Developing a Business Case

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Developing 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• System Outdated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

QUALITY
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Are We There Yet?

• Lab-wide System Implementation
• Travel Office Becomes Help Desk
• Continue Developing System
• Follow-up Assessment