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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.