> **Minutes**
>
> **DOC eTravel Policy Advisory Board Meeting**
>
> **Wednesday January 12, 2005**

# HCHB 2064, 9:00 a.m. to 12:00 noon

> **Attendees:**
>
> Lynn Tovsen, TMD
>
> Steven Soares, TMD
>
> Gerri Tzul, TMD
>
> Teela Norris, TMD
>
> Ozell Sanders, Census
>
> Danetta Swinton, Census
>
> Sandi Tull, Census
>
> Elaine Russell, Census
>
> Lisa Casias, OSEC
>
> Rachael Wivell, NOAA
>
> Pat Oliver, NOAA
>
> Ida Hernandez, OIG

Joyce Baker, OIG

> Nancy Kripner, ITA/USFCS
>
> Hamilton Humes, ITA/USFCS
>
> Sheila Jackson, NIST
>
> Byron Martin, NIST

#### Introduction

Lynn Tovsen, Chief, Travel Management Division, welcomed members to the
eTravel Policy Advisory Board Meeting.

Lynn introduced the TMD staff and went through a brief background
history with the members of the board.

#### Purpose of Board

Lynn Tovsen (TMD)

The purpose of the board is to accomplish coming up with and voting on
new policies for all the Department and its Bureaus. The board will
review overall governing guidance and incorporate individual policies.
She recommends streamlining the policy approval processes by ensuring
members are either decision makers or have access to the decision maker.
One vote is assured to each Bureau. Therefore, it is important to have
maximum attendance at meetings.

Regular meeting will be scheduled monthly. Some information will be sent
by email for members to vote on. Next meeting is scheduled for February
9, 2005 from 10:00 a.m. to 12:00 noon. Located is TBD.

**Travel Management Division Website**

Lynn Tovsen / Steven Soares

Group was reminded of the features on the website and asked to
distribute within their organizations. Features included links to
regulations (FTR/Interim Draft Commerce Travel Regulations), passport
information, and Bureau contacts. Requested that group review the site
thoroughly and send any comments to the eTravel team via email from the
website (<etravel@doc.gov>).

**Commerce Travel Regulations (CTR)**

Lynn Tovsen / Steven Soares

The CTR is an interim draft copy for the present. It is located on the
website for everyone\'s viewing. Over the course of this project, Lynn
mentioned that the question and format is confusing and difficult to
find sections when using the search function. Discussion ensued and the
group agrees that the CTR does not always follow the FTR. It was
recommended that we revise the CTR over time and add reference links to
sections in the FTR. Lynn also recommended that we move away from the
question and answer format. Steven also mentioned that once the revision
process starts, group members will receive sections to review and
comment. Once the document is complete, it will be routed through the
proper channels for approval and posting on the website.

**Proposed Changes to the FTR on Relocations**

Lynn Tovsen / Steven Soares

The members were given a copy of the current suspense to comment on the
proposed changes to the FTR on relocations. **All comments should be
sent to Jeanette Powers (**<jpowers@doc.gov>**) by January 18, 2005**.
Comments will be rolled up into one response from the Department of
Commerce.

Steven mentioned that a memo was received from GSA to appoint one
contact for the Department to assist the GSA Relocation Advisory Board
with relocation surveys. He mentioned that Lynn was the overall contact
for the board. More information to be disseminated to the board/Bureau
contacts when received.

Discussion ensued on the different systems utilized by the Department
and Bureaus to process relocations. Lynn\'s idea was to streamline the
relocation system into one working system for all the Department.
Currently, NIST and NOAA have purchased extension on their systems and
will continue until the contract runs out. Steven will be working
towards getting a demonstration for the group on the Transportation
Management Service Solutions (TMSS -- GSA\'s system) and relocation
calculation software from MLinqs (referred by GSA). If the system is
workable, Lynn will look into discounts for using both products. More
information to follow once Steven has made the initial inquiry to GSA
and MLinqs.

**Travel Policy and Procedure Modifications**

Lynn Tovsen

Lynn called for discussion and votes on the following forms:

1\. **Foreign Flag Certification** -- Group discussed the need for this
form with the advent of eTS. Lynn advised the group that the system has
edits to detect booking of foreign carriers. Steven explained that the
system will have conditional/optional routings to capture policy for
approving systems to review. There is also a reporting capability in the
system to monitor a variety of expenses booked in the system. The Board
also discussed need for paper copies of the form to still be available,
when the system is down. Lynn stated the part of the EDS contract is
that they will maintain a 98-99% uptime for eTravel. Steven also
interjected that the local LAN could be down and preventing connectivity
to the system. Hamilton mentioned that it might be advantageous to the
traveler to wait an hour and see if the system comes up. **Group concurs
that the form is needed if the system were not available and travelers
will utilize when the system is down**.

2\. **CD-334, Upgrade** -- Most of the discussion for this form was
addressed in the Foreign Flag Certification. Edits for policy are in the
system and alerts approvers to the upgrade. **Group concurs that the
form is needed if the system were not available and travelers will
utilize when the system is down**.

3\. **Gift and Bequest** -- Form would be in the system and stored with
report. At this time, the group agreed that the form must remain due to
reporting requirements.

4\. **Country Clearance Cable** -- This is a Department of State
requirement. Group discussed the dynamics of reporting -- including
linking to the CWT eTravel System at the State Department. Lynn
mentioned that the system will fill out the form so that it can be
emailed or faxed to a point of contact at the State Department. Hamilton
has been asked to ask the State Department\'s requirements may change to
under the eTravel system. Hamilton will report back by the next meeting.

##### Other Items

Lynn Tovsen

Lynn discussed the data requirements for the eTravel system. Group
discussed use of SSNs or Vendor IDs for identification of the traveler.
Sheila Jackson stated that vendor IDs are used throughout the Department
and Bureaus and paid that way through the National Finance Center.
Behind the scenes, the vendor IDs are linked to the traveler\'s SSN.
Census notes that they use employee IDs in their travel system. In the
near future, Lynn will be sending out the data requirements to the
appropriate point of contacts for action.

Lynn also discussed how the groups overlap one another. The Policy Board
may drive the System Configuration, Change Management, and Training
boards. One group related to another. It is important that all Bureaus
participate in the process to ensure a successful implementation of the
system.

Discussion on the use of SmartCards and PKIs were discussed. Census uses
the SmartCard and Lynn stated that those cards are usable with the
eTravel system. The cost was prohibitive in initial studies to implement
throughout Commerce. Lisa suggested contacting Karen Hogan and Sheila
Fleischell (OHRM). Lynn will follow up and get the senior management\'s
guidance on what constitutes an electronic signature in the system.

#### Future Meeting Dates

Lynn Tovsen / Steven Soares

Meeting times as requested by the group will be at 10:00 a.m. Next
meeting is scheduled for February 9, 2005. Location to be determined.