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Travel Risk Management (TRM) Overview
Shelby LeMaire
May 4, 2012
International SOS – Alarm Center Statistics
• A call every 3.5 seconds
• 4.20 million calls in 2011
• An evacuation every 26 minutes
Agenda
• Duty of Care
• Travel Related Risks
• Managing Risk – 4 T’s
• Travel Risk Management
• Fundamental Elements of a Travel Risk Management Program
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DUTY OF CARE
Duty of Care
Definition
The responsibility or the legal obligation of a person or organization to avoid acts or omissions which can be reasonably foreseen to cause harm to others.
Compliance
Employers are required to comply with “duty of care” laws by taking
practical steps to safeguard their employees.
Breach
Failure to take reasonable steps to help prevent employee harm during business travel
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Sampling- Duty of Care Legislation
Country Legislation
United States • Occupation Safety and Health Occupation Safety and Health Administration (OSHA) Act, 1970
• NFPA 1600 Standards on Disaster/Emergency Management and Business Continuity Programs, 2007
• Workers’ Compensation Laws Administration (OSHA) Act, 1970
United Kingdom • Health and Safety at Work Act (HSW Act) 1974• Corporate Manslaughter and Corporate Homicide Act
(Manslaughter Act) 2007
Canada • Canadian Labor Code, 1985• Occupational Health and Safety Act 5 (OHSA), Ontario,
1990France • French Labor Code, 1910
• Social Security Code and Criminal Code
Germany • §§ 241 Abs. 2, 617-619 BGB (Civil Code) §242 BGB• Social Security Act, Book V
Netherlands • Burgerlijk Wetboek (Art 7:658 BW)• Arbeidsomstandighedenwet (Arbowet)
Spain • Constitution 1978• Labor risk Prevention Law 31/1995, November 8• Penal Code of 1995• Workers’ Statutes• Law of the Judiciary
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How Do We Comply With These Duty of Care Laws?
Effective TRM Program = Duty of Care
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Effective TRM Program
TRM Supplier Network
Responsible Employees
ManagementSupport Systems/Tools to
Manage Risk
TRM Policy
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Travel Related Risks
Travel Related Risk - Employee
Employees traveling on behalf of your company are at risk because it places the employee in potentially unfamiliar and dangerous environments
Infectious Diseases
Automobile Accidents
Improper Medical Treatment
Crime & Terrorism Natural Disasters
Unsanitary Food Conditions
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Travel Related Risk - Company
Risk Category Description
Personnel Health, Safety, and Security
LegalDuty of Care Pertaining to Health/Safety Legislation & Data Protection
FinancialLitigation, Misuse of Travel Expenses, Financial Penalties for Misconduct
Productivity/Trip EffectivenessIllness, Injury, Immigrations Requirements, Inadequate Technology or Support for Travelers
Reputational Unethical Behavior by Travelers
Data/Equipment Loss/Misuse of Intellectual Property
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MANAGING RISK – “FOUR T’S”
What are the Four T’s?
• TREAT
• TRANSFER
• TERMINATE
• TOLERATE
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TRAVEL RISK MANAGEMENT
TRM PROGRAM
• Program of organized thoughts, directing corporate policy, and creating procedures and protocol to manage and mitigate risk
• Effective TRM Program will:– Mitigate risk and reduce liability (corporate policy, procedures,
protocol, etc.)– Function as a defense and safeguard structure for your
company and employees– Foster employee morale and company loyalty
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TRM Network - Global Apply 4 T’s (Policy
Directives)
TMC (World Travel)
Medical & Security Support
InsuranceTools
& Technology
• Supply Data to TRM Network
• Assist w/Policy Enforcement
• Pre-Trip Approval Process
• Travel Portal• Traveler Tracking
• Destination Risk Ratings • Medical/Security Advice
& Action• 24/7 365 Call Center• Customized Destination
Information• Evacuation • Traveler Tracking
• Security/Medical Evacuation Insurance
• Supplemental Medical• AD&D • Life Insurance• Kidnap & Ransom• War Zone
• Pre-Trip Approval Process
• Travel Portal• Traveler Tracking• Customized Web Sites
for Destination Information
• Mobile Applications
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Applying the Four T’s to Travel 15
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FUNDAMENTAL ELEMENTS OF A TRAVEL RISK
MANAGEMENT PROGRAM
TRM Basics
1. TRM Policy and Procedures
2. International Travel Destination Information
3. Medical Security Support
4. Incident Response Procedures
5. Traveler Tracking
6. TRM Program Training
7. Employee Responsibilities
8. Employee Compliance & Verification
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1. TRM Policy and Procedures
Examples of TRM Policy Directives:– Book ALL travel and ALL changes through World Travel– No side trips– Travel destinations are classified according to risk level– All reservations require pre-trip approval – Employees must adhere to iRobot’s risk mitigation tactics
specific to each travel risk classification – Traveler acknowledgement that directives have been adhered to
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2. International Travel Destination Information
• Must disseminate the most up-to-date destination information– Travel Advisory– Travel Portal– Approved Web Sites
• This destination information should include (sampling):
– Country specific risk rating (low, moderate, high, extreme)– Alerts– Entry/Exit Requirement – Vaccine Requirements– Security Situation/Crime– Medical Care– General Cultural Information
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3. Medical and Security Support
• Global Reach• Established and experienced support• Robust and capable worldwide network• 24 hour access to medical and security experts • Medical and security evacuation services• Pre-trip debriefing for high and extreme travel destinations
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4. Incident Response Procedures
• Fully developed communication channels between TRM Supplier Network (for actions and decision making)
• Assign TRM team members specific response responsibilities• Emergency evacuation & extraction processes• Develop computer data/equipment emergency procedures
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5. Traveler Tracking
• Ability to locate employee’s location worldwide • Assists identifying travelers at risk and facilitates
communications with them (email/SMS)• Creates logs and archives communications• Can help verify duty of care
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6. TRM Program Training
• Train employees so they can effectively use TRM tools and technologies and be a more informed advocate for their own health and safety.
• Develop a structured process for travelers to use for travel-related questions or emergency procedures.
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7. Employees Responsibilities
• Understand the importance of the TRM Program• Read, accept, and comply with TRM Program information and
directives• Keep travel profile and health history updated• Book flight and changes through your travel agent• No side trips without consent of manager
Knowledge is Power!
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8. Employee Compliance and Verification
• Implement systems to verify employees have read and adhered to TRM Program directives prior to departure
• Non-compliant travelers = mission hold or mission termination
PROOF YOUR COMPANY HAS PROVIDED ITS DUTY OF CARE!
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Ris
k
Compliance0 100Low
High
Where To Begin…..
Foundation• Support from Management for TRM Program • Consolidated Travel Program• Pre-trip Approval Process• Strong Travel Policy• Travel Policy Compliance Monitoring
Framework• Develop Plan for TRM Program• Build TRM Network through RFP process• Develop TRM Policy, Procedure, Systems, etc.
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