defense travel management office office of the under secretary of defense (personnel and readiness)...
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)Department of Defense
Traveling Smarter and Thinking Differently
Andrea Carlock, Chief of Program Management Branch
Society of Government Travel Professionals
September 18, 2013
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Agenda
• Key Events– OMB Memorandum, M-12-12
– OMB Memorandum, M-13-02
• Restricted Fares
• U.S. Government Rental Car Program
• Unused Tickets
• Commercial Travel Office Services
• Data Framework
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Key Events
Office of Management and Budget memorandum M-12-12, “Promoting Efficient Spending to Support Agency Operations” signed May 11, 2012, which included requirements to:
• Promote the identification and use of non-contract air carriers that, if used will result in a lower total trip cost
• Expand and leverage purchasing power to reduce travel costs associated with hotels and rental cars
• Ensure whenever practicable, arrange airfare in a manner that results in the lowest price available when traveling on domestic flights
• Ensure agencies have controls in place to collect refunds for unused or partially used airline tickets
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Key Events (continued)
Office of Management and Budget memorandum
M-13-02, “Improving Acquisition Through Strategic Sourcing” signed December 5, 2012, which included requirements to:
• Establish broad strategic sourcing initiative to ensure acquisitions are effectively managed, whenever possible, agencies join together negotiate the best deal for taxpayer
• Eliminate inefficiencies from acquisition processes• Implement government-wide strategic sourcing
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Restricted Fares
• Joint Federal Travel Regulation (JFTR)/Joint Travel Regulation (JTR) allows travelers the option to use restricted fares
• DoD managed restricted fares program would make this option more effective
• Restricted fares program that considers current DoD policy to use the Contract City Pair carrier
• Result in opportunities for greater efficiencies and cost savings
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
U.S. Government Rental Car Program Overview
• Agreement, not a contract – supports the entire Federal Government
• Sixteen (16) rental car companies participate worldwide
• Competition drives cost
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
U.S. Government Rental Car Program Modernization
• Development of “Gold Standards”– Minimizing all costs including base rates
– Require standardized data from vendors
– Benchmark against corporate rates annually
– Policy Improvement Opportunities
• Data Collection
• Stakeholder Engagement
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
U.S. Government Rental Car Program Resources
• Communications Plan– Materials posted on DTMO website
http://www.defensetravel.dod.mil/Docs/Rental_Car_Toolkit.zip
• Rental Vehicle Assistance Tool– https://www.defensetravel.dod.mil/Rental.cfm
• Government Employee Training – https://www.defensetravel.dod.mil/Passport
• Vendor Training
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Unused Ticket Process Improvements
• Objective– Improve efficiencies and ensure DoD has standardized
processes to monitor, track, and collect refunds for all unused or partially unused tickets
• Standardized unused ticket language in CTO contracts– Identify and cancel all unused or partially unused tickets
– Provide unused ticket reports monthly
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Unused Ticket Process Improvements (continued)
Initiating regulatory changes to the Defense Transportation Regulation 4500.9-R
• Clarified guidance on the process of refunds for Individually Billed Accounts, Centrally Billed Accounts, and Government Transportation Requests
• Developed a workflow process to assist in tracking unused tickets from identification to reimbursement
• Partner with industry to explore emerging technology
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)11
CTO Services
• DTMO is the single source to consolidate and procure CTO services for the DoD
• Benefits of consolidating and managing procurement efforts – Decreases the number of CTO contracts– Consistent requirements across the Department– Leverages buying power– Enables DoD to apply best practices– Improves working relationships between the
Government and industry
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CTO Services (continued)
How do we incorporate Government and industry best practices to travel smarter and meet and exceed the expectations of our customers?
• Market research to attain an in-depth perspective of the travel industry, other Government Agencies, and corporate travel initiatives
• Partnership with industry to exchange ideas, share views on innovation, and develop mutually acceptable solutions
• Take advantage of innovative processes and emerging technologies
• Drive efficiencies through automation
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Strategy and Performance Management
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Commercial Travel Information Management (CTIM) Tool•Integral to Performance Management System•Enhances analytic capabilities, enabling a more comprehensive understanding of DoD travel processes and the development of business intelligence•Data is gathered, integrated, cleansed and validated
Commercial Travel Information Management (CTIM) Tool•Integral to Performance Management System•Enhances analytic capabilities, enabling a more comprehensive understanding of DoD travel processes and the development of business intelligence•Data is gathered, integrated, cleansed and validated
Metrics Development• Determine & define performance metrics using metrics templates• Establish KPIs and targets• Identify metrics owners and data sources
Metrics Development• Determine & define performance metrics using metrics templates• Establish KPIs and targets• Identify metrics owners and data sources
• Set of integrated management processes which help improve strategic decision making in organizations• Provides credible, decision ready BI to leadership driving accountability, management decisions, reporting, compliance,
resource allocation, risk management and continuous improvement
“Establishes and maintains a DoD Travel Enterprise performance management framework that is supported by an enterprise-wide repository of DoD commercial travel data for the purpose of administering commercial travel
programs, procedures, reporting, and guidance.” – DoDI 5154.31
Integrated Business Intelligence Capability•Evidence based decision making supported by CTIM•Leverages dashboards, scorecards and reports• Track, analyze and report performance– Visual analytics– Standardized analytical approach for detailed studies
Integrated Business Intelligence Capability•Evidence based decision making supported by CTIM•Leverages dashboards, scorecards and reports• Track, analyze and report performance– Visual analytics– Standardized analytical approach for detailed studies
Strategy Development• SWOT Analysis• Environmental Scan (external
drivers/marketplace changes)• Review of Products/Programs/
Services/Customers
Strategy Development• SWOT Analysis• Environmental Scan (external
drivers/marketplace changes)• Review of Products/Programs/
Services/Customers