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![Page 1: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.](https://reader036.fdocuments.us/reader036/viewer/2022070413/5697bf921a28abf838c8f47c/html5/thumbnails/1.jpg)
Developing a Business Case
Carol JohnsonLawrence Berkeley National Laboratory
Travel ManagerApril 14, 2002
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What I hoped to find at LBNL…
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Products that were “best in class” and “user friendly”…
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That produce desired results on the front and back ends…
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And sometimes exceed expectations
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What I found was …
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Well, something like this…
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Specifically• Manual Voucher Process
– Multiple Forms– Multiple Systems
• Travel Reporting System Issues– System Outdated– Data Integrity Questioned
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Our Vehicle Is Not
• “Best in Class”
• “User Friendly”
• Producing Desired Outcomes
• Exceeding Expectations
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The Desired State
An End-to-end Solution•Authorization
•Budget Information
•Voucher
•Audit
•Payment
•Data
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The Approach
Fact Finding• Map the Process• Document Effort• Determine Costs• Share Information• Identify
Opportunities
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What Did We Learn?
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Existing Pre-approval
Traveler obtains
cost estimates.
Traveler completes
ESD's travel request
form and routes for
approvals.
Calls Maritz.
On-line.
Program lead
approves?
Form is routed to
Div is ion Of f ice (DO).
Contacts traveler for
additional information.
Form
complete?
Do creates Travel
Authoriazation (TA).
DO TA forw ards
to Budget Analyst
for s ignature and
tracking costs.
TA is returned
to DO for
processing.
DO makes
copy for
traveler.
Original TA is sent
to Central Travel
Of f ice.
Traveler
goes on trip.
See Central Travel
Of f ice Flow Chart.
DO sends a copy
of TA to traveler.
Yes
No
No
Yes
Total cycle time = 5 days
Need to travel.
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Existing Expense Reporting
Traveler returns
f rom trip.
Traveler completes
Expense Report
(ER); prints and
routes for s ignature.
Div is ion
Of f ice (DO)
approves?
(DO) forw ards ER to
Program Lead (PL)
for approval.
ER is returned to traveler
to provide additional
information.
PL
approves?
ER is returned
to DO.DO makes
copy of ER.
ER is forw arded to
Central Travel Of f ice for
processing
See Central Travel
Of f ice Flow Chart.Copy of ER sent to
traveler.
NoNo
Yes
Yes
Cycle time = ????
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What Did We Learn?
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The Journey Begins
Formation of the Team– ISS– Travel– Divisions– Finance– Internal Audit
Ready, Set . .
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Establishing the ItineraryFormation of a Plan
– Determine Our Needs– Identify Solutions– Evaluate Systems– Develop Business
Case– Procurement– Development– Implementation
Agenda
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Justify the Trip
• Improve Efficiency– Eliminate
Redundancy
• Save Time– Reduce Effort
• Save Money– $300K in 1st year
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Choosing the Vehicle
• Familiarity with Government Travel• CONUS/OCONUS Rates• Best Match for LBL Systems• Best Match for LBL Processes• Best Price
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Standard FeaturesFeatures:• Split Costs• CONUS/OCONUS• Make Changes• Check Status• Web Based• Delinquency
Reminder
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Custom Options
• LDAP – Single sign-on
• HRIS – HR Data• Maritz - Tickets• USBank - Expenses• Projects - Approval• GL/AP - Financial
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Gelco Pre-approval
Need to travel.Traveler obtains
cost estimates.
Calls Maritz.
On-line.
Approval.Traveler completes
Travel Authorization.Database.
Total cycle time = 5 minutes
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Gelco Expense Reporting
Database.Voucher from Travel Authorization.
Payment.
Total cycle time = 24 hours
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Budget Time
Activities Calendar’01 Sep – ProcurementOct – Installation, Demonstrations, Admin Training Nov –Technical development’02 Jan – Specs for Customization Mar – New Version installedApr – Specs for Customization’03 Jan – System Testing Mar – Acceptance TestingMay - Division PilotJun – Lab roll-outAug - Shut down legacy system
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Are We There Yet?• Lab-wide System Implementation
• Travel Office Becomes Help Desk
• Continue Developing System
• Follow-up Assessment