Attachment J-3 -Requirements Traceability Matrix dated 10-16-2023.xlsx
XLSX spreadsheet 218 KB Posted
- Attached to
- E-Gov Travel Service, Next Generation (ETSNext) Travel and Expense (T&E) Technology Managed Service
- Solicitation number
- 47QMCB23R0011
- Issued by
-
GSA Federal Acquisition Service
About this file
This document is a requirements traceability matrix for the E-Gov Travel Service, Next Generation (ETSNext) Travel and Expense (T&E) Technology Managed Service opportunity. It outlines technical, profile, reservation, authorization, ticketing, emergency, voucher, monitoring, reporting, policy, security, and data element requirements. It also includes user roles, definitions, and compliance check requirements. The matrix requires vendors to indicate how their solution meets each requirement in the initial operating capability, future operating capability, and evaluation phases. It focuses on common carrier reservations, lodging, rental cars, authorization processing, and financial integration capabilities.
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Table of Contents The Requirements Traceability Matrix is designed to outline the standard business requirements related to travel & expenses and how these requirements function as inputs, outputs, and processes. It also contains authoritative references for the source of the requirements. GSA travel and expense requirements are documented using the FIBF Standard. Detailed business use cases are also part of this standard but are detailed elsewhere in the RFI.
| Tab Name | Content | Description | User Guidance | |
| User Roles | Definitions | Anticipated actors in the ETSNext solution and their associated functions. These are referenced throughout the RTM to help with analysis on determining mapping to the T&E solution user roles. | Additional detail to assist with completion RTM | |
| Requirements Categories | ||||
| Technical Reqs | Technical Requirements | Technical requirements of the platform for Integrations, System Capabilities, and general technical capabilities. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Profile Reqs | Profile Requirements | Requirements to setup and maintain user profiles for travel & expense processing. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Reservation Reqs | Reservation Requirements | Requirements to generate a travel reservation for inclusion in an authorization. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Authorization Reqs | Authorization Requirements | Requirements to review, process, and approve a travel authorization. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Ticketing Reqs | Ticketing Requirements | Requirements to complete ticketing process when appropriate authorizations are complete. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Emergency Reqs | Emergency Requirements | Requirements to process reservations, authorizations, and vouchering when there is a traveler emergency as identified in the FTR. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Voucher Reqs | Voucher Requirements | Requirements to produce and submit an expense voucher for reimbursement. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Monitoring Recon Reqs | Monitoring Reconciliation Requirements | Requirements to reconcile & reuse unused tickets. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Reg Rptg Reqs | Regulatory Reporting Requirements | Requirements to meet federal and agency-specific regulatory reporting requirements. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Reporting Reqs | Reporting Requirements | Requirements for general T&E reporting. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Policy Reqs | Policy Requirements | Requirements for FTR policy compliance monitoring and enforcement. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Security | Security | Requirements for solution-related information security protections and risk mitigations. | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Data Element Reqs | Data Element Requirements | Outlines the data elements needed of the solution to satisfy requirements. These data elements have been identifed as required by the government but not previously captured in the FIBF standard. | Please complete the 2 Vendor Response columns noted in blue. | |
| Compliance Checks | Compliance Checks | Requirements for policy compliance checks that are required to meet government standards | Please complete all 3 of the Vendor Response columns noted in blue. | |
| Header Descriptions for sheets in this workbook | ||||
| Activity No. | Each Activity No. defines a separate activity the traveler will perform (or the system may perform on their behalf). This can be considered a unique requirement identifier. | |||
| Requirements Description | Description of function or service requested of the system. | |||
| Capability ID | Unique Identifier of the Service Activity using FIBF standards. Will be marked as 'N/A' if requirement does not have T&E Business Standard reference. | |||
| Travel Scenario | Listing of the relevant business scenarios that use this requirement. | |||
| Authoritative Reference - FAR | This lists the appropriate federal standard(s) that drive each specific requirement. | |||
| Authoritative Reference - | ||||
| Agency Supplement | If needed this field notes the appropriate Federal Agency standard that drives the requirement. | |||
| Phase Required | This is the phase of implementation where the government requires the functionality to be ready for deployment to agencies. | |||
| Status of Functionality | Assessment of what is needed to have the requirement available for review and testing by the government. | |||
| Available by Required Phase | Referencing the 'Phase Required' column, will the product have the requested functionality at the time requested by the government. | |||
| Vendor Comments | Optional opportunity to provide comments. | |||
| Note for tabs ending with "Reqs" | Vendors must make a selection in column K; this field cannot be left blank. | |||
| Note for Data Element Evaluation Tab | Vendors must make a selection in column I; this field cannot be left blank. | |||
