# Presentation: 573796

## DOI Business Conference

*Presentation for*
- April 3, 2008

## E-Gov Travel Initiative

**E-Gov Travel is one of five GSA-managed E-Gov initiatives in the President’s**
**Management Agenda.**
**It is a Federal government-wide, web-based, end-to-end travel system/service.**
**The service replaces more than 250 different travel booking, authorization and **
**financial systems across the Federal government.  It is projected to cut costs by **
**an estimated 50%, saving $ 473M over 10 years (2003 – 2013).**
**The model aligns all GSA travel programs, including air, lodging and policy into**
**an integrated platform of shared services to better serve travelers.**
** ****- Travel Planning and Cost Estimating****	****- Travel Authorization**
** ****- Filing, Processing, and Approving ****	****- Reservations**
**	****Official Travel Claims**
** ****- Travel Reimbursement Data****	****	****- Fulfillment Services**
** ****- Reporting and Data Exchange **

## Benefits to DOI

**Savings from automating travel processes such as trip approval and **
**           ****voucher processing**
** ****Consolidation of travel management products under one umbrella contract**
** ****Benefit from leveraging user community (Fed agencies) influence in effecting **
**           ****changes to travel management products**
** ****Standardization of travel management practices across the Department where **
**            ****it makes sense**
** ****Encourages a policy compliant environment – government air fare, allowable**
**            ****lodging, meals, incidentals, city pairs, etc.**

## Process Overview

**Select from 3 GSA E-Gov Travel Vendors**
**Carlson Wagonlit (Previous Incumbent)**
**EDS**
**Northrop Grumman (DOI Award July 31, 2007)**
**Pricing pre-determined based on GSA Master Contract**
**Transaction fees for self-service and assisted bookings**
**Transaction fees for voucher processing**
**Report generation/ticketing**
**Negotiable pricing – Standard Implementation and Supplemental Services**
**Training**
**Interfaces**
**VIP services**
**Migration costs – transition from one vendor to another**
**Implementation preparation fees – hardware installation**

##                Comparison of Costs (FY08)

| Service |  | Carlson Wagonlit | Northrop Grumman |
| --- | --- | --- | --- |
| Self-service Air/rail |  | $11.16/trans | $4.60/trans |
| Self-service non-air |  | $6.69/trans | $4.00/trans |
| Full service – domestic air/rail |  | $27.72/trans | $27.75/trans |
| Full service – domestic non-air |  | $12.30/trans | $17.25/trans |
| Full service – int’l air/rail |  | $27.72/trans | $36.25/trans |
| Full service – int’l non-air |  | $12.30/trans | $17.25/trans |
| Paper ticket – U.S. mail |  | $1.60/ticket | $3.75/ticket |
| Paper ticket - Express |  | $7.49/ticket | $10.50/ticket |
| Paper ticket - Courier |  | $21.40/ticket | $16.75/ticket |
| Custom reports |  | $53.50/hr | $116.65/hr |
| VIP services |  | $31.80/hr | $33.00/hr |

**ETS is priced to encourage self-service transactions**

## Comparative costs (cont’d)

**Estimated 140K tickets annually of which 60% are self-serve transactions; **
**3K tickets for international bookings that are primarily travel agent assisted bookings**

**	****  ****Domestic Bookings**
**60% of 140,000 tickets = 84,000 tickets**
**	****	****	****self-serve**
**Carlson Wagonlit:**
**84,000 tickets X $11.16/ticket = $   937,440**
**56,000 tickets X $27.72/ticket =**_**$1,552,320**_
**	****Total****	****	****     $2,489,760**
**Northrop Grumman:**
**84,000 tickets X $4.60/ticket =   $  386,400**
**56,000 tickets X $27.75/ticket = **_**$1,554,000**_
**	****Total****	****	****      $1,940,400**
***Domestic Savings - ETS:  $549,360***

**	****International Bookings**
**Carlson Wagonlit:**
**3,000 tickets X $27.72/ticket = $ 83,160**
**Northrop Grumman:**
**3,000 tickets X $36.25/ticket = $108,750**
***International Savings - Incumbent:  $25,590***

