Introduction

1. Introduction

2. Welcome Welcome to this e-learning module. This module provides an introduction to international travel. It will help you identify some of the risks associated with international travel and will help assist you in completing a TRA. Click here to read the learning objectives for this module. You can work through this module at your own pace. You should allow about 20 minutes to complete it. Before you continue, click this button to see if your audio is set up correctly.

3. Learning Objectives At the completion of this (series of) Modules, you should be able to: Realise the Travel Risk Assessment Process Identify the resources available when completing the TRA Demonstrate the necessary knowledge in completing the new, Online TRA Process X Learning Objectives This module will provide you with information on how to use the online TRA process.

4. Course Structure The International Travelers Curricula consists of mandatory and optional training.

5. Travel Risks and Challenges While travelling for ERM, our colleagues have been challenged by: Concerns over-in country arrangements made by our client Unsafe cars and driving conditions with taxis, drivers, rental cars, other cars chasing our car… Concerns over safety and security of hotels and local accommodation Thefts, robberies, politicial unrest and violent clashes Aggressive security personnel Airlines with poor safety records Food poisoning requiring medical treatment

6. International Travel – Be Paranoid What does this Mean? As a Traveler you need to be aware.In fact you need to be paranoid! As an International traveler you should always be thinking about the following: WHAT could go wrong? WHAT should we do when it goes wrong? This is why you need to complete a Travel Risk Assessment

7. The TRA Explained There are two parts to it essentially. These are the risk assessment and the review and approval. Click on the numbers below to learn more. Click on each of the items below for more information then click next to continue.. Risk Assessment Review & Approval 1 2

8. There are two parts to it essentially. These are the risk assessment and the review and approval. The review and approval will be covered in another module. Will be concentrating on the risk assessment in this one. Click on the number below to learn more. The TRA Explained Risk Assessment X • A risk assessment includes: • Careful consideration and full understanding of potential risks before you travel • Determination – before you travel – what mitigations you need to address these risks • Documentation of the emergency planning and response elements that have been developed • RESULTSHard copy resource for you to use in the field Click on each of the items below for more information then click next to continue.. Risk Assessment Review & Approval 1 2 Close this window then click Next.

9. There are two parts to it essentially. These are the risk assessment and the review and approval. The review and approval will be covered in another module. Will be concentrating on the risk assessment in this one. Click on the number below to learn more. The TRA Explained Review and Assessment X • The review intensity is commensurate with risk. In other words high risk travel will require more reviewers than low risk travel. • Why do we do this? • Additional ‘eyes’ on the document to make suggestions • Assurance that our process is being followed • RESULTS - Available and expected document for management reference in the event of an emergency Click on each of the items below for more information then click next to continue.. Risk Assessment Review & Approval 1 2 Close this window then click Next.

10. The TRA – an Important Process Types of TRAs The completion of any TRA involves the use of ERM’s online Travel Risk Assessment tool. However, we have a variety of TRA processes available for your use: Click on each of the items below for more information. Standard TRA Multi-person TRA Multi-trip TRA Pre-approved Travel Procedure

11. The TRA – an Important Process Types of TRAs Standard TRA The completion of any TRA involves the use of ERM’s online Travel Risk Assessment tool. However, we have a variety of TRA processes available for your use: The basic TRA form is used for most travel – it is a process to help you think about the types of risks that you may face during travel, and document the risk mitigation process you put in place. The Review and Approval process is based on the risk profile of the country(ies) of travel. Click on each of the items below for more information. Standard TRA Multi-person TRA Multi-trip TRA Pre-approved Travel Procedure

12. The TRA – an Important Process Types of TRAs Multi-person TRA The completion of any TRA involves the use of ERM’s online Travel Risk Assessment tool. However, we have a variety of TRA processes available for your use: Just like a Standard TRA; however, you can include additional travelers as part of the process. When preparing a multi-person TRA: • All travelers must be on the same in-country itinerary • All travelers do not need to from the same BU or Region The “Primary Traveler” is the point of contact for the TRA; and local reviewers will be assigned based on the BU of the Primary Traveler Click on each of the items below for more information. Standard TRA Multi-person TRA Multi-trip TRA Pre-approved Travel Procedure

