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DEFENSE TRAVEL ADMINISTRATION COURSE

DEFENSE TRAVEL ADMINISTRATION COURSE. Angela Norman. DTA Logical Flow Process. 1. ESTABLISH ORGANIZATIONS 2. NAME ROUTING LISTS 3. NAME GROUPS/CREATE GLOBAL GROUP MEMBERSHIP RULES 4. ESTABLISH PERSONAL INFORMATION COMPLETE ROUTING LIST DETAILS MANUAL GROUP MEMBERSHIP

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DEFENSE TRAVEL ADMINISTRATION COURSE

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  1. DEFENSE TRAVEL ADMINISTRATION COURSE Angela Norman

  2. DTA Logical Flow Process • 1. ESTABLISH ORGANIZATIONS • 2. NAME ROUTING LISTS • 3. NAME GROUPS/CREATE GLOBAL GROUP MEMBERSHIP RULES • 4. ESTABLISH PERSONAL INFORMATION • COMPLETE ROUTING LIST DETAILS • MANUAL GROUP MEMBERSHIP • 7. SET UP LINES OF ACCOUNTING (LOA) • 8. ESTABLISH BUDGETS • 9. GENERATE REPORTS

  3. The roles and responsibilities used within the DTS are: Lead Defense Travel Administrator (LDTA) Maintains/administers DTS from main org on down Organizational Defense Travel Administrator (ODTA) assists the LDTA and maintains/administers DTS from the sub-org on down Budget/Finance (FDTA) Ensure proper Lines of Accounting are being loaded into the DTS Establish and confirm the budget targets for assigned organizations Centrally Billed Account (CBA DTA) Responsible for using the CBA Reconciliation Module Roles and Responsibilities within DTS

  4. Routing Officials (ROs) any individual assigned to stamp documents in a Routing List Anyone given authority to Review or Approve a travel document is known as an Routing Official in DTS Debt Management Monitor (DMM) Identifies, processes, and monitors traveler records having a Balance Due to the Government Non-DTS Entry Agent (see notes below) Create travel documents for unconnected travelers without reasonable access Responsible for attaching DD 1351-2, all lodging receipts, and receipts $75 or greater to the voucher Traveler Anyone who travels on official business for the DoD Maintains an up-to-date traveler profile in DTS Creates Authorization, Vouchers or Local Vouchers Mandatory to “electronically store” travel documents w/Travel Auth or Voucher Roles and Responsibilities within DTS (cont.)

  5. All Users (with the exception of the Traveler) will have: DD Form 577, Signature Card Certifying Officer Legislation (COL) Traininghttps://www.defensetravel.dod.mil/Passport Instructions for Accessing Training in Travel Explorer (TraX) http://www.defensetravel.dod.mil/Docs/Training_Instructions.pdf Must be accomplished prior to entry into DTS Roles and Responsibilities within DTS (cont.)

  6. Permission levels within DTS control who has access to the features and functions Each user is assigned one or more roles within the system (e.g. traveler, RO, DTA) Each role has a permission level (s) that identifies what can be done in DTS (e.g. Maintenance Tool, Budget, etc.) and controls the user’s ability to view and edit data in documents and make changes to system settings controlled at the local level Generally, permission levels define what a user can do within DTS Permissions do not need to be distributed consecutively L/ODTAs must have permissions in order to give them away User Permission Level(s)

  7. Permission Level 0 Access DTS Travelers and Non-DTS Entry Agents will receive ONLY Permission Level 0 Create travel documents Update certain fields in personal profiles Permission Level

  8. Permission Level 1 Read-Only, the budget module and LOA balances Permission Level 2 Provides the routing official(s) the ability to affix stamps to the DTS documents Permission Level 3 Create and edit budget module and traveler EFT data Permission Level 4 Specialized access to the MIS Reports Module and CBA Reconciliation Module Permission Level (cont.)

  9. Permission Level 5 Access to Maintenance Tool Permission Level 6 Creation of LOAs Debt Management Module Permission Level 7 (Service Level DTA) Signature override capability Deployment tool during initial site set-up Permission Level (cont.)

  10. Typical DTS Roles & Permission Level(s) Role Permission Level(s) Traveler 0 Non DTS Entry Agent 0 Routing Official 0,1,2 Budget DTA 0,1,3 CBA/Transportation Officer 0,2,4 Debt Management Monitor 0,1,2,6

  11. Typical DTS Roles & Permission Level(s) Role Permission Level(s) Finance DTA 0,1,5,6 Organizational DTA 0-5 Lead DTA 0-6 Service/Agency DTA 0-7 Northrop Grumman 0-8 DoD PMO 0-9

  12. Permission Level(s) Summary • Are documented in local business rules • Must be assigned at least a 0 to access DTS • Limit users’ functionality based on their responsibility within the organization • Must have permission in order to give them • Permissions do not need to be given consecutively NOTE: Along with permission level(s), Organization and/or Group Access may be required in order to view certain modules and functions.

