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Developing a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, Developing a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002

What I hoped to find at LBNL… What I hoped to find at LBNL…

Products that were “best in class” and “user friendly”… Products that were “best in class” and “user friendly”…

That produce desired results on the front and back ends… That produce desired results on the front and back ends…

And sometimes exceed expectations And sometimes exceed expectations

What I found was … What I found was …

Well, something like this… Well, something like this…

Specifically • Manual Voucher Process – Multiple Forms – Multiple Systems • Travel Reporting Specifically • Manual Voucher Process – Multiple Forms – Multiple Systems • Travel Reporting System Issues – System Outdated – Data Integrity Questioned

Our Vehicle Is Not • • “Best in Class” “User Friendly” Producing Desired Outcomes Our Vehicle Is Not • • “Best in Class” “User Friendly” Producing Desired Outcomes Exceeding Expectations

The Desired State An End-to-end Solution • Authorization • Budget Information • Voucher • The Desired State An End-to-end Solution • Authorization • Budget Information • Voucher • Audit • Payment • Data

The Approach Fact Finding • Map the Process • Document Effort • Determine Costs The Approach Fact Finding • Map the Process • Document Effort • Determine Costs • Share Information • Identify Opportunities

What Did We Learn? What Did We Learn?

Existing Pre-approval Existing Pre-approval

Existing Expense Reporting Existing Expense Reporting

What Did We Learn? What Did We Learn?

The Journey Begins Formation of the Team – – – ISS Travel Divisions Finance The Journey Begins Formation of the Team – – – ISS Travel Divisions Finance Internal Audit Ready, Set. .

Establishing the Itinerary Formation of a Plan – – – – Determine Our Needs Establishing the Itinerary Formation of a Plan – – – – Determine Our Needs Identify Solutions Evaluate Systems Develop Business Case Procurement Development Implementation Agenda

Justify the Trip • Improve Efficiency – Eliminate Redundancy • Save Time – Reduce Justify the Trip • Improve Efficiency – Eliminate Redundancy • Save Time – Reduce Effort • Save Money – $300 K in 1 st year

Choosing the Vehicle • • • Familiarity with Government Travel CONUS/OCONUS Rates Best Match Choosing the Vehicle • • • Familiarity with Government Travel CONUS/OCONUS Rates Best Match for LBL Systems Best Match for LBL Processes Best Price

Standard Features: • Split Costs • CONUS/OCONUS • Make Changes • Check Status • Standard Features: • Split Costs • CONUS/OCONUS • Make Changes • Check Status • Web Based • Delinquency Reminder

Custom Options • • • LDAP – Single sign-on HRIS – HR Data Maritz Custom Options • • • LDAP – Single sign-on HRIS – HR Data Maritz - Tickets USBank - Expenses Projects - Approval GL/AP - Financial

Gelco Pre-approval Gelco Pre-approval

Gelco Expense Reporting Gelco Expense Reporting

Budget Time Activities Calendar ’ 01 Sep – Procurement Oct – Installation, Demonstrations, Admin Budget Time Activities Calendar ’ 01 Sep – Procurement Oct – Installation, Demonstrations, Admin Training Nov –Technical development ’ 02 Jan – Specs for Customization Mar – New Version installed Apr – Specs for Customization ’ 03 Jan – System Testing Mar – Acceptance Testing May - Division Pilot Jun – Lab roll-out Aug - Shut down legacy system

Are We There Yet? • • Lab-wide System Implementation Travel Office Becomes Help Desk Are We There Yet? • • Lab-wide System Implementation Travel Office Becomes Help Desk Continue Developing System Follow-up Assessment