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In-Processing Considerations (For DTAs)

People come and go in an organization.  If you’re a DTA, you need to know when a new employee reports for duty in your office.  Not only do you get to enjoy any “Welcome” cake, but you also need to work with the newbie to get their DTS profile up and running.

Your first order of business ought to be getting yourself added to the in-processing checklist that your organization uses for newbies (you know, the one that says “#1 – Stop by Admin Services and get your filing cabinet keys; #2 – Stop by HR and fill out paperwork; etc.”).  If your organization doesn’t have such a checklist, get yourself added to the employee orientation agenda.  If your organization doesn’t do checklists or orientations, head to the water cooler and listen for office gossip about newbies.

After earning your way onto the coveted checklist, here are a few things you should do to ease a new person’s integration into your organization:

-  Determine who will create the DTS profile (first-time DoD employees only).  If the person needs to self-register for a DTS profile, they should check out DTS Guide 1: Getting Started, which should give them the information they need to successfully create their DTS profile (e.g., DTS organization names).  However, if you will create the profile for them, figure out the best way of getting their personal information, while also protecting their PII.

-  Receive employees with an existing DTS profile into your organization.  Then ask them to review their profile and update it accordingly.  You may also have to update their permission levels and such things.  Oh – and have the traveler confirm that their GTCC account information is up-to-date.

-  Provide the new employee with a list of travel POCs.  It’d be nice if you told the person who their AO is going to be.  If you’re the resident troubleshooter, provide your contact information.

-  Provide new employees with a copy of your organization’s travel policies (sometimes called “local business rules”).  These are the rules that dictate when a traveler is required to use a Government Owned Vehicle (GOV), the standard transportation modes for particular TDY locations, etc.  These rules might be spelled in your organization’s employee handbook, if your organization has one.

-  Offer some travel training to your new employees.  This can take many forms.  Perhaps you provide classroom training on a recurring basis.  Perhaps you have a list of web-based training modules in Travel Explorer that new employees need to complete.  If you’re not sure what to recommend, take a gander at our listing of training materials.

Failing to plan is planning to fail.  By heeding the recommendations above, you, humble DTA, will be planning to succeed by having a strong, viable in-processing plan!

(Note: We’ll cover some out-processing tips in a future DTA Toolkit article.  In the meantime, sit back in eager anticipation.)

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