1. Travel Request System John Luopa – Software Developer
2 Direct Deposits
Introduction to the new automated Travel Reimbursement System.
John Luopa – Software Developer
Zach Loch – IT Manager
Travel Request System
John Luopa – Software Developer
Zach Loch – IT Manager
Feb. 10, 2010

2. What we will cover Roadmap Reason for development In Depth Demo
Summary
Questions
Departments
Why
Nuts and bolts
Demo how to get through the system
Summary
Questions save to the end get through everything

3. Roadmap Current Users Phase II (April) Phase III (June) ITCS COE COB
Emergency Services
*end of march (demo to all preparers / followed by training if needed)
Nursing
Arts & Sciences
Research & Grad studies
Police Department
*end of April
Admissions
Internal Medicine
Dept of Surgery
Pediatrics
*end of June
Demo of system and then training as needed.

4. Reason for development
Better access to information
No snail mail delays
Direct deposit reimbursements
*Receipts stop us from going totally paperless
*Direct Deposit can be used by other applications we laid the ground work
*The time it takes for persons to sign. 4 days to 4 minutes.
*Replaces current paper based system
*Reporting for audit and internation affairs

5. In Depth Signature Flow Security Special Cases User interaction
Expenses & FOAPAL’s
Version 2
Broad topic breaking down sub topics

6. Signature Flow
*multiple of each

7. Security System Constraints/Safeguards Audit Trail
*Authorizer cannot be the same as the Traveler
*If a request has been changed while open you cannot sign it until it has been refreshed.
*The system will let you know what has changed but not in detail.
** Signatures can be reproduced
**History of all signatures and everything that goes on AUDIT TABLES.
*more secure than what we have now

8. Special Cases Advances Blanket Travel
*Account code tells you it is an advance
*Authorize just like a regular travel request.

9. WHAT CAN EACH USER DO ON THE TRAVEL REQUEST FORM?
User interaction
WHAT CAN EACH USER DO ON THE TRAVEL REQUEST FORM?
Authorizer
Budget Authority
Traveler
Preparer
Travel Office
Add Authorizer NO
YES
Add Preparer
Edit Section One
Add Traveler
Add Budget Authority
Delete Authorizer
Delete Preparer
Delete Budget Authority
Delete Traveler
Add FOAPAL's
Add Expenses
Delete FOAPAL's
Delete Expenses
Add Travel Office
Delete Travel Office
Authorizer can only sign
Travel Office can do everything

10. User Interaction
WHEN SOMETHING IS DONE WHAT HAPPENS TO THE SIGNATURES THAT HAVE ALREADY SIGNED?
1st Traveler
Authorizer
Budget Authority
Preparer
2nd Traveler
Travel Office
Delete 2nd Traveler
STAY SIGNED
Delete Travel Office
Add 2 nd Traveler
Add Travel Office
Add Preparer
MAKE PEND
Add Authorizer
Add Budget Authority
Delete Authorizer
Delete Preparer
Delete Budget Authority
Edit Expenses
Edit Contact information
Edit Foapal's
TO sign and pay advance
TO Sign and pay Final
P signs
BA signs
T2 Signs
*Cannot delete signatures that have already signed. You can add them again.

11. Expenses & FOAPAL’s Expenses Short Name Account FOAPAL
Tied to Expenses
Active FOAPAL
*Breakfast, Lunch and Dinner are the same account code but you will be able to pick by their short names.
*Travel Office will be the ones keeping up with expenses
*Everyone will be able to pick the advance account code
*Expenses are tied to the account of the FOAPAL
*System makes sure you are putting in correct Fund, org, account, program, activity???, loc????

12. Version 2 Attachments Email FOAPAL security
*Communication within the travel system

13. Demo http://onestoptest.ecu.edu + - Add Signatures How to sign
Create Request
What to do next

14. Summary

15. Questions?????