DAT-040 · Record travel and accommodation preferences

Travel & housing · master data

Status: Concept – not built yet

Records non-legally-required but planning-relevant details (transport preference, room location, need for quiet, carpool willingness) so that HSG-080 and TRV-070 can allocate rule-based instead of by word of mouth.

Trigger: Form section “Preferences” from DAT-020 comes in.

Rule (automatable) Judgment (human decides)

Decision rules

• R1 IF a contractual or tariff entitlement exists THEN it takes priority over the preference and is stored as Entitlement instead of Wish.
• R2 IF a preference contains a health-related justification THEN do not store it here, but redirect it to DAT-050 and keep only the abstracted requirement in the preference profile (example: “quiet location required” without diagnosis).
• R3 IF preference is “carpool: no” THEN do not include the person in pooling suggestions in TRV-070, unless a sustainability target {{BAHN_QUOTE_ZIEL_PROZENT}} conflicts with this; in that case, suggest with a note but without obligation.
• R4 IF special need is pet or family companion THEN flag for HSG-150 and cost clarification per FIN-040, because extra costs are regularly not covered on the production side.
• R5 IF preference cannot be fulfilled THEN document the result in HSG-080, no silent disregard.

Common pitfalls

1. Preferences are treated as entitlements → expectations in the team that HSG-080 cannot fulfill, and complaints after the rooming list is sent. 2. Health reasons appear in the preference free text → Article 9 data ends up in the broadly readable profile instead of VAULT. 3. Loyalty program number only in the person's header → booking without assignment, later follow-up creates effort with no benefit. 4. Preferences are no longer maintained after the first work block → allocation in the second block deviates without a recognizable reason.

Impact M × Effort S → Later · VOLL · RACI **R** THK · **A** PK · **C** GWL, CC for guests · **I** REI · Manual effort: Estimate: 2–4 min per person, plus 10 min per free-text clarification

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