D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April...

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

Transcript of D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April...

Page 1: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Developing a Business Case

Carol JohnsonLawrence Berkeley National Laboratory

Travel ManagerApril 14, 2002

Page 2: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

What I hoped to find at LBNL…

Page 3: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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

Page 4: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

That produce desired results on the front and back ends…

Page 5: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

And sometimes exceed expectations

Page 6: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

What I found was …

Page 7: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Well, something like this…

Page 8: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Specifically• Manual Voucher Process

– Multiple Forms– Multiple Systems

• Travel Reporting System Issues– System Outdated– Data Integrity Questioned

Page 9: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Our Vehicle Is Not

• “Best in Class”

• “User Friendly”

• Producing Desired Outcomes

• Exceeding Expectations

Page 10: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

The Desired State

An End-to-end Solution•Authorization

•Budget Information

•Voucher

•Audit

•Payment

•Data

Page 11: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

The Approach

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

Opportunities

Page 12: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

What Did We Learn?

Page 13: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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.

Page 14: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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 = ????

Page 15: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

What Did We Learn?

Page 16: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

The Journey Begins

Formation of the Team– ISS– Travel– Divisions– Finance– Internal Audit

Ready, Set . .

Page 17: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Establishing the ItineraryFormation of a Plan

– Determine Our Needs– Identify Solutions– Evaluate Systems– Develop Business

Case– Procurement– Development– Implementation

Agenda

Page 18: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Justify the Trip

• Improve Efficiency– Eliminate

Redundancy

• Save Time– Reduce Effort

• Save Money– $300K in 1st year

Page 19: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Choosing the Vehicle

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

Page 20: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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

Reminder

Page 21: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Custom Options

• LDAP – Single sign-on

• HRIS – HR Data• Maritz - Tickets• USBank - Expenses• Projects - Approval• GL/AP - Financial

Page 22: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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

Page 23: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

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

Page 25: D eveloping a Business Case Carol Johnson Lawrence Berkeley National Laboratory Travel Manager April 14, 2002.

Are We There Yet?• Lab-wide System Implementation

• Travel Office Becomes Help Desk

• Continue Developing System

• Follow-up Assessment