Federal Acquisition Service U.S. General Services Administration GSA’s Governmentwide Integrated Travel Solutions Rick Freda Center for Travel Management

Federal Acquisition Service

U.S. General Services Administration

GSA’s Governmentwide Integrated Travel Solutions

GSA’s Governmentwide Integrated Travel Solutions

Rick FredaCenter for Travel ManagementGSA Smart Pay ConferenceAugust 10-12, 2010

Rick FredaCenter for Travel ManagementGSA Smart Pay ConferenceAugust 10-12, 2010


2

Overview of GSA’s Integrated Travel Programs

E-Gov Travel Service (ETS)

City Pair Air Program

GSA Lodging®

Travel Management Information System (MIS)

Travel Training

Travel Services Solution (TSS)


3

What are integrated travel programs?GSA offers an integrated approach for agencies to

manage travel Programs support Federal Travel Regulation (FTR)

compliance Air, lodging and car rental programs are delivered

online through the E-Gov Travel Service and offline through government contracted travel management centers (TMCs)

Travel MIS provides tools to help agencies analyze and contain travel expenses

GSA Travel Programs’ Goal: Provide agencies with programs and tools to get more and spend less on travel.


4

What are integrated travel programs? (cont’d)

Provides shared, governmentwide solutions that help customers manage their travel efficiently and effectively while accomplishing their mission

E-Gov Travel Service (ETS) City Pair Air Program GSALodging® Travel MIS Travel Training Travel Services Solution (TSS) schedule

Includes customer service and acquisition support


5

E-Gov Travel Service (ETS)

ETS provides a web-based, FTR policy aligned travel management service that includes: Online Booking Engine Authorization Voucher processing Travel Management Center support


6

ETS embeds Existing Policy

• Federal Travel Regulation (FTR)

• Per Diem

• Hotel registration in FEMA approved/fire safe properties

• Fly America Act


7

ETS embeds (cont’d)

Programs

• Contract City Pair Program (CPP) – Air

• FedRooms® – Lodging – Meeting Planning (New in FY 10)

• U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

End-to-End Travel Components of ETS

Online BookingEngine

(OBE)+

FTR Required Use

TravelAuthorization &Voucher Service

(TAVS)

TravelManagement

Center Services(TMC)

Choice

+ ETS=

INTER

FA

CE t

o F

inan

cia

l &

Hu

man

Resou

rce

Syste

ms

OP

TIO

NA

L


9

Travel Management Centers (TMC)

Federal Travel Regulation requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice of TMCs

Federal Agency can choose a TMC by:

• Utilizing ETS vendor’s travel agent• Utilizing Travel Services Solution schedule 599• Contracting direct


10

ETS Contracts Awarded to Three Vendors

CWGT – E2 Solutions www.cwgt.com

EDS – FedTraveler.com www.fedtraveler.com

NGMS – GovTrip www.govtrip.com

Source: https://ets.uat2.carlson.com


12Source: www.fedtraveler.com


13Source: www.govtrip.com


14

ETS Deployment as of July 2010

Trends

80+ civilian agencies and bureaus have awarded their ETS task orders

58 agencies and bureaus are fully deployed

1.8 million vouchers processed in FY 09

2.3 million vouchers estimated for FY 10


15

Current ETS benefits being demonstrated Travelers are being reimbursed in less than 4 days

instead of weeks

Agencies have more transparency into travel costs

Online reservations are reducing agencies’ travel costs

Agencies have virtually eliminated capital investment costs and maintenance expenses for travel management systems

Security, policy and utilization of other travel programs is enhanced


16

City Pair Program (CPP)


17

City Pair Program FY 10

11 Contract Carriers

Over 5,000 domestic and international City Pairs

Airfares average 67% below lowest unrestricted commercial rates

Over $6 billion in potential annual savings to the Government in FY 10

Southwest, Continental, Hawaiian Airlines added in FY 11


18

Benefits

No advance purchase required No stay restrictions No airline change /cancellation fees Tickets are fully refundable Last seat available Dual fares (YCA, _CA) No blackout periods Fares are priced on 1-way routes Non-stop service 95% of the time where offered Best Value Determination


19

Dual Fares

Two contract fares: YCA and _CA YCA – best value discounted unrestricted fare

_CA – more highly discounted capacity

controlled fare

– Dual Fares in over 2,400 markets

– Book early, save more

YCA

CA


20

Dual Fares (cont’d)

Use of the _CA flights can save billions

YCA 63% below benchmark market fare and

45% below comparable corporate

discounted fares

_ CA Additional 18% below YCA fare

YCA

CA

Enter Departure City or Airport Code

Enter Arrival City or Airport Code

Click Search FY10

Represents the latest baggage

policy change


24

Required Forms of Payment

SmartPay® 2 Travel Card

• Centrally billed • Individually billed

Government Transportation Request (GTR) (rarely used paper form of payment for travel)


25

GSALodging® Programs


26

GSALodging®

Variety of lodging programs to support customers and agencies FedRooms® - Transient Travel (TDY)

– 1 to 29 nights– Individual, leisure, groups & meetings,

contractor travel Long Term Lodging

– 30+ nights– Turn-key fully furnished apartments

Emergency Lodging Services– For lodging when there is a disaster and/or

emergency


27

FedRooms® Value

What’s in it for me, the traveler?