13. The TRA – an Important Process Types of TRAs Multi-trip TRA The completion of any TRA involves the use of ERM’s online Travel Risk Assessment tool. However, we have a variety of TRA processes available for your use: Used when there will be multiple trips to the same destination, for the same purpose. • Traveler prepares a single, long-duration TRA (e.g., 12 months) Following initial approval, for subsequent trips: • Traveler updates individual travel dates and trip logistics, and certifies the TRA remains accurate. • No review / approval is required as long as the TRA remains valid and the risk profile has not changed Click on each of the items below for more information. Standard TRA Multi-person TRA Multi-trip TRA Pre-approved Travel Procedure

14. The TRA – an Important Process Types of TRAs Pre-approved Travel Procedure The completion of any TRA involves the use of ERM’s online Travel Risk Assessment tool. However, we have a variety of TRA processes available for your use: Used for a complex project with multiple travelers, on differing itineraries coming from many BUs. Ideal when the type /frequency /variability of travel is ‘to complicated’ to cover in a Multi-trip TRA. A written Travel Procedure is developed by the PIC, PM and project team. Travelers need using the Online TRA tool to certify that they agree to follow the requirements of the PATP and register their individual travel dates. Click on each of the items below for more information. Standard TRA Multi-person TRA Multi-trip TRA Pre-approved Travel Procedure

15. TRA Requirement You must remember the following: All International Travel, with the sole exception of travel to a Low Risk country where ERM has a permanent office, requires an Approved TRA. No Approved TRA No Travel = The TRA process applies for all travel – both project and non-project related.

16. What is the Travel Risk Assessment (TRA)? The TRA is ERM’s method of documenting your travel planning process; and ensuring (through review and approval) that the risk assessment is appropriate for your travel. ERM’s TRA Requirement Once you’ve researched your travel location and you understand the risks, ERM uses a formal Travel Risk Assessment (TRA) process to document your risk mitigation. Here are three questions ERMers have about the TRA process…. When is a TRA Required? A TRA is required for all International Travel, with the sole exception of travel to a Low Risk country where ERM has a permanent office. Without an Approved TRA, you are not permitted to travel. Click on each of the items below for more information. What is a TRA not? When is a TRA Required? What is the Travel Risk Assessment (TRA)? What is a TRA not? A TRA is not a replacement for project team communications and discussions surrounding travel risk. The TRA documents those discussions … it does not replace them!

17. ERM’s TRA Requirement Once you’ve researched your travel location and you understand the risks, ERM uses a formal Travel Risk Assessment (TRA) process to document your risk mitigation Here are three questions ERMers have about the TRA process…. X X What is the Travel Risk Assessment (TRA)? What is the Travel Risk Assessment (TRA)? When is a TRA Required? A TRA is required for all International Travel, with the sole exception of travel to a Low Risk country where ERM has a permanent office. Without an Approved TRA, you are not permitted to travel. The TRA is ERM’s method of documenting your travel planning process; and ensuring (through review and approval) that the risk assessment is appropriate for your travel Click on each of the items below for more information. What a TRA is not? When is a TRA Required? What is the Travel Risk Assessment (TRA)? What is a TRA not? A TRA is not a replacement for project team communications and discussions surrounding travel risk. The TRA documents those discussions … it does not replace them! Close this window then click Next.

18. Purpose of the TRA Using the online TRA process will help achieve a number of things. It document risk assessment discussions that have been held by the project team. It will ensure that all completed TRAs are stored in a common and accessible location. It will improve the efficiency and consistency of the review and approval process by using a single, globally consistent process. How does it work? Traveler provides details commensurate with the risk: Trip logistics Hazards and risk mitigation Emergency planning and communication Upon submission, the first Reviewer is automatically notified and can begin review. Traveler receives an email once reviewer(s) have commented; and can review and address any concerns. Once TRA receives final Approval, the Traveler is notified via email.

