin Unit is correct.
Add your personal or work mobile contact number in case of an emergency

Note: This is to enable Travel Protect to communicate with travellers directly in case of an incident or crisis. Entering a mobile number - pick your country code using the dropdown list and mobile number (drop the 0). Example: 7123456789 (Belgium, Belgian mobile number without the 0)

Enter departure and return dates and time.

Note: The Return date and time cannot be earlier or equal to the "From date & time", the system will not save or allow you to continue.

Then enter travel from and to destinations
Once the trip detail is complete you will need to click “Add Trip” and return back to the trip page.

Now click on the edit icon to proceed to the next step

STEP 1

Make sure the Trip Title, Admin Entity and Admin Unit are correct.
Then enter your mobile number (This is required so that Drum Cussac can contact you in case of an emergency)

eApproval

eApprovals should auto populate, but if it's not or needs to be changed then you would need to click on the edit icon or Add New Approver button.
Select the manager’s name from the drop down list (Manager is the person who will authorise the travel requisition and Travel Safety Checklist)
Then click Save.

eNotification

Note: This is not compulsery

Enter the name of the Director who should receive a copy of the email requesting authorisation for the trip. Although the Director is not required to approve the trip, they still should receive the notification.
Now click Save.

Click Next on the right progress tab

STEP 2

Visit/Events

Now you need to identify your Visit and Events.

Click “New Visit”

Visit Subject should automatically be in the text field, this is the same as your trip title.
Choose Visit Dates From (Begin Work) – To (End Work)
Reporting requirements should be selected from the dropdown menu
Then select the Visit Strategic Area from the dropdown menu
Select the Main Visit Purpose (Activity Type)
Select the Visit Type
and enter the Objectives of the visit.
Then Submit
To provide further details for the Visit Planning click “Edit”.
- Provide the Specific Objectives of your visit,
- Agenda Outline of major activities,
- and a Justification /background (example, who requested the visit).
- Then submit
- You will now need to identify the persons you will be meeting, if any.
- Then click Submit
Now click Save

You will now be required to select the Visit Charge Code:

Click on the link “add Charge Code”.
Visit, Entity, Year and Unit should auto populate (Check to see if all is correct)
Choose the Project the budget where the budget is coming from.
Then select the Activity Code
Please add any additional Notes/Skills.
Then Save

If the Activity Code is not on the system.

If the activity is not yet on the system then click on the “Inter office Receivable” check box.
After you click the checkbox, the system will then ignores the Activity drop-down menu, allowing manual entry.
Now enter the Activity Code in the Charge Code text box.

STEP 3

Itinerary

Please enter your itinerary details in this page. We ask you to enter routing information on the fields provided to enhance data quality and for future applications. If you are booking Business Class, you should provide a short justification for your decision.

NOTE:

[1] Flight details and Quotations are required, please add at least two records to proceed.
[2] Flight or Train numbers are compulsory, so please edit relevant record.
[3] Make sure fare is not 0 for at least one fare quotation.
[4] Make sure that you mark your default transport and accommodation to see required entry in estimated cost section

Flight Planning

Click on the edit icon next to your Flight/Train to enter flight or train number in Ref section
Check the destination
Now check the dates and enter flight/train times
Then click Save

Fare Quotations

You need to get Fare Quotations from travel agents or directly from the airlines.

Once you have obtained your quotes, click edit icon
Now select the Ticket Type (i.e. Economy (restricted),
Indicate if this is the quote you will be choosing by selecting Yes
Your country should be the same as your default entity.
Select the Travel Agent from the dropdown menu
Input the Fare in your local currency
Now attach and upload your fare quotations
Then click Save
Repeat the same process for the second quote.
You will need to add Fare Notes, if selected quotation is not the lowest. Also if you are paying by company credit card, please enter holder name

Accommodations Quotations

Select Yes to specify that you will be staying at the selected hotel
Select the Country.
Select the Accommodations (hotel name).
Enter the hotel reference number, check-in and check-out dates and time
Enter hotel room rate plus taxes.
Now attach and upload your hotel documentation
Click Save.

