Welcome to the TAC Outreach Call

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Welcome to the TAC Outreach Call




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Presentations text content in Welcome to the TAC Outreach Call

Slide1

Welcome to the TAC Outreach Call

Presenter(s) – Dan Greene – Barbara McGeorge Date – January 10, 2017 Topic – FY17 January ReleaseThe presentation will begin shortly Phone – 866-481-1781 Pin – 8210518109 Ensure you have muted your phone by pressing *6 on your phone’s keypad or by pressing “Mute” on your phone.

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Slide2

TAC Outreach Call

January 10, 2017FY17 January Release

Presenters:

Barbara McGeorge, Moderator

Dan Greene, TAC Outreach Call Coordinator

Slide3

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Top Issues for January/DecemberFY17 January ReleaseDatesContentsNotable ChangesInternational Date LineJTRDTSIssues

ILPP Expansion

Updates to the COOP

Upcoming Login Chat Help

Resources

Questions

Agenda

Slide4

Top Issues for Dec/Jan

4#Summary

Workaround

Target Release

DTS-4496

Debt Status Stamps in the DMM Gateway appear out of order

,

triggering the incorrect links for processing debt in the DMM Gateway and providing the incorrect debt status on the DMM Report.

Unfortunately,

there is no workaround for this issue. Please submit a ticket to the TAC if you are experiencing this problem so it can be properly annotated.

Ready for Assignment

DTS-4497

Users are unable to cancel reservations in an authorization.

This issue appears to be sporadic and may take multiple attempts to receive the cancellation error.

Users should keep trying to cancel, contact their CTO directly, or request CTO assistance in canceling the reservations. Please note that requesting CTO assistance may result in a CTO fee.

Ready for

Assignment

160929-000670

Authorizations

with Rail reservations are not updating to CTO BOOKED.

Travelers must request CTO Assistance to book Rail

on a non-DTS PNR. The cost will need to be placed under Other Transportation.

150710-000528

Auth splits into two documents with same TANUM after CTO amendment.

There is no workaround, please contact the TAC for assistance.

161207-000485

Unsubmitted voucher emails are being received for Signed or Trip Cancelled documents.

Ensure

the voucher has been stamped SIGNED. If it has, please contact the TAC.

Slide5

FY17 January Release

EWTS Release Date: January 11, 2017 EWTS Expected Downtime: NoneDTS Release Date: January 13, 2017 DTS Expected Downtime: 7 hours beginning at 2200

EST on January 13,

2017

The release content can be found on the DTMO website at:

http://www.defensetravel.dod.mil/DTSOutreach/Software_Maintenance_Release_3January2017_FY17.pdf

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Slide6

Profile Validation

The user will be presented with a new screen if:The profile information has not been updated within the past 60 daysor When the Government Travel Charge Card (GTCC) has or will expire within 30 days. This functionality will allow the traveler to review and update their personal profile information to assist in reducing GTCC declines and EFT rejects and/or prevent non-receipt of system-generated emails.6

Slide7

Profile Validation

7

Slide8

Profile Validation

8Each section can be minimized/maximized by selecting the “+”.

Slide9

Profile Validation

9We recommend expanding all the sections to ensure that all information is up to date.

Slide10

Profile Validation

10If the user creating the document is not the traveler, they will not be able to modify any EFT and/or GTCC information on this screen.

Slide11

Profile Validation

11The user must select the checkbox in order to continue.

Slide12

Profile Validation

12Once the box is checked, the button to “Update Personal Information” will be available.

Slide13

JFU Updates – Itinerary (EWTS ONLY)

This release will continue the incremental implementation of updates to the system’s Java Framework (JFU).This will occur first in EWTS, then in DTS. These updates enhance technology to include 508 compliance, system stability and security, and allow the system to leverage new browser capabilities.13

Slide14

JFU Updates – Itinerary (EWTS ONLY)

In EWTS, the release improves the Itinerary Screens offering users two paths to create a document:Continue creating their itinerary using the current DTS screens.Use the new itinerary screens for five TDY trip types:AA – Routine TDY/TADAB – Open AllotmentAX – Arrangements OnlyB – Perm Chg Sta

D – House Hunting

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Slide15

JFU Updates – Itinerary (EWTS ONLY)

These new screens provide a condensed, simplified web entry page to populate the itinerary data for a trip. In addition, some fields will have default settings to assist the majority of users, but still allow a user to change these default settings as applicable. 15

Slide16

JFU Updates – Itinerary (EWTS ONLY)

16

This link will take the user to the new Itinerary screen.

