> **Minutes**
>
> **DOC eTravel Migration Team Meeting**
>
> **Monday, July 19, 2004**

# HCHB 4830, 1:00 pm

> **Attendees:**
>
> Denise Wells, OAS, Chair
>
> Jim Woods, OAS
>
> Jennifer Bonaguide, OAS
>
> Edna Campbell, OAS
>
> Bob VanEimeren, OAS
>
> Chiara Alsop, OS/OAM
>
> Maxine Anderson-Brown, Census
>
> Richard Bittner, Census
>
> Sandra Tull, Census
>
> Linh Diep, Census
>
> Wilma Tarry, Census
>
> Hamilton Humes, ITA
>
> Michael Gendron, ITA
>
> Amy Hsu, NIST
>
> Rich McKay, NIST
>
> Cindy Shugars, NIST
>
> John Sansing, OFM/CSC
>
> Lisa Casias, OFM
>
> Tom Hellmer, PTO
>
> Kathy Simpson, PTO
>
> R. J. Dominic, NOAA
>
> Rachael Wivell, NOAA
>
> Brenda Barth, NOAA
>
> Rick Dubik, OS

Gloria Campbell, BEA

> Shirley Neal, BEA
>
> Kim Brown, TA
>
> Natasha Gassamma, OS

#### Welcoming Remarks

Denise Wells, DOC eTravel Executive Sponsor and Director of the Office
of Administrative Services (OAS) welcomed members to the eTravel
Migration Meeting.

In the provided folders, members found the following information:

-   Agenda

-   Lynn Tovsen's Bio

-   OAS Revised Organizational Chart

-   Acquisition Schedule (6/10/04)

-   ETS Pilot Project -- Introductory Session Discussion Points

-   DOC eTravel Next Steps

-   Vendor Integration Presentations (3)

**Review of Action Items**

Jim Woods (OAS)

Mr. Woods, the Acting Deputy Director for OAS and Interim eTravel
Migration Manager reviewed the action items from the last Migration
Meeting (April 12, 2004).

  ----------------------- --------------- ------------ -------------------------
  **Action Item**         **Responsible   **Status**   **Outcome**
                          Party**                      

                                                       

  Contact OCIO; add       OAS             Closed       OAS met with Dorbi
  agenda item to monthly                               Sullivan in OCIO who has
  OS/ITRB regarding                                    assured OAS that
  eTravel Interface                                    increased bandwidth is
  Infrastructure                                       not likely necessary. OAS
                                                       recommended to subgroup
                                                       leaders that if
                                                       questions/issues
                                                       remained, after the
                                                       vendor presentations, OAS
                                                       would forward those
                                                       concerns to OCIO.

  Feedback on Migration   Members         Closed       Bureaus have been
  Plan and Project                                     responded and revision is
  Schedule due to Jim                                  underway.
  Woods, OAS                                           

  Functions Requirements  Travel          Closed       Functional lead provided
  List                    Functions                    this information and data
                          Subgroup                     flow to interface team.

  Feedback on Acquisition Members         Closed       Team has been formed and
  Plan / Technical Team                                plan is currently under
  members due to OAM                                   review by team.

  Provide Subgroup Leads  OAS             Closed       All subgroup leads
  with SOW structure                                   received this information
                                                       as part of the
                                                       acquisition team.

  Discuss recommended     Subgroup Leads, Ongoing      This will remain ongoing
  policy changes at       OAS                          through the project
  Subgroup Leaders                                     lifecycle.
  Meeting                                              

  Supply sample CAMS      NOAA            Closed       Received by NOAA.
  implementation                                       
  newsletter to OAS.                                   
  ----------------------- --------------- ------------ -------------------------

#### OAS Program Office Update

Jim Woods (OAS)

[New Migration Manager]{.underline}. Mr. Woods was pleased to announce
the hiring of Ms. Lynn Tovsen as the new Travel Division Chief. Ms.
Tovsen will begin with DOC on Monday, July 26^th^. Ms. Tovsen brings a
wealth of knowledge to the Department from Perot Systems, where she has
been a Senior Analyst with the Pentagon for the Defense Travel System,
DOD's version of eTravel. She will supervise both the eTravel and
operational portions of the travel division, and will serve as the
eTravel Migration Manager. Ms. Tovsen's bio was included in the members'
informational packages.

Ms. Wells echoed the welcome to the new team member. OAS looks forward
to her energy and enthusiasm.

[Revised CTR.]{.underline} The Commerce Travel Regulations has been
revised. Ms. Tovsen will work to move these through OGC and post them to
the Commerce website. OAS thanks Edna Campbell for her tireless effort
to finish this task.

[Migration Plan.]{.underline} OAS expects to release a new version of
the Migration Plan in September, and thanks members for sending their
feedback to OAS in a timely fashion. Due to budget requirements, the
original June date had to be extended.

