USDA eGovernment Travel Implementation

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USDA eGovernment Travel Implementation

• Presented byReggie Darby

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eGovernment Travel

• USDA awarded an eGovernment Travel Contract
  June 23, 2006, to replace legacy TDY travel.
• USDA eGovernment travel vendor is Northrop
  Grumman Mission Systems (NGMS).
• The new travel system is called

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eGovernment Travel

• eGovernment Travel replaces existing processes
  for making TDY reservations, preparing
  authorizations, and vouchering for reimbursement.
• eGovernment Travel provides self service, online
  booking, electronic authorization and vouchering,
  automated routing for approvals, and split
  disbursements.

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eGovernment Travel

• eGovernment Travel System allows agencies to
  better manage travel costs through the use of
  self-service functions these are the most
  economical fees.
• eGovernment Travel System replaces the current
  process for using the centrally billed accounts
  for purchasing airline tickets.
• eGovernment Travel System will interface with the
  USDA Financial System for
• Authorizations and advances
• Voucher Payments for employee travel
  reimbursement and the Bank of America (BoA)
• Back feed interface of valid accounting and
  payment notifications

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eGovernment Travel

• The eGovernment Travel System will also interface
  to BoA to allow travelers to review individually
  billed charge card transactions.
• eGovernment Travel System will replace two USDA
  automated systems GVTS and TRVL (only TDY
  Portion).
• eGovernment Travel does not replace existing
  processes for relocation.
• USDA will not process Local travel through
  GovTrip.
• At this time, an Agencys current processing
  method for Local travel reimbursement will
  continue.

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eGovernment Travel Benefits

• Electronic Routing Documents are automatically
  routed to the reviewers and approvers.
• Receipt Imaging Receipts are electronically
  attached by scanning or faxing and permanently
  stored with documents to meet retention
  requirements.
• Split Disbursements Payments will be disbursed
  to the SmartPay vendor (currently Bank of
  America) to pay centrally billed and individually
  billed charge card transactions.

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eGovernment Travel Benefits

• Travel Preparers Agencies can designate
  individuals to prepare authorizations and
  vouchers on behalf of the traveler while still
  utilizing the self-service function.
• Self-Service Function Travelers may utilize
  the self-service function to select flights and
  hotels on-line, thereby incurring the lesser
  service fees.

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eGovernment Travel Benefits

• Reports GovTrip generates canned and ad hoc
  reports
• Trip Purpose Report
• Accounting Code Report
• Travel Funds Tracking Report
• Outstanding Cash Advance Report
• Unsubmitted Voucher Report
• Paid Vouchers Report
• Statistical Sampling Report
• Additional canned and ad hoc reports available

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eGovernment Travel Benefits

• Single Login GovTrip website automatically
  directs users to the eAuthentication login
  screen for validation and re-directs to GovTrip
  once travelers access is validated.
• All travelers must register at the OCIO
  eAuthentication site to obtain ID and password,
  if the traveler has not used eAuthentication
  (Aglearn) in the past. Otherwise use Aglearn ID
  and Password.
• Users will log into GovTrip using their
  eAuthentication credentials.
• Users can access GovTrip even when away from
  their USDA computer.
• Travelers can contact the USDA OCIO Help Desk
  for all access issues they are unable to resolve.

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Travel Authorization Process
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Agency Implementation Tasks

• Obtain Resource Commitment.
• OCFO/ACFO-FS assigns an implementation team to
  each agency, that includes government resources
  and a dedicated contractor individual.
• It is highly recommended that Agencies assign
  travel and financial personnel familiar with your
  processes to the eGovernment Travel agency
  implementation team.
• Develop an Integrated Project Plan and monitor
  milestones.
• Conduct weekly agency progress meetings.
• Develop agency training strategy.

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Agency Implementation Tasks

• Conduct AS IS and TO BE sessions (e.g.,
  Agency workflows-approval chains) - map and test
  the business processes, including the security
  roles and access authorities.
• Gather and validate user profiles for upload to
  GovTrip.
• Profile information contained in the current EDS
  FedTraveler System will be removed, cleansed,
  transformed, and transferred to the new system.
• Conduct User Acceptance Testing and Live
  Production Verification to validate the agency
  configuration between GovTrip and the Financial
  system.

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Agency Implementation Tasks

• Conduct Agency Training for all GovTrip user
  roles and FFIS training as it relates to GovTrip.
  
• Complete Cutover Strategy collect all
  outstanding advances and deobligate outstanding
  authorizations legacy TRVL data will not be
  converted into GovTrip.
• Ensure authorizations are established in the
  legacy travel system for trips that cross the
  implementation date.

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Training Strategy

• Agencies will receive Instructor Led Hands on
  training covering each of the following
  functional roles
• Traveler
• Travel Arranger
• Approving Official
• Agency Travel System Administrator
• Train-the-Trainer approach train a cadre of
  agency designated users who in turn will train
  others in the agency.

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Training Strategy

• Webcast.
• Computer- Based Training, On-line Training, or
  auditorium demonstration training for refresher
  or ongoing training.
• Agencies will receive FFIS/Travel training with
  updated procedures as it relates to FFIS travel
  documents and table settings.

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Phased Implementation Order

• Agencies Implemented into GovTrip
• Phase I OIG June 4, 2007
• Phase II RMA November 19, 2007
• FAS
• Phase III ARS March 10, 2008
• ERS
• NASS
• CSREES
• GIPSA

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Phased Implementation Order

• Next Agencies Scheduled to Implement into GovTrip
• Phase IV APHIS July 7, 2008
• DASO
• FSA
• RD
• NRCS

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Phased Implementation Order

• Future USDA Agencies to Implement into GovTrip
  
• Phase V AMS October 2008
• FNS
• FSIS
• Phase VI FS December 2008

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Travel Cost

• Self Serve (self booking on-line) vs. Full
  Service (phone call to travel agent).
• Voucher Fee
• Self Domestic International
• Service Phone Phone
• TMC Fee 4.60 27.75 36.25
• Voucher Fee 13.50 13.50 13.50
• Total 18.10 41.25 49.75

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Key ACFO-FS Staff

• Program Managers - Kay Levy
• Jerry Chenault
• Project Managers - Dennis Secketa
  
  Jeffery Boudreaux

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Closing Remarks