Ariba Travel Technical Evaluation

Ariba Travel Technical Evaluation Project: eTravel University of Washington

Change History/Document History The following is the document change history. Any modifications to the requirements must be reviewed by the Project Manager.

Ver. Event Author Date Comments Initial Draft Heriberto Rodriguez 05/25/06

Document Signoff

The requirements and design specifications established in this document have been reviewed by the appropriate people within the organization. Any modifications to the requirements or design specifications following this sign-off must be addressed via the standard change control process.

Name Role Date

Ariba Technical Evaluation - DRAFT Page 2 of 8 5/25/2006 University of Washington

Table of Content

Approval Flow...... 4 AF1- Uphold UW Approval Flow Business Rules...... 4 AF2 - Electronic Signatures...... 4 AF3 - Approval Notifications...... 4 Customer service...... 4 CS1 - Handling of receipts...... 4 CS2 - Fast Reimbursement...... 4 CS3 - Workload Management...... 4 Expense Report...... 4 ER1 - Required Information on Expense Report...... 4 ER2 - Split Budgets (Expense/Trip report)...... 4 ER3 - PCA Codes...... 4 ER4 - Auto Population...... 4 ER5 - Auto Calculations...... 5 ER6 - Simple Entry for Traveler, Trav Coord edit ability...... 5 ER7 - Document Expense Report Changes...... 5 ER8 - Record Notes/Comments...... 5 Foreign Travel...... 5 FT1A - Foreign Currency conversion...... 5 FT1B - Foreign Currency conversion - Link to ext. Website...... 6 Payment...... 6 PMT1 - Direct Deposit...... 6 PMT2 - Identify Trip on check/payment...... 6 PMT3 - Reimburse Travel Card directly...... 6 PMT4 - Delivery method option...... 6 Reporting Capability...... 6 RC1 - Reimbursement Status...... 6 RC2 - Upcoming Reimbursements...... 6 RC3 - Export (Xcl, Access)...... 6 RC4 - Search Function...... 6 Technical Reqmnt...... 6 TCH1 - Compatibility (MAC)...... 6 TCH2 - Usability...... 7 TCH3 - ADA Requirements...... 7 Traveler Profile...... 7 TP1 - Traveler Profile Preferences...... 7 TP2A - Update ability - option I...... 7 TP2B - Update ability option II...... 8 Trip Report...... 8 TR1 - Link to PAS...... 8 TR2 - Save partial trip entry...... 8 TR3 - Single Trip Document Number...... 8 TR4A - Advance Payment of expenses – I...... 8 TR4B - Advance Payment of expenses – II...... 8 TR5 - Per diem advance to traveler...... 8 TR6 - Show Related Expenses on Trip...... 8 Universal Travel Form...... 8 UTF1 - Business Rule Edits (personal travel)...... 8 UTF2 - Warnings,Add/change justification field to have predefined values...... 8

Approval Flow

AF1- Uphold UW Approval Flow Business Rules

AF2 - Electronic Signatures We will have to check on non-UW

AF3 - Approval Notifications

Customer service

CS1 - Handling of receipts

CS2 - Fast Reimbursement

CS3 - Workload Management

Expense Report

ER1 - Required Information on Expense Report The system can be customized to add, or remove fields on the UI, and also make such fields mandatory or optional.

Most of these customizations can be done extending the Ariba object using XML.

ER2 - Split Budgets (Expense/Trip report) The system provides the ability to split accounting by percentage, amount, and quantity (not applicable for travel). It has been previously customized to hold UW’s specific accounting structure, and it is currently configured to split by budget, and displays the organization code associated with the budget. The system is configured supports up to 99 splits.

ER3 - PCA Codes PCA codes are part of the customization developed earlier in Ariba to support UW’s specific accounting structure, and are available on the Travel Authorization and Expense Report.

ER4 - Auto Population The system has been customized to populate PerDiem rates based on location, and dates. These rates must be previously loaded and will have to be updated. This customization has been accomplished using a combination of aml (Ariba’s XML), integration events, and java.

If required It is possible to customize the system to populate additional expense types.

ER5 - Auto Calculations The system auto calculates the total on the Expense report, as well as on specific expense type, e.g. PerDiem, Hotel (when itemized), Auto Mileage. For Auto mileage calculation, it will be required to load current and previous rates:

Car Mileage and Rates

Rates Effective: Per Mile 1-1-06 $.445 9-15-05 $.485 1-1-05 $.405 1-1-04 $.375 1-1-01 $.345 1-1-00 $.325 4-1-99 $.31 7-1-97 $.315 7-1-96 $.31 7-1-95 $.30 8-1-92 $.28 9-1-91 $.275

The PIT has expressed the potential need to be able to display totals by budget, this will require a customization, and we will need more detail in order to estimate (evaluate) the effort.

