GovTrip

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GovTrip

• Presented byJeffery Boudreaux

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Agenda

• GovTrip Update
• New GovTrip Functionality
• Update on Split Disbursement
• GovTrip and FMMI
• GovTrip 2.0 Update

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GovTrip Update

• GovTrip Update
• Status of Recommendations
• Upgraded System Architecture
• Secure Flight

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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

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Upgraded System Architecture

• Tier 4 Implemented 3/9/2009
• Added an additional web and application tier
  suite for the production environments.
• Since implementation GovTrip has not experienced
  any load bearing system downtime.
• Since 3/10/2009 page response time is averaging 1
  second, Down from a high of 5 seconds before Tier
  4.

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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
• Well 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.

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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

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New GovTrip Functionality

• Copy Function
• This functionality allows for Authorizations per
  diem locations, comments and expenses (excluding
  reservations, reservation expenses and advances)
  to be copied on to a new Authorization with
  updated dates.

• The copy link will appear in the Print/Copy
  column

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New GovTrip Functionality (cont.)

• Copy Function continued
• After the copy link is selected, the user will
  be prompted to enter their new trip dates. In
  addition, if the user has Group Access, they may
  search for another traveler to copy this
  authorization to. Once the date and Traveler is
  confirmed, select the Proceed button to continue.

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New GovTrip Functionality (cont.)

• Copy Function continued
• After proceeding, the user will be taken to the
  preview trip screen where all non-reservation
  expenses have been copied into the new
  Authorization.

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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

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New GovTrip Functionality (cont.)

• Constructed Trip
• The Constructed Trip functionality will be
  utilized on Vouchers by making a copy of the
  original (actual) trip.

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New GovTrip Functionality (cont.)

• Constructed Trip - continued
• GovTrip will copy all expenses except
  Reservations to the Constructed Trip.

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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).

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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.

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New GovTrip Functionality (cont.)

• Constructed Trip continued

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New GovTrip Functionality (cont.)

• Constructed Trip continued

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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.

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New GovTrip Functionality (cont.)

• Constructed Trip continued
• The total for each trip is shown in the Default
  printed form as well

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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

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New GovTrip Functionality (cont.)

• Edit Audit Descriptions
• The ability to modify the pre audit descriptions.
  OCFO provided the list of USDA Pre-audits to the
  Agencies for review and comment. Based on feed
  back received from USDA, GovTrip modified the
  pre-audit descriptions.

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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.

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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.

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New GovTrip Functionality (cont.)

• New fields
• Show Full LOA
• Independent Days Past Trip search
• Report on specific persons
• Send e-mail notifications

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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

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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.

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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.

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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

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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 employees credit
  cart account record in US Banks AccessOnline.
  This AccessOnline updates the crosswalk table.
  (see the following slide for the location of the
  PSEUDO in AccessOnline.)

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Split Disbursement (cont.)
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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
  Banks 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.

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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

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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

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• Questions and Discussions

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GovTrip
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