The ARIBA system will be releasing a new version of the software in the summer of 2008. Migration to the new version of ARIBA will result in changes of the screens used to generate an expense report. The timing of our migration to the new version is dependant upon several factors. More will be known as we move closer to the Summer of 2008. The migration work and technology change may potentially have an impact on the phased rollout timing and rollout approach of eTravel.
In the case of a purchase order that is established for an advance payment prior to travel, this is liquidated upon payment of the advance. There is no remaining encumbrance amount regarding the travel expenses reimbursed after travel.
In the case of a purchase order that is established as a standing purchase order for repeating travel payments, the encumbrance is fully liquidated upon the first payment made. There is no remaining encumbrance regarding the future travel expenses.
eTravel is a project that is lead by Financial Management (Financial Services), working closely with Computing and Communications and the Strategic Initiatives Office (USER Project). This project aims to implement the ARIBA travel module, which will replace the manual travel reimbursement process at UW. The ARIBA travel module is an application that has been previously purchased by UW.
Initial phase: An evaluation of the ARIBA travel module to meet the campus' needs, was completed in December 2006. The initial phase included:
The recommendation to the project sponsors to implement the ARIBA travel module was delivered by the Process Improvement Team based on campus feedback and evaluation of the ARIBA travel module. The Process Improvement Team (PIT) represents several campus departments and perspectives.
Design/Configuration phase: This phase of the eTravel Project aims to:
The core work involved in this phase will also be carried out by the Process Improvement Team.
Implementation Phase: The implementation phase timing and phased rollout of the application are yet to be determined. The details of the implementation phase will be finalized based on the input from a Pilot user group.
The eTravel Project Team represents the departmental perspective and will be the core team that will carry out the steps of the eTravel Project.
The eTravel Process Improvement Team (PIT) is made up of:
The deliverables of the eTravel Project Design/Configuration phase are:
The eTravel Project will be approached in a similar fashion to previous USER projects. The Process Improvement Team (PIT), with a high level of campus representation, and the developer expertise in tandem will lead the design and configuration of the ARIBA travel module. The PIT will seek input and feedback from the appropriate campus users at several key points. This input and feedback will be solicited via focus groups and feedback sessions at various places on campus at several key stages of development. This approach will promote the successful implementation of an eTravel application.
If you would like to add your name to our volunteer list that will be invited to feedback and input opportunities as well as receive periodic updates on the project please contact:
Teresa Crisostomo
tcris@u.washington.edu
A: eTravel is a project that aims to implement the ARIBA travel module. The ARIBA travel module is a vendor package that the University has previously purchased. As part of this project, we will integrate this travel reimbursement application with the UW Purchasing System (PAS) and current authorization structure (ASTRA). More details are described in the "About eTravel" section of this page.
A: The eTravel Project is sponsored by Financial Management. The project reporting structure is described in the Project Structure slide.
The Process Improvement Team (PIT) is listed above in the "About eTravel" section of this page. The PIT will lead the core work required to complete this project.A: Yes, the paper process will go away. After configuring the application to meet UW travel reimbursement needs, we will roll out the application for campus use in a phased approach and simultaneously phase out the paper process. We intend to launch the application with minimal disruption to campus operations.
