Automation speeds DoD travel process
The Army post in northeastern Maryland is one of a score of Department of Defense installations implementing Defense Travel System - Limited. This is an advance version of the Defense Travel System, which is expected to begin fielding next year.
The automated travel system streamlines the current paper-intensive process. It also allows the traveler to identify airline flight, hotel and car rental options to their travel service provider.
So far, as many as 300 Aberdeen employees are using the system.
By early next spring, Defense Travel System - Limited is scheduled be available to all the installation's 9,000 employees, said Jim Carroll, coordinator.
"The system is meeting our needs and producing orders quickly," said Carroll, a post finance official. "It does what we want."
Travelers benefit by:
· Identifying their own reservations.
· Routing orders electronically to their supervisor.
· Producing a travel voucher for Defense Finance &
Accounting Service processing.
Aberdeen becomes the first Army installation to transition to Defense Travel System - Limited. Eventually, Aberdeen like all Department of Defense installations will transition to the full Defense Travel System - a totally automated process that will electronically submit the travel vouchers and make payment within days.
"Aberdeen's enthusiasm for Defense Travel System - Limited is a great endorsement for our program," said Col. Pamela Arias, programs director, for the Arlington, Va., based project office.
"They will receive enjoy early labor savings benefits - and will be able to transition quickly to the full system."
Carroll heard about Defense Travel System - Limited in February when attending a Pentagon conference. He encouraged his command to adopt the system to allow an easier transition later to the Defense Travel System.
How does he like the interim system?
"I don't want to go back to hand-carrying the paperwork all around," said Carroll.
Carroll sees other advantages as well: Process streamlining and cost savings.
When the complete Defense Travel System is in place, military organizations can streamline their travel administration. They can also save a big part of the fee the Defense Finance & Accounting Service charges for processing temporary duty travel vouchers.
Among the advantages of the full system is direct interfacing with the Defense Finance & Accounting Service, said Maj. Brent Calderwood, a systems spokesman.
"Our Defense Travel System - Limited allows organizations to enter a streamlined travel process," said Calderwood.
Aberdeen employees carrying out the implementation are impressed with the system.
"Our people are very computer literate," said Alice Perry, a transportation assistant in the post's Army Materiel System Analysis Activity.
"They like getting on and doing their own travel. There is still a lot of paper. When we get full-blown Defense Travel System - people will love it."
Perry's assessment is backed up by Linda Swann, a secretary in the Close Combat Analysis Division.
"People are very receptive," said Swann. "They like seeing what the can select - they have more knowledge in the decision process."
Employee training has been smooth, said Gloria Krzewinski, an accountant.
"Once you get on it and work with it - it is really easy," said Krzewinski.
Prime contractor TRW Inc., of Reston, Va., is impressed with the implementation at Aberdeen.
"Aberdeen has been very proactive with the Defense Travel System - Limited implementation," said Rich Fabbre, TRW program manager. "They are important to our roll-out."
Another compliment comes from Phyllis Reagan, president, Society of Government Travel Professionals.
"I've been impressed with it," said Reagan. "It seems user friendly."
The Defense Travel System receives contracting support from the Military Traffic Management Command.
With Defense Travel System - Limited, the bureaucratic process of travel transitions from pure paper process to the speed of electrons.
It is a leap of several decades in time.
Yet, the basic process can be learned in the space of 15 minutes of practice.
That was the experience of Debbie Mentzer, a systems accountant, at Aberdeen Proving Ground, Md.
Until recently, Mentzer had never even tried using Defense Travel System - Limited.
"I would go by and see the (DTS-Limited) logos on different people's computer screens," said Mentzer. "That was it."
That all changed on Sept. 13.
Mentzer sat down with Clara Leonetti, an accountant with Managerial Accounting, of the installation's finance office.
Step-by-step, Leonetti gained working ability with Defense Travel System - Limited.
Progress was immediate.
"It's easy," said Mentzer. "I was curious about what I should exactly do."
The learning was reinforced by the use of a small brochure produced at Aberdeen that breaks the use of the system into easy prompts and steps.
How well did she learn the new system?
"I could do it again," said Mentzer.
In January, Mentzer will attend a conference in Pensacola, Fla. When she organizes her trip - and later files her travel voucher - it will all be on Defense Travel System - Limited.
"I like to control where I am staying," said Mentzer. "I'm all for cost savings." (FROM MILITARY TRAFFIC MANAGEMENT COMMAND PUBLIC AFFAIRS).
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