[FY06 Budget Request.]{.underline} At the request of OFM, OAS has
resubmitted a budget request to include all bureaus, except PTO. OAS
reduced the training costs significantly to reflect Computer Based
Training (CBT) as the preferable approach to training. The new training
request is \$58,00 for the Department, down from \$1.9m.

Members expressed that CBTs don't work for all end users and that
classroom training is the approach that will work best for the bureaus.
OAS stated that OHR has offered to partner with the eTravel initiative
for training features; specifically, including eTravel in the
Department's Learning Management System (LMS). This system provides
training to new employees and eTravel could be one of the many items
that are featured. OAS' current plan is to provide one CBT for LMS and
perhaps one additional one for existing employees. These CBTs supplement
the training that is offered under the vendors' standard implementation
packages.

Members requested to review the change in budget request as bureaus
included other items in their budget requests. OAS expects to submit
another revision, due to the recently submitted CAMS interface estimate,
and will share the budget with the bureaus.

[Change Management.]{.underline} OAS has completed its Communications
Plan, thanks again to Edna Campbell, and expects to release its full
Change Management Plan in September.

[OCIO Capital Investment Process.]{.underline} OAS has spend most of the
last two months preparing for the OCIO capital investment process,
including and Exhibit 300 business case. With the receipt of the CAMS
interface estimate on Friday, July 16^th^, the business case and
supporting analyses will be updated. The bureaus will receive the
Exhibit 300 for their review. The next draft is expected to be complete
in the next week and a half.

Senior travel officials are invited to attend the CITRB presentation on
**Wednesday, August 11^th^** (time TBD). Spacing, however, is very
limited. Bureaus are asked to send names to OAS, as soon as possible, to
be included on future updates for these meetings.

#### PMO Update

##### Hilary Haight (GSA)

Ms. Wells introduced Hilary Haight, the GSA Program Management Office
(PMO) customer service representative for the Department.

Ms. Haight stated that five task orders have been awarded, with a sixth
being finalized in the next week. Agencies who have awarded are:
Treasury, Transportation, HHS, National Business Center, and the
Holocaust Museum. GSA and the Department of the Interior are upcoming
awards.

A member asked ITA, who is serviced by NBC, what the organization
expects to do with regards to eTravel. ITA confirmed that their domestic
staff will use DOC's eTravel Service contract.

Ms. Haight also delivered the long-awaited IV&V test results for the
eTravel Services. She stated all three vendors passed IV&V, which is one
component of receiving a full authority to operate (ATO).

In the upcoming months, GSA expects to continue to work with Agencies,
hosting security briefings and acquisition meetings, as well continuing
to work with TSS (travel services schedule).

#### Subgroup Updates

Subgroup Leaders

[Interface (John Sansing).]{.underline} Mr. Sansing reported that his
group had completed its work. The next step will be the design phase for
the interface. Mr. Sansing emphasized the need to have well-specified
requirements so eTravel will send transactions to the financial system,
which will post the data, with no manual interventions. He noted that
CBA reconciliation was especially troubling and recommended that
disincentives will likely be necessary in the task order. He will be
presenting this to the Acquisition Team. Mr. Sansing also reported that
the CAMS interface estimate came in at less than 50% of the original
estimate, due to the reusing of existing technologies. Finally, he
thanked the bureaus for their dedicated effort to this task.

[Functions (Hamilton Humes)]{.underline}. Mr. Humes stated that he
believed the knowledge sharing that occurred during the functional
requirements gathering was very important and helpful for all involved.
He provided an overview of the twelve main functional categories that
were examined.

[Security (Ja'Nelle Hickman)]{.underline}. Ms. Hickman could not be at
the meeting. A member of the security team was present and stated that
the team will likely visit the PMO at one more to review the POAM.

Ms. Haight (GSA) stated that there is a final security deliverable due
in September. The team may need to make a visit then, as well.

OAS stated that the security requirements had been received and that the
team had nothing outstanding that would delay the release of the task
order.

Ms. Hickman provided the following information, after the meeting:

*The eTravel Security Team has accomplished the following:*

-   *\
    Developed the DOC eTravel Security Requirements*

-   *Participated in vendor briefings*

-   *Working with GSA to review vendor C&A packages. Final review of the
    packages should give the team an idea of how well the vendor is
    prepared to protect DOC data and employee information.*

[Forms (RJ Dominic)]{.underline}. Mr. Dominic provided a handout for the
team. He reviewed the team's goals and objectives, and accomplishments.
He stated that he expects the current need for forms such as the CD210
and CD342 will go away, as long as the fields are captured in the eTS.

GSA agreed to validate that the fields are captured by the vendors.

[Reporting (Bob VanEimeren)]{.underline}. Mr. VanEimeren stated that the
bureaus provided him with the broad requirement that, in addition to the
GSA reports, bureaus requested to have the ability to perform ad hoc
queries on the application.

OAS also has ITA's Congressional Reporting requirements that were
provided to the State Department. OAS will seek to include this as a
standard report that is built, prior to the eTS implementation.