How do you know for sure you are getting rates at or below per diem?

What’s in it for your organization/agency?


28

How do I know with certainty that the hotel rate is at or below per diem?


29

The FedRooms® rate and the “government” rate are not the same.

FedRooms® Rates FedRooms® rates are negotiated specifically for federal

government travelers

Hotels must agree to the programs terms & conditions

FedRooms® holds hotels accountable if a traveler is overcharged – please call the FedRooms® Help Desk @ 800.226.1741


30

The FedRooms® rate and the “government” rate are not the same (Cont’d).

“Government” Rates “Government” rates are set by each hotel

15% of “government” (GOV) rates are over per diem (per recent GDS audit)

May have early departure fees and cancellation policies that add up to a bigger bill at checkout–No help for travelers!


31

Global Distribution System Snapshots FedRooms® vs. Government Rate** DIRECT CONNECT AVAILABILITY **

** BEST WESTERN INTL RESPONSE **

BW0041486 BEST WESTERN DANVILLE INN AVP

ADDR- 79 OLD VALLEY SCHOOL ROAD 20SEP-2NT1

DANVILLE PA 17821 DANVILLE

PHONE- 1-570-275-5750 ** SELL 0H1‡LINENBR

FAX- 1-570-275-9310

TAXES- 9 PERCENT

RATING- NOT AVAILABLE

1 FEDROOMS 70.00USD GUAR /C-6P

2 DOUBLE BEDS,SMOKING,HI SPEED ET,COFFEEMKR,

HAIR,IRON,CONTINENTAL BREAKFAST

2 FEDROOMS 70.00USD GUAR /C-6P

2 DOUBLE BEDS,NOSMOKE,HI SPEED NET COFFEMAKR, HAIR,IRON,CONTINENTAL BREAKFAST‡

11 GOVT RATE*SHOW ID AT CHK IN

90.00USD GUAR /C-6P

2 DOUBLE BEDS,SMOKING,HI SPEEDNET,COFFEEMKR,

HAIR,IRON,CONTINENTAL BREAKFAST

** DOUBLE CLICK ON HOTEL NAME FOR MAPS AND PHOTOS **

** DIRECT CONNECT AVAILABILITY **

** SYNXIS RESPONSE **

YX0009397 DANBURY PLAZA HOTEL DXR

ADDR- 18 OLD RIDGEBURY ROAD 20SEP-2NT1

DANBURY CT 06810 I84

PHONE- 1-203-7940600 ** SELL 0H1‡LINENBR

FAX- 1-203-7987735

TAXES- 12PCT TTL

RATING- NTM 3 CROWN

1 FEDROOMS 76.00USD GUAR /C-6P C

TTL TAX 18.24

APPROX. TOTAL PRICE 170.24 USD

INCLUDES TAXES AND SURCHARGES

2 DOUBLES ACCESSIBLE

2 FEDROOMS 76.00USD GUAR /C-6P C

TTL TAX 18.24

7 BEST AVAILABLE RATE 125.00USD GUAR /C-6P C

TTL TAX 30.00

APPROX. TOTAL PRICE 280.00 USD

INCLUDES TAXES AND SURCHARGES‡


32

Benefits – Cost Avoidance FedRooms® rates are never above per diem

May be used for leisure travel and contractors*

Negotiate amenities such as free internet or breakfast

Avoid charges such as early departure

FedRooms® rate applies to groups & meetings

“The government conference rate was $215, the FedRooms® rate was $157 … same hotel … same room”


33

GSALodging®

FedRooms® for Groups & Meetings powered by Cvent

• Program testing – 2010

• Free service for government meeting planners

• Conduct market research for groups & meetings using FedRooms® hotels


34

GSALodging®

FedRooms® for Groups & Meetings powered by Cvent

• FedRooms® hotels will be sent meeting requirements

through Cvent

• Hotels respond within 48-business hours on receipt of the group and/or meeting requirements

• The meeting planner will receive the market research displaying hotels that can accommodate the event with associated costs


35

FedRooms® has your Brand!*

*FedRooms® has over 10,000 participating hotels, all brands may not be listed


36

Travel Management Information Service

(Travel MIS)


37

The Problem we addressed: The federal government is the world’s largest buyer of

travel: $17.4B spent in 2009, however There was a lack of transparency and visibility on spend

& compliance Traveler compliance to the FTR was unknown Ability to supply mandated First Class Travel, TRIP, and

CO2 Emissions reports was limited or not available Data required for Strategic Sourcing was not available Responding to FOIAs, Congressional, or Administrative

data calls required extensive resources and time (and was still, often an estimate)


38

Why Did This Gap Exist?