| Note for Data Element Evaluation Tab | BIE Items BIE433-BIE491 in italics are tenative however GSA views these as required for FM Integration across all Agencies. They are set for IOC and further details will be released | |||
| Note for Compliance Checks Tab | AUTH Approval = Compliance check is related to the Authorization/Approval Routing portion of the travel trip | |||
| Note for Compliance Checks Tab | TDY VCH Preparation /Submittal / Routing = Compliance check is done during TDY voucher preparation, voucher submission, or voucher routing process | |||
| Note for Compliance Checks Tab | TDY VCH Approval = Compliance check is done during the TDY voucher approval process | |||
| Note for Compliance Checks Tab | LCL VCH Preparation /Submittal / Routing = Compliance check is done during the local voucher preparation, voucher sumission, or voucher routing process | |||
| Note for Compliance Checks Tab | LCL VCH Approval = Compliance check is done during the local voucher approval process |
User Roles
| User Roles | Definition |
| Federal Traveler | May also be referred to as "Traveler". Create, view, and edit travel documents for the purposes of conducting government travel missions within ETSNext; review and/or approve travel documents. |
| Federal Travel Arranger/Federal Travel Preparer | Prepare travel on behalf of a federal traveler using the ETSNext service; review and/or approve travel documents. May also be referred to as "assigned or designated travel arranger" in the FIBF standards. |
| Federal Supervisory Travel Approver/Reviewer | May also be referred to as "Supervisor", "Supervisory Approver" or "Reviewer". Review and/or approve travel documents based on the organizational need to travel. May also be referred to as "authorizing/approving official(s)" in the FIBF standards. For agencies that have one approval level, this role also serves as the "certifying officer" or may be handled via integration. |
| Federal Financial Travel Approver/Reviewer | May also be referred to as "Funds Certifier - LOA" for a specific line of accounting and is a conditional route. Review and/or approve travel documents based on the financial data of the document. |
| Agency Travel Federal Voucher Examiner | May also be referred to as "Auditor". A user with edit capability who audits travel documents and can review and/or approve travel documents. |
| Federal Auditor | A user with view-only access who can audit travel documents. |
| Administrator | May also be referred to as "Federal Agency Travel Administrator". An agency/department-level system administrator. |
| Certifying Officer | Also known as a "Funds Certifier" or "Certifying Official". An individual who has been charged with the responsibility of authorizing certified vouchers for payment and ensuring that funds are available for obligation before payment. |
| Agency/Organization Program Coordinator | The primary liaison from a given agency to administer the SmartPay card program. |
| Reasonable Accommodation Official | An individual charged with determining if reasonable accommodations for travel should be granted to a traveler. |
| Senior Legal Official | The chief legal officer of the agency, providing legal advice and representation to GSA officials while ensuring implementation of GSA's statutory responsibilities (with exception of certain legal activities of the Office of Inspector General and the Civilian Board of Contract Appeals). |
| Ethics Official | An officer or employee who is designated by the head of an agency to administer the provisions of Title I of the Ethics in Government Act of 1978, as amended, and 5 C.F.R. part 2634 within an agency. |
Technical Reqs
| Requirement No. | Requirement Description | Requesting Agency | Authoritative Reference - | |||
| Federal | Authoritative Reference - | |||||
| Agency Supplement | Phase Required | Status of Functionality | Available by Required Phase | Vendor Comments | ||
| TE-01 | CHAT & DIGITAL ADOPTION: System shall enable robust chat and digital adoption technology throughout the platform incorporating the latest advancements in Large Data Models so that common traveler questions are answered immediately without need for emails or phone calls to reduce help costs and decrease total time spent by the traveler. | N/A | N/A | N/A | FOC | |
| TE-02 | CONTENT DISTRIBUTION: System shall integrate with air, car, and hotel industry partners evolving distribution capabilities/vehicles in order to bring the government travelers access to the same level of availability content as what a Fortune 50 traveler of the most innovative or progressive companies would be able to book through their commercial OBT platform. | N/A | N/A | N/A | At Evaluation | |
| TE-03 | BACKWARDS OS CAPABILITY: System shall ensure that there is reasonable backwards compatability for major operating systems by supporting the current major version and the previous major version of Safari, Google Chrome, and Microsoft Edge so that the government stakeholders at agencies using older browsers can still retain functionality. | N/A | N/A | N/A | At Evaluation | |
| TE-04 | 508 COMPLIANCE: The system shall comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR part 1194). | N/A | N/A | N/A | At Evaluation | |
| TE-05 | ASSIGNING FINANCIAL MANAGEMENT SYSTEMS: The system shall enable Financial Management Systems to be assigned at least 2 levels below the agency level (i.e. different sub-agencies may have different Financial Management Systems) | N/A | N/A | N/A | IOC | |
| TE-06 | SMARTPAY NIGHTLY INTERFACE MINIMUM: At a minimum, vendor must incorporate a nightly interface with SmartPay vendor. | N/A | N/A | N/A | IOC | |
| TE-07 | BROWSER AND MOBILE: ETSNext shall provide a browser-based user interface to access the Federal travel management environment. | N/A | N/A | N/A | At Evaluation | |
| TE-08 | BROWSER AND MOBILE: ETSNext shall provide a mobile user interface to access the Federal travel management environment. | N/A | N/A | N/A | At Evaluation | |
| TE-09 | EMAIL NOTIFICATIONS: ETSNext shall provide the ability to send email notifications; | N/A | N/A | N/A | At Evaluation | |