ER6 - Simple Entry for Traveler, Trav Coord edit ability The system provides screens to enter expense items, and provides validations that are used to enforce travel policies, and can be configured to meet UW’s specific needs.

The ability to edit an Expense Report submitted by another user, can by accomplished by adding the user (to edit the Expense Report) on the approval graph and grant him/her with specific permission to edit Expense Reports created by other users. The system can be configured to reevaluate the approval graph once changes are made.

ER7 - Document Expense Report Changes The systems provides the history of Expense Report from the time it is submitted, this includes submission, approvals, and changes.

ER8 - Record Notes/Comments The system provides the ability to enter comments at the overall and at the item level. The PIT has expressed the need to be able to see a summary of the comments on the summary page. This will required a customization, and further evaluation.

Foreign Travel

FT1A - Foreign Currency conversion The system provides the ability to load currency exchange rates, and convert amounts based on user’s and system’s default currency.

Currency exchange rates will have to be loaded, the system provides an Integration Event (interface) to load such rates, but a file with the exchanges rates will have to be provided in a csv format.

FT1B - Foreign Currency conversion - Link to ext. Website An other choice to handle currency conversions, is to provide the users with a link to a currency conversion Website (e.g. http://oanda.com/convert/classic), and let them do their own conversions. The system will open a new window with the URL, allowing the users to work in Ariba and the external Website at the same time. In case we decide to use this choice, we will disable currency conversions in the system.

Payment

PMT1 - Direct Deposit

PMT2 - Identify Trip on check/payment

PMT3 - Reimburse Travel Card directly

PMT4 - Delivery method option

Reporting Capability

RC1 - Reimbursement Status

RC2 - Upcoming Reimbursements

RC3 - Export (Xcl, Access)

RC4 - Search Function

Technical Reqmnt

TCH1 - Compatibility (MAC) C&C supports Ariba on campus. C&C's support is constrained by vendor support. The vendor certifies that certain browsers and operating systems work. As browsers and operating systems are upgraded by their manufacturers, the Ariba vendor chooses which ones to test and certify. When they certify new versions, they de-support older versions; they roll these changes into their next release.

C&C supports Ariba usage on the browsers and operating systems that the Ariba vendor certifies. Ariba does work at least adequately and sometimes perfectly on some non-certified configurations, but C&C recommends using the certified ones.

ASM4 Supported Configurations * Underlined entries indicate platforms that Ariba has deprecated and will be de-supported in a future release.

Client Operating System MS Internet Explorer 6 Netscape 7.11,2 SP1 MS Windows XP SP1 and SP2 Yes Yes

MS Windows 2000 SP3 Yes Yes MS Windows 98* Yes Yes

1 1. Ariba Buyer (Procurement and Travel) supports use of Netscape 7.1 on Mac OS X. Ariba Sourcing supports use of Netscape 7.1 on Mac OS X for Supplier RFx bidding only. 2 2. Netscape Browser limitations: 0 • Ariba Analysis - only export to CSV will be supported. Export to Excel pivot table templates is not supported. 1 • Ariba Contracts Workbench - Automated interaction between MS Word/Excel (clause detection, mapping object attributes to fields in documents and spreadsheets) is not supported. 2 • Ariba Category Management and Ariba Contracts Workbench - “Desktop File Sync” (which enable smoother upload/download of documents and automatic edit detection) and Drag & Drop reordering of tasks, documents and clauses are not supported. 3 3. The minimum configuration Ariba uses for QA testing is a Pentium II CPU at 333 MHz with 256 MB RAM. The recommended configuration is 600 MHz with 256 MB RAM.

TCH2 - Usability

TCH3 - ADA Requirements

Traveler Profile

TP1 - Traveler Profile Preferences

TP2A - Update ability - option I Simple case, no restrictions

TP2B - Update ability option II Restrictions by Travel Coordinator and Org. Need more information

Trip Report

TR1 - Link to PAS

TR2 - Save partial trip entry

TR3 - Single Trip Document Number Document how TA numbers relate to ER, and validate with PIT

TR4A - Advance Payment of expenses – I Manual process, create 2 ER, HR to validate if we can assign one TR to multiple ER

TR4B - Advance Payment of expenses – II Need more info, check how cash advanced works in Ariba

TR5 - Per diem advance to traveler

TR6 - Show Related Expenses on Trip Change the paid by field in Ariba to be a drop down list, perhaps include CTA

Universal Travel Form

UTF1 - Business Rule Edits (personal travel) "Example of warning, violation, receipt over a ceratin limit"

UTF2 - Warnings,Add/change justification field to have predefined values

Ariba Technical Evaluation - DRAFT Page 8 of 8 5/25/2006