Detailed Implementation Outline

Client Onboarding

The onboarding services may include the following:

1. SSO Setup: Secure authentication via your Identity Provider (IDP).
2. HR Feed Integration: Initial upload of employee data.
3. SFTP Configuration: Secure data transfer for recurring HR Feed submissions.
4. Cost Center Configuration: Hierarchical structuring of your organization.
5. Travel Policy & Rules Setup: Alignment with your internal guidelines.
6. Preferred Vendor Configuration: Air, hotel, and car provider setup, including rate testing.
7. System Integrations: CRM, GDS, ticketing, invoicing, directory services, and more.
8. Billing Configuration: Tailored invoicing setup.
9. Communications Planning: Custom internal templates for launch.
10. Control Group Management: Setup, support, and feedback integration.
11. Go-Live Coordination: Final adjustments and planning.
12. Training Support: Two traveler sessions and one admin session to ensure a smooth transition.

Technical Assumptions and Limitations

To streamline the process, the following assumptions are made:

• Your IDP supports OIDC
• A single IDP provider covers all employees.
• All employees are included in the HR Feed via SFTP.
• Required configuration data will be provided in Encore’s format.
• You are responsible for vendor access and rate accuracy.
• Encore support beyond these parameters may incur additional fees.

Exclusions

Any other integrations or customizations, not specifically mentioned in this SOW, are considered out of scope.

Client Roles and Responsibilities for Technical Integration

1. Client shall designate an IT technical resource fluent with SSO protocols and having administrative access to the Client IDP to collaborate with Encore.
2. Client shall designate an IT technical resource fluent with SFTP protocols and having administrative access to collaborate with Encore.
3. Client shall open connections to its IDP for Encore SSO purposes.
4. Client shall provide any required configuration information to Encore.
5. Client shall assist Encore in configuring and testing the application.
6. Client will configure a Client specific URL (provided by Encore) within all its available environments (intranet, virtual desktop, desktop, or corporate mobile phone) for which the Client can control its deployment.
7. Client shall assign an internal resource to maintain the list of users, cost centers, roles, and permissions.
8. Client will ensure that all program-related third-party Vendors are made aware of Encore’s role in the Travel Program.
9. Client shall configure and submit the HR Feed template via SFTP.
10. Client shall comply with the Standard HR Feed template to ensure the accuracy of the information. Client is aware that the accuracy and format of the HR Feed is a requirement to enable certain features within Zii. Any additional, or manual intervention required by Encore to comply with the integrity and accuracy of the information will be chargeable to the Client.
11. Client shall set up all webinar training sessions via their internal video-conferencing tools that will support the desired number of participants. Encore will provide support to Client for two (2) sessions.
12. Client shall submit its office locations in the required standard template provided by Encore.
13. Client shall submit its vendor details (Air, Car, Hotel) in the required standard template provided by Encore. Client is aware that the accuracy and format of the Client’s Vendors is a requirement to turn certain functionality on within the ZiiOBT (preferred Vendor tag, Client’s preferred pricing. Any additional, or manual intervention required by Encore to comply with the integrity and accuracy of the information will be chargeable to the Client.

Acceptance Process

Acceptance will be based on full functional readiness:

• Travelers: Can manage profiles, book trips, and access itineraries/invoices.
• Arrangers: Can manage and book travel for others.
• Administrators: Can manage employees, cost centers, payment methods, user roles and monitor alerts
• Managers: Can generate reports to view and analyze cost center data.

Once these capabilities are confirmed, the implementation will be considered successfully completed.