***Net Savings – ETS:  $523,770***

## Program Update

- In accordance with OMB’s mandated government-wide E-Gov Travel Initiative, DOI awarded the E-Gov Travel Task Order to Northrop Grumman on July 31, 2007
- Northrop Grumman’s end-to-end eTravel Service for Federal Agencies is GovTrip located at _[www.govtrip.com](http://www.govtrip.com/)_
- SATO is the imbedded Travel Management Center
- Current users of GovTrip: Department of the Interior**, **Treasury, HHS, DOT, DOE, EPA, USDA, National Archives,  Executive Office of the President, Commodities Futures Trading Commission, Federal Energy Regulatory Commission and Bonneville and Western Area Power Administrations and Smithsonian Institution task orders representing approximately 53% of the Federal Agency Market
- Have twenty working two-way financial interfaces
- Total Vouchers Approved**	**740,000
**Over 80% self service rate**
- System Availability at 99%
- Page Response time one to two seconds

## Program Update (Continued)

- User Authentication
- Basic user authentication – userID/password based
- Enforces “strong” passwords, password aging, and password reuse
- User account cannot be accessed until identity proofing is performed as required for a Level 2 credential
- Users have to activate their account to ensure only authorized validated personnel are accessing the system

## Key Points

- Completely Paperless Travel Authorization and Vouchering System
- Fully integrated on-line booking engine
- Supports both Government individually billed cards and CBA
- Travel approval, fees, and on-line changes (before and after ticketing) automated with TMC
- Optimized for self-service/low transaction fees
- Electronic documents can be attached to authorizations, vouchers, and local vouchers by scan or by fax at no additional cost

## Implementation

**Implementation**

_**Phased Approach Implementation:**_
-  Standalone Booking Engine – 70,000 DOI users – Completed in November 2007
-  TAVS (Travel Authorization and Vouchering System – Will be completed by Nov 2008
- _DOI TAVS Implementation Schedule_
-   USGS and BLM – no later than May 19, 2008
-   BOR, FWS, OS  - no later than August 4, 2008
-   BIA/BIE and NPS – no later than September 30, 2008
-   OSM and MMS  - no later than November 28, 2008

## Implementation

**Implementation**

_**Implementation:**_
-  Standalone Booking Engine – 70,000 DOI users – Completed in November 2007
-  TAVS (Travel Authorization and Vouchering System – Will be completed by Nov 2008
-  GovTrip Implementation
-    Phased Approach		 – DOI agency implementation
_**During Setup:**_
-  Data conversion
-  Training
-  Live Process Verification
-  Go Live

## Training

- Train how, when, and where you want
- Instructor led training with deployable equipment set
- Enterprise Web Training environment emulates live system for sustainment hands on training
- Web Based training (WBT) for each role is self-paced and interactive
- On-Line help integrated in application

- EWTS

- WBT

## Traveler Calls Travel Agency

**Traveler/Arranger calls Travel Agency to make air, lodging, and rental car reservation.**

**Traveler/Arranger books travel online for $4.60 and simultaneously creates the authorization.**

**Authorization Auto- Approves to avoid ticket delays. DOI will append signed TAs to document.**

**Traveler goes TDY**

**Voucher routes to Supervisor for Approval. Traveler is reimbursed.        (Interfaces to FFS and FBMS will be utilized)**

**Automated QC process**

**Traveler/Arranger adds/edits trip expenses on Voucher upon return from TDY. Traveler electronically signs.**

- Travel Agency

## Bureau Contacts

**BIA – **Kelli Starkey
**BIE – **Franda Flyingman and Trina Fox
**BLM – **Cindy Halbert and Ginger Allen
**BOR – **Shirley Keller
**FWS – **Marvin Wilson
**MMS – **Robert Smith
**NBC – **Deborah Los

## Bureau Contacts (Cont’d)

**NPS – **Kim Nguyen or Angela Terry
**OS – **Patrice Haynesworth
**OST – **Edwina Chiwewe
**OSM  - **Jennifer Dasenbrock
**USGS – **Kerry Riley and Danielle Camesi
- DOI E-Gov Travel Feedback:_[http://](http://www.doi.gov/pfm/feedback/feedback_tmc.html)__[www.doi.gov/pfm/feedback/feedback_tmc.html](http://www.doi.gov/pfm/feedback/feedback_tmc.html)_

## Authorization Demo

## GovTrip Web Portal Overview

- GovTrip can be access via the Internet at ***www.govtrip.com***

## Login to GovTrip

- Select  the GREEN    Box LOG IN

## Privacy and Ethics Policy

- Select the Accept button to access the Etravel Log in page.

