Lean Six Sigma Transaction Process LSTP Update

1
Lean Six Sigma Transaction Process (LSTP) Update

• Presented byPeggy Javery
• Chief, Administrative Payments Branch (APB)

2
Electronic Administrative Payments Initiative
Telephone Vendor (TELE) and Utility Vendor (UTVN)
TELE/UTVN is right on target transitioning to
paperless invoice processing!
3
TELE and UTVN System Highlights

• Electronic Data System (EDI)
• Implementation of Enterprise Content Management
  System (ECM)
• Routing Mail to St. Louis, MO
• Telephone bills processed
• FY07 272,263
• FY08 166,613 (through April)
• Utility bills processed
• FY07 171,335
• FY08 93,738 (through April)

4
TELE/UTVN Processing Monthly Bill Processing
Fiscal Year 2008
5
Future EDI Implementations Fiscal Year 2008

• Telephone Vendors Alltel, ATT Mobility,
  Blackfoot Telephone, Intelliverse, Cellular One,
  Cellular South and Alltel and others totaling
  7,196 accounts (70 of the market)
• Utility Vendors Progress Energy Florida, TXU
  Energy, Penn Power Light and Idaho Power and
  others totaling 891 accounts (29 of the market)

6
ECM Benefits for Agencies

• Allows vendors/agencies to fax invoices directly
  into ECM
• Allows agencies to view invoices received by APB
• Invoices placed under system control
• Streamlines invoice processing
• Elimination of paper documents (Both in
  processing and
  
• storage)
• Immediate availability to retrieve invoices
• Improved visibility and documentation of status
  of work

7
Telephone Utility Bills, Routing Mail to Rural
Development (RD) St. Louis, MO

• May 2008 vendor letters mailed
• May 2008 agency letters mailed
• Effective June 2, 2008 agencies and vendors
  submit Telephone Utility Bills to RD St. Louis.
• New Submission methods
• Fax
• TELE 314-457-4582
• UTVN 314-457- 4583
• Mail
• USDA, Telephone Invoices, PO Box 66509, St.
  Louis, MO 63166
• USDA, Utility Invoices, P.O. Box 66500, St.
  Louis, MO 63166

8
TELE/UTVN Contact Information

• Key Staff
• Section Head Terre Duffy (terre.duffy_at_usda.gov)
  504-426-5331
• Analysts
• Laurie Roy (laurie.roy_at_usda.gov) 504-426-5274
• Floyd Miles (floyd.miles_at_usda.gov) 504-426-5316
• Supervisors
• Susan Rushon (susan.rushon_at_usda.gov)
  504-426-5332
• Brenda Galle (brenda.galle_at_usda.gov) 504-426-5208

9
TELE/UTVN Contact Information

• Inquiry Line
• 1-800-421-0323 (select 2 (APB) then 2
  (TELE/UTVN))
• or 504-426-6430
• Available Monday through Friday
• 745 a.m. to 400 p.m. (Central Time)
• Email misc_at_usda.gov

10
IAS Invoice Processing
COD/APB IAS Invoice Processing Section Adapts to
Process Changes with Flying Colors!
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IAS Invoice Processing Process Improvement

• Implementation of ECM
• Elimination of paper documents (Both in
  processing and storage)
• Immediate availability to retrieve invoices
• Improved visibility and documentation of status
  of work
• APB has ability to
• Cancel scheduled payments in FFIS
• Resubmit corrected payment transactions
• Stop erroneous payments from being issued
• Re-issue returned payments via IAS
• IAS transactions are paid within IAS
• IAS financial data stays in sync with FFIS
• Reduces recovery actions in IAS

12
IAS Invoice Processing Accomplishments

• Reduced invoice processing time
• MOU reduced from 10 to 7 work days
• APB indexes invoices in ECM on date received
• APB processes invoices within 3 working days
• Agency is notified in writing when invoice cannot
  be paid
• Revamped Document Resolution Manager (DRM)
  functions
• APB resolved over 1300 Invoice transactions
  rejected by FFIS
• Invoices rejected by FFIS are resolved in less
  than 2 working days
• APB manually captures metrics on the frequency of
  specific errors and agency error rates
• APB posts listing of invoices received on the COD
  Website (http//cod.nfc.usda.gov)
• APB processed 81,500 invoice payments since July
  2007
• Averaging over 8,000 invoices processed and paid
  monthly
• Averaging over 400 invoices processed and paid
  daily

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Report on IAS Invoice Indexing in ECM
14
Status of Work in ECM(Invoices with Due Dates in
May 2008)
15
Invoice Error Management (DRM)
16
IAS Invoice Processing Observations

• APB processes invoice transactions from every
  office of USDA. APB is in a unique position to
  see issues from an outside perspective
• Correct Payment vs. Payment
• Failure to properly document receipt of invoices
• Failure to properly report acceptance of
  goods/services
• Combining multiple invoices into single payment
  transactions
• Decisions to pay without interest
• Cash Management Practices are jeopardized. APB
  is routinely asked to accelerate payments
  negating warehousing decision made by FFIS
• APB has limited data to determine if a
  transaction meets the Prompt Pay Act criteria for
  accelerated payment (i.e. Small Business)
• APB provides guidance on proper payment procedures

17
IAS Invoice Processing The Future

• APB will continue to take a lead role in IAS and
  ECM process improvement efforts
• APB work processes will be improved with
  implementation of
• LSTP-ECM Phase 1.3
• New capability to document and return invoice
  transactions to the submitting agency
• Metrics on returned invoices
• ECM will more accurately reflect the action taken
  by APB
• LSTP Phase 2
• Return Agency Approved invoices in ECM for
  corrective action
• Electronic version of the IAS-001 Form (invoice
  cover sheet)

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IAS Invoice Processing The Future ECM Reports

• APB is working with Rural Development to provide
  agencies and APB with additional reports to
  enhance the tools available to manage the invoice
  payment process
• APB Reports
• Invoices being held by individual technicians to
  be processed
• Open invoices past their required completion
  date
• Agency Reports
• Open Invoices by agency
• Invoices returned to agency for corrective action

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IAS Invoice Processing The Future ECM Reports
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IAS Invoice Processing The Future ECM Reports
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IAS Invoice Processing The Future ECM Reports
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IAS Processing Contact Information

• Key Staff
• Section Head Wade Edwards
• (wade.edwards_at_usda.gov
  ) 504-426-5218
• Analyst Mark Androff
• (mark.androff_at_usda.gov)
  504-426-5204
• Supervisor Jane Cosse
• (jane.cosse_at_usda.gov)
  504-426-5217

23
IAS Processing Contact Information

• Inquiry lines
• 1-800-421-0323 (Select 2 (APB), select 3
  (IAS))
  or 504-426-6510
• Available Monday through Friday
• Hours 745 a.m. to 400 p.m. (Central Time)
• Email for inquiries IAS.INQ_at_USDA.GOV

• IAS Invoice Submission Information
• FAX [phone]
• Agency specific mailing e-mail addresses are
  shown on following pages

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IAS Processing Mail E-mail Addresses for
Submitting IAS Invoices (Agency Specific)
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IAS Processing Section Mail E-mail Addresses
for Submitting IAS Invoices (Agency Specific)