| TE-10 | ARCHITECTURAL FRAMEWORK REMAINING CURRENT: ETSNext shall incorporate an architecture framework that remains current with technology standards over the life of the contract. Software components of the service shall be loosely coupled with well defined interfaces. Interoperability between ETSNext applications and technologies shall be provided in support of a consistent user experience. Key architecture characteristics include the application of components, standards and tools that simplify complex configurations to a) more rapidly and cost-effectively refresh the service, b) seamlessly use alternatives to recover from service failure, and c) promote optimization and reuse of all common elements across the service. This shall also include, to the maximum extent possible, a de-coupling of the infrastructure components from the applications and an increase in the use of automation, virtualization, standardization and workload management technologies to enable agility and scalability of the service; | N/A | N/A | N/A | IOC | |
| TE-11 | PLUG-INS: ETSNext shall not require any client-side application software other than one of the specified Web browsers and associated signed plug-ins that are downloadable-on-demand and meet the mobile code requirements of this contract. ETSNext shall allow only session cookies to deliver full client functionality; | N/A | N/A | N/A | At Evaluation | |
| TE-12 | ARCHITECTURE AND TECH REFRESH: The Contractor shall refresh and maintain their ETSNext service to address commercially available travel service and architecture advances as well as government policy updates over the life of the contract as part of routine operations and maintenance of the service. The Contractor shall maintain robust ETSNext usability and performance, and improve it whenever possible by leveraging cost-effective travel service and architecture technology advances and policy updates as they become commercially available or required by Federal policy. | N/A | N/A | N/A | IOC | |
| TE-13 | CONFIGURATiON MANAGEMENT PLAN: The Contractor shall provide configuration management to ensure standardized methods and procedures are used for efficient and accurate handling of all changes and minimal disruption of service when changes are introduced. The Contractor shall document their approach to configuration management in the Configuration Management Plan. The Contractor shall establish version control for all service elements of the ETSNext (e.g., software, hardware, data, etc). Configuration changes shall be implemented using formal configuration control board process, which is also documented in the plan; | N/A | N/A | N/A | IOC | |
| TE-14 | RELEASE - NOTIFY SECURITY: The Contractor shall inform the GSA COTR and ETSNext Information System Security Officer (ISSO) regarding release updates at least 30 business days prior to the release. The notification shall provide a current, comprehensive list of all pending enhancements for all agencies related to the release. The Contractor shall state in its release notes changes incorporated in the release, testing results including any known bugs, issues, deficiencies caused by the release. In the event of an unplanned, emergency release, the Contractor shall notify the GSA COTR and ISSO within 24 hours of any emergency or unplanned changes to the ETSNext; | N/A | N/A | N/A | IOC | |
| TE-15 | LOGICAL SEPARATION & CONCURRENT AGENCY USE: ETSNext shall maintain the following logically separate US Government accessible capabilities and support customer agency concurrent use of ETSNext and service environments that support the following purposes, in addition to ETSNext production, without degradation to system performance and in accordance with security requirements in Security Requirements Section: |
a. PMO and/or Customer agency testing of production issues, including agency business rules, agency-defined data, and integration to agency business systems;
b. PMO and/or Customer agency testing and training capabilities for current and new releases. ETS training and user testing capabilities shall be capable of supporting at least 5,000 concurrent users. If, during user testing, functionality and/or performance issues are identified with an enhancement that may affect other users of the service, the Contractor shall notify GSA of the issue(s), the potential impact across the customer base, and the plan and timing of corrective action;
| c. PMO and/or Customer agency testing on the current (production) release for up to 5,000 concurrent users, including agency business rules, agency-defined data, and to the extent possible the Contractor shall support test of interfaces for those agencies capable of providing such an option; | N/A | N/A | N/A | IOC | ||
| TE-16 | CONCURRENT OVERALL USE: ETSNext shall contain the capability to scale up to 10,000 concurrent users; | N/A | N/A | N/A | IOC | |
| TE-17 | API CAPABILITIES: ETSNext shall provide Financial Managment (FM) Application Programming Interface (API) capabilities to permit interfaces with Government business systems, other E-Gov solutions, and external partners as designated by the Government in Attachment 4. The data exchange and application integration/interface capabilities shall support: |
a. Near-real-time synchronous and/or asynchronous event-based integration to maximize interoperability, access core functionality of all required capabilities, and minimize the time for business events to be reflected in all related systems;
| b. Batch integration and data translation capabilities for interfacing with existing Government business systems that currently are limited to existing data formats and file transfer or other batch interface mechanisms. | N/A | N/A | N/A | IOC | ||
| TE-18 | RECEIPT IMAGES: ETSNext shall support attach and viewing of electronic receipt images in accessible (tagged) PDF format | N/A | N/A | N/A | At Evaluation | |
| TE-19 | RELEASE NOTIFICATION: Major ETSNext releases and upgrades shall be coordinated with all customer agencies, the GSA ETSNext ISSO, and involved users including advance notification of at least thirty (30) business days prior to release into production; | N/A | N/A | N/A | IOC | |
| TE-20 | WHEN MAINTENANCE CANNOT BE PERFORMED: ETSNext routine scheduled maintenance shall occur at an agreed-on date/time, but not between the Core Service Hours of 7:00 a.m. and 10:00 p.m., Monday through Friday U.S. Eastern time; | N/A | N/A | N/A | IOC | |
