USDA eGovernment Travel Implementation - PowerPoint PPT Presentation

1 / 14
About This Presentation
Title:

USDA eGovernment Travel Implementation

Description:

... for using the centrally billed accounts for purchasing airline tickets. ... Train-the-trainer approach: train a cadre of agency designated users who in turn ... – PowerPoint PPT presentation

Number of Views:91
Avg rating:3.0/5.0
Slides: 15
Provided by: ljones7
Category:

less

Transcript and Presenter's Notes

Title: USDA eGovernment Travel Implementation


1
USDA eGovernment Travel Implementation
  • Presented byAnn Adam

2
eGovernment Travel
  • USDA awarded an eGovernment Travel Contract
    June 23, 2006
  • USDA eGovernment travel vendor is Northrop
    Grumman Mission Systems (NGMS). The travel system
    is called GovTrip.
  • eGovernment Travel replaces existing processes
    for making TDY reservations, preparing
    authorizations, and vouchering for reimbursement.
  • eGovernment Travel provides self service, online
    booking, electronic authorization and vouchering,
    automated routing for approvals, and split
    disbursements.
  • eGovernment Travel allows agencies to better
    manage travel costs through the use of
    self-service functions these are the most
    economical fees.
  • eGovernment Travel replaces the current process
    for using the centrally billed accounts for
    purchasing airline tickets.

3
eGovernment Travel
  • eGovernment Travel will interface with the USDA
    Financial System for
  • Authorizations/obligations and advances
  • Voucher Payment for employee travel reimbursement
    and payments to Bank of America (BoA)
  • Back feed interface of valid accounting and
    payment notifications
  • The eGovernment Travel system will also interface
    to BoA to receive a statement of the Traveler
    charges.
  • eGovernment Travel will replace two USDA
    automated systems GVTS and TRVL (only TDY
    Portion).
  • eGovernment Travel does not replace existing
    processes for relocation.

4
eGovernment Travel
  • USDA will not process Local travel through
    GovTrip.
  • At this time, an Agencys current processing
    method for Local travel reimbursement will
    continue.

5
Precursor to the Pilot
  • Prior to implementation of the pilot, essential
    milestones were completed
  • Completed development and testing of the
    financial system interfaces to and from the
    financial system to GovTrip including testing
    with the current SmartPay provider, BoA, and
    Treasury.
  • Completed system set-up and testing of the
    e-Authentication process for use with the GovTrip
    application.
  • Configured GovTrip with Departmental Settings.
  • Implemented a pseudo Social Security number in
    GovTrip and FFIS (An employees actual SSN will
    not reside in the GovTrip application.)
  • Implemented a TMC transition strategy that
    included reservation transfer from EDS to NGMS.
  • Completed all steps depicted in the Agency
    Implementation Tasks.

6
Agency Implementation Tasks
  • Obtain Resource Commitment
  • OCFO/ACFO-FS assigns an implementation team to
    each agency, led by the agency customer service
    advocate, that includes government resources and
    a dedicated contractor individual.
  • Agencies must assign travel financial management
    and program staff familiar with your processes to
    the eGovernment Travel agency implementation
    team.
  • Develop an Integrated Project Plan and monitor
    milestones.

7
Agency Implementation Tasks
  • Conduct AS IS and TO BE sessions (e.g.,
    Agency workflows-approval chains) - map and test
    the business processes, including the security
    roles and access authorities.
  • Develop and validate user profiles in GovTrip.
  • Conduct User Acceptance Testing to validate the
    agency configuration with the Financial interface
    and the reports.
  • Conduct Agency Training for all GovTrip user
    roles and FFIS system guidance
  • Complete Cutover Strategy collect of all
    advances and deobligate outstanding
    authorizations legacy TRVL data will not be
    converted into GovTrip.

8
Training Strategy
  • Agencies will receive Instructor Led Hands on
    training covering each of the following
    functional roles
  • Traveler
  • Travel Arranger
  • Approving Official
  • Agency Travel System Administrator
  • Train-the-trainer approach train a cadre of
    agency designated users who in turn will train
    others in the agency.
  • Computer Based Training, On-line Training,
    Webcast, or auditorium demonstration training for
    refresher or ongoing training.
  • Agencies will receive FFIS/Travel training with
    updated procedures as it relates to FFIS travel
    documents and table settings.

9
TMC Transition Plan
  • Each agency will be transitioned from the current
    TMC (EDS) to NGMS as an agency is implemented
    into GovTrip.
  • Profile information contained in the current EDS
    FedTraveler system will be removed, cleansed,
    transformed, and transferred to the new system.

10
Pilot Implementation
  • USDA implemented OIG as the Pilot Agency for
    GovTrip effective June 4, 2007.
  • USDA will utilize the OIG pilot to ensure that
    the financial and BoA interfaces, the
    implementation practices, and the support and
    transition from our existing Travel Management
    Center and booking structure meet USDA needs
    before beginning the phased rollouts to the
    remaining agencies.

11
Pilot Implementation
  • The pilot will run for a minimum period of 2
    months to include a complete billing cycle with
    BoA and a disbursement cycle with Treasury. After
    the pilot has run for a period of time, an
    analysis of the pilot operation will be performed
    to determine a Go, No Go decision on rollout to
    the remaining USDA agencies.
  • Based on the lessons learned from the pilot, the
    agency implementation tasks may be modified and
    the rollout dates changed.

12
Implementation Order
  • AGENCY BY PHASE
  • Phase I Pilot OIG
  • Phase II RMA, FAS
  • Phase III ARS, ERS, NASS, CSREES, GIPSA
  • Phase IV RD, APHIS, FSA, NRCS, DASO
  • Phase V FSIS, FNS, AMS
  • Phase VI FS
  • All USDA will be implemented by December 2008 in
    accordance with OMB mandate.

13
Travel Cost
  • Self Serve (self booking on-line) vs. Full
    Service (phone call to travel agent)
  • Voucher Fee
  • Substantial difference in cost between self
    booking on-line and phone call to agent.
  • Self Domestic International
  • Service Phone Phone
  • TMC Fee 4.60 27.75 36.25
  • Voucher Fee 13.50 13.50 13.50
  • Total 18.10 41.25 49.75

14
Key ACFO-FS Staff
  • Executive Sponsor - Wendy Snow
  • Program Managers - Kay Levy
  • Jerry Chenault
  • Project Managers - Dennis Secketa

    Jeffery Boudreaux
Write a Comment
User Comments (0)
About PowerShow.com