DoC Financial Management Conference

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DoC Financial Management Conference

• Departmental Initiatives
• Status Update

May 30, 2007
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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

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FMLoB, Web Migration Server Consolidation

• Teresa Coppolino
• Office of Financial Management, CBS Solutions
  Center
• Director, Financial Management Systems

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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

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FMLoB Framework
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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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)

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ITA Implementation

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

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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

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ITA Implementation Challenges
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ITA Implementation Milestones Status
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Commerce Standard Acquisition Reporting System
(CSTARS)

• Tom Cochran
• Office of the Secretary, Office of Acquisition
  Management
• Acting Director, Commerce Acquisition System
  Division

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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.

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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

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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)

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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

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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

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Property Travel

• Fred Fanning
• Office of the Secretary, Office of Administrative
  Services
• Director, Administrative Services

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• Sunflower
• Personal Property Management System

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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

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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

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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

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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

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• eTravel

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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

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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

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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

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Questions