Slide17

JFU Updates – Itinerary (EWTS ONLY)

17

This link will take the user to the curren

t

Itinerary screen.

Slide18

JFU Updates – Itinerary (EWTS ONLY)

18

Crossing the International Date Line (IDL) is not included in this release.

Slide19

JFU Updates – Itinerary (EWTS ONLY)

19

Slide20

JFU Updates – Itinerary (EWTS ONLY)

20

Please note that the new screen will be in a different order than what travelers are accustomed to seeing.

A

B

C

A

C

D

F

C

Slide21

JFU Updates – Itinerary (EWTS ONLY)

21

Please note that the new screen will be in a different order than what travelers are accustomed to seeing.

A

B

C

A

C

D

F

C

Slide22

Feedback and EWTS

These changes will be in the Enterprise Web Training System (EWTS).EWTS is a training environment that has a user interface and functionality that mirrors DTS. EWTS is available for any site so training in the use of DTS may be conducted via a simulated DTS experience.The purpose of EWTS is to provide DTS users with an environment in which to practice using the current version of DTS.Additionally, system changes are implemented in EWTS first for testing before they’re deployed to DTS.

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Slide23

Feedback and EWTS

Travelers, Authorizing Officials (AOs), and Defense Travel Administrators (DTAs) may access EWTS through the internet and use it to practice their respective DTS tasks such as: Create authorizations, local vouchers, and vouchers from authorizations Route or approve documents using normal or conditional routing elements Perform many common DTA tasks23

Slide24

Feedback and EWTS

As a training environment, EWTS simulates the DTS experience; therefore, there are no consequences when errors are made. Although EWTS and DTS have the same look and feel, there are functional differences, such as: EWTS dos not create actual reservations, since there is no connectivity to the Global Distribution System (GDS) or to the Passenger Name Record (PNR) functionality for Commercial Travel Office (CTO) actions. EWTS does not create financial obligations, because it is not connected with a DoD financial system.24

Slide25

Feedback and EWTS

The site’s Lead Defense Travel Administrator (LDTA) or the individual who will be conducting the training should be the site’s point of contact for the Defense Travel Management Office (DTMO). Individuals who wish to use EWTS for training should contact that individual for assistance. The training certificates are valid for three years. The date is normally determined when the certificates are issued, but in some cases it is when the certificates were actually created. The form located on the last page of the EWTS Guide. http://www.defensetravel.dod.mil/Docs/Training/EWTS_Guide.pdf

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Slide26

EWTS Status

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The status of EWTS is located on the DTS Homepage.

Slide27

Navigating to EWTS

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From the DTS Homepage, navigate to the “Training” link on the left side.

Slide28

Navigating to EWTS

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Select “EWTS” under Quick Links and Resources.

Slide29

Navigating to EWTS

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The EWTS Guide will provide you with detailed information on gaining access to EWTS.

http://

www.defensetravel.dod.mil/Docs/Training/EWTS_Guide.pdf

Slide30

Navigating to EWTS

30

Ensure you click the link to access EWTS.

Slide31

Feedback and EWTS

Please submit any and all feedback for the new changes to the Travel Assistance Center in the form of a ticket.This can include any issues with formatting, functionality, etc. that you think will affect you or your travelers.31

Slide32

International Date Line

The International Date Line (IDL) is an imaginary line on the surface of the Earth, that runs from the north to the south pole and demarcates one calendar day from the next.32

Slide33

IDL Travel in the JTR

4105 Per Diem when crossing the International Date Line (IDL)General. The IDL is an imaginary line along the 180th meridian where each calendar day begins. For example, when it is Thursday east of the IDL, it is Friday west of the IDL.Computing Per Diem when Crossing the IDL33

Slide34

IDL Travel in the JTR

4105 Per Diem when crossing the International Date Line (IDL)Computation Examples. The following are examples of computing per diem and making cost comparisons:TDY Travel Involving IDL with a “Lost” Day. TDY Travel Involving IDL without a “Lost” Day. 34

Slide35

TDY Travel involving IDL with a “Lost” Day

The traveler departs (heading west) on 8/18 and arrives at the TDY location on 8/20.35