Now click Next

STEP 4

Estimate Cost

Options for trip costing are pre-loaded in accordance to your organization's policy. Please edit them if that is required and provide as much details as possible for the administration process of your trip.

Transportation

Mileage (miles) - Taxi From/ To airport - Train/other transportation expenses
If you are driving, taking taxi to and from airport or traveling train or other forms of transportation
You input the quantity, either in mileage of frequency, the description of item (Taxi to Heathrow Airport and then the rate.
Then tick the radio box if you want to be advanced for each item

Accommodation

Accommodation includes Hotel estimate (This is calculated with the information inputted on the Visit/Event page).

Per Diem

Per diem and Number of Trip Nights will be automatically calculated, please double check to see if quantity and rates are correct.

Other Expenses

If you have any other expenses that are not indicated above (i.e. Visa), you can now add them in this section by clicking Add New. You can input details as above

Travel Advance

Based on the above Travel Advance suggestion, please enter below the amounts that you would like to receive in either in Cash, Travelers Cheques, Bank Cheque or as a Bank Transfer.
Specify the date this is required from Finance.

Now click Next.

STEP 5

Travel Safety Checklist

Now complete the Booking Stage Travel Safety Checklist.

If your answer to question 5 is yes, then your trip will be categorised as High Risk trip. A message will popup instructing you to click and complete the High Risk Form

Click on the High-Risk Trip Clearance Form button, complete and Submit.

Booking Stage (7 Days Booking)

The drop down menu displays that it is the Booking Stage Checklist. If the trip is added to the eIMS less than 7 days before the trip takes place, the system will know to apply the <7 Days Booking Checklist, which consists of 14 questions.
When complete press the Submit button.
Once the Booking Stage Checklist has been submitted the Submit button disappears.

Pre-Travel Stage

This stage occurs when the trip has been planned more than 7 days in advance of travel.

The Booking Stage follows the same process, except that the traveller completes the >7 Days Booking Checklist which consists of 9 questions.
Seven days before travel, the eIMS will send a notification email to the traveller to complete the Pre-Travel Safety Checklist. The email will contain a link which takes the traveller directly to the Checklist related to that trip.
The traveller completes the Pre-Travel Safety Checklist and presses the Submit button.
The system will check each day whether the Pre-Travel Checklist has been completed. Should the traveller not complete the Pre-Travel Safety Checklist the system will generate a further email. This will continue until the day of the trip.
When the Pre-Travel Safety Checklist is submitted the system sends the manager an email from travelservicedesk@ippf.org attaching the Checklist as a pdf.
The manager reviews the Pre-Travel Safety Checklist and if satisfactory, emails the traveller directly to approve the checklist.
The traveller forwards the approval email from their manager to the Finance Assistant –Regional Office and Travel Support so that the travel advance can be issued.
Should the manager be unable to access the email to approve the Checklist after the email has been sent, click the View Checklist Report button to generate the pdf file of the Checklist in order to email it to an appropriate person for authorisation.

Travel Admin (Booking travel on someone’s behalf)

If you are not the traveller then the Send Safety checklist button will appear on the Trip Details page.
Click to send an email to the traveller with a link to the Booking stage checklist for that trip.

The traveller does not have to log in to the eIMS in order to complete the checklist as the link takes the traveller to a secure site.

Please take a moment to also read Drum Cussac - Guidance and Tips on using Services

STEP 6

Send the travel requisition to the manager for approval

When the trip is ready to submit for approval click the Submit for Approval button.
The manager entered in the eApproval will receive an email to approve the trip.
The Director entered in the eNotification sequence box will also receive an email but for information purposes only.

HELP IS ALWAYS ROUND THE CORNER

We have made it very easy for users to find help on PRISM by providing a Help & Support widget which can be found at the bottom of every page. This allows you to submit tickets without having to look around for a support portal or remember IPPF support emails.

For help simply click the Help & Support button and enter the Subject and Description.

Make sure that the System and region is correct. Then click Send Feedback

You can also attach screenshots or take a screenshot by clicking the camera icon. You can also search through IPPF's knowledge base through the Help & Support widget.