19. Planning for the TRA A quick word on planning for a TRA. You must, must, must, must, must plan time to prepare your TRA and get it approved. But the client says I have to be there tomorrow! • Client’s pay ERM for our expertise, but also for our safety record. • That record stands because we have, and follow these processes • Build this expectation into the proposal • Short turn around? Start the TRA at the proposal stage For a High or Extreme risk TRA, the destination Regional CEO must receive the TRA for review at least 48 hours prior to your planned travel start date.

20. How do we define the risk level? Traveling to the UK has a very different risk profile than traveling to Nigeria. The risk evaluation and review process must be different as well. Establishing a country’s risk level must be systematic, reproducible, and using tools that are globally available.

21. How do we define the risk level? How does ERM define the risk level? ERM does this by using three criteria: We described the use of CRG and ISOS data in Module 1, but let’s talk a bit more about what the various risk ratings mean. Click on each of the items below for more information. Local knowledge and Experience International SOS (ISOS) Medical Risk Ratings Control Risk Group (CRG) Risk Ratings Internal External External

22. Risk Conditions - Explained These are the 5 recommendations available for the Terrorism, Security and Travel conditions, these are: insignificant, low, medium, high and extreme, the ones most relevant to your risk rating are medium to extreme. Evacuation also has 5 recommendations, these are: Preparatory, Warning, Standby, Non-Essential and Full Evacuation. Click the Next button to learn more. CRG is used to define the Security, Terrorism, Travel and Evacuation. Risk Conditions Click Next to continue.

23. What are the risk levels? What do the various risk levels really mean? Click on each box below to learn more about the concerns associated with each risk level. Security Terrorism Travel Evacuation Click on each of the items below for more information.

24. What are the risk levels? What do the various risk levels really mean? Click on each box below to learn more about the concerns associated with each risk level. Security Click on each of the items below for more information. Terrorism Travel Evacuation

25. What are the risk levels? What do the various risk levels really mean? Click on each box below to learn more about the concerns associated with each risk level. Security Click on each of the items below for more information. Terrorism Travel Evacuation

26. What are the risk levels? What do the various risk levels really mean? Click on each box below to learn more about the concerns associated with each risk level. Security Click on each of the items below for more information. Terrorism Travel Evacuation

27. About ISOS We use ISOS to define the Medical Risk Rating. There are level ratings to consider from insignificant to Extreme. We will just concentrate on the Medium to Extreme in this example. E Healthcare is almost non-existent or severely overtaxed, due to economic conditions, war and/or lack of governmental stability. Basic emergency services; dental care; and quality prescription drugs may not be accessible. Serious infectious diseases such as typhoid, cholera, dengue fever and malaria may pose a significant threat. Travelers with moderate or severe illnesses/injuries are likely to require international evacuation. Extreme High Slide the bar for more information, then Click Next to continue Medium

28. ISOS Risk Ratings - Medical

29. ERM-specific Risk Level considerations In addition to ISOS and CRG, there are also ERM-specific considerations that go into defining the TRA’s risk level. These considerations include countries that are: On the ERM No-go list On the Legal Departments Trade Sanctions List, including those that require Government Pre-Approval and/or ERM senior management Pre-Approval Designated as requiring additional Insurance Underwriting Designated by ERM as being high risk

30. Evaluating Risk Criteria The various risk criteria we’ve just discussed are used to establish the overall risk rating for your TRA. This is done automatically by the online TRA tool; however, the example below demonstrates how the risk rating is determined. Click Show Risk Criteria to see an example of what a typical set of risk criteria may look like: Show Risk Criteria Now click Show TRA Risk Level to see what the overall risk level is for the TRA: Show TRA Risk Level

31. Evaluating Risk Criteria The various risk criteria we’ve just discussed are used to establish the overall risk rating for your TRA. This is done automatically by the online TRA tool; however, the example below demonstrates how the risk rating is determined. Click Show Risk Criteria to see an example of what a typical set of risk criteria may look like: Show Risk Criteria Now click Show TRA Risk Level to see what the overall risk level is for the TRA: Show TRA Risk Level