  13. Organizations Can be defined as a unit, agency, activity, or department within DoD that has responsibility for reporting purposes and budgetary control of funds Are hierarchical with a minimum of one organization (main org) Can have one or manysub-organizations Organizations

  14. The current organizational chart is a starting point in creating the DTS organizational structure The determination to create sub-organizations is based on the following criteria: Lines of accounting/budgets Reporting CTO CBA Organizational Structure

  15. DoD has established a standard organization naming convention for use in DTS Appendix Q                     20 Alphanumeric Data Field Positions Department of Defense Naming Sequence

  16. Navy Naming Convention http://www.defensetravel.dod.mil/Training/DTS/Docs/TrnMat/DTA_App_Q.pdf

  17. DEPT OF DEFENSE NAVY ENGINEERING LOGISTICS TEAM A NAVAL SEA COMMAND DoD Organization Naming Sequence DNUNBTMANSCFFC FLEET FORCES COMMAND

  18. Every person must be assigned to an organization in their individual personal profile A traveler cannot be added to the system nor will documents be processed without an organization of assignment Users and User/Travelers may only be assigned to one organization Organization of Assignment

  19. Organizational access allows users to accomplish their DTS responsibilities, based on their permission level/role Travelers need no organizational access Anyone with Permission Level greater than 0 will, as a general rule, get organizational access Organizational Access

  20. Sample DTA Setup Lead DTA Main Organization UNDERWATER NAVAL BASE Sub Organization Sub Organization NAVAL SEA COMMAND NAVY SUPPLY CENTER Organizational DTA

  21. Organizations can be defined as a unit, agency, activity, or department within DoD that has responsibility for reporting purposes and budgetary control of funds Organizations: are hierarchical control reporting and budgets control access to people tables, org tables, group lists, routing lists, budgets, pull-down menus, and reporting data Sub-organization names are: an extension of the main organization naming sequence developed to the lowest level of an org chart needed to support budgets, reporting, CTO and CBA functions Users and user/travelers are assigned to one organization Organization Summary

  22. Routing Lists establish the steps for electronic approval processing for documents Each organization must have one routing list and each routing list must have components for: Authorizations Vouchers Local Vouchers Routing lists specify the order of processing each document type Routing Lists

  23. DTAs will: Setup the routing lists names Select organizations that will use the routing list Determine the default routing list for their organization Routing Lists can also be: Deleted Copied Routing Lists (cont.)

  24. Each level in a routing list should have at least one alternate This is accomplished by adding at least two different ROs at the same Routing List level Each official receives simultaneous notification The document is removed from both queues once one routing official signs the document ROs can delegate their responsibilities to other officials with appropriate permission levels, access, and certification Routing Officials

  25. Organizations must contain at least one routing list with components for each document type. Minimum elements for an Authorization: CTO Submit CTO Booked Approved Minimum elements for vouchers and local vouchers: Approved Minimum Elements

  26. Authorization Elements • AUTHORIZATION • CTO SUBMIT (Level 3) • CTO BOOKED (Level 4) • REVIEWED (Optional) (Level 10) • REVIEWED (Optional) (Level 15) • APPROVED (Level 25) DTA will determine the level number assigned to status codes Number not to exceed 25

  27. Document Stamps • SIGNED– Used to initiate document routing • REVIEWED – Used to indicate some action, determined by the organization, has been accomplished Most organizations place the Budget person here. • APPROVED – Used in routing lists to signify that an AO has approved the document; funds are then obligated or disbursed • T-ENTERED – Used by a Non DTS Entry Agent (NDEA) to digitally sign a Voucher for the user/traveler • Additional Stamps: • RETURNED – Used by an RO to return a document to the Traveler. Traveler must make the change, resign the document and the ROs must affix stamps • CANCELLED – Used by the RO to affix the Cancellation Stamp to a document when NO expenses have been incurred

  28. System Generated Stamps • CREATED – Generated at the time a new document is opened • CTO SUBMIT – Routes the authorization to the CTO when the reservations module is used by the user/traveler to make TDY air, lodging, and rental car arrangements • Passenger Name Record (PNR) is sent to CTO with the CTO Submit stamp • CTO BOOKED – step no longer required for DoD because of the reservation module, but CTO still needs this stamp • REJECT – Indicates that a document has failed an audit

  29. 3 1 2 4 Reservation Process User/Traveler CTO • Checks reservations • QCs record • Contacts user/traveler if required • Logs on with PKI cert • Inputs itinerary • Reserves air, hotel, rental car • Digitally signs trip document RO CTO • Receives E-mail Notification • Digitally stamps the trip document …or • Returns to user/traveler for changes • Issues tickets • Assists user/traveler with enroute changes

