Attachment J-19.1_ETSNext Demonstration Configuration Guidance 2023-12-4.docx

ETSNext

Attachment J-19.1: Demonstration Configuration Guidance

December 4, 2023

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Genesis PM

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Table of Contents

1. Purpose & Background The purpose of this document is to provide guidance on how to configure their proposed solution prior to the demonstration as part of Phase 2, Oral Presentation and Demonstration. This includes an organization overview, travel mission, travel data, and configuration preferences.

The configuration guidance tasks are based on the scenarios and tasks outlined in the Attachment J-10, ETSNext Demonstration Scenarios.

2. Organizational Structure Agency Profile: The Ministry of Information (A Notional Government Agency)

Mission and Purpose (background only):

The Ministry of Information (MOI) is an agency within the U.S. government, tasked with a mission as complex as it is critical: to manage, control, and disseminate information in ways that protect the nation's security and uphold its values. MOI's purpose is two-fold: to safeguard sensitive government information and to ensure that the American people have access to accurate and unbiased information about their government's activities.

Key Objectives of the Ministry of Information:

· Information Security: MOI is responsible for securing classified government information from unauthorized access or leaks. They employ advanced encryption, cybersecurity measures, and counter-espionage techniques to protect sensitive data.

· Government Transparency: MOI is tasked with promoting government transparency. They ensure that citizens have access to accurate, unfiltered information about government activities, policies, and decisions, fostering trust and accountability in the democratic process.

· Strategic Communication: MOI manages strategic communication efforts to convey government policies and actions in a clear, coherent, and persuasive manner. Their campaigns are designed to inform and reassure the American people during times of crisis and uncertainty.

· Information Analysis: MOI houses a team of top-notch analysts who study information trends, public sentiment, and emerging threats to inform government decision-making. They provide crucial insights to policymakers on issues ranging from national security to healthcare.

Travel Mission:

The field agents of the MOI frequently travel to locations of other federal agencies as well as foreign locations as needed to conduct field work and investigations. The MOI is a participating agency in the General Services Administration (GSA) Travel and Expense (T&E) shared service and a customer / user of the solution offered as part of the ETSNext T&E Technology Managed Services. The agency has 1,200 employees that use the ETSNext solution to book travel, and process vouchers and disbursements.

The MOI uses the Federal Travel Regulations (FTR) as the basis of their travel policy.

Offices:

Headquarters: Washington, DC Field Offices:

Springfield, MO - 1923 E Kearney St, Springfield, MO 65803 Palm Springs, CA - 71555 CA-111, Rancho Mirage, CA 92270

MOI has approved employees to telework outside of headquarters and field offices.

2.1 The following are employees of MOI with their respective roles. Their profile details are located in the appendix.

Users

2.2 Travel Data – The table below lists the TDY city locations for the demonstration scenarios. Specific trip details for the demonstration will be provided on the day of the demonstration.

Vendors must be able to access FY 2024 government contract City Pair fares from various origins to the provided destinations shown in the table. The government contract fares, and a short list of FedRoom properties for each TDY location are all located in the appendix.

Domestic

TDY Destinations

· Akron, OH

· Albany, NY

· Anchorage, AK

· Boise, ID

· Corpus Christi, TX

· New York, NY

· Palm Springs, CA

· Philadelphia, PA

· Richmond, VA

· Salt Lake City, UT

· Sarasota, FL

· Springfield, MO

· Tucson, AZ

OCONUS/Foreign Destinations

TDY Destinations

· Bogota, Colombia

· Budapest, Hungary

3. Setup and Configuration Guide The following configuration settings shall be used for the demonstration, including integration of TMC activities.

The actual trip details for each scenario, such as flight origins and destinations, and transaction receipts for the demonstration will be provided to the vendors on the day of the demonstration.