#### Acquisition Team Update

Chiara Alsop (OAM)

Ms. Alsop explained to the team that the approach for creating the task
order is to write constraints of a successful system, versus
requirements of a system. Therefore, the Statement of Objectives may not
appear the same as the information that was delivered by the subgroups
to OAS.

Ms. Alsop then reviewed the major milestones for the acquisitions team.
They include the following dates:

August 30 Release RFQ

September 20 Receive quotes

September 21-24 Review written proposals (technical evaluation team)

October 5-7 Vendor demonstrations

October 8-14 Consensus evaluation

November 2-4 Oral presentations by vendors

November 12 Final proposals due

November 15-19 Consensus evaluation

A member asked who was on the evaluation board. OAM will provide an
updated chart. NOAA recommended that end users be represented on the
board. OAS and OAM agreed to accept two end users: one from Census and
one from NOAA. The bureaus will provide the names to Chiara Alsop as
soon as possible.

It was noted that the expected RFQ release date is one day before the
ITRB (dates: OS ITRB is on July 19^th^ and the CITRB is on July 30^th^).
Will this cause a problem? OAS will contact Mike Sade, OAM, to clarify.

Members asked if data warehouse requirements will be included in the
RFQ. GSA stated that the data warehouse CLIINs are for GSA, only. They
will be used for GSA to order government wide data warehouses. It was
unclear what additional information bureaus would require in their data
warehouse that, given the ability to query ad hoc. NIST and OAS will
follow up, off-line.

#### Initial Pilot Discussion

Jim Woods (OAS)

Mr. Woods reviewed the handout that provided initial information
regarding pilot projects, why have them, the desired outcomes, as well
as other information. He asked for input from the bureaus on this, the
very first discussion for the Migration Team.

GSA inquired why the term "pilot project" was being used. This implies
something that is not correct -- DOC is not trying out the eTravel
Services, in the traditional sense of a pilot project. GSA recommended
that this be referred to as "Phase I" so as not to cause confusion.

Census provided extensive lessons learned from its prior deployment of
an electronic travel system. It was noted that many issues and "kinks"
were worked out during that pilot phase and it was quite beneficial for
ensuring a smooth deployment to the rest of the bureau. Census also
stated that its security processes and timing were important factors in
the deployment timing. Arranging the logistics with regards to
activating smart cards was a consideration, as well.

NIST queried whether or not business procedures that may be changed
during a pilot will become the new standards for the Department.

OAS responded that any overall changes to travel procedures will be
discussed by the Migration Team for potential impacts and buy-in. Census
followed up, stating that as organizations are added to the service, it
may become difficult to remember the considerations of the earlier
adopters and, from their experience, noted that it would be important to
continue Department-wide information sharing throughout the deployment
lifecycle. OAS concurred.

ITA noted the desire of its domestic field to begin using eTS as soon as
possible. ITA noted several key factors to consider when deploying Phase
1: creating a feedback mechanism; have multiple units involved; consider
the approving officials and try to create an environment where an AO is
not using both an old and new system, simultaneously; be ready for
future and quick expansion, if the Phase I is successful; and consider
reporting difficulties if a system is used for a portion of a fiscal
year.

Bureaus provided additional input; it was a successful first discussion
of this topic.

OAS noted a key constraint to a Phase I is the lag time between
completing the TMC transition (February 2005) and receiving funding for
the financial interface development (October-December 2006). OAS will
not mandate that bureaus with current travel systems move over to eTS in
FY05, but will consider Phase I applications from bureaus with no
current electronic travel system.

OAS asked if the Migration Team was open to the idea of establishing a
subgroup to work on Phase I planning, the team agreed. The team believed
a dedicated and finite Phase I was necessary for risk mitigation and
project acceptance.

**Open discussion**

Ms. Wells stated that there is a Band 5 is still open for the Director
of the Office of Administrative Operations. Two Band 3 positions for
travel specialists closed on Friday.

#### Action Items

The following table provides the action items taken from this meeting.

  ------------------------------------ ------------------- --------------
  **Action Item**                      **Responsible       **Date**
                                       Party**             

                                                           

  Contact Mike Sade, OAM, to discuss   OAS                 
  ITRB approval and RFQ release gap                        

  Request OCIO representative for      OAS                 
  Acquisitions team                                        

  Provide electronic copy of IV&V      GSA                 July 19, 2004
  results                                                  

  Distribute IV&V results              OAS                 

  Distribute FY06 Budget Request, show OAS                 
  bureau portions                                          

  Distribute draft Exhibit 300         OAS                 July 30, 2004

  Provide names of senior bureau       Bureaus             July 28, 2004
  travel officials to attend ITRB                          
  meetings                                                 

  Distribute updated Technical         OAM                 
  Evaluation Board organizational                          
  chart                                                    

  End User to be included on           Census, NOAA        As soon as
  Acquisition technical evaluation                         possible
  board                                                    

  Establish Phase I Subgroup           OAS                 
  ------------------------------------ ------------------- --------------