Aon Risk Solutions Crisis Management Aon WorldAware Solutions Your comprehensive safe travel programme
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Travel risk landscape Business travellers are exposed to multiple travel risks - ranging from a lost passport or minor transportation issue, to a serious medical or security incident caused by either man-made or natural events. People operating in new and/or unfamiliar environments are often far more vulnerable than they would be at home. Duty of care Organisations have a duty of care to safeguard their employees when they travel. To fail in this duty not only puts business travellers at risk, it could leave your business open to litigation and cause significant damage to your brand and reputation. Aon WorldAware Solutions In order to help you oversee and control your travel risk, Aon has created WorldAware Solutions. Comprised of four interlinked components, Aon s award winning WorldAware Solutions enables you to deliver safe travel advice and procedures, prepare your employees before travel, track your travelling population and respond in the event of any travel related incident. A simple, easy to implement system, Aon WorldAware Solutions works in conjunction with your existing insurance policies and third party relationships. Travel risk analysis Risk managed travel Incident management 3
Travel risk analysis Travel risk analysis Risk managed travel Incident management The initial analysis phase of the programme includes a dedicated consultant reviewing all your travel related policies, procedures, risk transfer and response consultancy relationships. As part of this review phase we provide: Recommendations, if required, to reduce your organisation s travel risk exposure. This may also include a review of relevant insurance policies to provide an improved, cost effective risk transfer programme A Safe Travel Procedures document outlining the agreed process and methodology for managing employee travel, including trip logging, approval and sign-off, third party provider tie-in, reporting and response procedures During the travel risk analysis we also help you set up your Travel Management System with your company and travellers profiles. The travel risk analysis phase is imperative to ensure you have robust Safe Travel Procedures and can enhance your resilience and ensure your risk transfer programme is appropriate and effective. Travel risk profile Existing travel procedures and relationships Existing insurance policies Vulnerabilities and recommendations Understand the risk Mitigate the risk Transfer the risk Manage the risk Review and Discuss: Size of traveling population Profile of travellers Experience of travellers Routine travel destinations Elevated risk destinations Risk appetite Review and Discuss: Travel booking policy Safe travel policy Crisis management plan Crisis communications plan Corporate security Third party security providers Corporate medical Third party medical providers Review and Discuss: Business Travel Personal Accident K&R and Extortion Other Responding organizations Deliver: Safe Travel Procedure Analysis of vulnerabilities Outline recommendations 4
Travel risk analysis Risk managed travel Incident management Training and awareness ensures your personnel are prepared before they travel, helping them plan effectively and reduce their vulnerability. Available online, or via mobile applications, the WorldAware country risk information service informs your travellers about each countries security situation and provides essential travel safety advice. The country risk information service grades countries according to five risk categories; negligible, low, medium, high and severe. The risk categories correspond to your Safe Travel Procedures, making it easy for travellers to see what processes they need to take depending on the risk of the countries they plan to visit. Aon can also provide traveller training from online e-learning modules to hostile environment awareness training (HEAT) courses. Aon is not tied to any one training organisation, therefore providing impartial advice on the best course and supplier to meet your specific needs. Aon s Operations Centre also produces situation specific Executive Travel Briefs following significant natural or man-made events that could have an impact on business travel. 5
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Risk managed travel Travel risk analysis Incident management Risk managed travel Aon WorldAware Solutions provides you with access to a secure, online Travel Management System (TMS) that helps you track and report on your travelling population. The portal captures all travel related data, including the risk profile of individual trips, details of any incidents and personnel and company profile information. Each traveller records their basic personal information on the system and has the option to store more details, such as copies of their passport, prescriptions or proof of life questions, so that this data is available in the event of an emergency. For trips to high risk destinations, the Travel Management System incorporates an embedded risk assessment and trip approval function. It enables you to deliver Safe Travel Procedures and report on global travel at the touch of a button. Traveller Country Risk Information 1 2 3 Country risk rating 4 5 Enter basic trip details Enter detailed trip details Review Country Risk Information travel brief and safety advice Operations Centre performs review and allocates risk score Travel Risk manager informed of score and recommendations Receive alerts if the risk increases Risk Manager Approves trip Declines trip Traveller implements mitigation measures No travel Travel Receive check calls/emails and updates 7
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Incident management Travel risk analysis Risk managed travel Incident management WorldAware Solutions includes access to Aon s 24/7 Operations Centres, manned by former military personnel with extensive experience of dealing with crises. Your company is given one unique telephone number to ensure all advice and response actions correspond to your Safe Travel Procedures. The centres provide you with peace of mind that, should an incident occur, your employees have instant access to expert help. The Travel Management Ssystem tracks all incident response communications and actions, so you can easily review the status of current or past incidents. This provides an audit trail of the actions taken by the Operations Centre or your Crisis Management Team to bring the situation to a safe resolution. Using your dedicated telephone number, you can also access Aon s Crisis Resolution Team who can provide strategic incident management advice to your own Crisis Management Team and assist in the development of crisis resolution options. Traveller Operations Centre First Line Support (All incidents recorded in Travel Management System) Major incidents Routine events Operations Centre stabilises situation Operations Centre triggers appropriate response Client s Crisis Management Team Triggers appropriate response Engages Aon s Crisis Resolution Team 9
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Aon WorldAware Solutions Travel risk analysis Risk managed travel Incident management Aon WorldAware Solutions is a simple system that enables you to keep your employees safe, meet your duty of care obligations, deliver safe travel advice and procedures, track your travelling employees and respond in the event of any travel related incidents. Key benefits: Comprehensive programme: combining Travel Risk Analysis,, Risk Managed Travel and Incident Management into one coordinated travel risk programme, thereby reducing gaps or duplications in service Complete control of all your travel risk: providing an automated system for delivering safety advice and signing off on high risk travel Single point of contact: wrapping around your existing policies and third-party provider arrangements to give you a one stop shop for travel risk management Linked to your insurance policies: no other travel risk management tool provides a thorough assessment of, and integration with, your travel related insurance policies Quick and easy to implement: implementation of Aon WorldAware Solutions typically takes just six weeks Cost effective: incorporating all your travel risk management into one system thereby reducing duplications in overall cost 11
Contact us For more information about how Aon can help you protect your people, please contact: Africa & Middle East Asia Canada Derek Warby Julian Taylor James Gregory t +44 (0)1805 601800 t +852 2862 4151 t +1 416 868 5792 e derek.warby@aon.co.uk e julian.taylor@aon.com e james.gregory@aon.ca Americas Australia UK & Ireland Scott Bolton Ian Davidson Ben Hancock t +1 347 218 0458 t +61 29 253 7807 t +44 (0)20 7086 1078 e scott.bolton1@aon.com e ian.davidson@aon.com e benjamin.hancock@aon.co.uk Crisis Management Document Title Aon 8 Devonshire Square London EC2M 4PL United Kingdom t +44 (0)20 7086 5500 e crisismanagement@aon.co.uk www.aon.com Published by Aon plc. Registered office 8 Devonshire Square, London EC2M 4PL Copyright Aon plc 2012. All rights reserved. No part of this report may be reproduced, stored in a retrieval system, or transmitted in any way or by any means, including photocopying or recording, without the written permission of the copyright holder, application for which should be addressed to the copyright holder. Date Aon UK Limited is authorised and regulated by the Financial Services Authority in respect of insurance mediation activities only. FP ref: 6817