  30. Foreign Travel Example Traveler YES IF FOREIGN TRAVEL OCCURS Mary Farrell (TO) NO Mike White (AO/CO) Conditional Routing Foreign Travel • Conditional Routing is used to route a document to an individual only when specific criteria are met • Conditional Routing is required for Foreign Travel • If  Then  Else statements

  31. A Routing List is the electronic path that a document takes through DTS in order to be approved A Routing List shell (name) is created at time the organizational profile is created Each organization must have at least one Routing List with components for all three DTS travel documents Additional Routing List shells can be created using the Maintenance Tool Routing lists cannot be deleted if they are the Organizational Default routing list or they are the default routing list in the personal profiles Routing List Summary

  32. Each organization with personnel assigned must have at least one routing list that covers each document type Do not put the same official at more than one level Designate alternate all Routing Officials (ROs) Alternates must have the same permissions, access, and certification as primary ROs The minimum number in routing lists is level 2 The maximum number in routing lists is level is 25 No level can go before level 2 nor after level 25 The approved stamp must be last in the routing sequence Routing lists cannot be deleted if they are the Default routing list for the Organization or they are the default routing list in the personal profiles Routing List Summary

  33. Groups • The purpose of “groups” is to allow people with the proper group access “anytime” access to travel documents for the travelers in their group • Group access is given to DTAs, Help-Desk personnel, and Non DTS Entry Agents (NDEAs) • Group-access is granted for a single group at a time • Routing Officials are typically not given group access • Travelers do not get group access • Travelers will be members of at least one group, but can be members of numerous groups as a result of the established GGMRs

  34. Sub Organization SEA Group Names Main Organization UNB UNDERWATER NAVAL BASE Main Organization TMA TEAM A Sub Organization NSC SEA NSC Sub Organization FFC FFC

  35. Global Group Membership Rules • Global Group Membership Rules (GGMRs) are used to: • Make every User/Traveler assigned to a specific organization automatic members of that organization’s group and all groups above it up to TNZ • This allows anyone from TNZ on down, with proper group access, the ability to view documents down to the lowest sub-organization • Global Group Membership Requirements: • Member Organization Name (the organization for which the rules are being established) • Group Organization Owner Name (name of the organization that owns the group) • Group Name

  36. Global Group Membership Rules DN DN Site UNB UNDERWATER NAVAL BASE Main Organization TMA TEAM A NSC Sub Organization Sub Organization SEA NSC SEA Sub Organization FFC FFC

  37. Creating GGMRs for DNZUNBTMASEAFFC UNB DN TMA NSC FFC DN UNB TMA SEA FFC

  38. Creating GGMRs for DNUNBTMASEA UNB DN NSC TMA DN UNB TMA SEA

  39. Creating GGMRs for DNUNBTMA DN UNB TMA DN UNB TMA

  40. Creating GGMRs for DNUNBTMANSC UNB DN NSC TMA DN UNB TMA NSC

  41. Global Group MembershipCE LCMC (formerly CECOM)

  42. The purpose of “groups” is to allow people with the proper group access “anytime” access to travel documents for the travelers in their group Group access is given to DTAs, Help-Desk, and Non DTS Entry Agents(NDEA) Global Group Membership Rules (GGMRs) are used to: Make every User/Traveler assigned to a specific organization automatic members of that organization’s group and all groups above it up to TNZ Allow anyone from TNZ on down, with proper group access, the ability to view documents down to the lowest sub-organization Global Group Membership Requirements: Member Organization Name (the organization for which the rules are being established) Group Organization Owner Name (name of the organization that owns the group) Group Name Group Membership Summary

  43. Individual Group Membership • Used to add travelers to a specific group for the express purpose of managing their travel documents/funding • Used when global group membership rules do not apply • Once a group has been created users can be added manually • To add members manually to a group, DTAs must search and then add the member to the group

  44. Sub Organization SEA Individual Group Membership Main Organization UNB UNB Main Organization TMA TEAM A Sub Organization NSC SEA NSC Sub Organization BOARDS FFC Add members Manually to Group FFC

  45. Used to add travelers to a specific group for the express purpose of managing their travel documents/funding Used when global group membership rules do not apply Once a group has been created users can be added and removed manually Individual Group Membership Summary

  46. Users are individuals who: Do not travel Need access to perform various administrative tasks Will only have a partial personal profile User/Travelers are individuals who: Will be able to create or have travel documents created for them Will have a default routing list Will have a complete personal profile Users and User/Travelers

  47. Establish Personal Information - Users

  48. Establish Personal Information – User/Travelers

  49. People Detach, Receive, Reassign, Delete NSC SEA FISC PAO SMA FFC MHQ *Reassign ***Delete None Org **Detach Receive • * Can only be done by the DTA from NSC**Detached User or Travelers stay in the None Org indefinitely, until Received into another organization*** User or Travelers deleted from the system after 15 months

  50. Permission Levels & User ID Reset

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