Defense Travel Management Office

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1 Integrated Lodging Program Pilot Donna Johnson November 1, 2016 Department of Defense

2 Agenda Background Overview Supporting Policy Defense Travel System Modifications Types of Lodging DoD Lodging Public-Private Lodging DoD Preferred Commercial Program Management Resources Questions 2

3 Integrated Lodging Program Pilot (ILPP) Background Defense Travel Management Office OMB Memo M directed a 30% reduction in travel spend from 2010 levels Multiple Service and locally managed commercial lodging programs within DoD Analysis identified a cost avoidance potential at over $28M annually by leveraging spending volume Services requested integration of DoD lodging into DTS to provide traveler with more options and identify additional below per diem lodging options 2015 National Defense Authorization Act (P.L ) authorized SECDEF to institute lodging program to provide adequate government/commercial lodging Launched Integrated Lodging Program Pilot (ILPP) June

4 ILPP Overview Defense Travel Management Office Assists the Department in determining the best approach for providing quality government (DoD) and commercial lodging with the goal of achieving reduced rates, better services, and greater safety and security for the traveler Directs travelers who are on official travel to pilot sites to use government, privatized or DoD Preferred commercial lodging before other lodging accommodations Affords an excellent opportunity to not only leverage the Department's collective purchasing power, but also to incorporate program enhancements that ensure a certain level of "duty of care" for its travelers 4

5 JTR Policy (para. 1265) Defense Travel Management Office Travelers on official travel to pilot sites with an overnight stay are directed to stay at government (DoD), privatized or DoD Preferred commercial lodging facilities and use the Defense Travel System or CTO to book their stay If directed lodging is available and the traveler chooses other accommodations, reimbursement is limited to the amount the government would have paid if directed lodging was used An Authorizing Official may authorize exceptions 5

6 Program Evolution Defense Travel Management Office Program Launch (June 2015) Added JTR policy Integrated DoD lodging Strategically sourced 12 DoD Preferred pilot sites to include 53 properties Expanded Pilot Sites (January 2016) Strategically sourced 6 new DoD Preferred pilot sites to include 95 properties Future Integrated Privatized Lodging (March 2016) Expanded pilot sites to military installations with adequate privatized facilities (PAL) Continue DoD Preferred Pilot site expansion over next four years; over 100 sites Integrate remaining DoD & PPV lodging Extended Stay Group travel Expanded Pilot Sites (July 2016) Added 5 new DoD Preferred Pilot sites to include 126 properties Expand Pilot Sites (January 2017) Adding/ expanding 9 new DoD Preferred Pilot sites with ~200 properties 6

7 Official List of ILPP Pilot Sites (Start Dates) Pilot Site Other Common Names State Pilot Site Start Date Date DoD Lodging Available in DTS Date Privatized Lodging Available in DTS Date DoD Preferred Commercial Lodging Available in DTS FT. WAINWRIGHT AK 2-Apr-16 2-Apr-16 FT. RUCKER AL 2-Apr-16 2-Apr-16 REDSTONE ARSENAL - HUNTSVILLE (metro area) AL 2-Apr-16 2-Apr-16 1-Jul-16 FT. HUACHUCA AZ 2-Apr-16 2-Apr-16 YUMA PROVING GROUND AZ 2-Apr-16 2-Apr-16 MARINE AIR/GROUND COMBAT CENTER TWENTYNINE PALMS (metro area) CA 15-Jun Jun-15 MACDILL AIR FORCE BASE TAMPA (metro area) FL 15-Jun Jun Jun-15 FT. BENNING GA 2-Apr-16 2-Apr-16 FT. GORDON GA 2-Apr-16 2-Apr-16 FT. STEWART GA 2-Apr-16 2-Apr-16 HUNTER ARMY AIRFIELD GA 2-Apr-16 2-Apr-16 ROCK ISLAND ARSENAL QUAD CITY (metro area) IL 1-Jan-16 1-Jan-16 FT. LEAVENWORTH KS 2-Apr-16 2-Apr-16 FT. RILEY KS 2-Apr-16 2-Apr-16 FT. KNOX KY 19-Mar Mar-16 FT. POLK LA 2-Apr-16 2-Apr-16 FT. GEORGE G. MEADE - FORT MEADE (metro area) MD 19-Mar Mar-16 1-Jul-16 FT. LEONARD WOOD MO 2-Apr-16 2-Apr-16 FT. BRAGG - FAYETTEVILLE (metro area) NC 1-Jul-16 1-Jul-16 NAVAL SUPPORT ACTIVITY SARATOGA SPRINGS SARATOGA SPRINGS (metro area) NY 15-Jun Jun-15 FT. HAMILTON NY 2-Apr-16 2-Apr-16 WRIGHT-PATTERSON AIR FORCE BASE DAYTON (metro area) OH 15-Jun Jun Jun-15 FT. SILL OK 2-Apr-16 2-Apr-16 CARLISLE BARRACKS PA 1-Oct-16 1-Oct-16 FT. BUCHANAN [INCL GSA SVC CTR, GUAYNABO] PR 2-Apr-16 2-Apr-16 List available on the DTMO website at: 7 Office of the Under Secretary of 7 Defense (Personnel and Readiness)

