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SDDC Pacific Personal Property and Passenger
Training Workshop 24- 27 Jan 05
Andrea Carlock Deputy, Travel Management
Division Defense Travel System
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Commercial Travel Management

• DTS Four Primary Efforts
• Travel Authorization Process
• DTS Interfaces
• What Are Commercial Travel Services?
• Commercial Travel Office (CTO) Consolidation
• CTO Contract Management
• Management Initiative Decision (MID) 921
• DTS Implementation

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DTS Four Primary Efforts
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Travel Authorization Process
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CTO Process using DTS
CTO performs QC, and then places PNR on the
Outbound queue
Traveler Notified CTO Booked via email /
traveler compares original request
CTO receives travel request for DTS
reservations in the PNR (inbound) queue
Traveler/Clerk signs Auth
Reservation info sent back to DTS
CTO SUBMIT
Document routed to AO for Approval
CTO BOOKED
SIGNED
Traveler checks in at the Airport proceeds on
travel
AO Approves Auth. TAW date applied by DTS
Traveler Notified via email reservation has
been Ticketed
3 business days prior to departure DTS drops
approved PNR on CTOs ticketing queue
CTO tickets reservation and places PNR on the
Polling (outbound) queue
APPROVED
CTO TICKETED
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CTO Booked What does that mean?

• CTO Booked means
• The auth has been quality checked by the CTO and
  has been routed for approval
• Many travelers think CTO Booked means they are
  all set and do not have to follow up on their
  reservation
• It is the responsibility of each traveler upon
  receipt of this email to open it and check the
  reservation data listed as what they originally
  requested
• Example of the CTO Booked email
• Your travel authorization named
  TBKANSASCITYM121304_A01 has been processed by the
  Commercial Travel Office (CTO) and forwarded to
  your authorization official (AO).  An electronic
  ticket will be issued three (3) business days
  before departure from the originating airport. 
  If you require your ticket earlier than the
  standard 3 business days, please notify the CTO
  after you receive approval from your AO.
• The CTO booked segment(s) are listed below.
• DATE      TIME   FLIGHT NUMBER     ORIGINATE/
  DESTINATION
• 12/13/04   0700     YX491        Washington, Dc
  (Usa) (National Apt)/
• Kansas City, Mo (Usa) (Int'L. Apt)
• 12/16/04   0905     YX419        Kansas City,
  Mo (Usa) (Int'L. Apt)/
• Washington, Dc (Usa) (National Apt)
• Please review the above authorization
  information for accuracy.  If the information is
  not correct, contact your CTO and AO immediately.

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Common User Errors

• Traveler forgets to SIGN Auth
• PNR is not created until the user stamps the
  authorization SIGNED
• If Auth stays in the create status for days or
  weeks before signing, the original flight, hotel,
  car and seat reservations may no longer be
  available to autobook
• RESOLUTION training, long term- only allow
  an auth to be in the create state for a certain
  amount of time
• Traveler forgets to SAVE the selected flights,
  car, hotel and seat requests in DTS
• When the user fails to do save on each
  reservation screen, the data will not populate
  into the PNR (passenger name record) and DTS has
  no history of the request
• RESOLUTION training, usage (familiarity),
  long term system remind user to save prior
  moving onto the next screen
• Traveler MUST provide a Method of Payment (MOP)
  for reservations
• If the user does not have a government charge
  card or has an expired card in their profile DTS
  will not allow them to sign the document
• If the traveler is using a CBA as method of
  payment for the airfare and needs a hotel
  reservation they must provide the CTO a credit
  card to hold the reservation
• Most hotels require a credit card guarantee to
  hold the reservation
• RESOLUTION training, usage (familiarity)
  

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Commercial Travel Office (CTO) Tasks

• DTS Traditional
• CTO contacted to book Air, Car, Lodging, Bus,
  Rail
• Confirms bookings in GDS or contacts travel
  suppliers directly
• Performs Quality Control
• Issues Tickets
• Performs CBA Reconciliation
• Provides 24 hour Help Support
• Provides Management Info Reports
• Provide Leisure in Conjunction w/Official Travel

