Exhibit 1 - High-Level Travel Process Requirements.pdf
PDF 148 KB Posted
- Attached to
- Request for Information - Travel System
- Solicitation number
- ORNLTravelRFI2026
- Issued by
-
Department of Energy
About this file
This document is Exhibit 1 from a Travel System Request for Information (RFI), outlining high-level process requirements for a travel management solution. Responders are requested to provide concise descriptions of system capabilities rather than detailed documentation, as this is an information-gathering phase preceding any formal solicitation. The required travel system processes include travel pre-approval, reservation requests, online reservations, expense reimbursement requests, conference attendance tracking and approvals, travel and conference audit functions, travel analytics, and interfaces with third-party reservation systems and credit card companies. The system must also support a mobile platform for travelers.
The supplier's system must deliver multiple capabilities including support for multiple expense types, workflow approval determination, employee and non-employee expense reimbursement, and comprehensive reporting functionality. The solution should provide a flexible, scalable, resilient, and sustainable infrastructure that simplifies processes by eliminating unnecessary paperwork, reviews, and duplicative efforts. Key requirements include easily accessible reporting and querying functionality allowing company personnel to generate their own analytics, an intuitive interface guiding users through data entry screens according to business and government requirements, a standard mobile platform for all expense types, appropriate financial posting per expense type, and reduced manual tasks associated with request entry, approval, and audit review.
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Exhibit 1: High-Level Travel Process Requirements
This section outlines the high-level travel process requirements requested from Suppliers as part of the Travel System Request for Information (RFI). Since this is not an RFP, detailed documentation is not required at this stage. Responders should provide concise descriptions of travel system processes.
• Travel pre-approval process
• Travel reservation requests
• Online reservations
• Expense reimbursement requests
• Conference attendance tracking and approvals
• Travel and conference audit functions
• Travel analytics
• Interface with individual third-party reservation system and credit card company
• Mobile platform for travelers
The Supplier’s system would also provide the following capabilities.
• Multiple expense types
• Workflow approval determination
• Employee and non-employee expense reimbursement
• Reporting functionality
• Provide flexible, scalable, resilient, and sustainable infrastructure environment to improve the delivery and responsiveness of core travel services.
• Support the configuration and implementation of effective, efficient, and user-friendly applications that best meet the Company’s functional and business requirements in managing travel processes.
• Simplify processes by eliminating unnecessary paperwork, reviews, approvals, and duplication of effort.
• Provides easily accessible and comprehensive reporting/querying functionality including the ability for the Company personnel to produce their own reporting and analytics.
• Provide intuitive interface which guides users through data entry screens according to business or government requirements
• Utilize a standard, mobile platform for all expense types
• Ensure appropriate financial entries are posted per expense type
• Reduce manual tasks associated with request entry, approval, and subsequent audit review
| Exhibit 1: High-Level Travel Process Requirements |
| Travel pre-approval process |
| Travel reservation requests |
| Online reservations |
| Expense reimbursement requests |
| Conference attendance tracking and approvals |
| Travel and conference audit functions |
| Travel analytics |
| Interface with individual third-party reservation system and credit card company |
| Mobile platform for travelers |
| The Supplier’s system would also provide the following capabilities. |
| Multiple expense types |
| Workflow approval determination |
| Employee and non-employee expense reimbursement |
| Reporting functionality |
| Provide flexible, scalable, resilient, and sustainable infrastructure environment to improve the delivery and responsiveness of core travel services. |
| Support the configuration and implementation of effective, efficient, and user-friendly applications that best meet the Company’s functional and business requirements in managing travel processes. |
| Simplify processes by eliminating unnecessary paperwork, reviews, approvals, and duplication of effort. |
| Provides easily accessible and comprehensive reporting/querying functionality including the ability for the Company personnel to produce their own reporting and analytics. |
| Provide intuitive interface which guides users through data entry screens according to business or government requirements |
| Utilize a standard, mobile platform for all expense types |
| Ensure appropriate financial entries are posted per expense type |
| Reduce manual tasks associated with request entry, approval, and subsequent audit review |
File details come from the government source that posted it. Updated .