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White Paper, version 1.0 as of 30 November 2005 Change Proposals in Maintenance Release 126.96.36.199 Scheduled for 30 December 2005 Note: This release includes three sources of Change Proposals (CPs); 1) regular monthly sustainment CPs, 2) Usability Improvements II CPs, and 3) CBA Reconciliation CPs. This document is organized by document processing function and the source of the CP is identified in the title. Note: The release includes a number of CBA Reconciliation CPs and these are described in a separate document. The write up also includes a new item, a user impact statement that is intended to describe the change in terms of the traveler and Routing / Authorizing officials. These impact statements are written to provide the traveler and Routing / Authorizing officials with a clear understanding of the changes. The impact statement is written generically and can be used by the DTA to communicate the changes to users. It is recommended that a DTA review the document to ensure the terminology and processes are consistent with the Service or Agency practice and the local business rules. Prepared by Dave French, Northrop Grumman Customer Service, 30 November 2005 Itinerary. Usability II, CP 491 – TDY Lookup II Several changes are made to the process for selecting a TDY Location in a document or looking up a per diem rate for a location in Traveler Setup>Rates: - Two new location lookups are provided for US locations: Search by Zip Code and County Lookup. - A “specific place” description can be optionally added to the display of the selected location. - The CONUS / OCONUS filters are replaced by U.S. and Foreign. - Numerous screen changes are made to update the existing Search Location, TDY Lookup and Rates Lookup features for the above. - The list of available military locations is expanded and quarters / meals availability has been updated. The existing “Search Location” process remains the same. The screens are updated to correct the wording. The existing “TDY/TAD Location Lookup” is renamed “State/Country Lookup.” The screens are updated to correct the wording. The new “Search Zip Code” allows the user to search by zip code. The return displays the appropriate county entry and a pull down list of all the specific locations registered to the zip code. The user can elect to use the county as the location or select a specific location. The new “County Lookup” for U.S. locations allows the user to select a State and then obtain a pull down of all the Counties in the selected State. After selecting a county, the return displays a pull down list of all the specific locations registered to the county. The user can elect to use the county as the location or select a location. Each of the methods is modified to allow the user to enter a new detailed description of the place of the TDY/TAD. The “specific place” description is limited to 26 characters. For instance, a user could enter a specific place of “Headquarters Building.” For example, the box would show, “Your TDY Location will display as Headquarters Building, Arlington, VA with a per diem rate of $158/63.” The place description does not get archived. A display box is also provided that shows the details of the location, to include location name, county, state/country, CONUS/OCONUS indicator, seasonal effective dates, lodging per diem, and meals & incidentals rate. Each of the methods is modified to reflect the replacement of CONUS with United States, which will include Alaska, Hawaii, and the U.S. Territories. Likewise, OCONUS is replaced with Foreign. Similar changes are made to Rates Lookup. The list of specific military locations was expanded using publicly available DOD sources. The quarters and meals availability data in DTS was updated. Additionally, data base structure changes were made to key per diem rates to the county or country. This allows for the rapid adding of new locations and rate updates. Traveler Impact. When selecting TDY locations, travelers have two new lookup tools for places in the U.S.; Search by Zip Code and County Lookup. Travelers now have the option to add a specific place description to their selected TDY location. For instance, travel to the Headquarters Building in Arlington, VA can be customized to display in DTS as “Headquarters Building, Arlington, VA.” The selection list of military locations has been expanded and CONUS/OCONUS filters are replaced with United States / Foreign. Alaska, Hawaii and the US Territories are now listed under the US. Users may also notice some cosmetic changes such as that the old “TDY Location Lookup” feature is more appropriately renamed “State/Country Lookup” (but works the same), the per diem rate is displayed at selection / before saving, and the existing search /lookup screens have updated text. Routing Official / AO Impact. The Trip Summary, Trip Preview, Per Diem and Print Preview will all display the optional specific place description when used. Usability II, CP 532A – Hotel Enhancements I The name field for the by name hotel search is expanded to the maximum length supported by each global distribution (reservation) systems (GDS). This is twenty characters for Sabre (AA), Apollo (UA), and Amadeaus (LH). Worldspan (TW) supports a maximum of a 10 character search. Each GDS requires exact spelling to accomplish a search. After the search, the property display is enhanced with two new buttons at the bottom that allow the traveler to accomplish another search to return a different list of properties when available (in large markets / search criteria) and to accomplish a second search with different criteria. After selecting a specific property, the room availability screen has two major changes – the traveler can now return to the previous property list to select another property and the cancellation policy is prominently displayed just above the rooms available. When available, the complete hotel cancellation policy is displayed in the room availability screen. The changes include: - Replacing the check-in/out time data element with the following statement, “"For property check in/check out times, view Additional Hotel Information above or consult the property website". The use of the check in/out times was not generally supported and functional. - DTS will display the full property cancellation policy when available