| TE-21 | ROUTINE SYSTEM NOTIFICATIONS: The Contractor shall coordinate and develop a mutually agreeable schedule for routine system notifications such as notification of enhancements; | N/A | N/A | N/A | IOC | |
| TE-22 | EMERGENCY MAINTENANCE: ETSNext emergency/unscheduled maintenance shall be coordinated with, or communicated to, all customer agencies and involved users including advance notification of at least 24 hours or as soon as possible; | N/A | N/A | N/A | IOC | |
| TE-23 | REDUCING VARIATION: ETSNext shall use industry best practices to reduce customized interfaces and provide common interface procedures and data elements to the greatest extent possible for each major financial platform; | N/A | N/A | N/A | IOC | |
| TE-24 | INCORPORATING MASTER CONTRACT ITEMS AND PLANS: All master contract deliverable items and plans that discuss, show, explain, depict, or otherwise reference or include the ETSNext technical architecture, quality control procedures, Web, and/or software development life cycle processes and procedures are hereby incorporated by reference for the life of the contract, including any options; | N/A | N/A | N/A | IOC | |
| TE-25 | SYSTEM PERFORMANCE METRICS: The Contractor shall provide service and system performance metrics as measured and defined herein on the Monthly Status Report: |
a. ETSNext shall maintain system availability or full system up-time of 98% or greater
b. ETSNext shall maintain, during a monthly reporting period, an average web page response time of 4 seconds or less. The Contractor shall propose their methodology for web page response time measurement within the Operational Architecture Document for Government acceptance and approval. The Contractor shall report their average web page response time in the Monthly Status Report; and
| c. ETSNext shall have effective load balancing capabilities such that in the event of failure or degradation of one or more components (e.g. servers, CPUs, etc) users are not affected by being kicked-off the system or unable to access the system. The Contractor shall describe their load balancing methodology within the Operational Architecture Plan. | N/A | N/A | N/A | IOC | ||
| TE-26 | Federal Government manages security risk based on the NIST SP 800-37 "“Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy.” The core of the ETSNext contract is expected to be a travel and expense SaaS solution in line with Federal Cloud Computing Strategy (https://cloud.cio.gov/). Cloud-based systems must obtain a FedRAMP authorization per Federal regulations (FedRAMP Authorization Act) which is based on NIST SP 800-37. To achieve FedRAMP authorization, one of the key steps is the information system must undergo an initial full security assessment by a third party assessment organizations (3PAO). Subsequently there are annual assessment requirements all performed by the 3PAO to remain in compliance. | N/A | N/A | N/A | IOC | |
| TE-27 | USER PERMISSIONS: Ensure that rights for components of ETSNext (reporting, approver, etc) can be granted at the role or hierarchy level so that various sub-agencies do not have visibility into other sub-agency travel or data. | N/A | N/A | N/A | At Evaluation | |
| TE-28 | DUTY OF CARE: Provide the visualizations to understand where are a given Agency's travelers at a point in time and provide burst messaging capabilities so that agency stakeholders can respond quickly to an emergency situation, including updates as the traveler changes their itinerary post-ticketing or during the trip. | N/A | N/A | N/A | IOC | |
| TE-29 | MOBILE: The system shall allow a traveler to use a mobile app to complete all functions available on a web based version. | N/A | N/A | N/A | At Evaluation | |
| TE-30 | MOBILE: The system shall allow an approver to use a mobile app to complete all functions available on a web based version. | N/A | N/A | N/A | At Evaluation | |
| TE-31 | MOBILE: The system shall allow an auditor or processor to use a mobile app to complete all functions available on a web based version. | N/A | N/A | N/A | At Evaluation | |
| TE-32 | COLLECT SURVEY/FEEDBACK: The system shall allow a traveler, travel arranger or approver to complete a microsurvey and provide feedback after submission of an authorization or voucher | N/A | N/A | N/A | At Evaluation | |
| TE-33 | The system shall provide API-based (RESTful or SOAP) integrations over database-level/ETL/batch integrations. | N/A | N/A | N/A | IOC | |
| TE-34 | Limits on API or other integrations must meet transaction volume requirements for ETSNext (please specify any limitations) | N/A | N/A | N/A | IOC | |
| TE-35 | The system shall provide the Standard API services and the main calls to the T&E solution as described in the ETSNext Standard API Information document (Reference Attachment J-4.1-J-4.11). | N/A | N/A | N/A | IOC | |
| TE-36 | The system shall provide API GSA ETSNext Standard Integration Endpoints as described in the ETSNext Standard API Information document (Reference Attachment J-4.1-J-4.11) | N/A | N/A | N/A | IOC | |
| TE-37 | The system shall provide OpenAPI Services for the T&E solution as described in the ETSNext Standard API Information document (Reference Attachment J-4.1-J-4.11) | N/A | N/A | N/A | IOC | |
| TE-38 | The system shall provide API Services that conform to the specifications and Service Mapping in the ETSNext Standard API Information document (Reference Attachment J-4.1-J-4.11). If there are any limitations to the vendor's solution to allow the mappting of the T&E to the FM BIE, please describe. | N/A | N/A | N/A | IOC | |
| TE-39 | API documentation and Vendor support should address CRUD capability for critical endpoints to ensure these endpoints are not Read only when Create / Update / Delete may be needed. Along with documentation, the vendor should provide clear data models and their relations to other models, so ETSNext is able to integrate into the system without an additional professional service agreement. | N/A | N/A | N/A | IOC | |
| TE-40 | The service shall ensure that all TMC PCCs/OIDs are integrated into ETSNext solution. | N/A | N/A | N/A | IOC | |
| TE-41 | Develop, in the cooperation with the TMCs, agree upon the GDS queues to be used by the contractor, such as: inbound queue, urgent queue, ticket queue, cancellation queue, outbound queue, other queues needed by each agency selected TMC to facilitate Federal agency requirements. | N/A | N/A | N/A | IOC | |