Sun

8/18

Mon

8/19

Tues

8/20

Wed

8/21

Thurs

8/22

Fri

8/23

Sat

8/24

Sun

8/25

Depart

Arrive

Lost Day

Slide36

TDY Travel involving IDL with a “Lost” Day

When crossing the IDL in a westward direction, the dates 8/18 & 8/19 (Wednesday and Thursday) are treated as one day for per diem computation purposes because the traveler did not arrive at the TDY location until 8/20. Upon return (west to east) when traveler crosses the IDL, the traveler is paid M&IE for two 8/25 dates.36

Sun

8/18

Mon

8/19

Tues

8/20

Wed

8/21

Thurs

8/22

Fri

8/23

Sat

8/24

Sun

8/25

75%

Per Diem

0%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100% +

Per Diem

Slide37

“100% +” Per Diem

When traveling, Per Diem works this way:You get the per diem amount for the next per diem location.If you have no additional per diem locations, you receive the per diem amount for the last location.This means the per diem (M&IE portion) you receive when you cross the IDL in an eastward direction for TDY Travel involving IDL with a “Lost” Day will be affected by your itinerary.37

Slide38

“100% +” Per Diem

If your trip is not finished, and you are traveling to another location, you will receive 200% of the per diem rate for the next location.If your trip is finished, and you will arrive the same day you depart, you will receive 175% of the per diem rate you departed from.If your trip is finished, and you will not arrive home until the next day, you will receive 200% of the per diem rate you departed from.

38

Slide39

TDY Travel involving IDL without a “Lost” Day

The traveler departs (heading west) on 8/18 and arrives at the TDY location on 8/19.39

Sun

8/18

Mon

8/19

Tues

8/20

Wed

8/21

Thurs

8/22

Fri

8/23

Sat

8/24

Sun

8/25

Depart

Arrive

Slide40

When crossing the IDL in a westward direction, the date 8/19 (Thursday) is treated as a full day for per diem computation purposes as the traveler arrived on 8/19.

Upon return (west to east) when traveler crosses the IDL, the traveler is paid M&IE for one 8/25 date.40Sun

8/18

Mon

8/19

Tues

8/20

Wed

8/21

Thurs

8/22

Fri

8/23

Sat

8/24

Sun

8/25

75%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

100%

Per Diem

75%

Per Diem

TDY Travel involving IDL without a “Lost” Day

Slide41

IDL Travel in DTS

DTS automatically calculates the IDL and entitlements for the traveler.This is done using the Itinerary and Time Zone field (in the traveler’s profile).When creating a document for travel that crosses the International Date Line, remember that traveling westward, it’s impossible to arrive the same day you depart.After booking flights, the Itinerary should be adjusted to match the arrival date of the flights (if this was not done before).41

Slide42

Itinerary

42Remember that it’s impossible to cross the IDL in a westward direction and arrive the same day you depart.

Slide43

Flights

43

Flights that do not arrive until the next day (or later), will be indicated by a “+” in the flight.

Slide44

Incorrect Itinerary

44

After booking the flights, ensure that your travelers adjust their itinerary accordingly.

Slide45

Incorrect Per Diem Entitlements

45If the arrival date is incorrect, the traveler will receive Lodging for a night that they incurred none.

Slide46

IDL and Lodging

DTS will base the first lodging day on the arrival date of the outgoing flight.This only works if the lodging is selected AFTER the flights when the document is initially created.For example: When a reserved flight arrives on Day 2, the lodging reservation for Location 1 will automatically begin on Day 2. 46

Slide47

IDL and Lodging

DTS has no arrival date to base the lodging reservation (except the arrival date of Location 1) if:The lodging is booked before the flights.The lodging is booked without flights (if flights are not needed).The lodging is skipped and added later.This is often Day 1 of the TDY due to the date not being changed during document creation. When Day 1 passes and the traveler is not at the reserved lodging, the hotel may cancel their reservation and charge the traveler a no-show fee.

47

Slide48

Incorrect Lodging Reservations

48If the traveler initially skipped their reservation and then went back and decided to “Add it Now”, this could cause an issue.

Slide49

Incorrect Lodging Reservations

49

This will result in a lodging reservation that begins on Day 1, but the traveler does not arrive until Day 2.