from the reservation system - A default cancellation statement is included if the complete hotel property policy is not available for display. “Cancellations not received according to hotel policy may result in financial obligation such as cancellation penalties. For cancellation policy, view Additional Hotel Information above or consult the property website" Traveler Impact: Hotel search by name field length now matches that of the CTOs reservation system. A new button is provided to return to the search results property list after selecting one property and viewing the rooms available. Another new button provides for a second search to refresh the property list with a different selection of properties. For a selected property, the hotel cancellation policy is displayed with the available rooms. Usability II, CP 640 - Rental Car Enhancements I The total cost of the rental car is now used after CTO Booked instead of an estimate of the base rate. Also, users can make reservations before or after the trip dates in situations where a rental car is used to get to and from the airport, and the visit to the rental car location is the day before / after the trip dates. A new pre-audit, RENTAL DATES OUTSIDE TRIP DATES, alerts the AO of the situation. Selections for station wagon and 15-passenger van are added to the vehicle type pull- down. DTS will now allow multiple rental car reservations on the same day at different locations. This is for when traveling between locations and a rental car is dropped off at one location and then another rental car is picked up at the second location, all on the same day. Several screen changes are made to highlight current DOD rental contract features. Traveler Impact: Users will see improved rental car cost estimates. Also, reservations can now be made in two special situations – pick up or drop off outside the trip dates and two reservations on the same day at different locations. Screen wording changes are made to highlight DOD rental contract provisions. Expenses. Usability II, CP 596 – Expense Enhancements For both Non-Mileage Expenses and Per Diem entitlements, the “View/Edit Expense Details” is changed to “View/Edit Expense Details/Currency Calculator.” Changes made in DTS have simplified the expense details by pre-setting the previously optional items. The only functionality accessible with the link is the tool to facilitate conversion of a foreign currency amount into US dollars. The screen layout is revised and when this tool is used, the traveler can now directly save the calculation to the expense. Military travelers (O-6 and below) going TDY to a military location have a simplified process to justify not using an available military lodging facility. Based on the military location, the Duty Condition is still automatically pre-set to indicate military “Quarters Available,” and the lodging rate is set at the standard $55.00. When the duty condition is unchecked, a new pre-audit, MIL QTRS NOT USED is triggered for each applicable location with military non-use reason descriptions that pre-populate the justification. If another duty condition (for instance “Field Duty”) is checked, the pre-audit does not trigger. On the Pre-Audit Screen, the description for the new pre-audit MIL QTRS NOT USED reads, “<location> has a military lodging facility. Per diem entitlements indicates use of commercial lodging. Traveler must select one preformatted reason and provide additional justification as indicated or needed.” The pre-audit requires one of three reason codes to be selected (similar to the reason codes for non-use of the GSA contract city pairs); 1) Military lodging facility has issued an appropriate statement of non- availability. The reference number is provided in the justification. 2) Adverse Effects exist that meet requirements for the use of commercial lodging in lieu of the military lodging facility. The AO has approved use of commercial lodging regardless of availability. Other Auth “Adverse Effects” should be selected. 3) Commercial lodging used instead of the military lodging facility. Traveler voluntarily accepts reimbursement at the military lodging facility “on base rate” which must be entered into the justification. Note: The existing pre-audit, QTRS/MEALS NOT USED, is retired and replaced by the new pre-audit MILITARY QTRS NOT USED as explained above and another new pre- audit, AVAILABLE MEALS NOT USED. This pre-audit will trigger when the military location data indicates dining facility meals are available for the traveler and the per diem has been adjusted from available (Government Meal Rate) to the full or the proportional meal rates. Traveler Impact: Military travelers (O-6 and below) that do not use an available military lodging facility have a simplified method to select reason codes on the pre-audit screen. The codes cover each situation where commercial lodging in lieu of on-base rooms; room non-availability, AO approved adverse effects, and traveler preferred use / reduced reimbursement at the on-base rate. Also, travelers with expenses in other than US dollars have an improved currency conversion tool. Usability II, CP 458 – Revise “Passenger (No claim)” Expense The Non-mileage expense “Passenger (No Claim)” is used to indicate the travel mode used between locations when the traveler is a passenger. Typically, they are riding with another traveler who is being reimbursed for the transportation expense. The expense allowed entry of a cost which was inappropriate. The change will default the cost of this expense to $0.00 and will not be editable. It will also trigger the travel mode PA (for passenger) on the date of the expense. This travel mode appears on the Print Preview of the Default Form, in the itinerary. Traveler Impact: Travelers using the “Passenger (No Claim)” expense will not be able to erroneously claim reimbursement as the amount is set at $0.00. Pre-Audits. Usability II, CP 353A – New Advisory Pre-Audits With No Justification Required A new class of pre-audits has been created that are advisory and do not require justification. The advisory pre-audits will appear at the top of the Pre-Audit screen. Several existing pre-audits that serve as reminders are converted into this category so fewer pre-audits require justification. Several new advisory pre-audits have been created to remind the traveler of common problems; some