ServiceNow · Travel Arrangements Track

Travel Arrangements Backlog

User stories drawn from the Travel Arrangements requirements (mega-paper approval, budget/booking flow, work-trip forms, pre/post-trip tasks), sized on the Fibonacci scale used across this project.

PHASE 1Mega Paper
PHASE 2Ad-hoc, Approval & Booking
PHASE 3Work Trip
PHASE 4Pre & Post Trip
Stories
31
Total points
129
Phases
4
Scale
1–13
Fibonacci reference 1Cosmetic — label/field text only 2Simple — one field/notification 3Moderate-low — single flow, no branching 5Moderate — multi-step, cross-role notify 8Complex — long calculated form, branching by type 13Very complex — cross-system, consider splitting
PHASE 1

Mega Paper

Annual (Sep–Nov) intake where planned study trips are put up for Academy approval, from School Head support through AG sign-off.

IDUser storyPtsSizing note
TRV-101As ACAD, I want to open the annual mega/ad-hoc approval paper (Sep–Nov) so officers can submit planned training/conference requests into one record.5Annual setup + record model
TRV-102As a requestor (division DTR, HOD or ACAD), I want to submit a nominee — or seat count if no nominee yet — with conference title, synopsis and division, so the approval workflow can start.3Single form, standard kickoff
TRV-103As ACAD, I want the paper routed through School Heads / SLK & SLA for a Support / No / No-with-amendment decision, so unsupported requests stop before ED/AG.53-branch approval decision
TRV-104As ED, I want to approve, reject or send back for amendment a supported request, so I hold the gate before AG review.3Single gate, amend loop
TRV-105As AG, I want to give final approval or rejection on the paper, so no trip proceeds without top-level authorisation.3Single gate, final authority
TRV-106As the system, when AG approves, I want to update the overseas tracking record and notify the Travel Officer automatically, so booking can start without manual chasing.5Auto-update + notify on approval
TRV-107As a requestor, I want to be notified whenever my case is closed or updated, so I know whether to resubmit or proceed.2Simple status notification
TRV-108As ACAD, I want an admin view listing all trainings/conferences officers can attend in the current intake window, so I can manage the list centrally.5Admin list view + upkeep
Phase 1 — 8 stories31 pts
PHASE 2

Ad-hoc, Approval & Booking

Ad-hoc study trips: travel/budget approval paper, soft booking (request submitted), hard booking (itinerary confirmed) and registration.

IDUser storyPtsSizing note
TRV-201As an ACAD officer, I want to raise a request for flight/accommodation quotes 3–6 months before the registration deadline, so Travel Desk has enough lead time.3Simple outbound request
TRV-202As Travel Desk / FBP, I want to log flight and accommodation quotes against a request (cc FBP Travel), so ACAD can prepare the budget paper.3Manual quote capture + cc
TRV-203As the system, I want to check whether TO preference confirmation is needed before proceeding, looping back to Travel Desk if so, so quotes match traveller preferences.3Conditional loop-back
TRV-204As ACAD, I want to put up a Budget Paper within a week of receiving quotes, pre-filled from the quote data, so the approval chain starts promptly.5Pre-filled paper + kickoff
TRV-205As an approver (HOD/ED/etc.), I want to Approve, Amend-and-resubmit, or Reject the budget paper, so the requester knows exactly what to fix.5Multi-tier chain + amend loop
TRV-206As the system, once the budget paper is fully approved, I want to notify the Travel Officer (cc FBP Travel, DTRs, HR) and update the tracking record automatically.5Multi-recipient notify + tracker
TRV-207As an LE, I want to submit the Travel Request Form (soft booking) with officer, division, dates, destination, funding source, class of travel and passport type, so FCM Travel Desk and FBP Travel can act on it.8~20-field form, funding branch
TRV-208As the system, I want to route the Travel Request Form email to the correct mailbox — FCM Travel Desk/FBP Travel, or Academy/DILES for training trips — based on trip type, so requests reach the right owner automatically.5Type-based dynamic routing
TRV-209As an LE, I want to attach the flight itinerary and hotel voucher received from FCM Travel Desk (hard booking) to the request, so the record reflects the confirmed booking.3File upload to record
TRV-210As an LE, I want to submit a Note Verbale request for UNCITRAL registration and forward the generated email template to the right Mission (New York/Vienna) by destination, so the officer can self-register on INDICO.5Destination routing + template
TRV-211As an LE, I want the HOD's approved nomination to auto-populate on the travel insurance and travel request forms, so I don't re-enter approval data.3Cross-form field lookup
Phase 2 — 11 stories48 pts
PHASE 3

Work Trip

Non-Academy requests fully funded by AGC: work-trip meetings, overseas speaker engagements, UNCITRAL and PSI.

IDUser storyPtsSizing note
TRV-301As an LE, I want to submit the Estimated Cost Breakdown and Approval for Overseas Assignment form for PSI trips, with subtotal, 10% contingency and total auto-calculated, so the travelling officer can approve costs before booking.8~18-field costed form + calcs
TRV-302As the system, I want to auto-generate an email carrying the Estimated Cost Breakdown form to the travelling officer for approval, so cost sign-off doesn't need manual drafting.3Auto-email w/ generated form
TRV-303As FBP Travel, I want to prepare the budget approval for overseas work/meeting trips that are co-funded by AGC, so funding compliance is documented before travel.5Funding-conditional approval prep
TRV-304As an LE, I want to classify a request as Travel or Non-Travel (flight/train needed or not), so the correct downstream flow — booking vs. quotation-only — is triggered.3Branching classification
TRV-305As an LE, I want to upload the external agency's budget approval when a trip is co-funded, so AGC has proof of shared funding on file.2Simple file upload
TRV-306As an LE, I want to trigger travel insurance arrangement whenever AGC arranges flights/accommodation for a trip, so every eligible officer is covered before departure.3Conditional single-recipient trigger
Phase 3 — 6 stories24 pts
PHASE 4

Pre & Post Trip

Checklists and reminders either side of travel — insurance, equipment loans and gifts before; returns, reports and filing after.

IDUser storyPtsSizing note
TRV-401As the system, I want to send a pre-trip checklist notification 3 weeks before travel — insurance, passport release, laptop loan/ITSR, GOMAX device, portable monitors, corporate gifts — so officers complete prep on time.5Scheduled multi-item checklist
TRV-402As an officer/LE, I want to trigger passport release, IT equipment loans and a corporate gifts request as individual pre-trip tasks with owner and deadline, so nothing is missed before departure.5Several parallel task triggers
TRV-403As the system, I want to send a post-trip reminder set — return laptop, declare/return excess gifts, return monitors, submit trip report — on trip completion, so officers close out obligations.5Scheduled multi-item reminders
TRV-404As ACAD/TO, I want to redact the approval paper, register the officer for the course, and notify TO of trip completion (cc FBP, FBP Travel, DTRs, HR) within 3 working days of return, so records and enrolment stay current.5Multi-action close-out + cc
TRV-405As the system, I want to escalate and chase for the trip report if it isn't submitted within 1.5 months of return, so overdue reports don't fall through the cracks.3SLA-based escalation
TRV-406As ACAD/TO, I want a completed trip filed into eFile and IW automatically once the report is in, so the case closes with full documentation.3System-to-system filing
Phase 4 — 6 stories26 pts