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

2. What I hoped to find at LBNL…

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

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

5. And sometimes exceed expectations

6. What I found was …

7. Well, something like this…

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 Specifically Manual Voucher Process –Multiple Forms –Multiple Systems Travel Reporting System Issues –System Outdated –Data Integrity Questioned

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

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

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

12. What Did We Learn?

13. Existing Pre-approval

14. Existing Expense Reporting

15. What Did We Learn?

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

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

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

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

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

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

22. Gelco Pre-approval

23. Gelco Expense Reporting

24. 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

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