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DoC Financial Management Conference

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Title: DoC Financial Management Conference


1
DoC Financial Management Conference
  • Departmental Initiatives
  • Status Update

May 30, 2007
2
Outline
  • Financial Management Line of Business (FMLoB)
  • Web Migration
  • Server Consolidation
  • ITA Implementation
  • Business Application Feeder Systems
  • Acquisition - Commerce Standard Acquisition
    Reporting System (CSTARS)
  • Obligation Requisition Standard Interface (ORSI)
  • Central Contractor Registry (CCR)
  • Property - Sunflower
  • eTravel EDS

3
FMLoB, Web Migration Server Consolidation
  • Teresa Coppolino
  • Office of Financial Management, CBS Solutions
    Center
  • Director, Financial Management Systems

4
Financial Management Line of BusinessVision
Goals
  • To improve the cost, quality, and performance of
    financial management (FM) systems by leveraging
    shared services solutions and implementing other
    government-wide reforms that foster efficiencies
    in Federal financial operations.
  • Provide timely and accurate data available for
    decision-making
  • Facilitate stronger internal controls that ensure
    integrity in accounting and other stewardship
    activities
  • Reduce costs by providing a competitive
    alternative for agencies to acquire, develop,
    implement, and operate financial management
    systems through shared services solutions
  • Standardize systems, business processes, and data
    elements
  • Provide for seamless data exchange between and
    among Federal agencies by implementing a common
    language and structure for financial information
    and system interfaces

5
FMLoB Framework
6
FMLoB Transparency Phase
  • Performance Measures
  • Financial Services Assessment Guide (SAG)
  • Phase I Metrics
  • Reporting begins June 15th for April 2007
  • Phase II Metrics
  • Work sessions begin June 6th
  • Migration Planning Guidance (MPG)
  • Updated May 2007
  • Due Diligence Checklist
  • Competition Framework
  • Change Management
  • Communication Plan Template
  • SLA Template
  • Commercial Shared Service Providers (SSPs)
  • Agency Acquisition Advisory Team Established

7
FMLoB Standardization Phase
  • Standard Business Processes
  • Payment Management
  • Exposure Draft released May 17th
  • Comments due June 18th
  • Receipts Management
  • Focus Group sessions began May 22nd
  • Funds Control
  • 500 Exposure Draft comments received
  • Review and resolution of comments due July 31st
  • Reporting
  • Exposure Draft Release TBD
  • Standard Interface
  • SmartPay2
  • Work sessions begin June
  • Reimbursables
  • Work sessions begin June
  • Concept of Operations
  • Standardization Implementation Approach

8
FMLoB Standardization Phase (Continued)
  • Common Government Accounting Code (CGAC)
  • Exposure Draft
  • Final to be released June 26th
  • Transition Plan
  • Work Sessions begin June 2007
  • Final Plan to be released in November 2007

9
FMLoB Competitive Environment
  • DoC OMB Milestones
  • 2008 Q1
  • Begin Migration Planning Compete both
    Application and Hosting
  • 2010 Q4
  • Complete Migration Planning Application/Hosting
    Competition
  • Select SSP
  • 2011 Q1
  • Begin Migration to Selected SSP
  • 2012 Q4
  • Complete Migration

10
Web Migration Goals Benefits
  • Successfully migrate the existing CBS financial
    management system to web-based software
    architecture (Oracle 10g)
  • Benefits
  • Extends the CBS useful life through 2012
  • Standard Look Feel
  • Report process standardization
  • Expand the Fund Code Field to 4 digits
  • Benefit
  • Increase capability to handle more than 99 fund
    codes
  • Utilize the Oracle Portal technology to simplify
    and consolidate access and password management
  • Benefits
  • Single Sign On (SSO) capability for multiple
    business applications
  • One stop shopping capability
  • Single access to multiple business applications
  • Broadcast messaging and document posting

11
Web Migration Completed Milestones
  • Six-Phased Development Approach
  • Benefit
  • Allowed Bureaus to test groups of modules in an
    early release model, instead of delivery of all
    modules at one time
  • Conduct Bureau meetings one week prior to code
    deliveries
  • Benefit
  • Allowed Bureaus a forum to ask questions prior to
    receiving software deliveries