| TE-42 | Develop, in cooperation with the TMC, the appropriate PNR formats to facilitate automated quality control and file finishing processes as needed by the TMCs to ensure accurate, complete untouched reservations. | N/A | N/A | N/A | IOC | |
| TE-43 | The contractor shall permit posting of agency specific transition related user notices to be published via their communication channels. | N/A | N/A | N/A | IOC | |
| TE-44 | USABILITY HEURISTICS: The system shall follow general principles for user interface design as described in Nielsen's 10 Usability Heuristics (https://nngroup.com/articles/ten-usability-heuristics) | N/A | N/A | N/A | At Evaluation | |
| TE-45 | The system shall provide the capability to add, modify, or delete user profiles or associated data via sFTP or API Services | N/A | N/A | N/A | IOC | |
| TE-46 | The system shall allow for multiple credit card feeds of various types (IBA, CBA, etc.) to be imported and assigned to user profiles on a nightly basis. | N/A | N/A | N/A | IOC | |
| TE-47 | The system shall support FM Integration capabilities via sFTP using the same file structure and data elements as noted in Attachment 14 | N/A | N/A | N/A | IOC | |
| TE-48 | The system shall utilize automation and policy audit technology to reduce levels of manual approvals needed to streamline the document approval process for trips considered "low-risk" (i e , within $X of lowest fare, used a City Pair Fare, used a FedRooms rate at FedRooms property, travel to a low-risk country, authorization under $X, etc ). | N/A | N/A | N/A | IOC | |
| TE-49 | The system shall provide dynamic messaging to notify travelers of health and safety issues impacting their travel. | N/A | N/A | N/A | IOC | |
| TE-50 | The system shall track the time and steps for processing transactions (such as areas clicked) so that the government can measure and improve user experience. | N/A | N/A | N/A | IOC |
Profile Reqs
| Requirement No. | Requirement Description | Requesting Agency | Capability ID | Authoritative Reference - | |||
| Federal | Authoritative Reference - | ||||||
| Agency Supplement | Phase Required | Status of Functionality | Available by Required Phase | Vendor Comments | |||
| PR-01 | The system shall be able to accept input from the user via the UI, system integration, or another function, the travel personnel name, title, organization, and contact information consistent with FTR | N/A | TRT.010.010.001 | Federal Travel Regulation 301-71.103, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | IOC | |
| PR-02 | The system shall be able to accept input from the user via the UI, system integration, or another function, the travel personnel role(s) information as consistent with FTR, OMB Cir, and E O | N/A | TRT.010.010.002 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | IOC | |||||
| PR-03 | The system shall calculate user inputs and determine if the selection is in compliance and then generate travel personnel unique identification information consistent with FTR | N/A | TRT.010.010.003 | Federal Travel Regulation Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | IOC | |
| PR-04 | The system shall display travel personnel unique identification information consistent with FTR | N/A | TRT.010.010.004 | Federal Travel Regulation Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| PR-05 | The system shall be able to accept input from the user via the UI, system integration, or another function, the travel personnel payment and billing information consistent with FTR | N/A | TRT.010.010.005 | Federal Travel Regulation 301-51.1, 301-51.6, 301-51.100, 301-70.705, 301-72.3, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | IOC | |
| PR-06 | The system shall calculate user inputs and determine if the selection is in compliance and then generate travel personnel baseline profile information consistent with FTR, OMB Cir, and E O | N/A | TRT.010.010.006 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | IOC | |||
| PR-07 | The system shall display travel personnel baseline profile information consistent with FTR, OMB Cir, and E O | N/A | TRT.010.010.007 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | At Evaluation | |||||
| PR-08 | The system shall calculate user inputs and determine if the selection is in compliance and then provide the traveler's assigned or designated travel arranger, authorizing/approving official(s), certifying officer, agency/organization program coordinator (A/OPC), reasonable accommodations official, and senior legal official information according to internal agency policy and consistent with FTR | N/A | TRT.010.010.011 | Federal Travel Regulation 301-70-401, 301-70.803, 301-71.104, 301-71.106, 301-71.200, 301-71.203 | N/A | IOC | |
| PR-09 | The system shall display traveler's assigned or designated travel arranger, authorizing/approving official(s), certifying officer, agency/organization program coordinator (A/OPC), reasonable accommodations official, and senior legal official information according to internal agency policy and consistent with FTR | N/A | TRT.010.010.012 | Federal Travel Regulation 301-70-401, 301-70.803, 301-71.104, 301-71.106, 301-71.200, 301-71.203 | N/A | At Evaluation | |
| PR-10 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler "employee" type information consistent with FTR | N/A | TRT.010.010.021 | Federal Travel Regulation 301-1.2, Note 2 to 301-10.111, 301-75.1 | N/A | At Evaluation | |
| PR-11 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler proof of identify information consistent CFR | N/A | TRT.010.010.022 | 22 Code of Federal Regulations 51.3; | |||
| 8 Code of Federal Regulations 235.12(l)(2) | N/A | IOC | |||||
| PR-12 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler's reasonable accommodations information consistent with FTR | N/A | TRT.010.010.031 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450. | N/A | FOC | |
| PR-13 | Route and evaluate traveler reasonable accommodations information consistent with FTR | N/A | TRT.010.010.032 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450 | N/A | FOC | |
