Briefing on: Travel and Leave Request

1
Briefing onTravel and Leave Request

• Program Support Group
• Ruth Pordes, Penelope Constanta,
• Jen Nahn, Mari Herrera, Jo Ann Larson
• Matt Arena, Shirley Jones

2
Project Umbrella

• Paperless Travel/Leave Request Subproject of the
  Enterprise Infrastructure Upgrade (EIU) umbrella
  project
• EIU main goal Automation of workflows by making
  all Computing Division processes PAPERLESS!
• Other benefits Uniformity, simplicity, accuracy
  and coherent access

3
Basic Workflow
Enter Leave type Personal (Vacation, Sick,
Jury) or Business?
Business type Domestic or Foreign travel?
Foreign travel triggers a few more steps
Domestic travel triggers simple steps
Personal
Approval process
4
Leave/Travel Request Project Scope

• Provide a paperless way of requesting and
  approving vacation, sick, business and other out
  of office time
• Automate the Domestic and Foreign travel
  processes to a paperless system that will
  automatically update, push data, notify, and
  enable electronic signatures

5
Leave Request User Interface

• User interface is web based requiring login and
  facilitates input with
• Calendar
• Electronic approval
• Automated report of whos out of office

6
Leave Request Work in Progress!
7
Travel Request User Interface

• Same as for Leave Request but including extra
  information about the trip
• Dates of travel
• Destination
• Purpose
• Task number
• Electronic approval
• Admin user interface replaces paper travel forms
• Cost estimate (yellow)
• Voucher

8
Travel Admin User Interface
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Travel Request Approval

• Upon a request the supervisor approves and
  triggers all the steps done by admins
• All approvals will use electronic signatures,
  saving time and money (air fares)
• Consistency and accuracy

10
Travel Request FTMS

• FTMS (DOE foreign travel database) information
  will be filled automatically
• Single point of entry for cost estimate, FTMS,
  Accounting, etc
• No duplicate entry, handwritten forms, shuttling
  between WH and FCC or waiting for signatures

11
Project Phases

• Phase 1 Leave Requests
• Start with the simplest request type
• Implementation of approval workflow for CD
  (scales to all request types)
• Phase 2 Domestic Travel Requests
• Phase 3 Foreign Travel Requests
• Phase 4 Interface with FTMS
• Phase 5 Interface with Effort Reporting
• Phase 6 Directorate approval workflow