GovTrip

1. GovTrip Presented byJeffery Boudreaux

2. 1 Office of the Chief Financial Officer Agenda GovTrip Update New GovTrip Functionality Update on Split Disbursement GovTrip and FMMI GovTrip 2.0 Update

3. 2 GovTrip Update GovTrip Update Status of Recommendations Upgraded System Architecture Secure Flight

4. 3 Status of Recommendations Planned Releases and Admin Builds Addresses feedback through Remedy tickets and input from the Core Team and Travel Policy User Group System Problem Report (SPR) – 57 Government Wide applied or planned, 4 USDA specific System Change Request (SCR) – 33 applied or pending Travel Policy User Group Recommendations – 59 system changes or enhancement (all are included in SPRs and SCRs noted above) 22 are covered in the planned releases and admin builds (table updates, reports migration, no patches) 13 will be put into GovTrip 2.0 as requirements mostly for navigation 22 completed, like Copy feature 1 related to version of Excel used by an agency 1 Internet Explorer release issue

5. 4 Upgraded System Architecture

6. 5 Upgraded System Architecture (cont.) Tier 5 Ordered New hardware tier will provide significant upgrade to superior performance improvements already realized with the tier 4 expansion We’ll be ready to build out this tier in May/June 2009. Architecture Redesign Initiative Involves moving shared system process such as GDS sweeping, and login authentication in GovTrip onto their own separate servers independent of the current GovTrip operating architecture. This will improve application stability and efficiency for a better GovTrip experience.

7. 6 Secure Flight Effective beginning of May 2009 through December 2009, US Carriers. International carriers 2010 Traveler will be asked for Date of Birth and gender when booking travel online or over the phone GovTrip has gender in profile, will need to insure it is populated Secure Flight Data Elements in GovTrip 7/11/2009 with Release 1.0.9.17 ready for entry of date of birth

8. 7 New GovTrip Functionality

9. 8 New GovTrip Functionality (cont.)

10. 9 New GovTrip Functionality (cont.)

11. 10 New GovTrip Functionality (cont.) Implementation of Copy Function Migrated to the Training Application for testing in May 2009. Scheduled for GovTrip Production on May 30, 2009

12. 11 New GovTrip Functionality (cont.) Constructed Trip The Constructed Trip functionality will be utilized on Vouchers by making a copy of the original (actual) trip.

13. 12 New GovTrip Functionality (cont.) Constructed Trip - continued GovTrip will copy all expenses except Reservations to the Constructed Trip.

14. 13 New GovTrip Functionality (cont.) Constructed Trip – continued In the constructed trip, also known as the “could have trip,” expenses can be added and deleted to reflect the costs if the travel mode was different (e.g., fly versus drive).

15. 14 New GovTrip Functionality (cont.) Constructed Trip – continued The expenses can be viewed side-by-side and the total cost of each trip can be compared in the document.

16. 15 New GovTrip Functionality (cont.)

17. 16 New GovTrip Functionality (cont.)

18. 17 New GovTrip Functionality (cont.) Constructed Trip – continued When the Voucher is approved, the trip with the lower cost (to the government) is automatically submitted to the financial system for reimbursement to the traveler.

19. 18 New GovTrip Functionality (cont.) Constructed Trip – continued The total for each trip is shown in the Default printed form as well:

20. 19 New GovTrip Functionality (cont.) Constructive Trip Implementation Date Migration to the Training application for Testing June 2009. If USDA determines to implement this functionality, production migration would take place on July 11, 2009

21. 20 New GovTrip Functionality (cont.)

22. 21 New GovTrip Functionality (cont.) Audit Description Implementation Date Was migrated to the training application for testing on April 18, 2009. These updates will be migrated to production on May 9, 2009.

23. 22 New GovTrip Functionality (cont.) Updated Unsubmitted Voucher Report – Reports Scheduler With release 1.0.9.16, the Unsubmitted Voucher report from the Report Scheduler will now contain all the functionality of the same report from the Electronic Process (EP) Reports menu It will add functionality on specific people, dynamically include the full Line of Accounting (LOA) string, automatically e-mail all travelers that are returned on the report, and remove reporting date restrictions to allow sole search on days past return date where the return date is greater or equal to three days past the current date The following fields will be added, Document Current Status, Trip Purpose, and the full LOA string when selected for by the user When implementation of these changes is complete, the EP Reports version of the Unsubmitted Voucher report will be decommissioned and will no longer be available for use.