12
Web Migration Targeted Milestones
  • Deliver complete CBS/CFS 10g version to the
    Bureaus on June 15, 2007
  • Benefit
  • Allow Bureaus adequate time to test before
    deployment to production with Server
    Consolidation in 2008
  • Bureaus scheduled to deploy simultaneously during
    Server Consolidation transition to the Bowie Data
    Center
  • NOAA March 2008
  • NIST TBD (April 2008)
  • Census May 2008

13
Server Consolidation Vision Mission
  • Vision
  • To improve efficiency and performance while
    ensuring financial integrity, with the ultimate
    goal of
  • Decreasing overall financial and system costs
    over time
  • Developing consistent business practices that
    utilize standard systems and processes
  • Promoting strategic management of Commerce
    resources
  • Positioning the Department to capitalize on
    further innovation
  • Mission
  • To establish a single Department of Commerce
    approach for the management of financial
    management services that will effectively provide
    high quality and efficient services

14
Server Consolidation - Scope
  • To consolidate the Commerce Business Systems
    (CBS) development, test, and production servers
    from the CSC, Census, NIST, and NOAA by
  • co-locating the servers to the Census Bowie
    Computer Center (BCC)
  • procure infrastructure (hardware) and systems
    software licenses to support the migration effort
  • complete application migration and transition to
    a full CBS production environment for all Bureaus
    by fiscal year 2009

15
Server Consolidation Goals Initiatives
  • The Server Consolidation Project supports the
    Presidents Management Agenda
  • Improved Financial Performance
  • Provide accurate and timely financial information
  • Utilize technology to improve overall financial
    management performance
  • Enables the Department to accomplish the
    following goals
  • Data Center Infrastructure Consolidation
  • Security plans
  • System administration functions
  • Streamlines infrastructure audit
  • Standardization of business processes
  • Consolidation of Application
  • Testing, database administration, security plans,
    account administration, training, and help desk
    functions

16
Server Consolidation Completed Milestones
  • Selected Census Bowie Data Center as the
    consolidated site
  • Completed joint planning between Bureaus and the
    Bowie Data Center
  • Developed Technical Architectural Design document
  • Bureau Logical Architecture and Application Flow
    diagrams
  • CBS CA Security Boundary document
  • Completed hardware procurements and installation
    of equipment for initial infrastructure setup
  • Developed a draft Service Level Agreement (SLA)
  • Completed Infrastructure Certification and
    Accreditation (CA) testing
  • Developed a proposal for centralized database
    administration of CSTARS application at Bowie
  • Completed Interface Data Flow Diagrams of
    business application feeder systems to compare
    Bureau CBS Interfaces to identify opportunities
    for standardization

17
Server Consolidation Targeted Milestones
  • Receive Authority to Operate (ATO) for
    Infrastructure CA
  • Complete consolidated migration planning across
    the bureaus
  • Implement a Disaster Recovery solution
  • Develop both application migration and
    infrastructure testing plans and identify
    consolidated responsibility
  • Consolidate application security plans
  • Standardize Oracle platform configurations
  • Procure and install additional hardware required
  • Finalize change management and communications
    models
  • Go Live dates
  • CSC September 2007
  • NOAA March 2008
  • NIST TBD (April 2008)
  • Census May 2008 (if NIST date moves earlier,
    Census will take April date)

18
ITA Implementation
  • Scott Montgomery
  • National Institute of Standards and Technology
    Office of the Chief Financial Officer
    Group Manager, Financial Management Systems
    Support

19
ITA Implementation Scope
  • The ITA CBS Implementation includes
  • Core Financial System (CFS) modules
  • CBS Standard Interfaces (i.e., Bankcard,
    Procurement, Accounts Payable, Accounts
    Receivable, Summary Level Transfer)
  • Department of State Interface
  • Conversion of open legacy data
  • Change Management, Training, and Communication
  • NIST CBS Portal (e.g., Reports, Downloads, My
    Tools)
  • Development of additional reports/downloads

20
ITA Implementation Challenges
21
ITA Implementation Milestones Status
22
Commerce Standard Acquisition Reporting System
(CSTARS)
  • Tom Cochran
  • Office of the Secretary, Office of Acquisition
    Management
  • Acting Director, Commerce Acquisition System
    Division

23
CSTARS Overview
  • CSTARS is the enterprise-wide system supporting
    the front-line acquisition professionals who
    perform day-to-day operations and manage
    performance-based contracting.
  • The Department of Commerce acquisition user
    community depends solely upon CSTARS for
    processing requisitions, tracking and monitoring
    procurement activities, and awarding/ closing out
    of contracts.

24
CSTARS - ORSI CCR Overview
  • CSTARS Obligation Requisition Standard Interface
    (ORSI)
  • Provided automated integration between the
    Departments procurement (CSTARS) and financial
    systems (CBS/CFS)
  • NIST, NOAA and OS went live on October 16, 2006
  • Census went live on October 30, 2006
  • Central Contractor Registry (CCR)
  • Mandated compliance by OMB to utilize DoDs
    centralized vendor database tool
  • NIST and NOAA went into production on October 16,
    2006
  • Census went into production on October 27, 2006

25
CSTARS - Project Objectives
  • The objectives of this effort were to provide
  • Single point for acquisition data entry
  • On-line, real-time funds control verification and
    validation
  • Real-time exchange of data between the
    acquisition and finance systems
  • Accurate and timely management information data
  • Seamless integration between acquisition and
    financial management data
  • Compliance with Central Contractor Registry (CCR)

26
CSTARS - Lessons Learned
  • Prior to going live
  • Better training for both functional users as well
    as the Systems Administrators
  • Better user and technical documentation
  • Dedicated support team - both functional and
    technical
  • Business Process Standardization

27
CSTARS - Lessons Learned (continued)
  • After Going Live
  • Dedicated support team - both functional and
    technical
  • Keeping documentation current - setting up the
    process
  • On-going training/refresher training for
    procurement staff on financial requirements
  • On-going training/refresher training for
    financial staff on procurement requirements

28
Property Travel
  • Fred Fanning
  • Office of the Secretary, Office of Administrative
    Services
  • Director, Administrative Services

29
  • Sunflower
  • Personal Property Management System

30
Sunflower - Background
  • The goal is to implement a Department-wide
    Personal Property Management System (PPMS)
  • Business Case approved by the CITRB in 2001
  • NOAA implemented the Sunflower PPMS 2000
  • OS instance of PPMS in production use 2001 and
    accredited 2002
  • NOAA and OS instances merged in April 2005

31
Sunflower - Background (Continued)
  • Phase I
  • Implement the OS PPMS to include bureaus in the
    HCHB
  • Phase II
  • Merge the NOAA and OS PPMS instances into one
  • Phase III
  • Migrate remaining six Bureaus to the PPMS
  • Implement interfaces with Financial Management
    Systems

32
Sunflower - Work to be Done
  • Procure and distribute scanners based on
    algorithm to complete work for Phase II
  • Migrate six Bureaus as part of Phase III
  • Complete financial interfaces as part of Phase III

33
Sunflower - Phase III
  • Divided into two parts
  • Part I Migrate TA, NTIS, and ITA to the
    Department PPMS
  • Proposal received, acquisition wavier approved,
    and contract awarded
  • Work began on May 21, 2007 with emphasis on ITA
  • Part II Migrate NIST, Census, and PTO to the
    Department PPMS
  • Proposal received over the estimate with items
    not requested
  • OAMFA querying contractor over proposal
  • Additional funds sought

34
  • eTravel

35
eTravel - Background
  • The goal is to implement a Department-wide
    eTravel System
  • eGov initiative with GSA oversight
  • GSA identified and certified service providers
  • DOC has a contract with EDS for implementation of
    eTravel
  • In 2006, conducted market analysis of three
    service providers approved by GSA
  • In 2007, EDS completed implementation of the
    Department of Veterans Affairs, thereby
    eliminating sanctions from GSA
  • In May of 2007, DOC IT Security coordinated with
    GSA and agreed to accept the CA developed by GSA
    for the eTravel system

36
eTravel - Background (Continued)
  • Phase I
  • Gain approval for CA
  • Implement pilot of travel portion of eTravel for
    a single bureau
  • Phase II
  • Implement pilot of financial interface for
    voucher transactions with same bureaus piloting
    the travel portion
  • Phase III
  • Implement system for travel across the Department
    bureau by bureau
  • Maintain Travel Management Contract for VIP
    Travel and as back up to eTravel

37
eTravel - Work to be Done
  • Brief plan to CFO/ASA and obtain approval to
    proceed with pilot
  • Implement pilot
  • Conduct customer surveys and measure performance
    to determine effectiveness
  • Report on results of pilot

38
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