| PR-14 | Provide evaluation results for traveler reasonable accommodations information consistent with FTR | N/A | TRT.010.010.033 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450 | N/A | FOC | |
| PR-15 | Provide date and signature or digital representation of reasonable accommodations official for traveler profile according to internal agency policy and consistent with FTR | N/A | TRT.010.010.034 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450 | N/A | FOC | |
| PR-16 | The system shall calculate user or system inputs and determine if the selection is in compliance and then display the date when a traveler's temporary medical disability or special need expires consistent with FTR | N/A | TRT.010.010.035 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450 | N/A | FOC | |
| PR-17 | The system shall display date when a traveler's temporary medical disability or special need expires consistent with FTR | N/A | TRT.010.010.036 | Federal Travel Regulation 300-3.1, 301-10.103, 301-10.450 | N/A | FOC | |
| PR-18 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler exemption from mandatory use of the Government travel charge card information as specified by FTR | N/A | TRT.010.010.041 | Federal Travel Regulation 301-51.3, 301-70.704, 301-75.201 | N/A | FOC | |
| PR-19 | The system shall display date and signature or digital representation of Agency/Organization Program Coordinator (A/OPC) for traveler profile according to internal agency policy and consistent with FTR | N/A | TRT.010.010.044 | Federal Travel Regulation 301-51.3, 301-70.704, 301-75.201 | N/A | IOC | |
| PR-20 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler charge card account information consistent with FTR | N/A | TRT.010.010.051 | Federal Travel Regulation 301-51.1 | N/A | At Evaluation | |
| PR-21 | The system shall be able to accept input from the user via the UI, system integration, or another function, the traveler loyalty program/frequent flyer information, Trusted Traveler information, and travel accommodation preferences information consistent with FTR. | N/A | TRT.010.010.052 | Federal Travel Regulation 301-53.3 | N/A | At Evaluation | |
| PR-22 | The system shall calculate user or system inputs and determine if the selection is in compliance and display traveler profile information according to internal agency policy and consistent with FTR | N/A | TRT.010.010.061 | Federal Travel Regulation 301-51.1, 301-53.3, 301-70-401, 301-70.803, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | IOC | |
| PR-23 | The system shall display traveler profile information according to internal agency policy and consistent with FTR | N/A | TRT.010.010.062 | Federal Travel Regulation 301-51.1, 301-53.3, 301-70-401, 301-70.803, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | IOC | |
| PR-24 | The system shall be able to accept input from the user via the UI, system integration, or another function, the travel personnel profile information changes, originator of change, and date of change consistent with FTR, CFR, OMB Cir, and E O | N/A | TRT.010.010.071 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | IOC | |||
| PR-25 | The system shall calculate user or system inputs and determine if the selection is in compliance and then provide updated travel personnel profile information consistent with FTR, CFR, OMB Cir, and E O | N/A | TRT.010.010.072 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | IOC | |||
| PR-26 | The system shall display updated travel personnel profile information consistent with FTR, CFR, OMB Cir, and E O | N/A | TRT.010.010.073 | Federal Travel Regulation 300-70.3, 301-1.2, 301-70.401, 301-71.104, 301-71.106, 301-71.200, 301-71.203, Appendix C to Chapter 301—Standard Data Elements for Federal Travel; |
OMB Circular No. A-123, Appendix B —Improving the Management of Government Charge Card Programs;
| Exec Order No. 13589 Promoting Efficient Spending | N/A | At Evaluation | |||||
| PR-27 | Allow batch processing of events (e g , terminations, department switches) so profiles don't have to be modified individually | N/A | N/A | N/A | N/A | IOC | |
| PR-28 | The system shall be able to accept input from the user via the UI, system integration, or another function, and display unused ticket credits [information from the TMC] within a traveler's profile so that available unused credit can be used when making a reservation | N/A | N/A | N/A | N/A | IOC | |
| PR-29 | Allow an agency to set rules that automatically deactivate a travel personnel profile if inactive after a configurable number of days | DHSHQ/FPS | |||||
| and CBP | N/A | N/A | N/A | FOC | |||
| PR-30 | Allow cross-funded travel without having to duplicate profiles in order to maintain profile integrity | VA | N/A | N/A | N/A | FOC | |
| PR-31 | The system shall provide a process to feed traveler and travel arranger profile data to continuously create, modify, and delete profiles to the GDS pseudo cities for each TMC | N/A | N/A | N/A | N/A | IOC | |
| PR-32 | The system shall coordinate with the TMCs to ensure that the traveler and travel arranger profiles are created with the TMC required GDS formats | N/A | N/A | N/A | N/A | IOC | |
| PR-33 | The system shall continuously feed traveler and travel arranger profile data and changes to TMCs' non-GDS profile databases as required | N/A | N/A | N/A | N/A | IOC | |
| PR-34 | The system shall transfer the profile fields to the reservation PNR in the format required by the TMCs and Federal agencies | N/A | N/A | N/A | N/A | IOC | |
| PR-35 | The system shall be able to accept input from the user via the UI, system integration, or another function, the travel personnel name, genders: (M) Male, (F) Female; (X) Non-binary; (U) Unspecified | N/A | N/A | N/A | N/A | IOC | |
| PR-36 | The system shall identify, apply, and document unused, partially used, or downgraded/exchanged ticket information consistent with FTR and automatically add them to the traveler's profile. | N/A | N/A | N/A | N/A | IOC |
Reservation Reqs
| Requirement No. | Requirement Description | Requesting Agency | Capability ID | Authoritative Reference - | |||
| Federal | Authoritative Reference - | ||||||
| Agency Supplement | Phase Required | Status of Functionality | Available by Required Phase | Vendor Comments | |||