8 Official List of ILPP Pilot Sites (continued) Defense Travel Management Office Pilot Site Other Common Names State Pilot Site Start Date Date DoD Lodging Available in DTS Date Privatized Lodging Available in DTS Date DoD Preferred Commercial Lodging Available in DTS JOINT BASE CHARLESTON CHARLESTON (metro area) SC 15-Jun Jun Jun-15 FT. JACKSON SC 2-Apr-16 2-Apr-16 SHAW AIR FORCE BASE - SUMTER (metro area) SC 1-Jul Jun-15 1-Jul-16 FT. HOOD TX 19-Mar Mar-16 FT. SAM HOUSTON TX 19-Mar Mar-16 FT. BLISS TX 2-Apr-16 2-Apr-16 DUGWAY PROVING GROUND UT 2-Apr-16 2-Apr-16 HILL AIR FORCE BASE UT 1-Jul Jun-15 1-Jul-16 LANGLEY AIR FORCE BASE HAMPTON (metro area) VA 1-Jan Jun-15 1-Jan-16 NORFOLK AREA INSTALLATIONS: NAVAL STATION NORFOLK, NAVAL MEDICAL CENTER PORTSMOUTH, NAVAL SHIPYARD NORFOLK/PORTSMOUTH, NAVAL SUPPORT ACTIVITY HAMPTON ROADS VA - NORTHWEST CHESAPEAKE, NAVAL AIR STATION VA 15-Jun Jun Jun-15 OCEANA, DAM NECK, JOINT EXPEDITIONARY BASE LITTLE CREEK-FORT STORY NORFOLK/VIRGINIA BEACH (metro area) FORT EUSTIS NEWPORT NEWS (metro area) VA 2-Apr Jun-15 1-Jan-16 SUFFOLK (metro area) VA 2-Apr-16 1-Jan-16 YORKTOWN FACILITY YORKTOWN/WILLIAMSBURG (metro area) VA 1-Jan-16 1-Jan-16 FT. LEE/Petersburg (Metro Area) VA 1-Jan Mar-16 1-Jan-16 FT. BELVOIR VA 2-Apr-16 2-Apr-16 JB MYER-HENDERSON HALL VA 2-Apr-16 2-Apr-16 SEATTLE-TACOMA AIRPORT AREA WA 15-Jun Jun-15 FT. LEWIS Ft. Lewis-McChord WA 2-Apr-16 2-Apr-16 8 Office of the Under Secretary of 8 Defense (Personnel and Readiness)

9 DoD Preferred Pilot Sites Defense Travel Management Office New Locations Existing Locations January 2017 Aberdeen Proving Grounds/Aberdeen Ft. Benning/Columbus JB San Antonio (Includes: Ft. Sam Houston, Lackland, Randolph, and San Antonio including downtown and airport) JB Lewis-McChord Luke AFB/Phoenix Marine Base Quantico/Quantico Naval Air Station Everett Naval Base Kitsap/Bangor/Bremerton Naval Air Station Whidbey Island Seattle including downtown Hill AFB/Sumter Ft. Bragg/Fayetteville Ft. Eustis/Newport News Ft. Lee/Petersburg Ft. Meade JB Charleston/Charleston Langley AFB/Hampton Roads MacDill AFB/Tampa NAVSUPACT Saratoga Springs* Norfolk/Virginia Beach Area Redstone Arsenal/Huntsville Rock Island Arsenal/Quad City Seattle Tacoma Airport Area Shaw AFB/Sumter Suffolk, VA Twentynine Palms Wright Patterson AFB/Dayton Yorktown Facilities/Williamsburg * Will no longer be a ILPP pilot site as of 1 January

