Developing a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002
What I hoped to find at LBNL…
Products that were “best in class” and “user friendly”…
That produce desired results on the front and back ends…
And sometimes exceed expectations
What I found was …
Well, something like this…
Specifically • Manual Voucher Process – Multiple Forms – Multiple Systems • Travel Reporting System Issues – System Outdated – Data Integrity Questioned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 Exceeding Expectations
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 • Share Information • Identify Opportunities
What Did We Learn?
Existing Pre-approval
Existing Expense Reporting
What Did We Learn?
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 Identify Solutions Evaluate Systems Develop Business Case Procurement Development Implementation Agenda
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 for LBL Systems Best Match for LBL Processes Best Price
Standard Features: • Split Costs • CONUS/OCONUS • Make Changes • Check Status • Web Based • Delinquency Reminder
Custom Options • • • LDAP – Single sign-on HRIS – HR Data Maritz - Tickets USBank - Expenses Projects - Approval GL/AP - Financial
Gelco Pre-approval
Gelco Expense Reporting
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 Continue Developing System Follow-up Assessment
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