are typical reasons identified by Post Payment Review for under payment of reimbursable expenses. The list of new advisory pre-audits (not requiring any justification) is below: NO ACCT CODE ASSIGNED: Authorizations, vouchers, and local vouchers. Note: The LOA must be applied prior to the initial approval of the auth or local voucher or an audit failure results. FOREIGN TRAVEL: Authorization. Serves to remind the user to accomplish any local special requirements that exist for foreign travel, i.e., passport, country clearance, security briefings, and other items related to foreign travel. LEAVE REQUESTED: Authorization, voucher. Serves to remind the traveler and the AO that the trip includes leave and local procedures should be followed. PERSONAL INFO HAS CHANGED: Authorization or voucher. Alerts the user that the profile on the document is different from the permanent profile in DTS>DTA Maintenance. TRIP DURATION EXCEEDS 45: Authorization. Serves to remind the traveler they can schedule partial payments for a trip in excess of 45 days. This notice only trigger if SPPs have NOT been requested on the document. TRIP DURATION EXCEEDS 180: Authorization. Alerts the traveler that they may need higher-level approval for a trip longer than 180 days. LODGING OVER PER DIEM: Authorization or voucher. Serves to remind the user that a lodging rate exceeding per diem for the location has been selected, but actuals have not been requested. Note: Traveler still receives the pop-up when a hotel room rate is selected that exceeds per diem. CANNOT VOUCHER TRIP TYPE: Authorization. Alerts the traveler that a voucher cannot be created from the trip type they selected. NO GAS FOR RENTAL CAR: Voucher. Alerts the traveler they have a rental car expense on the document but have not entered a gasoline expense. LODGING WITH NO HOTEL TAX: Voucher. Alerts the traveler the voucher has lodging expenses, but has not included any Hotel Tax expense and the per diem location does not indicate that military „Quarters Available‟. ATM ADVANCE WITH NO FEE: Voucher. Payment Totals indicates an ATM advance, but no ATM advance fee expense exists on the voucher. A list of the new advisory titles and the descriptions that appear on the Pre-Audit screen is posted to Magic for Tier 2 users at Knowledge Tools>Advisory Pre-Audits Traveler Impact: Travelers will have fewer pre-audits to justify as seven pre-audits are converted to “advisory” pre-audits that appear at the top of the screen. Advisory pre- audits do not require justification. Some new advisories are added to alert the traveler to some commonly unclaimed expenses, such as NO GAS FOR RENTAL CAR, LODGING WITH NO HOTEL TAX, and ATM ADVANCE WITH NO FEE. Routing Official / AO Impact: Officials will see fewer unnecessary pre-audits with justification to review. Usability II, CP 551 – Pre-populate Pre-Audit Justification for ACCOUNT CODE INVALID When LOA is Edited. For users that edit their LOA, a pre-audit triggers, ACCOUNT CODE INVALID. The routing official or AO had to manually enter the document to verify the correct editing of the LOA. With the change, the justification is pre-populated with the edits. This will allow easy verification of the appropriate edits during the Review/Sign process. Traveler Impact: In organizations that use LOA placeholders and edit the LOA in a document, the pre-audit is pre-populated with the edits. This facilitates verification and checking by routing officials and the AO. Group Authorization. Sustainment. CP 508A – Group Auth CTO Email Interface for Reservations Personnel preparing an initial Group Authorization can send an email to the supporting CTO for initial reservations, adjustments / changes, and confirming the initial approval. The email will include the itinerary, reservation request and identify each traveler by name and last four. The preparer can generate a group list for faxing to the CTO that includes the information necessary for each traveler‟s PNR profile and form of payment. The CTO must provide DTS an email address to support the email feature; if no CTO email address is provided, the email interface is not available to the preparer. DTA Reports. Usability II, CP 497 – Reports Usability A new feature allows users with org-access to run the new “Status” reports with very large criteria. The feature is called the “Report Scheduler.” The user will request report as they do now, however they will not wait on-line for the results. The requested report will run on the server and the user will get an email that the report is ready. The user returns to the delivery screen and can access any report they have requested in the past seven days. Reports are available for viewing in spreadsheet form only and the content is capped at 40,000 rows. The changes are intended to allow a site to reliably run new reports and receive appropriate data without timeouts and other problems. Additional reports maybe added as needed. Status Reports. The current Trip Status report is replaced by four new status reports: Signed Status, Depart Status, Return Status and Approved Status. The four key date ranges are pre-set in the report criteria. The current Trip Status report format was used as a basis and many additional data elements were included. A separate posting to Magic>Knowledge Tools>STATUS REPORT DATA includes a complete list of the report data. As with the current Trip Status Report, the data is from the most current approved version of the document and from any amendment in process. The report request selection criteria for each of the new Status reports is the same and are similar to the existing (and retired) Trip Status Report. The criteria include: Organization, Date Range, Document Type, option to include sub-orgs, and the option to include LOA details. Key details of the selection criteria follow: Status Report Signed Depart & Return Approved Date Range most current signed Depart or Return Approved for most doc type Doc Type Auth, Voucher, Local Auth and Voucher Auth, Voucher, Local Voucher, Group Auth Voucher, Option to incl displays a separate row for each LOA on a document, includes LOA details the LOA label, 10 by 20, allocated amount, and standard document number for the appropriate transaction (Obligation SDN or disbursement SDN.) Sort for each report is by Org, SSN, TANUM, Doc Name.
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