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D eveloping a Business Case

This case study explores the process of developing a comprehensive solution to streamline travel management at Lawrence Berkeley National Laboratory, including areas of improvement, cost analysis, and implementation plans.

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D eveloping a Business Case

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  1. Developing 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 Specifically • Manual Voucher Process • Multiple Forms • Multiple Systems • Travel Reporting System Issues • System Outdated • Data Integrity Questioned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 QUALITY 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

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