Recent Conference Updates

Return to Travel Services Homepage Recent Conference Updates CONFERENCE TRAVEL DATABASE (CTD) Effective Monday, July 20th, the Conference Travel Database will be updated with some features that will support the new CTD Conference Process. All requests for Fermilab employees to attend domestic conferences must be entered into the Lab's Conference Travel Database (CTD). All supporting documentation for a traveller must be submitted prior to the Directorate Due Date (55 days prior to the conference start date) for the conference. Enhancements that involve Process Change: 1. Attaching CAAR forms and TA within the Traveller Record You now have the added ability to attach or remove documents in the Traveller Record.  You can attach up to 2 documents at the same time (for example a CAAR and TA). This process replaces the need for sending these forms via e-mail to Rosa Foote and/or Marilyn Dixon. Please note that Conference Attendance Approval Request (CAAR) forms must be attached as a Microsoft Word document. Here are some additional notes on the use of the new attachment fields. -  Attachments can be done in new or in existing records. -  After attachment is completed, you MUST save Traveller Record. -  To ease the identification of records with/without attachments, a new column has been added to the "Attendee List" section of the Main Page called "Docs". "Yes" will appear in this column if an attachment has been added to the Traveller Record. Change in submission date guidelines The Directorate Due Date has changed from 65 days prior to the conference start date to 55 days prior. (See attached file: Submission Date Guidelines Calculator-July 09.xls) Below is the list of other enhancements that are being introduced: Main Page: Conference Display Section -  A new "Show" option controls the list of conferences appear in the Conference Name drop down list.  The default is "Recent" which will display only those with an end date within the last year.  To have all conferences available for selection change the "Show" option to "All Conferences" -  Documentation due dates are displayed with the start and end dates. Attendee List Display Section -  A new column "Docs" was added denoting if files have been attached to a Traveller Record. -  The total number of attendees is added. Views/Reports: -  Created a new view showing all Conferences by Short Name. Public Page: -  If the "Available for New Attendees" column is "Yes" is it is now shown in Red, bold text.

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