10 How it Works 10

11 Integrated Lodging Program Pilot - System DTS integrates DoD and Privatized lodging Auto navigation through lodging module Displays tabs following policy priorities 1. Govt DoD (TDY location is an installation) 2. Govt Privatized (TDY location is an installation, PPV, only some Army locations) 3. Commercial DoD Preferred (Only at pilot locations) 4. Commercial Fire Safety Act Compliant (Other Safety Compliant) 5. Commercial Other 11

12 DTS Lodging Module Features Includes a certificate of non-availability number in the authorization when DoD lodging is not available Limits lodging reimbursement when travelers decline directed lodging Displays accommodation details Pre-audit checks for compliance Reason codes for exceptions to program use 12

13 Accommodation Details Defense Travel Management Office 13

14 Decline Lodging and New Popup Warning 14

15 Key Points DTS facilitates policy compliance. DTS automatically displays lodging options based on the TDY location in DTS authorization per JTR policy Exception: When civilians are TDY to a military installation at non-pilot site; DTS displays available DoD Lodging but use is not required Traveler must decline directed lodging to go to other commercial lodging options outside the program; automatically limits reimbursement If TDY to a military installation and there is no DoD lodging availability, DTS automatically includes a certificate of nonavailability number as part of the authorization 15

16 DoD Lodging DoD Lodging facilities at pilot sites must meet DoD adequacy standards to be available on Govt-DoD tab Most Air Force Inns, Navy Gateways Inns and Suites, Navy Lodge, and some Army lodging at foreign locations are available in DTS DTS automatically issues a non-availability confirmation number Documented in the authorization When TDY to a pilot site, travelers may decline available DoD Lodging; reimbursement is limited 16

Privatized Army Lodging (PAL) is first privatized lodging to be integrated into DTS Corporately branded

17 Public Private Venture Lodging Public Private Venture (PPV) properties available on the "Govt Privatized" tab Inspected and certified as meeting specific DoD quality, safety, and security standards Army's Privatized Army Lodging (PAL) is first privatized lodging to be integrated into DTS Corporately branded as IHG Army Hotels, Holiday Inn Express, Candlewood Suites & Staybridge Suites Locations being phased into DTS 17

18 Public Private Venture Lodging (continued) Privatized lodging may appear on the Commercial - Fire Safety Act Compliant tab in DTS Meet Fire Safety Act requirements but may not have the full complement of services to meet pilot requirements Buildings may be historic or have not yet completed a full renovation Travelers are not required to book privatized properties that appear on the Commercial Fire Safety Act Compliant tab 18

19 DoD Preferred DoD Commercial Lodging Commercial lodging contracted to meet specific quality, safety and security requirements, and provide amenities and traveler conveniences at no additional cost, with rates below per diem Ensure a certain level of duty of care for all DoD travelers Traveler safety and security Traveler quality accommodations Minimum of two Crown or equivalent rating Traveler financial protections Traveler conveniences All properties that participate must meet specific criteria to participate in and remain a part of the program 19

20 Key Points Not all commercial lodging properties in DTS are designated as DoD Preferred. Only those commercial lodging properties listed on the Commercial - DoD Preferred tab meet specific quality, safety and security requirements outlined by the Department Will only display when TDY to a pilot site with sourced DoD Preferred lodging DoD Preferred properties can be removed from the program based on feedback, unlike other Commercial Lodging properties which cannot be removed from display in DTS 20

21 Commercial Lodging Commercial - Fire Safety Act Compliant Not part of the pilot but meet all Fire Safety Act requirements and are Federal Emergency Management Agency (FEMA) approved Not monitored for compliance with per diem rates and do not have to comply with DoD quality, safety and security requirements Hotels on this tab are displayed by default by lowest rate range, but the JTR does not require travelers to book the least expensive hotel or the first hotel on the list 21

22 Commercial Lodging (continued) Commercial Other Do not meet the criteria for any of the above lodging options Not monitored; do not have to comply with Fire Safety Act requirements or DoD quality, safety and security requirements Tab only active when no other options available Properties on this tab should only be booked if no other facilities are available 22