| RE-01 | The system shall be able to accept input from the user via the UI, system integration, or another function and request for reservation assistance information consistent with FTR | N/A | TRT.010.020.001 | Federal Travel Regulation 301-2.1, 301-73.1, 301-73.100, 301-73.106 | N/A | At Evaluation | |
| RE-02 | The system shall be able to accept input from the user via the UI, system integration, or another function, and capture search parameters (e.g., itinerary type, passenger count, departure and return dates, temporary duty (TDY) travel location(s)) for available common carrier/commercial transportation information consistent with FTR | N/A | TRT.010.020.002 | Federal Travel Regulation 301-10.7, 301-10.110, 301-30.4(d), 301-70.102, 301-70.200, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-03 | The system shall be able to accept input from the user via the UI, system integration, or another function to capture exception information to required use of coach class accommodations (e.g., medical disability or special need, scheduled flight time) and document results according to internal agency policy and as specified by FTR | N/A | TRT.010.020.003 | Federal Travel Regulation 301-10.103 | N/A | IOC | |
| RE-04 | The system shall calculate user or system inputs and determine if the selection is in compliance and then provide information that a traveler has a valid certification for a medical disability or special need as specified by FTR | N/A | TRT.010.020.004 | Federal Travel Regulation 301-10.103 | N/A | IOC | |
| RE-05 | The system shall display exception information to required use of coach class accommodations based on a certified medical disability or special need as specified by FTR | N/A | TRT.010.020.005 | Federal Travel Regulation 301-10.103 | N/A | IOC | |
| RE-06 | Search for and identify available common carrier/commercial transportation information and document results consistent with FTR | N/A | TRT.010.020.011 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110, 301-10.112, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-07 | The system shall display search results for available common carrier/commercial transportation information consistent with FTR. | N/A | TRT.010.020.012 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110, 301-10.112, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-08 | The system shall be able to accept input from the user via the UI, system integration, or another function and collect traveler common carrier/commercial transportation reservation/updated reservation selection information consistent with FTR | N/A | TRT.010.020.022 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110, 301-10.112, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-09 | The system shall review user or system inputs and evaluate if the selection for reservation origin and/or destination are outside the Continental United States (OCONUS), and document results as specified by FTR | N/A | TRT.010.020.023 | Federal Travel Regulation 301-10.103(a)(6), 301-10.103(b)(1) | N/A | FOC | |
| RE-10 | The system shall calculate user or system inputs and determine if the selection is in compliance and then provides reservation information that meets the required scheduled flight time for use of other than coach class accommodations as specified by FTR | N/A | TRT.010.020.024 | Federal Travel Regulation 301-10.103(a)(6), 301-10.103(b)(2) | N/A | FOC | |
| RE-11 | The system shall display exception information for required use of coach class accommodations based on origin and/or destination and scheduled flight time as specified by FTR | N/A | TRT.010.020.025 | Federal Travel Regulation 301-10.103 | N/A | At Evaluation | |
| RE-12 | The system shall display cost comparison information using coach class accommodations with a rest stop en route or rest period upon arrival at temporary duty (TDY) location instead of business class accommodations consistent with FTR | N/A | TRT.010.020.026 | Federal Travel Regulation 301-10.4, 301-10.125, 301-11.6, 301-11.10, 301-11.20, 301-70.101, 301-70.200 | N/A | IOC | |
| RE-13 | The system shall be able to accept input from the user via the UI, system integration, or another function and capture if a city pair fare was available as specified by FTR. | N/A | TRT.010.020.031 | Federal Travel Regulation 301-10.111, 301-10.112 | N/A | At Evaluation | |
| RE-14 | DThe system shall calculate user or system inputs and determine if the selection is in compliance and then provides information that a non-contract carrier offers a lower fare to the general public that if used, will result in a lower total trip cost to the Government as specified by FTR | N/A | TRT.010.020.032 | Federal Travel Regulation 301-10.111, 301-10.112 | N/A | IOC | |
| RE-15 | The system shall display evaluation results information for exception to required use a contract city pair fare as specified by FTR | N/A | TRT.010.020.033 | Federal Travel Regulation 301-10.111, 301-10.112 | N/A | IOC | |
| RE-16 | The system shall be able to accept input from the user via the UI, system integration, or another function and then capture exception information to required use of a U.S. flag carrier (air, ship) as specified by FTR | N/A | TRT.010.020.041 | Federal Travel Regulation 301-10.135, 301-10.136, 301-10.137, 301-10.138, 301-10.180 | N/A | IOC | |
| RE-17 | Evaluate exception information to required use of a U.S. flag carrier (air, ship) and document results as specified by FTR | N/A | TRT.010.020.042 | Federal Travel Regulation 301-10.135, 301-10.136, 301-10.137, 301-10.138, 301-10.180 | N/A | IOC | |
| RE-18 | The system shall display evaluation results to exception information to required use of a U.S. flag carrier (air, ship) as specified by FTR | N/A | TRT.010.020.043 | Federal Travel Regulation 301-10.135, 301-10.136, 301-10.137, 301-10.138, 301-10.180 | N/A | IOC | |
| RE-19 | Select alternative common carrier/commercial transportation reservation/updated reservation information and document results consistent with FTR | N/A | TRT.010.020.044 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110 | N/A | At Evaluation | |