The hotel may cancel the reservation and charge the traveler a no-show fee.

Slide50

Corrected Itinerary

50

Slide51

Corrected Per Diem Entitlements

51

Slide52

Corrected Lodging

52

Any skipped reservations for Lodging should be removed.

Slide53

Corrected Lodging

53

The traveler should then select “Add New Lodging”.

Slide54

Corrected Lodging

54Upon selecting “Add New Lodging”, the system will display all the Locations as hyperlinks. The traveler should select the hyperlink for the Lodging they need to book.

Slide55

Corrected Lodging

55

Now that the itinerary has been corrected, the dates will be correct when booking lodging.

Slide56

Recommendations for IDL Travel

We recommend that travelers going overseas always book their flights first to avoid these issues.If commercial flights are not required (such as when using an AMC flight), we recommend that special care be taken to begin Location 2 on the appropriate day.For the Import/Export community, we further recommend that documents be imported with the arrival date on Day 2 already in place and/or include the ability for travelers to adjust their locations and dates.56

Slide57

ILPP Expansion

On January 1, 2017, the Department of Defense (DoD) expanded the scope of the Integrated Lodging Program Pilot (ILPP).Travelers creating authorizations on or after 1 January are directed to use either DoD, Privatized, or DoD Preferred lodging before other accommodations. If directed lodging is declined, reimbursement for lodging is limited to the amount the government would have paid if used.57

Slide58

New Locations

Aberdeen, MD – Aberdeen Proving Grounds Bangor/Bremerton, WA – Naval Base Kitsap Columbus, GA – Fort BenningEverett, WA – Naval Air Station EverettLewis-McChord, WA – Joint Base Lewis-McChord Phoenix, AZ – Luke Air Force Base Quantico, VA – Marine Corps Base Quantico San Antonio, TX - Joint Base San Antonio (Lackland AFB, Ft. Sam Houston, Randolph AFB) Seattle, WA (downtown)

Whidbey Island, WA – Naval Air Station Whidbey Island

58

Slide59

Updates to Existing Locations

Please also be aware that as of 1 January, Saratoga Springs, NY is no longer a pilot site. Travelers to this location can still book lodging for this location in DTS, however, DoD Preferred commercial lodging will no longer be available. In addition to these changes, some of the participating DoD Preferred commercial lodging properties at the existing pilot sites have changed as well. 59

Slide60

ILPP Resources and Distribution

To assist you with notifying your organizations, a communication toolkit is available athttp://www.defensetravel.dod.mil/Docs/ILP_Toolkit.zipAdditional information on the Integrated Lodging Program Pilot is available at: http://www.defensetravel.dod.mil/site/lodging.cfm60

Slide61

Updated COOP Information

Continuity of Operations (COOP) is a United States federal government initiative, required by U.S. Presidential directive, to ensure that agencies are able to continue performance of essential functions under a broad range of circumstances.The COOP has been rescheduled for the week of 2/18 – 2/25.More information about the COOP will be provided as we approach that date.61

Slide62

Login Chat Live Help

62Beginning soon, the Travel Assistance Center will expand their avenues for assisting customers with issues related to DTS.The ability to “Chat” with an analyst will become available for those customers who are experiencing issues logging into DTS and TraX.More information will be provided as we get closer to the implementation date.

Slide63

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Software Update Information Paper – FY17 January Releasehttp://www.defensetravel.dod.mil/DTSOutreach/Software_Maintenance_Release_3January2017_FY17.pdf EWTS Guide

http://

www.defensetravel.dod.mil/Docs/Training/EWTS_Guide.pdf

Joint

Travel Regulations

http://

www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf

Integrated

Lodging Program Pilot

http://

www.defensetravel.dod.mil/site/lodging.cfm

You can contact the Travel Assistance Center (TAC) via:

Phone 888-Help1Go (888-435-7146)

Web (

https://www.defensetravel.dod.mil/passport/

)

Resources

Slide64

Questions are taken via Telephone by Site Name in alphabetical order

A – E (Example – Dyess Air Force Base)F – L (Example – Fort Huachuca) M – S (Example – Redstone Arsenal)T – Z (Example – Yuma Proving Ground)You can press #6 to unmute your phone’s line to ask a question.Please be considerate and mute your phone if you are not talking by pressing *6.64

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Questions


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