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Published byReginald Domenic Stephens Modified over 9 years ago
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D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002
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What I hoped to find at LBNL…
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Products that were “best in class” and “user friendly”…
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That produce desired results on the front and back ends…
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And sometimes exceed expectations
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What I found was …
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Well, something like this…
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Specifically Manual Voucher Process –Multiple Forms –Multiple Systems Travel Reporting System Issues –System Outdated –Data Integrity Questioned
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Our Vehicle Is Not “Best in Class” “User Friendly” Producing Desired Outcomes Exceeding Expectations
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The Desired State An End-to-end Solution Authorization Budget Information Voucher Audit Payment Data
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The Approach Fact Finding Map the Process Document Effort Determine Costs Share Information Identify Opportunities
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What Did We Learn?
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Existing Pre-approval
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Existing Expense Reporting
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What Did We Learn?
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The Journey Begins Formation of the Team –ISS –Travel –Divisions –Finance –Internal Audit Ready, Set..
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Establishing the Itinerary Formation of a Plan –Determine Our Needs –Identify Solutions –Evaluate Systems –Develop Business Case –Procurement –Development –Implementation Agenda
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Justify the Trip Improve Efficiency –Eliminate Redundancy Save Time –Reduce Effort Save Money –$300K in 1st year
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Choosing the Vehicle Familiarity with Government Travel CONUS/OCONUS Rates Best Match for LBL Systems Best Match for LBL Processes Best Price
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Standard Features Features: Split Costs CONUS/OCONUS Make Changes Check Status Web Based Delinquency Reminder
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Custom Options LDAP – Single sign-on HRIS – HR Data Maritz- Tickets USBank - Expenses Projects - Approval GL/AP- Financial
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Gelco Pre-approval
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Gelco Expense Reporting
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Budget Time Activities Calendar ’01 Sep – Procurement Oct – Installation, Demonstrations, Admin Training Nov –Technical development ’02 Jan – Specs for Customization Mar – New Version installed Apr – Specs for Customization ’03 Jan – System Testing Mar – Acceptance Testing May - Division Pilot Jun – Lab roll-out Aug - Shut down legacy system
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Are We There Yet? Lab-wide System Implementation Travel Office Becomes Help Desk Continue Developing System Follow-up Assessment
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