Attachment J-12.3_ GFI - ETSNext Service Blueprint - Domestic Trip w Cancellation_10-11-23.pdf

Line of interaction

Time spent

Te ch no lo gy E m pl oy ee

Phase

Onstage actions (interactions directly w/ traveler)

Traveler actions

Backstage actions (by employee, not visible to traveler)

Supporting processes (supports employees delivering service)

ETSNext Service Blueprint May 18, 2023

Physical evidence (tools used)

Line of visibility

Line of internal interaction

Traveler action

Employee action

Service Activity Group

System action

ID#

Legend

Voucher (TRT.010.060 Temporary Duty [TDY] and Local Travel Voucher Processing and Audit)

10-40 min paper & digital receipts

Creates voucher from authorization

10-15 minutes for each step / 3 days total

Submits voucher for reimbursement approved voucher

Receives notice of approved voucher disbursement request

Receives payment

Receives travel card statement & pays balance

3-5 days 3-5 weeks

System displays that payment has been approved

Card company sends travel card statement

Ticketing (TRT.010.040 Travel Ticketing)

3 days prior to travel

Verifies and edits actual expenses updated TA w/ obligation confirmation

Receives e-tickets & itinerary

TMC emails ticket info

Verifies payment method for each line item

Scans and uploads trip invoices / receipts

OBT displays travel profile info & preferences

Supervisor communicates need to travel traveler personnel profile

Reservation (TRT.010.020 Travel Reservation Assistance and Processing)

10-20 min

OBT displays transport, lodging

& car options

Reviews & confirms booking

Authorization (TRT.010.030 Temporary Duty and Local Travel Authorization Processing)

10-30 min

Initiates travel authorization

1-3 days validated reservation submitted travel authorization

Reviews and updates trip details approved travel authorization

System displays travel authorization

Travel

System displays TA approval

Reviews and edits

LOA codes

System displays trip purpose, location & dates

System gathers basic trip & reservation info

System creates funds check to send to FM

GDS

issues e-tickets

& itinerary

System displays travel authorization

System displays payment method for each line item

System notifies traveler of voucher approval/rejection

Approval chain approves and signs voucher

System evaluates voucher & routes for review

System routes voucher for funds availability check

FM system processes funds availability check

System determines split & req disbursement

FM system creates invoice to matching P.O.

Travel system receives confirmation

Receives notice of approved payment

Enters trip info (dates, location, purpose)

Selects transport, lodging

& car options

System captures any reservation changes (if applicable)

Confirms payment method for expenses

Reviews travel authorization & addresses issues

System displays default amounts for LOAs

Signs travel authorization

System evaluates travel auth & routes for review

Reviewer(s) verify necessity, LOA, funds available

FM system processes funds availability check

System receives funds available acknowledgement

Supervisor approves travel authorization

System displays TA approval pending

System requests funds obligation for travel auth

FM system obligates funds, sends conf

System receives funding conf, updates TA

GDS is notified to issue traveler tickets

GDS/QC

evaluates ticket info for errors, etc

System brings profile info to booking tool

System searches flight options, including CPP

System checks unused tickets & loyalty prog info

Requests exceptions (if needed)

OBT notifies traveler of any changes

Searches transport, lodging

& car options

System calculates per diem eligibility

System adds a "gross up" % of expenses

System creates summary doc of expenses

System brings TA info to voucher

System captures actual costs entered

System captures receipts

System displays amounts for LOAs

System calculates trip expenses

System marks voucher as paid

System captures signature of approving official

System captures travel expense & payment method

System displays per diem amounts

System displays "gross up" expense amount

System displays advance amount, if applicable

Reservation1

System displays voucher & supporting docs

Confirms expense amount

.001-

.005

Reservation2

.011-

.012

Reservation18

.171-

.174

Reservation21

.201-

.203

Reservation3- Reservation16

.021-

.151

Reservation17 Authorization3, 4, 5, 7?

Authorization8

.021-

.076

Authorization12?

Authorization14

.111-

.131

Authorization15

.141

Authorization17

.161-

.162

Authorization19

.181-

.183 .191- .192

Authorization20

Authorization22 & Authorization25

Authorization21

.201-

.206 .211- .212

FFM.010.020 Funds Allocation & Control

.221-

.224

Authorization23 & Authorization26

FFM.030.020

Obligation Management

Ticketing1.221- .224

.001-

.004

Ticketing2

.011-

.014

Voucher1

.001-

.004

Voucher4

.031

Voucher7

.061-

.064 .211- .212

Voucher22

Voucher16-18

.151-

.184

Voucher13 & Voucher23

.231-

.232

Voucher24?

Voucher25

.241-

.251

Voucher26

.251

.261-

.266

Voucher27

.271-

.273

FFM.010.020 Funds Allocation & Control

FFM.030.050

Payment Processing &

Voucher31

Voucher29

Voucher28

.281-

.283

.291-

.293

.161

Authorization18

.171

Authorization24

Voucher20 & Voucher30

Reviews and updates amount for each LOA

Reviews voucher & addresses issues

Reviewer(s) evaluates voucher

Scenario A government employee is requested to travel to a domestic location for mission support purposes (L1.1) using a government travel card (L1.19).

Assumes traveler is using the self-service workflow, and that all predecessor events required to trigger the initiating event have been completed.

See the description of service activity groups in the Requirements Traceability Matrix.

Reservation19

System evaluates reservation for policy compliance

Reservation20

System evaluates reservation for policy compliance

.181-

.187

.191-

.194

Receives notice of travel auth approval

System documents unused non-ref ticket for later use

A government employee is requested to travel. After the ticket is issued and the window for ticket changes has expired, the traveler is informed that the event that he/she was planning to attend was cancelled. Notification is provided of the trip cancellation, and the unused ticket is documented for later use by the traveler. A travel voucher is prepared, including the incurred airfare expense for the cancelled ticket. Assumes that all predecessor events required to trigger the initiating event have been completed. See the description of service activity groups in the Requirements Traceability Matrix.

Provides notification of trip cancellation

System provides refund info for unused ticket

TMC is notified of cancellation

Ticketing4

Ticketing (TRT.010.040 Travel Ticketing)

.031-

.032

Reservation18

.171-

.172

Including incurred airfare for cancelled non-refundable ticket

Voucher 9, Voucher13 & Voucher23 https://docs.google.com/spreadsheets/d/1ckZcph7kG2FuvbQZbrA6bqukrZLGIE3HUyL0IVpQbTU/edit#gid=1255336362 https://docs.google.com/spreadsheets/d/1ckZcph7kG2FuvbQZbrA6bqukrZLGIE3HUyL0IVpQbTU/edit#gid=1255336362 https://docs.google.com/spreadsheets/d/1ckZcph7kG2FuvbQZbrA6bqukrZLGIE3HUyL0IVpQbTU/edit#gid=1255336362 https://docs.google.com/spreadsheets/d/1Nojp9ANDPL-Pv2BeodyfvkbSfzF2l7P9/edit#gid=1607060321 https://docs.google.com/spreadsheets/d/1Nojp9ANDPL-Pv2BeodyfvkbSfzF2l7P9/edit#gid=1607060321 https://docs.google.com/spreadsheets/d/1Nojp9ANDPL-Pv2BeodyfvkbSfzF2l7P9/edit#gid=1607060321