Reservations are made through numerous and multiple channels

Data is difficult to aggregate

Data is inconsistently defined and used

Travel Management is not centralized


39

Agency and Industry MIS Collaboration

85 participating agencies on board 22 TMC’s providing data feeds 59.7M transactions loaded $2.9B in air sales


40

Our suite of governmentwide standard reports and interactive dashboards include –

Regulatory Reports meet regulatory reporting requirements

Travel Spend Reports

Programs Utilization Reports

Group Travel Reports

Data Source and Data Quality Reports

Sourcing Reports


41

Benefits of the GSA Travel MIS include:

Cost containment – via increased utilization of existing travel programs

A means for effective policy development and oversight Improved agency policy compliance Improved ability to detect fraud Time and resource savings associated with more

efficient fulfillment of FOIAs and data requests


42

Why Now?

On October 5, 2009, President Obama signed Executive Order (EO) 13514 to establish an integrated strategy towards sustainability in the Federal government and to make reduction of greenhouse gas (GHG) emissions a priority for Federal agencies.


43


44

EO 13514 EO 13514 requires agencies to “measure, report, and reduce their greenhouse

gas emissions from direct and indirect activities.”

Federal agencies are now required to report and reduce their own greenhouse gas (GHG) emissions, as well as that of their transportation contractors (Scope 3 emissions)

Milestones, which require immediate action:

January 2010 – Percentage reduction target for scope 1 and 2 GHG emissions for fiscal year 2020 relative to a FY 2008 baseline† COMPLETED

June 2010 – Reduction target for scope 3 GHG emissions for FY 2020 relative to a FY 2008 baseline COMPLETED

January 31, 2011 – FY 2008 Base Year and FY 2010 Comprehensive inventory of absolute GHG emissions, including scope 1, scope 2, and specified scope 3 emissions

FY 2011 onward – Annual Comprehensive inventory of absolute GHG emissions, including scope 1, scope 2, and specified scope 3 emissions

Source: EO 13514, Section 2(a), (b), and (C)†Emissions are divided into scopes 1, 2, and 3, as depicted in Figure 1.


45

GSA Travel MIS Tool Endorsed to Meet Regulatory Reporting Requirement GSA Travel MIS tool enables participating agencies to report

Greenhouse Gas (GHG) emissions for air travel to meet the EO 13514 Section 9 of the EO directs the Department of Energy’s Federal Energy

Management Program to lead an interagency committee and issue guidance to federal agencies on how to carry out GHG accounting and reporting requirements

DoE engaged GSA Travel MIS team to participate and lead in the development of guidance surrounding reporting of business air travel

The Travel MIS GHG methodology / calculation tool garnered DoE and committee endorsement

Final Section 9 Recommendations are out for comment – due back by September 2010


46


47


48

GSA

Travel Training


49

Travel Training - Background

U.S. General Services Administration (GSA) Travel Training has been delivering professional development and training for over 28 years Extensive knowledge Comprehensive courses Current and relevant Accessible and flexible


50

Courses include – Temporary Duty Travel: FTR (class room and web-based) Temporary Duty Travel: DoD JTR Vol. 2 Temporary Duty Travel: DoD JFTR V1 Temporary Duty Travel: FAA TP Advanced Temporary Duty Travel: FTR Advanced Temporary Duty Travel: JTR V2 Advanced Travel Basics Approving Officials Responsibility: FTR Approving Officials Responsibility: JTR Vol 2 Conference Planning Travel Basics Relocation Allowances: FTR Relocation Allowances: JTR Vol 2 Relocation Income Tax Allowances Shipping Household Goods and Transportation Management Services

Solutionswww.gsa.gov/traveltraining


51

NEW Web Based Training

FTR online, Web based training• Convenient• 24/7 access• Flexible, self paced• Train almost 4 employees at the price of training one

employee in a formal classroom setting ($195 vs. $750)

www.gsa.gov/traveltraining


52

Travel Services Solution Schedule 599


53

Travel Services Solution (TSS) TSS is a comprehensive contracting vehicle that

encompasses a variety of distinct commercial travel services in support of the Government’s travel needs.

Provides the Federal Government with flexible, streamlines acquisition tools to meet its travel needs, allowing agencies to focus on their mission-critical assignments

Provides agencies flexibility to meet specific requirements such as small business utilization

As a Multiple Award Schedule (MAS), it reflects commercial buying practices, giving customers direct access to commercial services at volume discount pricing.


54

Travel Services Solution (TSS)

Services available on the schedule include:

599 1 Travel Consulting Services

599 2 Travel Agency Services

599 3 Lodging Negotiations and Management Services

599 4 Air Charter Services – Owner operated

599 5 Air Charter Services – Brokers

599 99 Introduction to New Services and Products


55

Recap GSA offers integrated services to manage travel

ETS is an end-to-end solution and aligns policy with programs

City Pair, FedRooms® and Rental Cars can all be accessed through ETS

City Pair provides flexibility and high value

FedRooms® provides policy compliant hotels with rates at or below per diem in over 11,000 locations

GSA is your source for travel training and data to manage travel


56

Send your questions to –

[email protected]

Or

call 888-472-5585

For additional information visit:

www.gsa.gov/travel

Documents

Federal Acquisition Service U.S. General Services Administration GSA’s Governmentwide Integrated Travel Solutions Rick Freda Center for Travel Management