Auxiliary information

Provided on the Day of the Demonstration

Scenario Trip Details (dates and location)

Receipts for Trip Expenses

Credit Cards: IBA and CBA

Trip Expense Transactions in a Prepared IBA and CBA Statements

Provided as part of this Configuration Guidance

FedRoom Properties per TDY Location

TDY Cities: Domestic and Foreign and City Pair Fares

User Profiles: Travelers, Arrangers, Reviewers, and Supervisors

Preferred Car Rental Companies

Notional Agency’s Travel Policy

Lines of Accounting

Exceptions for Site Policy Settings

Email Address for Site Notifications

3.1 Policies:

3.1.1 A simplified policy based on the Federal Travel Regulations (FTR) is in the Appendix.

3.1.2 The policy exceptions are located in the Appendix.

3.1.3 The site configuration policy details are as follows:

Policy

Category

Settings

3.2 Credit Cards: Vendors will be provided the morning of demonstration one live individually billed account (IBA) card for each traveler with account details including CCV and expiration dates, and one centrally billed account (CBA) card to illustrate the process of be used for airfare purchases.

3.3 Profiles: User Profiles (roles, profile setup, including loyalty information, traveler preferences and other details) are located in the appendix of this document.

3.4 Document Approval Workflows:

3.4.1 Travel Authorization: Traveler/Travel Arranger submission -> Reviewer/Funds Certifier -> Supervisor -> Complete

3.4.2 Voucher: Traveler signs and submits -> Reviewer/Funds Certifier -> Supervisor -> Complete

3.5 Lines of Accounting: The chart below contains accounting strings for the notional Agency and its various levels of hierarchy. The user profiles will have accounting lines pre-loaded for the demonstration.

Lines of Accounting (LOA)

· 1SD4AS04B15062D

· 1SB4AS04B15062G

· 1SB4AS04B15062H

· 1SB4AS04B15062J

· 1SC4AR54B23874W

· 1SC4AR54B23874X

· 1SC4AR54B23874Z

3.6 Receipt Management: Expense receipts for the demonstration will be provided to the vendors on the date of demonstrations.

3.7 Payment Types:

3.7.1 CBA – Used for Airfare. Must be assigned as a default payment type and cannot be changed by any user.

3.7.2 IBA – Used for lodging, rental vehicles, and miscellaneous travel expenses that accept credit card payments.

3.7.3 Cash or other – Used for small local payments.

3.8 Reimbursements for Expense Classifications:

3.8.1 All Airfare is billed CBA. The traveler should not receive any reimbursement for expenses with this classification.

3.8.2 All Lodging is billed IBA. All lodging is billed to the IBA. The expense reimbursement may go to the traveler or directly to the IBA account.

3.8.3 Per Diem is reimbursed directly to the traveler. Meal expenses are not itemized in the voucher and are part of the traveler’s Per Diem allowance. Meal expenses exceeding the Per Diem allowance are not reimbursable. Lodging and Meal Per Diem rates based on the following:

3.8.3.1 Per Diem Rate Lookup: https://www.travel.dod.mil/travel-transportation-rates/per-diem/per-diem-rate-lookup/

3.8.3.2 Traveler’s TDY location and not the domiciled (lodging) site.

3.9 Mileage: All mileage claims should use the assigned IRS default rate, which can be found https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-mileage-rates. This is a system default and cannot be changed by any user.

3.10 Fees: The chart below lists the fees to be used for the demonstration scenarios.

Fees

4. GDS Data Availability and TMC Connectivity The following configuration settings shall be used for the demonstration, including integration of TMC activities. If any assistance is required, vendors may contact the Contracting Officer, Erin Lush, Erin.Lush@gsa.gov, and onthego@gsa.gov.

4.1. Activate appropriate travel vendor services (air, car, hotel) prior to demonstration.

4.1.1. Activate services to display live/available flights, hotels and cars inventory, reserve flights, book and confirm and lodging during the demonstrations.

4.1.2. The inventory used for demonstration should conform to J-1 policies, as well as additional agency specific policies included in the Appendix.