• DTS-Touch
• CTO receives completed Electronic Reservation
  needs
• change by agent
• Performs Quality Control alerts traveler of
  problem
• Issues Tickets
• Provides 24 hour Help Support
• Provide Leisure in Conjunction w/Official Travel

• DTS
• CTO receives completed
• electronic reservation
• Performs Quality Control
• Issues Tickets
• Provides 24 hour Help
• Support
• Provides Leisure in
• Conjunction w/Official
• Travel

Optional Service Priced Separately Satellite
Ticket Printer Staffing Ticket Delivery
Fee For Service 5.00 DTS vs 16.00
traditional
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DTS Interfaces
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DTS Interfaces
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What Are Commercial Travel Services?
Bus
Lodging
Air
Rail
24 Hour Assistance
Rental Car
Ship/Ferry
Management Information Reports Centrally Billed
Account Reconciliation
Ticketing
Quality Control
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CTO Consolidation
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Current DoD CTO Contract Structure
Army 5 contracts/5 regions CONUS 2 European
contracts Navy One contract with 2 line items,
East/West CONUS/OCONUS under one contract Air
Force Approximately 34 contracts CONUS, 7
contracts OCONUS Marines 6 contracts CONUS/1
contract OCONUS Defense Agencies Approximately
29 contracts/task orders DFAS/PMO-DTS 1
contract/one region (DTR 6) 1 Korean contract
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Commercial Travel Office Consolidation

• DTR 6
• Firm fixed price GSA schedule
• Supports the states of IL, IN, IA, MI,
  MN, ND,
• SD, KY, MO, NE, and WI
• Services will be provided for Air Force and
  Defense Agency locations in all 11 states, and
  Army locations in 8 of the 11 states, (excluding
  KY, MO, and NE) and will become effective 29 Nov
  04.
• Approximately 2.3M annual value

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Defense Travel Region 6 (DTR 6)

• Transaction fee based
• Original subcontract to
• American Express by
• TRW for rebates to DoD
• Subcontract by TRW to
• SatoTravel, Inc. for
• 5.25/DTS transaction
• Re-awarded by Government
• to SatoTravel, Inc. per
• Court ruling for 5.00/DTS
• transaction

DTR6
AK
WA
ND
MN
ME
MT
VT
HI
NH
WI
OR
SD
ID
MI
NY
MA
CT
WY
IA
RI
PA
IN
NE
NV
NJ
IL
OH
DE
UT
CO
WV
VA
MD
KS
MO
CA
KY
NC
TN
AZ
OK
NM
AR
SC
GA
AL
MS
LA
TX
FL
Re-awarded to SatoTravel, Inc. on 29 Oct 04
Implementation begins on 29 Nov 04
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Commercial Travel Office Consolidation cont

• Small Business Solicitation
• 130 sites/approximately 90M annual value
• Firm fixed price/transaction fee based
• Increased small business participation from 6
  to 12

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Commercial Travel Office Consolidation cont

• Full Open Solicitation
• Approximately 11,000 sites and activities/approxim
  ately 380M annual value
• Indefinite Delivery Indefinite Quantity (IDIQ)
  contract
• Awarded by task orders with subcontracting to
  small businesses

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Commercial Travel Office Consolidation cont

• Korea Contract (Army) transitioned to PMO-DTS in
  Aug 04
• 11 sites/27.9M annual value/firm
• fixed price

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CTO Acquisition

• Small Business Set-Aside Solicitation
• CBD Announcement Aug 03
• Draft RFP Released 9 Oct 03
• Response to Questions - 23 0ct 03
• DRFP Vendor Conference 27 Oct 03
• Final RFP Released Feb 04
• Proposals Due Jun 04
• Contract Awards Dec 04/Jan 05
• Details
• 32 Travel Areas 130 sites
• 68 Army Sites Military Entrance Processing
  Stations- MEPS) 54 Air Force Sites/5 USMC Sites/3
  DOD Agencies
• Grouped by Service Air Force/MEPS/DOD Agencies

