eTravel Valerie Zellmer Acting Center Implementation Project Manager Chris Johnson Center Business Process Lead

Page 2 Agenda Background Definitions What’s Changing? Travel Process Training Plan Dates to Remember Things to Remember Questions

Page 3 What is e-Gov Travel Service (ETS)? –ETS is one of the five GSA-managed e-Gov initiatives launched in response to the President's Management Agenda –ETS is intended to improve the internal efficiency and effectiveness of the federal government –ETS is a commercially-hosted travel solution that will provide end-to- end online travel services –NASA selected Electronic Data Systems (EDS) and their FedTraveler system Background Travel Management Center (TMC) Services += FedTraveler Online Booking Engine (OBE) + Travel Authorization & Voucher System (TAVS)

Page 4 Travel PlansTravel Authorizations are called Travel Plans Self Service Transaction –One in which travel reservations and fulfillment are initiated and completed online Without direct contact between the traveler or travel arranger with a FedTraveler customer support agent for the explicit purpose of making and/or fulfilling travel arrangements –$20.67 FedTraveler self service booking fee Non-Self Service Transaction –One in which the services of a FedTraveler customer support agent are used explicitly for making and/or fulfilling travel arrangements. The use of FedTraveler customer support agent for technical support or assistance in completing self service actions shall not constitute a non-self service transaction –$40.59 FedTraveler non-self service booking fee »These charges also apply for calls to CI travel after hours (DCTO hours M-F 7-4) Expense ReportsVouchers are called Expense Reports –Traveler Completes and submits Expense Report Questionnaire to DCTO –$10.64 FedTraveler expense report fee –These Fees will be charged to the WBS that is used on the travel plan IBA- Individually Billed Account (Travel Card) CBA- Centrally Billed Account DCTO- Dryden Central Travel Office Definitions

Page 5 What’s Changing? Pre-Travel Request WK-701 is being altered to include: –Preference Information to include: preferred flight times, flight numbers (if already known), preferred airlines, rental cars, lodging preference, etc. –Conference Determination Information-Questions for travelers to answer regarding the nature of their business if it may be “Conference-Related” –Signature Block for Funds Manager/Resource Analyst to sign if traveler is traveling on another orgs funds Travel Manager will no longer be used to process any Travel Authorizations (TAs) or Vouchers CI Travel on-site support, Mary Kennedy will no longer be utilized for making Reservations, ing itineraries, etc –DCTO will make all reservations in the new system, including: Airfare/Ticketed Transportation Lodging Rental Cars Airfare will no longer be billed to the travelers (IBA) Individual Billed Travel Card, but to the CBA (Centrally Billed Account) Service fees through the system will no longer be charged to CM&O funds, but to the funds related to the travel Travel will no longer route through the “funds manager” that the travel is being funded through, but through the travelers Org Supervisors

Page 6 Travel Process Travel Authorizations (Travel Plan) –Traveler/Admin Support accurately and thoroughly fills out revised WK-701 Pre- Travel Request Will include preferred airlines, flight times, etc –Submit form to DCTO –DCTO completes authorization and reservation in the eTravel system DCTO s “proposed” itinerary to the traveler for review Once traveler reviews itinerary and gives DCTO “ok” that itinerary information is correct, DCTO completes Travel Plan in the system –Document will go through routing and approval process –Ticket will be purchased »Self-Service booking fee will be charged ($20.67) »Any reservations made outside of the DCTO/eTravel system through CI Travel will result in a Full Service Fee ($40.59/change) Travel Voucher (Expense Report) –Traveler/Admin Support completes and submits WK-702 Expense Report Worksheet to DCTO –DCTO creates voucher (expense report) in FedTraveler & faxes receipts to the document Traveler logs into Fedtraveler.com to Review & Sign expense report – NSSC reimburses Traveler

Page 7 DFRC’s Most Frequent Travelers –Have been identified –Hands on training scheduled for After go-live At the Dryden Learning Center Training will include: –Activating user profiles within Fedtraveler.com –Updating Profile and Preference Info. »Address, Travel Card Info, Frequent Flyer and Preferred Numbers –How to sign a voucher Approvers –Supervisors and Delegated Authorities will be scheduled for training for March 2009 –Supervisor training includes Signing and Approving vouchers Setting up rules so travel authorizations are sent to their "junk" box if they so choose –Delegated authorities will be trained on approving Travel Authorizations Training Plan

Page 8 Administrative Support –Informational sessions will be held at the March 3, 2009 at 3 pm and March 11, 2009 at 2 pm Explain changes to the travel form Provide "who to contact" information –Additional training information will be provided in the future regarding “how to” access system, job-aids on how to view travelers authorizations, etc. Training Plan (continued)

Page 9 Dates to Remember April 9, CI Travel Agent will stop booking reservations in the current system Travel commencing –on or prior to May 9, 2009 can be booked now with CI Travel Agent –After May 9, 2009 will be booked by the DCTO in FedTraveler starting April 8, 2009 –Exceptions for travel commencing after May 9, 2009 If the event has a prearranged block of rooms in which the availability closes prior to April 8 Foreign Travel will be considered on a “case-by-case” basis for travel commencing prior to June 9

Page 10 Admin Support/Addt’l Requirements Group Travel Auditor Role will be given to all Admin support to view/print itinerary. MAC’s will access FedTraveler through firefox List of Funds Managers for Travel funds Xnet will contain a link for eTravel: –Will provide direct link to FedTraveler.com –POC information for DCTO & CI Travel Emergency Line –Travel Regulations, GSA Link (Per Diem, M&IE, etc) –Job-Aids: Travelers to sign vouchers, Travel Desktop (how to manage) –Additional reference material

Page 11 Things to Remember –On-site CI Travel will not book any reservations after April 9th –Any changes made to travel plans after approval, including airline reservations, date changes, etc., will result in an amendment. (Additional fees apply) –DCTO is your Dryden Centralized Travel Office; utilize the DCTO for every travel need unless it is an after-hours emergency Contact CI Travel Emergency POC if after hours or weekend emergency only –Activate profile ASAP DCTO cannot initiate any travel until profile is activated –Look for communications in DM3 Notes, Xnet, correspondences and in Organizational Meetings

????? Questions ?????

Backup

Implementation Work Flow

Page 15 April 2009 MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAYSUNDAY Traveler Training eTravel tentative Go- Live Date 9 Traveler Training Last day for CI Travel On-Site Support to make reservations in current system 10 Traveler Training April 8, 9, 10:Traveler Training- Activate Profile, Update Profile/Preference Info, Sign Voucher, Travel Process Update (Most frequent travelers & upcoming travelers will be trained first) April 8:ETravel GO LIVE! New Travel System will replace Travel Manager; all new travel will be processed completely through the DCTO April 9:CI Travel/Mary Kennedy’s last day to input reservations into current CI Travel system for travel beginning through May 9th. Any travel beginning May 10th or after will be completed in the new ETravel System through the DCTO beginning April 8th

Page 16 May 2009 MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAYSUNDAY Mary Kennedy/CI Travel On- Site Support Last Day