24. 23 New GovTrip Functionality (cont.)

25. 24 New GovTrip Functionality (cont.) Updated Unsubmitted Voucher Report – Reports Scheduler With release 1.0.9.16, the Unsubmitted Voucher report from the Report Scheduler will now contain all the functionality of the same report from the EP Reports menu Production Migration Scheduled for May 9, 2009

26. 25 Split Disbursement What is Split Disbursement? Split disbursement is the payment of allowable travel cost incurred by the traveler directly to the SmartPay 2 travel charge card provider US Bank on behalf of traveler. Currently only transportation cost charged to the Centrally Billed Account (CBA) is split disbursed directly to the SmartPay 2 provider US Bank. Split Disbursement of Transportation, Hotel, and Rental Car charged on the Individually Billed Account (IBA) is currently Disabled.

27. 26 Split Disbursement (cont.) FFIS Processing of the Split Disbursement The FFIS document created by the GovTrip interface for this disbursement is a clone of the FFIS Third Party Payment (TP) document. The FFIS 4P document is created for the CBA payment and the FFIS 3P document is created fro the IBA Payment. This document is set to immediate pay in FFIS, there is no 30 day delay of payment. This document references the Travel Obligation (TO) document in FFIS; therefore, until the previous documents in the chain are in accept status, this document will reject and payment will not be disbursed. This document must be in Accept status for disbursement to US Bank to take place.

28. 27 Split Disbursement (cont.) IBA Split Disbursement Currently only transportation cost charged to the Centrally Billed Account is split disbursed directly to the SmartPay 2 provider US Bank. IBA split disbursement was disabled due to US Bank not having the infrastructure in place to accommodate the IBA Split Disbursement process. USDA is working with US Bank on developing and implementing a Pseudo Code and Travel Card Account Code Crosswalk to facilitate the reactivation of the IBA Split Disbursement Functionality

29. 28 Split Disbursement (cont.) PSEUDO SSN Crosswalk USDA and US Bank developed a crosswalk using the Pseudo to find the travel card for the payment to be applied After the initial load of all of the Pseudos with the travel card numbers from the GovTrip profiles to this crosswalk, new employees will be accommodated as follows: The FFIS VEND and VCXT table will need to be updated with the new employee PSUEDO Code. The GovTrip FATA will create a new profile in GovTrip with the new PSEUDO and Credit Card number The FATA/AOPC will update the employee’s credit cart account record in US Bank’s AccessOnline. This AccessOnline updates the crosswalk table. (see the following slide for the location of the PSEUDO in AccessOnline.)

30. 29 Split Disbursement (cont.)

31. 30 Split Disbursement (cont.) Target Date for Reactivation of IBA Split Disbursement This new process will be thoroughly tested prior to production implementation. It will be an end-to-end test from entry of a Pseudo in US Bank’s AccessOnline system, in GovTrip to FFIS for disbursement to US Bank for application to the correct card account. The target date for reactivation of the IBA split disbursement process is May 30, 2009.

32. 31 GovTrip and FMMI Real time validation of accounting codes Real Time validation of Funds availability Near real time processing of authorizations and vouchers about every 15 minutes rather than the current over night batch processing During conversion to FMMI, the FFIS accounting codes will need to be converted to the new FMMI schema. This will be required for Deployment 1 agencies only In FY2010, Deployment 2 agencies will continue to process TDY transactions in FFIS

33. 32 GovTrip Release 2.0 Status Customer Participation Incorporating user feedback is imperative. Joint Application Design session meetings with a core group of USDA agencies Representatives from USDA will meet with other GovTrip agencies to review overall requirements, design, testing and acceptance GovTrip User Group will meet monthly and review status of the project with GSA and Northrop Grumman Mission Systems The GovTrip Executive Advisory Council, which includes agency executives, GSA Travel Program Management Office executives and Northrop Grumman Mission Systems’ executives have final approval of the GovTrip 2.0 project

34. 33 Questions and Discussions

35. 34 Office of the Chief Financial Officer GovTrip