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32 Small Business Travel Areas
71. Malmstrom, Fairchild, Mountain Home Hill
AFBs,
85. McChord AFB
103. MEPS IA, IL, IN, KY, MI, MO, MN, ND, NE,
SD, WI
100. MEPS MA, ME NY
60. Lajes Field, Azores
70. Schriever, Buckley Peterson AFBs, Air
Force HQ Space Command, and US Air Force Academy
101. MEPS MD, NJ,OH, PA, VA WV
105. MEPS CA, AK, AZ, HI, ID, MT, OR, UT WA
66. Scott AFB Arnold AFB TN
61. Hanscom, Robins, Dover McGuire AFBs Rome
Lab NY
52. DCAA Memphis TN
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67. Vance, Tinker, Altus Sheppard AFBs
102. MEPS AL, FL, GA, MS, NC, PR, SC TN
80. Bolling AFB
73. Travis AFB
68. Dyess,Barksdale Goodfellow AFBs
51. DISA Tinker AFB
62. Langley, MacDill, Seymour Johnson
Charleston AFB
82. Kirtland AFB
92. MCLB Barstow MCAS Yuma
72. Nellis, Edwards Los Angeles AFBs
84. Davis-Monthan Luke AFB
50. DeCA LACKLAND AFB TX
81. Patrick AFB Canaveral AFS
83. Cannon Holloman AFBs
91. MARRFORES, NO, MC Reserve MCRD8
63. Shaw,, Moody, Tyndall AFBs
104. MEPS AR, CO, LA, NM, OK TX
Area Numbering 50s DOD Agencies 60s 70s
Air Force 80s Air Force 8a 90s Marine Corps
100s Army
65. Maxwell, Keesler, Little Rock, Columbus
AFBs
69. Laughlin, Lackland, Randolph Brooks AFBs
Staffed Location
Unstaffed Location
64. Eglin AFB and Hurlburt Field
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Full Open Status

• Full Open Solicitation
• CBD Announcement Jun 04
• Draft RFP Released Oct 04
• DRFP Vendor Conference 29 Oct 04
• Final RFP Released 19 Nov 04
• Protest Received 10 Dec 04
• Proposals Due Pending
• Contract Awards Pending

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Full Open Travel Areas

• Full and Open Competition remaining DoD
  Worldwide locations
• Working with Services to determine travel areas
• Representative of large areas to small areas to
  support Competition in Contracting Act (CICA)

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• CTO Contract Management

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CTO Quality Assurance Organizational Structure
Reporting Process
May be tailored to specific Service/Agency needs

• ACOR
• Administrative Contracting Officers
• Representative

ITEC4 Information Technology, E-Commerce and
Commercial Contracting Center
QAE Quality Assurance Evaluators
COR Contracting Officer Representative
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CTO Implementation Training

• Purpose
• DTS Background Briefing/Management Structure
• DTS Demonstration
• QAP Training
• Contract Requirements
• CBA Reconciliation Process
• Quality Assurance Procedures
• Who should attend?
• CTOs
• Transportation Office personnel

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CTO Implementation Training cont

• When is the training?
• Training will be after award of the contract and
• prior to CTO service start date
• Where will the training be held?
• TBD

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• Management Initiative Decision (MID) 921

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MID 921 Commercial Travel Management

• USD(PR) is designated as the lead proponent for
  travel policy and establishment of the Defense
  Commercial Travel Management Office (DCTMO)
• Consolidates, streamlines, and centralizes
  commercial travel policy for the DoD
• Consolidates management of commercial travel
  office (CTO) contracts
• Establishes roles and responsibilities for
  management oversight of the DoD commercial travel
  program

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MID 921 Commercial Travel Management cont

• Plan will establish the DCTMO, and interim
  responsibility and requirements to support near
  term CTO contracts and commercial travel program
  functions
• The DCTMO shall be an active, recognized
  participant in the Departments travel card
  program management process
• MID was signed on 18 Oct 04. The plan for
  establishing the DCTMO will be disclosed within
  90 days.

