The end users of the solution provided very insightful suggestion as to what features they would like incorporated in the system. This meeting was highly productive and helped illuminate the numerous steps that were involved in travel request processing and administration that were unclear or unknown prior to the visit.
Because the software development team for this project is currently working on other initiatives, a meeting has been scheduled with them to discuss the scope and duration of the entire project. Preparatory to this meeting, hard copies of current travel forms being used by Ames will be obtained for mutual collaboration. The project's progress will be tracked using Microsoft Project (see progress report at Appendix A). At this point, the major constraint involved relates to ensuring the receipt of the human resources needed to complete the project on schedule.
Summary of work in progress
The various stages of work in progress and their current status are shown in Figure 1 at Appendix A; as can be seen, all work elements are currently on schedule.
Summary of future work
Based on the decision made at a September 14, 2010 design meeting, the solution will use a full authentication approach to accessing the travel request system that requires user identification and password as well as initial user registration. During this recent meeting, a number of additional project requirements were identified, including the following:
Multiple Requirements:
1. Users should be recognized as work coordinators and travel preparers.
2. Any travel preparer (lead) can become a work coordinator.
3. Work coordinators can also be travel preparers.
4. One work coordinator should have the authority to designate another person as a work coordinator.
5. One or more travel preparers (leads) will have the ability to see all domestic/international travel requests or other types of travel requests.
6. Each travel preparer will individually manage one or more travel codes such as T, R, H, Q, etc. At any time, a travel preparer can be assigned new travel codes or be removed from managing current travel codes.
7. Work coordinators should have the ability to assign a new travel request or remove an assigned travel request.
8. At any given point of time only one person can be a work coordinator.
Following an assessment of the various options available to satisfy these additional requirements, the design committee elected to adopt the following approach:
1. Creation of user profile with a field to help classify different types of users in the system, namely travelers and travel preparers.
2. Creation of exclusive user group called "Admin Group" to monitor and control travel requests and assignments.
3. Ability to assign work coordinator role on an as-needed basis among users of this group.
In addition, to date, the following associated screens have been identified as requiring changes based on the original goals and new requirements listed above as follows.
1.
Travel Request Screen (Impact: Medium):
Any person who has a role of Travel Preparer can enter a new Request into the system. In general only one person will always enter a new Request into the system after reviewing the CTO mail box.
Screen changes:
Travel Begin Date
Travel End Date
Travel Type as a Drop Down with options like
a)
Complex Travel
b)
International Travel
c)
Domestic Travel
d)
Invitation
2.
Travel Preparer Screen (Impact: Severe):
Travel Preparer will open the Travel Request in non-editable mode with check list based on the Travel Type getting displayed at the end of the Travel Request. Travel Preparer can check these check boxes or add new comments and will have the ability to change the request status to In-Process or Hold.
a.
New Requests does not show Time Left as soon as the Travel assignment has been done by the Travel Work Coordinator.
b.
New Requests still pops up on the Travel Preparer work screen.
c.
Travel Reference Number will be a Link/Button which will open the Travel Request.
d.
Travel preparer will review the travel request and if it meets the criteria contained on the checklist will click the Accept Button on the summary page or click Accept Button on the travel request page while reviewing the travel request.
e.
Once the travel preparer clicks the Accept Button, the travel request will be moved into in-process request area.
f.
When travel request moves to in-process request area, the cycle time commences and the time left will be displayed and the system will indicate that the requests will be completed within the cycle time.
2.
TRW Edit Page (Impact: Severe)
Travel preparers can come to this screen after clicking the edit button.
a.
Overall, screens remain the same.
b.
TRW -- request status will be added.
c.
Travel type based on checklist criteria will be added to the page.
d.
A separate link will be provided on the travel preparers' page that will display...
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