Managing travel risk for mobile employees
Summary of Legislation Requirements
Under the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), the duties of a person conducting business or undertaking (PCBU) and an officer’s due diligence obligations in respect to managing workers overseas are identical to those onshore. A ‘workplace’ is defined under Section 8 of the WHS Act, to be a place where work is carried out for a PCBU and includes any place where a worker goes or is likely to be, while at work.
Under section 19 of the WHS Act, a PCBU must do what is 'reasonably practicable' to ensure a worker’s health and safety. The level of influence or direction a PCBU has over a worker will affect what they can practically do to meet this duty of care in any given situation. In addition, a PCBU must ensure that work carried out as part of the business or undertaking does not put other people at risk.
What does 'reasonably practicable' mean?
- the likelihood of the relevant hazards or risk occurring
- the degree of harm that might result from the hazard or risk
- what the person knows about the hazard or risk and the ways of eliminating or minimising the risk
- the availability and suitability of ways to eliminate or minimise the risk.
After assessing the extent of the risk and ways to eliminate or minimise the risk, duty holders must also consider whether the cost of eliminating or minimising is grossly disproportionate to the risk.
Part B - Key process areas for travel risk management analysis
This KPA refers not only to your company's travel policy but also to a travel risk management (TRM) policy. Your TRM policy should address mitigation steps for 'general' risks as well as risks that are specific to your operation or travelling employees.
Training is an essential part of employee professional development and ensures staff can perform their roles efficiently, effectively and as safely as possible. iJET has defined three specific areas of training including traveller training, travel advisor training and crisis management training.
3. Risk Assessment
Assessing risk is the foundation of any TRM program. Every assignment, travel journey or event should be assessed for the potential threat of risk. When reviewing risk, companies need to think about what technology or processes are required to assess risk and incorporate these elements into their overall decision making process for developing an effective TRM program.
4. Risk Disclosure
The purpose of risk disclosure is to be able to produce relevant and timely information related to your risk assessment so that all stakeholders are aware of the potential threats that may be encountered.
Companies need to look at TRM products that provide intelligence and information that is relevant to their travellers' booked itineraries. In addition, disclosure goes beyond the traveller to people in your organisation that need know, including security, travel, HR, risk and insurance personnel as well as those employees that need to act on a particular risk.
5. Risk Mitigation
By proactively monitoring incident alerts, disclosing potential risks and advising travellers on how to stay safe or get help via training and or services such as emergency hotlines, employers can better mitigate risks in conjunction with their company policies and procedures. iJET reasons that the purpose of risk mitigation is to 'develop strategies and solutions that will result in a level of risk that is acceptable to all parties such as the employee, the manager and the company.
6. Risk Monitoring
Every organisation that has employees travelling domestically or internationally must have access to 24/7 real time, global risk monitoring resources and intelligence. Effective risk monitoring ensures your company has visibility and the intelligence to drive TRM processes that provide the best level of support for your staff.
Having clear and easy to understand processes for employees to request the right level of support is vital for any TRM program. TRM programs must have guidelines for travellers to access travel advice and booking support, medical services, evacuation help and security related services.
This KPA ensures that the appropriate people are informed of any relevant travel risk information before, during or after a trip to make rapid and thoughtful risk-related decisions.
9. Data management
Data management is critical for TRM processes. Companies need to have the right technology and systems in place to be able to use traveller data for a range of activities such as identification, collection, storage, accessing, monitoring and notification. Companies that have a consolidated travel program with a single TMC are in the best position to leverage data collection and utilisation for online TRM automation.
Communication of your TRM program - including aspects such as the processes, policies, roles and responsibilities, must be clearly communicated to all levels of staff. Effective communication of your program ensure that everyone understands what is expected of them at all times.
PART C - FCm Secure – a helping hand for your travel risk management program
- Itinerary based traveller tracking
- Color coded, ‘risk map’ dashboard (powered by iJET International)
- GPS/mobile based traveller tracking (traveller opt in)
- FCm Travel Solutions Global Crisis Communications process (email)
- Subscription-based security alerts for travel and security managers (powered by iJET)
While Secure Start provides companies with reactive travel risk management support via itinerary and GPS-based traveller tracking, risk based reports and dashboards, Secure Protect provides proactivetraveller risk management, which addresses risk assessment, disclosure, mitigation, notification and communication. Collectively, FCm Secure and iJET can help you to address all of the key process areas (KPAs) for travel risk management as mentioned in Part B of this whitepaper.
Below is a summary of Secure Protect's features and how they can help you address the KPAs of travel risk management.
Protect A - Communication
This provides two-way email and SMS text messaging and provides automatic alerts to travellers. This functionality means it can be incorporated into your crisis response processes to alert travellers to flight delays or cancellations or more serious situations.
Protect B - Trip briefings and trip alerts
This feature provides the traveller with information that is relevant to their trip via trip briefings (KPAs: Risk Disclosure, Mitigation and Training). Additionally, the traveller will be receiving trip related alerts and communications, such as flight delays, disruptions, security concerns (KPAs: Communication, Risk Disclosure, Mitigation). All of this communication is based on iJET's intelligence and what you will receive daily as part of your company's subscription-based alerts.
Protect C - Customised Content
This feature allows users to add customised content to the 'trip briefings' that are issued to travellers. This functionality is based on a set of pre-defined user rules, such as a specific set of instructions for certain countries or only for countries with a risk rating of 3 and above (KPAs: Policy/Procedures, Training and Risk Mitigation). This functionality could also be used to communicate key policy messages that can be included in each trip briefing, which outlines expected behavior, such as the use of the GPS check-in feature (via the FCm Mobile app).
Protect D - Report generation and distribution
This feature is designed to support your company's Chief Risk Officer, Risk Manager or internal management team. Protect D allows users to send automated reports according to specific travel policy criteria such as - report generation and distribution of key personnel when more than 5 managers are travelling on one aircraft or if there are travellers expected to be in countries with a risk rating of 3 or above in the next 30 days, or a report that details if there any travellers affected by alerts that have been issued in the last hour (KPAs: Notification, Data Management, Communication, Risk Monitoring, Response).
Protect E - Alert full control upgrade
This offering enhances the alerts received by your travellers prior and during their trip to include more detailed content (KPAs: Communication, Risk Disclosure, Mitigation).
Secure Outreach is designed to simplify and streamline your crisis response procedures, with your travellers only having to know one number to call in the case of an emergency. Secure Outreach offers highly trained iJET personnel who will expertly co-ordinate on-the-ground rescue and recovery services, and also provide documented case management of all incoming calls to the hotline. This may include organising a medivac supplier to initiate medical evacuation, arranging a translator or consular support, security advice and intellectual property theft. Secure Outreach can incorporate your policies, procedures and insurance providers into a crisis response program that is aligned with your company's requirements.
Are you meeting your duty of care obligations?
Take our free travel risk management assessment now, simply fill in the enquiry form below and one of our travel experts will be in touch.
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