23 Key Points Not all commercial lodging in DTS is created equal. Commercial lodging that appears on the Commercial Other Safety Compliant and Commercial Other are not subject to DoD quality, safety and security standards Research your lodging choice as you would for personal travel Only DoD Preferred lodging is monitored to comply with DoD standards 23

DTMO Complaint Source Submitted via TAC Ticket, Service POC, direct email, or customer satisfaction survey Defense Travel Management Office Preferred Commercial Lodging Complaint Resolution Process

considers resolution offered, previous reports and actions, and classification of issue to determine DTMO action TAC/DTMO Gathers information and sends to FedRooms FedRooms Validates hotel is in

24 DTMO Complaint Source Submitted via TAC Ticket, Service POC, direct , or customer satisfaction survey Defense Travel Management Office Preferred Commercial Lodging Complaint Resolution Process DTMO If necessary, sends file to NG for removal of hotel Retains an archive of which properties were removed and date Writes/sends response to customer and closes TAC ticket Reviews information, considers resolution offered, previous reports and actions, and classification of issue to determine DTMO action TAC/DTMO Gathers information and sends to FedRooms FedRooms Validates hotel is in program, researches complaint history Sends feedback to hotel POC Decision Category Warning: monitor for corrective action and additional complaints, used for minor issues Suspension: determine amount of time for suspension (until issue is resolved, demonstrates successful resolution, etc.) Removal: repeated issues, no evidence of issue resolution or resolution was unsuccessful, used for serious safety/health issues FedRooms Classifies issues and monitors hotel for corrective action Provides hotel response and recommends action to DTMO Hotel Sends response that includes the facts, response, and proposed resolution

25 Survey sent to travelers who stayed DoD Preferred upon voucher completion Defense Travel Management Office ILPP Customer Satisfaction Scores Phase II Closeout Cumulative: Feb June ,519 Responses of 16,229 (28%) 25

26 Key Points Feedback is important. This program is a pilot and it will continue to evolve based on the feedback we receive Travelers that stayed in DoD preferred commercial lodging, will receive a customer satisfaction survey via after the voucher is submitted Travelers are encouraged to complete this survey as information provided will help shape the future enhancements to the program If you would like to submit feedback on DoD or privatized lodging, please submit a Travel Assistance Center help ticket 26

27 Resources 27

28 Program Resources Integrated Lodging Program Pilot webpage (DTMO website) - Program support information: 2016 Rates (CAC enabled) DoD Preferred Commercial Lodging List DoD/Privatized Lodging in DTS List Program overview information: Frequently Asked Questions for Travelers and Travel Administrators Fact Sheet Communication Toolkit 28

29 Rates What are the new highest negotiated rates for ILPP locations? CAC controlled document Can I view the previous rates? 29

30 Rates (continued) 30

31 Rates Archive Defense Travel Management Office 31

32 Properties DoD Preferred Commercial Defense Travel Management Office Which hotels are participating in the Preferred Commercial Lodging? 32

33 Properties - DoD Preferred Commercial (continued) Defense Travel Management Office 33

34 Properties DoD and Privatized Defense Travel Management Office Which DoD Installations offer the ability to book DoD Lodging in DTS? 34

35 How to Read the DoD Lodging List Defense Travel Management Office 35

36 Traditional Reservations Defense Travel Management Office Travelers should NOT contact their Travel Management Company (TMC)/Commercial Travel Office (CTO) for assistance booking DoD lodging facilities 36

37 ILPP Questions Defense Travel Management Office What if I have questions about the ILPP? 37

38 ILPP Guide A comprehensive walkthrough of program pilot policy, system Explains program goals and benefits Defines all lodging types (current and future) Sites specific references for the regulations Outlines DTS functionality How to book different types of lodging Pre-audit flags and their meanings Using the right pre-audit justifications Reporting information 38

39 Resources Integrated Lodging Program Pilot Lodging Page DTMO Travel Dispatch ense_travel_dispatch_fall_2015.pdf You can contact the Travel Assistance Center (TAC) via: Phone 888-Help1Go ( ) Web ( 39

Defense Travel Management Office

Defense Travel Management Office DoD Lodging 101 An Overview for Industry GovTravels February 27, 2017 Department of Defense Agenda Program Overview Defense Travel System DoD Preferred Commercial Lodging in DTS Booking Procedures Property