32. Evaluating Risk Criteria The various risk criteria we’ve just discussed are used to establish the overall risk rating for your TRA. This is done automatically by the online TRA tool; however, the example below demonstrates how the risk rating is determined. Click Show Risk Criteria to see an example of what a typical set of risk criteria may look like: Show Risk Criteria Now click Show TRA Risk Level to see what the overall risk level is for the TRA: Show TRA Risk Level

33. 3 1 2 TRA Review and Approval – Commensurate with Risk 4 • Traveler Selected in the TRA • If you are the PIC, then you should select your line manager • If this is non-billable travel, then you should select your line manager • Do not select a PIC or line manager that is not available to review the TRA (e.g, on holiday) • Local reviewers are based on the Primary Traveler’s geography • For Specialty Business Group (SBG) employees the Traveler’s HS Lead is based on geography, and the Traveler’s BUMP is the associated SBG Managing Partner • Dashed lines represent “notification only” – no review is required • Destination reviewers are based on the identified country of travel • If travel is to countries in multiple regions, only one region is identified for review (e.g., if travel is to both APAC and EMEA, only APAC reviewers will be required to review) Dashed lines represent ‘Gates’ when the traveler has access to the TRA to make edits based on the reviewer comments. Optional Gates – the TRA is returned to the traveler based on the reviewer’s choice The TRA cannot be edited between gates 1 Click on the various steps in the review process to learn more. 2 First Reviewer: PIC 4 Local Reviewer Destination Reviewer 3 Traveler Reviewer Comments • Notes: • PIC is replaced by Line Manager for non-billable travel (or when PIC is traveling) • Dashed lines indication “Notification Only” emails

34. Accessing the TRA Go to Global HSSE site, https://minerva.erm.com/Support/HS/default.aspx. Click “Travel Resources”

35. Accessing the TRA Remember that we said there were 4 types of TRAs? They are all initiated using the Launch a new TRA button Standard TRA Multi-trip TRA Multi-person TRA Pre-approved Travel Procedure

36. Launching the TRA will bring up the welcome screen. The remainder of this presentation will present some key concepts associated with the online TRA; but is not intended to describe every step of the TRA process. Also note, the screens shots are presented for demonstration purposes only, and may not exactly match the current TRA form. Accessing the TRA Click Next to learn about the Pre-Approved Travel Procedure.

37. Pre-approved Travel Procedure The PIC or PM will have informed you if a PATP is applicable your travel. If a PATP is applicable to your travel, the click “Yes” to the question asking if the trip is covered by a PATP. Select your project from the resulting drop-down list. Note: if your project is not listed, then you do not have a Pre-approved Travel Procedure and you should follow the standard TRA process. Click Travelers – Click Here to Begin button that will appear after you’ve selected a project.

38. Pre-approved Travel Procedure The PIC or PM will send you a link to the Pre-Approved Travel Procedure. Review that document before completing this form. Enter the correct PIC – this individual is typically identified in the PATP that you received. Attach any forms or documents that are required by the PATP.0 Click “Submit” to send your request to the PIC for approval. Your travel is not approved until you receive an email with the Subject Line: “TRA is Approved”

39. . Standard TRA Process Remember, you will only create a PATP if your PIC or PM informed you that a PATP is appropriate for your travel. Otherwise, you will launch a standard TRA. Click Travelers – Click Here to Begin to launch a Standard TRA.

40. Standard TRA Process We’re not going to go through every page of the TRA, but we will touch on some key elements Click the question mark icons for more information Enter the PIC that will review this TRA. If you are on non-project related travel, the you should enter your Partner-level Line Manager. If you are completing the TRA for someone else, click “Yes” to receive notifications. • Every page has “Save” and “Save & Exit” buttons • Save: Form remains open • Save & Exit: Form closes – traveler will receive a link to the TRA to access later

41. Multi-person TRA What is a Multi-person TRA? A Multi-person TRA is used if multiple travelers will be travelling on the same TRA. Answer ‘Yes’ to include additional travelers on the same itinerary Any traveler not on the same in-country itinerary, must complete their own TRA. Minor itinerary variances should be described here. Remember, this only applies if all travelers are on the same in-country itinerary (meaning the travelers may be arriving from different locations and/or Bus, but, once in country, they are all travelling together).

