Briefing on: Travel and Leave Request Program Support Group Ruth Pordes, Penelope Constanta, Jen Nahn, Mari Herrera, Jo Ann Larson Matt Arena, Shirley Jones
Project Umbrella Paperless Travel/Leave Request: Subproject of the Enterprise Infrastructure Upgrade (EIU) umbrella project n EIU main goal: Automation of workflows by making all Computing Division processes PAPERLESS! n Other benefits: Uniformity, simplicity, accuracy and coherent access n
Basic Workflow Enter Leave type: Personal (Vacation, Sick, Jury) or Business? Business type = Domestic or Foreign travel? Personal Domestic travel triggers simple steps Approval process Foreign travel triggers a few more steps
Leave/Travel Request: Project Scope Provide a paperless way of requesting and approving vacation, sick, business and other out of office time n Automate the Domestic and Foreign travel processes to a paperless system that will automatically update, push data, notify, and enable electronic signatures n
Leave Request: User Interface n User interface is web based requiring login and facilitates input with: Calendar n Electronic approval n n Automated report of who’s out of office
Leave Request: Work in Progress!
Travel Request: User Interface n Same as for Leave Request but including extra information about the trip n n n Dates of travel Destination Purpose Task number Electronic approval Admin user interface replaces paper travel forms n n Cost estimate (“yellow”) “Voucher”
Travel Admin User Interface
Travel Request: Approval Upon a request the supervisor approves and triggers all the steps done by admins n All approvals will use electronic signatures, saving time and money (air fares) n Consistency and accuracy n
Travel Request: FTMS (DOE foreign travel database) information will be filled automatically n Single point of entry for cost estimate, FTMS, Accounting, etc n No duplicate entry, handwritten forms, shuttling between WH and FCC or waiting for signatures n
Project Phases n Phase 1 – Leave Requests n n n n 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
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