## eTravel Login

- Enter you UserName and Password.
- Remember that it is Case sensitive

## Slide 21

## From the Official Travel Tab select Authorizations / Orders. 

- From the Official Travel Tab select Authorizations / Orders.

## Select create New Authorization / Order to being creating a new Authorization. 

- Select create New Authorization / Order to being creating a new Authorization.

## Slide 24

## TDY Location Search

- 1. After searching for the TDY Location.
- 2. Select the radio button next to the location.
- 3. Select and Close to Save that Location.

**TDY Location Search**

## Creating Your Itinerary

**Creating Your Itinerary**

## Creating Your Itinerary

**Creating Your Itinerary**

## Searching for Flights

**Searching for Flights**

## Searching for Flights

**Searching for Flights**

**Pricing of your flights**

## Slide 31

## Booking of your selected flights

**Booking of your selected flights**

## Trip Summary

**Trip Summary**

## Searching for Lodging

**Searching for Lodging**

## Listing of Available Lodging

**Listing of Available Lodging**

## Selection of Accommodations

**Selection of Accommodations**

## Saving of selected Accommodations 

**Saving of selected Accommodations**** **

## Booking of the Lodging

**Booking of the Lodging**

## Adding of Non-Mileage Expenses

**Adding of Non-Mileage Expenses**

**	**

**Saved Non-Mileage Expenses**

**Notes:**
Health and Human Services calls Office/Bureau Operating Division, Region code is called Agency, Agency is called Staff Division.  They may use only 1 character when determining each field. 

## Selecting  the Line Of Accounting

**Selecting  the Line Of Accounting**

## Profile Information

**Profile Information**

## Travelers Preferences

**Travelers Preferences**

## Travelers Preferences

**Travelers Preferences**

## Preview Trip

**Preview Trip**

**Notes:**
DOT Office/Bureau = Operating Administration.  Region Code is OK.  Agency A etc = Program Office

## Preview Trip

**Preview Trip**

## Preview Trip

**Preview Trip**

## Pre-Audit Flags

**Pre-Audit Flags**

## Sign of the Authorization 

**Sign of the Authorization**** **

## Save your stamp

**Save your stamp**

## Listing of traveler Authorizations

**Listing of traveler Authorizations**

## Printed Version of Authorization

**Printed Version of Authorization**

## Slide 53

## Voucher Demo

## From the Official Travel Tab select Vouchers

## Creating a New Travel Voucher

**Creating a New Travel Voucher**

## Selecting the Voucher from listing

**Selecting the Voucher from listing**

## Slide 58

## Slide 59

## Slide 60

## Removing an Expense

**Removing an Expense**

## Slide 62

## Documentation / Receipts

**Documentation / Receipts**

## Fax Cover Sheet

**Fax Cover Sheet**

## Per Diem Entitlements

**Per Diem Entitlements**

## Claiming Actual Lodging

**Claiming Actual Lodging**

## Claiming Actual Lodging

**Claiming Actual Lodging**

## Claiming Actual Lodging

**Claiming Actual Lodging**

## Meals Provided

**Meals Provided**

## Taking Leave while on TDY

**Taking Leave while on TDY**

## Saved changes to Per Diem Entitlements

**Saved changes to Per Diem Entitlements**

## Preview Trip

**Preview Trip**

## Preview Trip

**Preview Trip**

## Preview Trip

**Preview Trip**

## Pre-Audit Flags

**Pre-Audit Flags**

## Signing the Voucher

**Signing the Voucher**

## Slide 77

## Slide 78

## Approving Official

**Approving Official**
**selects this link to view the queue.**

## Approving Official Queue

**Approving Official Queue**

## Slide 81

## Stamping the document Approved

**Stamping the document Approved**

## Questions