4.2. Build required data into the PNR (Passenger Name Record).

4.2.1. Include both personal traveler information as well as Agency and Government data.

4.3. Demonstrate use of real-time inventory, selections, and pricing.

4.3.1. Ensure that the GDS system can communicate real-time pricing and availability, including GSA CityPair Program, FedRooms, and government car rental rates, if applicable, and in correct order per provided MOI agency policy.

4.3.2. Enable direct billing features so the TMC system can communicate expenses immediately to the vendor.

4.3.3. Reservation Confirmation: Enable real-time booking confirmations to be sent from the GDS to the proposed ETSNext T&E solution as well as to the TMC. Please note: vendors are not expected to issue flight tickets during the demonstrations.

4.4. Store live data as well as secondary (non GDS) data in TMC PNR.

4.4.1. Using standard TMC protocol, store data related to demonstration reservation, as well as any related data required for vouchering, invoicing, reporting, and data aggregation.

4.4.2. Hand-off all voucher, invoice, and reporting data as needed for post-travel action. Ticket invoice information is not required for the voucher in this post-travel action.

5. Demonstration Scenarios Additional narrative and details for the scenario demonstrations are below. Each scenario contains the specific values and settings for reimbursement allocations for trip expenses and fees that are expected to be configured.

Expenses for vouchers will come from a prepared and provided credit card feed, receipts, and the approved authorization. This information may be necessary for the Reporting Scenario. Vendors are not expected to use actual ticketed airfare expenses in their vouchers for the demonstrations.

5.1 Scenario 1 – Domestic Trip

Leslie Knope is planning a TDY trip which will require a reservation for flight, rental car, and hotel. She will also be requesting reimbursement for her mileage for using her privately-owned vehicle (POV) to go from her home to the airport, parking at the airport, checked bags, and wi-fi for her hotel. Leslie is authorized for lodging and meals and incidentals (M&IE) for this trip. Leslie will need to submit her travel authorization to her supervisor, Ron Swanson, for approval. Upon her return, Leslie realizes that she does not have her wi-fi baggage fee receipt and is unable to upload it to her voucher.

· IBA: Rental car, lodging and lodging taxes, wi-fi, parking, Service Fee

· Service Fee: $7.00

· Mileage from home to airport round trip

· IBA statement with transactions

· CBA for airfare and TMC fee

5.2 Scenario 2 – Domestic Trip with Date Change

Alex Garcia is planning a TDY trip which will require a reservation for a flight, rental car, and hotel. He will also be requesting reimbursement for his mileage for using his privately-owned vehicle (POV) to go from his home to the airport, parking at the airport, and ATM fees. Alex is authorized for lodging and meals and incidentals (M&IE) for this trip. Alex will need to submit his travel authorization to his supervisor, Ron Swanson, for approval.

After his authorization was approved, Alex was notified 2 days prior to the trip that there is more work to be done at the TDY site, so he must now leave a day earlier than planned. Alex called his TMC to update his reservation.

However, when Alex submitted his amended authorization for approval, he forgot to add comments to the amendment to justify the change in trip dates. Alex’s supervisor rejected the amended authorization with instructions to add the missing justification. The amended authorization was returned to Alex who added the comments and resubmitted it for approval. The amended authorization was approved by Alex’s supervisor without additional issues.

· IBA: Rental car, lodging and lodging taxes, ATM Fees, parking, Service Fee

· Traveler: POV mileage and M&IE

· Agent Assisted Booking fee: $30.00

· Service Fee: $7.00

· Mileage from home to airport round trip

5.3 Scenario 3 – Domestic Trip with Cancellation

Trip 1 Leslie Knope needs to conduct some fieldwork and booked a refundable flight for it. However, a week before her trip, she was told the project task was canceled, and therefore, no longer needed to travel. Leslie will cancel her approved authorization since she will not have any reimbursable expenses and her flight reservation was not yet ticketed.

· IBA: Lodging and lodging taxes, parking, Service Fee

· Traveler: POV mileage, and M&IE

· Service Fee: n/a

Trip 2 Alex Garcia previously booked a refundable flight. The day before his trip, Alex became ill and is unable to travel. Alex will cancel his ticketed reservation and submit a voucher for the TMC fee from his approved authorization.

