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The challenge

In 2015, a major Canadian oil company — one that operates hundreds of flights and houses thousands of workers each month — engaged Gemstone Logistics to deliver a complete, integrated solution for the management of their large-scale charter travel and accommodation logistics.

Having completed the recent purchase of Orissa Software Inc., Gemstone was able to devise an innovative solution, connecting its newly acquired CampWare — an accommodation management software already used across the oil company’s lodges—directly to its existing proprietary software.

This solution — CIRYS Travel & Rooms Management — deployed secure, decentralized flight and room reservation capabilities, real-time management reporting and intelligent, customizable business rules, offering full-circle capabilities to save the client significant time and money.

The goals

Reduce wastage

Eliminate room wastage within its lodges

Keep track of assets

Hold contractors accountable for use of the oil company’s assets

Reduce outsourcing

Reduce reliance on third party accommodation sites

Increase efficiency

Improve human resource efficiencies

The results

Reduced costs

CIRYS business rules require confirmed lodge reservations before flights are booked. The end-result? Significant cost avoidance and reliance on third party accommodations, which had previously been required for travellers who arrived at full lodges without reservations.

Enforced accountability

Timely reporting of late cancellations and ‘no-show’ passengers created an opportunity for the client to seek over $6 million (annually) in compensation directly from contractors. Because of this threat, instances of “no-shows” for flights and lodge stays have been reduced by 40%.

Increased efficiency

By mandating the booking of flights with matching lodge check-in/check-out dates, CIRYS formed a reciprocal relationship between flight dates and lodge stays for the first time. The results were unprecedented. 70% of flights are now booked with corresponding rooms (up from 0%). Considering that a 1% reduction in unoccupied rooms for an oil company of this size translates to $7 million in annual savings, this level of asset efficiency translates to substantial savings.

Enhanced insight

CIRYS provides senior leadership with immediate access to reports via a single interface. This eliminates time spent waiting for airline reports on passenger movement or lodge reports on room availability. Further, it provides full oversight of the whole travel and accommodation process, while also recording point-of-reference for airline and camp operator billings.

Additional benefits

Forecasting

The lodge operator uses CIRYS to forecast peak front desk activity, allowing full visibility of intra-day staffing needs

Streamlined operations

CIRYS facilitated the introduction of new cost saving business producers, such as automatic check-out, which expedites room turnover and penalizes contractors for any over-stays

Software integration

CIRYS was customized to connect to the oil company’s ERP/Onboarding system, increasing efficiency of the oil company’s personnel onboarding process.

Visibility

The oil company’s finance team was able to close month-end quickly and easily with instant access to historic reporting.