One DOT Integrated Procurement Solution: ESC PRISM Project Update

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One DOT Integrated Procurement SolutionESC
PRISM Project Update

• Briefing for the DOT CIO Council by
• Denise P. Wright
• Acting Senior Procurement Executive
• Larry Neff
• Deputy Chief Financial Officer
• April 3, 2008

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Agenda

• ESC a designated Shared Service Provider (SSP)
• DOTs Business Transformation initiative
• PRISM today at DOT
• ESC PRISM project scope and definition
• Service Oriented Architecture (SOA)
• GAO deployment strategy Phases 1 and 2
• ESC PRISM at DOT
• Meets DOT DP2 requirements
• Standard configuration and benefits

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Enterprise Services Center (ESC)

• Background
• 1 of 4 financial management Shared Service
  Providers (SSPs) designated by OMB in Feb. 2005
• ESC provides (1) the Delphi financial system,
  (2) expert accounting services, (3) a large
  professionally-run data center Help Desk
• 850 employees at FAAs Mike Monroney Aeronautical
  Center in Oklahoma City
• Mix of Federal employees contractors
• Serves all DOT OAs plus external customers
• Delphi accounting services for GAO, CFTC, IMLS
  NEA
• PCS moves for Dept. of Education

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Business Transformation

• Multi-year effort across DOT programs
  organizations
• Streamline, standardize, consolidate
  re-engineer business processes
• Better link costs to strategic goals program
  performance metrics
• Plan for implement new standardized business
  processes data requirements from OMB Treasury
  
• Plan for major Oracle system changes
• Have developed Workgroup structure established
  governance/oversight

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Current PRISM Licenses Use
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ESC PRISM - Project Scope

• Configure, develop, test implement a standard
  PRISM system integrated with Delphi using Service
  Oriented Architecture (SOA) technology
• Based on documented DOT requirements (DP2)
• Implementing at GAO in 2 phases
• OAs M-60 conduct gap analysis
• Modify/test as needed
• Offer to the OAs as a service from ESC
• Joint effort by M-60, S-80, B-30 ESC

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What is SOA technology?

• Reduces business events to standard, reusable,
  decoupled processes
• Commitments, obligations, etc.
• Lower cost of developing maintaining interfaces
• Best suited for event-driven, real-time
  integration between systems
• Web services already used for U.S. Bank (purchase
  credit card) and GovTrip (travel credit card)
  interfaces to Delphi
• Other candidates grants, payroll, etc.

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Deployment Strategy at GAO

• Phase 1 of ESC PRISM partial integration with
  Delphi implemented in September 2007 for GAO
• Phase 2 of ESC PRISM full integration with
  Delphi
• Include ESC PRISM with scheduled Delphi releases

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Phase 1 in Production at GAO

• Automated Processes
• Accounting string Lookup/Validation
• Synchronization of the supplier/vendor table
• Manual Processes
• Validation of funds by Budget Offices
• GAO prints and mails Requisitions and Award
  documents to ESC for manual entry into Delphi
• Jeff Thomas of FHWAs Acquisition Office helped
  GAO with business process mapping, changes
  implementing best practices

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Phase 1 System Flow
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Phase 2 Testing Underway

• Automated Processes
• ESC PRISM fully integrated with Delphi
• Accounting string Lookup/Validation
• Synchronization of the vendor/supplier table
• Real-time funds validation
• Requisitions in PRISM automatically flow to
  Delphi
• Award documents generated in PRISM automatically
  flow to Delphi
• Manual Processes None
• ESC is currently completing system testingfor
  Phase 2

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Phase 2 System Flow
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Standard Configuration

• PRISM modules Base, APP and Receiving
• Standard PRISM functionality
• No customizations/changes to COTS software
• Standard functional setup at the global level
• Business flows as shown on Phase 2 chart
• MarkView (invoice imaging workflow system) will
  be used for 2-way matching
• PRISM Acceptance module can be used for 3-way
  matched invoices to enter receipts

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System Architecture
Delphi
ESC PRISM
Each Delphi Set-of-Books will be connected to
that OAs PRISM Site
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ESC PRISM meets DP2 Requirements

• Departmental Procurement Platform (DP2) Draft
  RFP, dated June 2006
• ESC PRISM meets 16 out of 16 requirements
• Delphi Integration Requirements, dated June 2006
• ESC PRISM meets 14 out of 14 requirements

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Benefits of ESC PRISM for DOT

• Automatically enter commitments into Delphi
• Improve value of Status of Funds report for
  program managers
• Enable them to eliminate Cuff Record systems
• Eliminate manual funds checking
• Eliminate redundant manual entry of obligations
  into Delphi
• Significantly reduce cost of accounting services
• Eliminate need to reconcile PRISM Delphi
• Synchronize/share PRISM vendor/Delphi supplier
  table

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Benefits of ESC PRISM for DOT

• Accommodate FAR and FAAs AMS policies
• Replace multiple stand-alone PRISM systems with a
  standardized, integrated, consolidated
  procurement solution
• Reduce system hosting, operation support costs
• Reduce annual software maintenance costs
• Relieve OAs of the burdens of Exhibits 300,
  Certification Accreditation (CA), Disaster
  Recovery, etc., for PRISM

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Challenges and next steps

• Document To-be business process flows and work
  with OAs to conduct gap analysis
• Coordinate the Integrated Procurement Solution
  Workgroup with the Financial Management Business
  Council (FMBC)
• Establish governance structure
• Include procurement finance
• Set up Change Control Board (CCB) process
• Select pilots further implementation sequence
• Develop Service Level Agreement (SLA)
• Select method for allocating OM costs

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Questions?

• Denise P. Wright
• Acting Senior Procurement Executive
• [phone]
• Denise_P._Wright_at_dot.gov
• Larry Neff
• Deputy Chief Financial Officer
• [phone]
• Larry.Neff_at_dot.gov