· IBA: Lodging and lodging taxes, parking, Service Fee

· Traveler: POV mileage, and M&IE

· Service Fee: $7.00

Trip 3 Chloe Ramirez had previously booked a non-refundable flight. After her authorization was approved and her reservation was ticketed, Chloe was notified that she no longer needs to travel. Chloe will need to cancel her reservation but will still need to submit a voucher for the Airfare and TMC fee.

· IBA: Lodging and lodging taxes, parking, Service Fee

· Traveler: POV mileage, and M&IE

· Service Fee: $7.00

5.4 Scenario 4 – Foreign Trip

Chloe Ramirez’s supervisor Joe Peterson (Approver) has authorized her trip for a conference site inspection, and she will meet her team to discuss their ongoing project. Chloe will require a reservation for the flight and hotel. Chloe took a taxi to and from the airport for her trip. Chloe will be requesting reimbursement for her taxis, ATM and baggage fees for this trip, and she will also need lodging. Chloe realizes that her expenses will be in local foreign currency, and that her foreign expenses will be converted into US dollars by the system when she creates her voucher. Vendors may use any commercially acceptable currency conversion rate.

· IBA: Lodging, baggage fees, ATM fees and taxis

· Traveler: POV mileage and M&IE

· Service Fee: $7.00

5.5 Scenario 5 – Local Trip / Miscellaneous Voucher

Scott Nguyen is attending a one-day conference at a local hotel. He will use his POV to travel to and from the conference. The distance is 22 miles each way from his home to the conference location. He will be requesting reimbursement for parking fees.

· Traveler: POV mileage

· Mileage from home to conference location

5.6 Scenario 6 – Short Trip

Scott Nguyen is traveling to a TDY location using his POV. He will purchase 2 meals and pay for parking. Scott will also need to be reimbursed for the tolls he paid for the trip. Since Scott is returning the same day, he will not require lodging, but his official business day exceeds 12 hours, but is less than 24 hours, so he is entitled to meals and incidentals (M&IE).

· Traveler: POV mileage and M&IE

· Mileage from home to TDY and return

5.7 Scenario 7 – Technical Demonstration

As part of ETSNext technical demonstration, vendors will need to demonstrate technical functions of their solution. These are not built into the demonstration scenarios above, however, these are critical components of the selected ETSNext platform and the vendor is asked to provide demonstrations of how the product features will work with a focus on how these will help the supported agencies to meet the needs to travelers and administrators while reducing the cost and manual intervention in processing of Authorizations & Vouchers.

Setup application to send email notification. Vendors shall use ETSNext_Demo@gsa.gov to send email notifications. CO will confirm receipt of emails.

After completing authorization or voucher scenarios, provide a way to collect traveler, travel arranger, or approver feedback. For example, prompt users to rate their experience using [vendor product] to [submit a travel authorization / submit a voucher], provide a 5 point scale using descriptions. Include a follow up question: "Anything else you'd like to add?" with an open text field.

Assign different roles to users to demonstrate segregation of duties based on user role.

Demonstrate minimum eight-character password complexity visible in plain text (combination of letters, numbers, and special characters); the last three used passwords cannot be the new password; the word “welcome”, “password” and number “1234” cannot be a part of the password.

Set up the solution to use OpenID Connect 2.0 and the enterprise SSO to demo notional customer agency user authentication. Demo that the solution is able to facilitate multiple SSO/IDPs (from different agencies) from a browser and a mobile device/app. Vendors will use their own IDPs that support OpenID Connect 2.0 to demo the SSO. This is for agency travelers use cases.

Demo implementation of phishing-resistant MFA methods (such as FIDO2 and Web Authentication-based authenticators) for vendor supplied help desks, IT personnel and privileged users managing the shared service.

Display user profile to show sensitive/private data is masked (e.g., tax numbers/ID, passwords, bank account information, credit card numbers, Social Security number, Drivers License number, etc.) by default and can only be unmasked by an authorized user with intentional UI interaction.

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