| RE-20 | The system shall be able to accept input from the user via the UI, system integration, or another function and obtain traveler common carrier/commercial transportation reservation/updated reservation selection information consistent with FTR | N/A | TRT.010.020.045 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110, 301-10.112, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-21 | The system shall perform calculations based on user inputs on traveler common carrier/commercial transportation reservation/updated reservation selection information consistent with FTR | N/A | TRT.010.020.046 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.102, 301-10.110, 301-10.112, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-22 | The system shall display traveler common carrier/commercial transportation reservation/updated reservation information consistent with FTR | N/A | TRT.010.020.047 | Federal Travel Regulation 301-10.7, 301-10.100, 301-10.101, 301-10.102, 301-10.103, 301-10.110, 301-10.111, 301-10.120, 301-10.124, 301-10.125, 301-10.132, 301-10.135, 301-10.161, 301-10.180, 301-73.1, 301-73.106, Appendix C to Chapter 301—Standard Data Elements for Federal Travel | N/A | At Evaluation | |
| RE-23 | The system shall display information for the least expensive contract city-pair fare available for the class of accommodations selected or the least expensive full coach fare when no contract city-pair fare is available, via a direct route (i.e. lowest fare available), consistent with FTR | N/A | TRT.010.020.053 | Federal Travel Regulation 301-10.4, 301-10.7, 301-10.110, 301-10.111, 301-10.120, 301-50.5, 301-73.1, 301-73.106 | N/A | Roadmap (post-FOC) | |
| RE-24 | The system shall be able to accept input from the user via the UI, system integration, or another function and then capture information to use a reduced group or charter fare as specified by FTR | N/A | TRT.010.020.061 | Federal Travel Regulation 301-2.5, 301-10.124, 301-70.102 | N/A | Roadmap (post-FOC) | |
| RE-25 | Search for, identify, develop, and document reduced group or charter fare information as specified by FTR | N/A | TRT.010.020.062 | Federal Travel Regulation 301-2.5, 301-10.124, 301-70.102, 301-73.1, 301-73.106 | N/A | Roadmap (post-FOC) | |
| RE-26 | The system shall display reduced group or charter fare reservation/updated reservation information as specified by FTR | N/A | TRT.010.020.063 | Federal Travel Regulation 301-2.5, 301-10.124, 301-70.102, 301-73.1, 301-73.106 | N/A | Roadmap (post-FOC) | |
| RE-27 | The system shall be able to accept input from the user via the UI, system integration, or another function and then capture information on the lowest available coach class city-pair fare for scheduled commercial airline service, or full coach fare available if a city-pair fare is not available, via a direct route (i.e. lowest available fare), at time of authorization for cost comparison purposes consistent with FTR | N/A | TRT.010.020.071 | Federal Travel Regulation 301-10.6, 301-10.7, 301-10.104, 301-10.309, 301-10.261, 301-70.100, 301-72.203, 301-73.1, 301-73.106 | N/A | Roadmap (post-FOC) | |
| RE-28 | The system shall be able to accept input from the user via the UI, system integration, or another function and capture information on the lowest available business class city-pair fare for scheduled commercial airline service, or fully refundable business class fare available if a city-pair fare is not available, via a direct route, at time of authorization for cost comparison purposes consistent with FTR. | N/A | TRT.010.020.072 | Federal Travel Regulation 301-10.6, 301-10.7, 301-10.103, 301-10.104, 301-10.309, 301-70.100, 301-70.801, 301-72.203, 301-73.1, 301-73.106 | N/A | IOC | |
| RE-29 | The system shall be able to accept input from the user via the UI, system integration, or another function and capture information on the lowest available coach class train fare available at time of authorization for cost comparison purposes consistent with FTR | N/A | TRT.010.020.073 | Federal Travel Regulation 301-10.6, 301-10.7, 301-10.309, 301-70.100, 301-72.203, 301-73.1, 301-73.106 | N/A | IOC | |
| RE-30 | The system shall be able to accept input from the user via the UI, system integration, or another function and capture information on the lowest available business class train fare available at time of authorization for cost comparison purposes consistent with FTR | N/A | TRT.010.020.074 | Federal Travel Regulation 301-10.6, 301-10.7, 301-10.160, 301-10.309, 301-70.100, 301-72.203, 301-73.1, 301-73.106 | N/A | IOC | |
| RE-31 | The system shall be able to accept input from the user via the UI, system integration, or another function and capture information needed to calculate the carbon footprint for selected common carrier/commercial transportation reservation to support EOs and consistent with industry-accepted emissions calculation methodology | N/A | TRT.010.020.081 | E.O. 13990 Protecting Public Health & the Environment & Restoring Science to Tackle the Climate Crisis |
E.O. 14008 Tackling the Climate Crisis at Home & Abroad
| E.O. 14057 Catalyzing Clean energy Industries & Jobs Through Federal Sustainability | N/A | IOC | |||
| RE-32 | Calculate and document carbon footprint information for selected common carrier/commercial transportation reservation to support EOs and consistent with industry-accepted emissions calculation methodology | N/A | TRT.010.020.082 | E.O. 13990 Protecting Public Health & the Environment & Restoring Science to Tackle the Climate Crisis |
E.O. 14008 Tackling the Climate Crisis at Home & Abroad
| E.O. 14057 Catalyzing Clean energy Industries & Jobs Through Federal Sustainability | N/A | IOC |
| RE-33 | The system shall display all available Greenhouse Gas (GHG) emissions information for selected flights and ground transportation (i.e., train, Uber, Lyft, rental cars) and 'green' indicators for hotels, to support EOs and consistent with industry-accepted emissions calculation methodology and display information to traveler. System shall show which travel methods are the greenest (i.e. lowest emissions) to provide travelers with the ability to select greener compliant options (for each segment of their trip). |
N/A TRT.010.020.083 E.O. 13990 Protecting Public Health & the Environment & Restoring Science to Tackle the Climate Crisis E.O. 14008 Tackling the Climate Crisis at Home & Abroad
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