42. Multi-trip TRA What is a Multi-trip TRA? A Multi-trip TRA is used if the traveler(s) will be going back to the same location multiple times over a defined period. Answer ‘Yes’ if this is a Multi-trip TRA. Enter the END Date of the requested TRA approval. If approved, your TRA is only valid through this date. You can include travelers that you anticipate to participate in this project, even if they are not going to be on the first trip. In Lines 9 and 10, enter the dates associated with your first trip. For subsequent trips during the Multi-trip Approval period, you will return to the TRA and update the relevant information (including travel dates in Lines 9 and 10, itinerary, etc.).

43. Standard TRA Process For all TRAs, you should include the itinerary, passport information and visa information (as applicable) for all travelers. Itinerary, passport and visa information for each identified traveler are entered here. Passport and visa information must be attached as an image file (e.g., jpg, png, etc.). For Multi-trip TRAs, you can identify the specific travelers that will be going on the first trip.

44. Entering the Risk Ratings Enter the risk ratings obtained from CRG and ISOS here. If CRG has identified regional risks within this country that are applicable to your travel plans, indicate that here. Enter the regional name and associated risk ratings. Additional regions can be added by clicking Insert Item.

45. Risk Assessment and Mitigation Depending on the risk level, you will be prompted to consider various risks associated with travel, and describe the risk mitigation techniques being implemented. This is the information your reviewers will see… so, provide as much information as needed to help ensure as informed review.

46. Call in Requirements: On your way, while there, and upon return you should consider a formal, pre-planned notification strategy. Scheduled Call-in Requirements In a High or Extreme risk location, a daily call-in is mandatory. Response Requirement: What should your contact do if you do not call in as scheduled? How and when do you want the response to be escalated? Example response plan is provided – click the light bulb!

47. We recommend that you print a pdf copy of your TRA prior to submitting it into the review and approval process. Save & Exit: saves your work, closes the form, and sends you an email to re-access your TRA. This does notsubmit the TRA into the review process. Click if Complete: takes you to the TRA Submission screen Using the TRA – Submission into the Review Process

48. Click Here to Submit: you must click this button to initiate the review and approval process You will receive a copy of the TRA Pre-travel Checklist via email. You can use this checklist as you prepare for travel. Using the TRA – Submission into the Review Process

49. 2 1 Now the TRA has been entered into the Review and Approval Process. What now? Using the TRA – The Review Process Click on each of the items below to see an example of the TRA notification email. 1 2 3 Subsequent Reviewer: you will get an notification that you are part of a pending TRA First Reviewer: you will get an email telling you that there is a TRA pending your review Traveler: you will get an email confirmation that the TRA was submitted into the system: 3

50. Here are some common questions about the Review and Approval process Using the TRA – The Review Process You, or the reviewer, needs to ensure that the review step is delegated to someone else. The Reviewer: forward the TRA Notification email received to their delegate … the delegate can follow the link and complete the review You: Can notify one of the TRA “SuperUsers” – a list is available on the TRA SharePoint site – and they can delegate the TRA review to someone else Your TRA IS NOT approved, it has only been submitted into the Review and Approval process. Your TRA is only approved when you receive an email from the system with the subject line “TRA is Approved” Click on each of the items below for more information. Is my TRA Approved? Okay – it’s not approved – but there is nothing more for me to do, right? What happens if one of my reviewers is not available?? So what happens if I don’t get the “TRA is Approved” email before I’m scheduled to travel? • WRONG– you still own the process, and must take responsibility to ensure that the TRA gets fully reviewed and approved. • Keep track of the review progress – you will receive an email when each reviewer is complete • Address comments when notified – the TRA system will send you an email when it is time for you to review and address comments What do I need to do if I am a Reviewer? Great question! Click Next to find out: