OCFO All Hands Meeting

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OCFO All Hands Meeting Dec. 1, 2009

• AGENDA
• Welcome Introduction
• All Hazards Awareness Training Sara Wynne, EHS
• Novel H1N1 Update Dr. Peter Lichty
• Selected OCFO Initiatives
• OCFO Service Recognition Awards
• QA
• Laboratory Property Review (LPR)

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ALL HAZARDS AWARENESSSara Wynne
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Novel H1N1 Update

• Peter D. Lichty, MD MOH
• Site Occupational Medical Director
• LBNL

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Selected OCFO InitiativesJeffrey Fernandez
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Selected OCFO Initiatives

• Procure to Pay (P2P) - Key Improvements for
  Procurement to Payment Cycle Times and
  Efficiencies
• Requisitions
• Invoices
• OCFO Systems Strategy
• American Recovery and Reinvestment Act (ARRA) -
  Recovery Act Reporting
• Electronic Sponsored Research Administration
  (eSRA)
• Work for Others P2C Project

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P2P Procurement Requisition Creation Redesign
Description of Initiative Improve and simplify
the requisition input process to allow anyone at
LBNL to initiate requisitions, with little or no
training, which provides accurate and complete
information, including selection of an
appropriate Item Category Code.

Organizational Resources Needed OCFO Procurement
Controller Operations Business
Systems Information Technology User Input
Testing (All Divisions)

• Primary Objectives
• Improve efficiency of requisition creation by
• Simplifying and reducing data input
• Providing guidance (definition examples) for
  selection of Item Category Code
• Implementing appropriate controls (req approval
  Invoice review)

Timeline General Reqmnts Completed Begin
Design 12/09 IT Development 3-4 Months User
Testing 1 Month Target Implementation 6/10
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Procure to Pay Invoice Review and Payment
Approval

Description of Initiative Invoice Review and
Payment Approval (IRPA) process is to re-design
the LBNL invoice certification process and to
identify a process for disputed invoices. There
were several audit findings of unrecorded
liabilities caused by the LBNL process for
invoice certification

• Timeline General
• Manual accrual to eliminate unrecorded liability
  July 08
• Draft certification process December 08
• Draft policy reviewed with IAS July 09
• Recommendations from Usability Aug 08
• Final functional requirements completed Oct 09
• Evaluation of technology options Jan 10
• Decision on System option Jan 10

• Primary Objectives
• Improve the current invoice certification system
  by
• Providing clear roles and responsibilities
• Providing a system that facilitates the timely
  recognition of cost, liabilities and accurately
  posting costs to projects
• Facilitate timely vendor payment
• Provide the correct end user with the opportunity
  to review and correct invoices for accounting
  distribution and payment

• Organizational Resources Needed
• OCFO managers, functional staff from Accounts
  Payable, Operations, Procurement, and BSA
  analysts
• Division Business Managers and staff
• IT staff

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OCFO System Strategy

• Description of Initiative
• OCFO, partnering with IT, has identified the need
  to re-examine the structural footing on which the
  LBNL financial system is built to optimize
  delivery of financial information.
• Capitalize on Oracle Insight Review
  recommendations.
• This initiative is to establish a multi year plan
  for modernizing CFO systems.

• Organizational Resources
• OCFO functional managers, SMEs and BSA staff
• Division stakeholders
• IT managers and developers
• External system and functional consultants

• Primary Objectives
• Assure that OCFO systems, processes, and data are
  rooted in sound internal controls as a basis for
  dependable financial information, effectively
  delivered to LBNL decision makers.
• Identify structural system modifications required
  to meet current and future business and
  reporting needs
• Develop integrated roadmap for CFO financial
  systems

• Timeline General
• Completed Oracle Insight Review 10/18
• Strategy kickoff with Mark Dedlow 12/2
• Next several months
• Develop project roadmap with dependencies,
  resource requirements, communication plan, and
  timelines

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Recovery Act Reporting (ARRA)
Description of Initiative Develop a centralized
ARRA data base and corresponding support
processes to ensure that reported LBNL data is
consistent, has integrity, can be audited, and
that existing systems are utilized where possible
and that the data is structured to provide
maximum reporting flexibility. Have 220M in
ARRA funding for 54 projects in 12 divisions.
May receive another 90M.

• Organizational Resources Needed
• ARRA project mgrs/PIs
• Divisional RAs and Business Mgrs
• IT business systems
• HR/EHS
• OCFO departments (Procurement, OSPIP, AP, AR,
  Field Ops, Budget Office)

• Primary Objectives
• Ensure ARRA data can be segregated
• Single data source from 120 data elements
• Eliminate duplicate effort
• Meet dynamic, evolving, multi-purposed reporting
  varied timelines
• Robust internal control

• Timeline General
• 03/09 - 06/09 SC weekly Reporting
• 07/09 10/10/09 1st Quarterly Reporting
• 10/09 - 01/10 Grants Reporting, Inst. ARRA
  Program Oversight, Audit Support, Revised 2nd
  Qtr Reporting
• 01/10 - 02/10 OIG audit support
• TBD - Completion is dependent on receipt of final
  guidance from DOE (OMB)

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eSRA (electronic Sponsored Research
Administration)
Description of Initiative Implementation of
the LBNL eSRA System, utilizing the Click
Commerce modules purchased in FY2009. eSRA will
be an electronic integrated system for pre- and
post- award research administration, including
Proposals, IRB, IACUC and COI requirements. Will
replace a number of manual , non integrated
systems. First systems project to bring together
functional research administration offices

• Primary Objectives
• Reduce time spent by PIs and staff on proposal
  development
• Electronic routing of proposals for approvals
• Electronic system to system submission to
  Grants.gov
• Provide needed data for management.
• Provide status, notification of pending and post
  award actions
• Integrate regulatory processes (IRB, IACUC and
  COI) into a comprehensive system

• Organizational Resources Needed
• Multi-functional team to include OCFO Div, OSPIP,
  HARC, IT , RIIO offices, Divs and PIs
• Workflow will bring in other offices such as
  Facilities ( NEPA/CEQA), TTIPM, and DOE BSO

• Timeline General
• Launch Module 1 (IRB) Mid November
• Launch Module 2 (IACUC) FY10 Q3 some
  concurrence with IRB
• Launch Module 3 (Grants) FY11 Q1
  Preliminary Work Flow/data modeling FY10
• Launch Module 4 FY11 (COI) some concurrence
  with IRB, IACUC and Grants

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Work-For-OthersProposal to Close-out(WFO P2C)

• This is a re-engineering project of the
  Laboratorys work-for-others process
• Will use the Six Sigma re-engineering approach
  to
• Analyze current processes
• Identify inefficiencies, gaps and their root
  causes
• Develop an optimal unified replacement process
  and positive working relationships

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P2C - Why?

• We are not fully responsive to Sponsors needs
  and DOE requirements
• We are not delivering a seamless and efficient
  service to the PIs who are trying to conduct
  research funded by non-DOE sponsors.
• Staff continue to voice frustration about the
  broken process
• Guidance from OCFO management team has not been
  consistent

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P2C - Who?

• OCFO Management team is united on the goal of
  delivering a seamless and efficient WFO process
• Dedicating a process re-engineering specialist as
  project manager (George Noble)
• Steering Committee championing meaningful change
  (Bill Johansen, Deb Connell, Minh Huebner, Jeanne
  Kissel, Jeff Weiner, Doug Goodman, Anil More)
• Core project team members are decision-making
  members of the affected departments and divisions
  (Angela Ford, Rick Inada, Anastasia Schiller,
  Sallie Frainier, Carla Garbis, Ron Stainbrook,
  Peter Lau, Bridget Kramer, Karen Omoto, Chris
  Georgiou, Kristine Gee)
• Auxiliary team members from the stakeholder
  community will be tapped for both input and
  feedback

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P2C - When

• Kick-Off meeting in December
• Schedule to be developed by core team
• Goal - Complete by end of calendar year 2010

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OCFO Service Recognition Awards
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10 Years of Service
Sonia Cavizo Dominguez
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15 Years of Service
Melanesia Lewis
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20 Years of Service
Rosa Rodriguez-Flores Anthony Marquez
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25 Years of Service
Janice Mann
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30 Years of Service
Joy Lafdahl
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Q A
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Laboratory Property Review (LPR)

• LPR is a web based self verification of assigned
  property
• Selected divisions are to pilot the LPR prior to
  the Wall-to-Wall inventory
• Wall-to-Wall results will be used to validate
  results of the pilot
• If pilot is successful, then LPR could replace
  Stat Sample inventories
• Find the LPR on the Property web site or A-Z at
  Lab Property Review
• Help OCFO to lead this effort by taking the LPR
  on the Property web site before the Wall-to-Wall