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• DTS Implementation

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DTS Implementation

• Phase 1 Deploy to 31 pilot sites based on
  services requirements beginning the 1st QTR of FY
  2002. Managed and funded by the PMO-DTS
• Phase II Approximately 250 high value (based on
  ticket volume) sites DoD wide, started in FY 2003
  and scheduled to be completed in FY 2006. These
  sites account for approximately 80 percent of
  total DoD travel volume. Phase II is funded and
  conducted by the PMO-DTS

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DTS Implementation cont

• Phase III Deploy to all other DoD sites, through
  Service/Agency major commands. This runs
  concurrently with Phase II. There are
  approximately 11,000 Phase III sites. Services
  and Agencies must fund the deployment and
  training for Phase III sites

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Fielded Sites (As of 20 DEC 04)

• 39 Phase I sites correspond to 31 Fielded
  Activities Fielded Activities represent a group
  of sites fielded under a
• single effort
• Phase III sites based on numbers reported by
  Services/Agencies on 9 AUG 04 to the IIPT with
  the exception of
• Defense Agencies Phase III site numbers compiled
  and reported by Steve Hotchkiss on 29 OCT 04
• US Navy Phase III site numbers compiled and
  reported by Willie Williams (SPAWAR) on 8 NOV 04

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Phase II Sites
Implementation Schedule

• Camp Casey Apr 05
• Yongson, Korea Apr 05
• Hickam AFB, HI Jun 05
• Naval Station Guam Jun 05
• DLA Pacific, HI Jun 05
• NG State HQ, Diamond Head, HI TBD
• Anderson AFB, Guam Jan 06
• Kadena AB Okinawa JA Feb 06
• Yokota AB JA Mar 06
• Misawa AB JA Apr 06
• Kusan AB Korea Jun 06

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Phase II Sites
Implementation Schedule cont

• Osan AB Korea Jun 06
• Fleet Activities, Yokosuka, JA TBD
• 17th AS Group, Camp Zama, JA TBD
• MCB, Camp Smith, HI TBD
• Camp Butler, Okinawa, JA TBD
• Camp Courtney, Okinawa JA TBD
• MCAS, Iwakuni, JA TBD
• MCAS, Kaneohe Bay, HI TBD

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DTS Service/Agency
Representatives

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PMO DTS Fielding and
Operations IPT Leads Contact Info

• No DSN Line

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PMO DTS Fielding and
Operations IPT Leads Contact Info cont

• No DSN Line

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Defense Travel System
Questions?

• Worldwide Web www.defensetravel.osd.mil
• Phone [phone] DSN 327
• FAX [phone] DSN 332
• E-Mail pmodts_at_osd.pentagon.mil
• Mailing Address
• 241 18th St, Ste 100
• Arlington, VA 22202-3402

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• Backup Slides

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Industry Issues
Challenges to DoD

• Global Distribution System (GDS) Connectivity
• Interface to 4 GDSs
• Unannounced changes by the companies affecting
  DTS
• Foreign Travel
• Fare codes not standardized by foreign carriers
• Currency conversion is a challenge daily
  changes
• Payment processes

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Industry Issues
Challenges to DoD cont

• Rental Cars/Hotels/Airlines
• No standardized coding on inventory
• Availability challenges
• Display/availability limitations affected by
  advertising in GDSs

Federal-wide Issues
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Two Approaches Appropriate for Their
Environment
DTS

• Single Department with chain of command
  structure that can direct end-to-end optimization
  of DoD systems
• 4 Military Services and 25 Defense Agencies
  share some business systems, ongoing DoD
  consolidation efforts
• World-wide coverage use of DoD data
  communications networks drive enhanced security
  requirements
• DoD unique statutory authorities processes,
  DoD configuration management, two-way
  financial/HR interfaces

DoD Accounting, Disbursing, Archive
DoD End-to-End Travel Financial Processing System
eTS

• 24 Federal Business Reference Model Agencies
  with different Executive Branch reporting
  structures
• Diverse range of Federal business systems
• Standard government business travel, which is a
  subset of DoD requirements. Service ends at
  voucher computation.
• Agencies decide the level of integration, if
  any, with their financial and HR systems are
  responsible for all development

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DTS eTravel Collaboration

• PMO-DTS has worked with eTravel program office
• Sharing lessons learned
• Collaborating on innovative solutions/acquisitions
  
• Sharing expertise
• We continue to look for future opportunities to
  leverage the efforts of both programs
• Booking engine
• Electronic Archive
• Change Management
• Business intelligence data mining

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DTS eTravel Collaborationcont

• Current eTravel competition and DTS activities
  are providing benefits for both DTS and eTravel