DOE-HQ Financial System Improvements
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DOE-HQ Financial System Improvements

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  • Thanks to appropriate parties. Appropriate joke. Secretary O’leary’s strategic realignment initiative needed to provide management with the financial information needed to make better business decisions and control costs. Financial Information Team led by Tim Travelstead “ Financial Management Excellence” May 1995
  • P.O. is for Program Office not the Post Office. A limited number of appropriately trained, program office financial staff will be able to access the transactional systems.
  • Budget Formulation Systems : Budget Tracking System Program Funding by Contractor and Location Budget Analysis, Review, and Reporting System Project Data Sheets
  • Also, staffing reductions in program and finance offices
  • There will be new teams for each phase. We hope that many of the members of the SIM phase teams will agree to continue in new roles in the other phases.
  • Funding Schedule for BMIS-FM 1998 1999 2000 2001 2002 2003 Total 1.1 2.3 14.7 13 2 2 35.1

DOE-HQ Financial System Improvements DOE-HQ Financial System Improvements Presentation Transcript

  • Briefing on Financial Systems Initiatives Institute of Management Accountants Washington Tri-Cities Chapter December 3, 1998
  • Background
    • Current Accounting System - almost 20 years old
    • Financial Management Excellence Report - (May 1995)
      • Recommendations:
        • Single Budget Format
        • Cost Accumulation
        • Performance Management Structure
        • Management Information System
        • Business Systems Integration
        • New Accounting System
    • Legal Drivers
      • Chief Financial Officers Act of 1990,
      • Government Performance and Results Act of 1993
      • Clinger-Cohen Act of 1996
      • Federal Financial Improvement Act of 1996
    • $1.1 Million Seed Money in FY 1998
  • CFO Systems Principal Initiatives
    • Corporate Executive Information System (EIS)
      • Operational October 1998
    • Financial Data Warehouse (FDW)
      • Pilot implemented March 1998
    • Business Management Information System (BMIS)
      • Strategic Information Management Process conducted May 1998 - September 1998
      • Draft Business Case - October 30, 1998
  • CFO Systems Relationships Financial Data Warehouse Budget Formulation System Accounting and Budget Execution System EIS Senior Executives Mid-level Managers Program and Project Mgrs P.O. Financial Staff Budget & Finance Office Staff P.O. Financial Staff Budget Office Staff
  • E I S Procurement Human Resources System System Travel System Grants Mgmt System Asset Mgmt System(s) Non-financial Systems Core Financial System Budget Formulation System Business Management Information System Logical Model Cost Accounting Financial Reporting FDW
  • Corporate Executive Information System (EIS)
    • Purpose
      • Provide DOE executives and managers with immediate access to summary level business information at their desktops
    • Data sources
      • MARS/FIS, DISCAS, Human Resources Data Repository, Functional Cost System, Program Funding by Contractor and Location System, and the Strategic Alignment Initiative Tracking System
    • Users
      • 200 current users (Headquarters and Field)
  • Corporate Executive Information System (EIS) continued
    • Status
      • Presently contains financial and human resources data
    • Future
      • Add procurement information, performance measures, and programmatic data
      • Establish an EIS user group to plan and prioritize new developments and improvements
      • Access Financial Data Warehouse as source for all financial data
      • Expand user base (FY 1999 Projection = 500 users)
      • Add Web access
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  • Financial Data Warehouse (FDW)
    • Purpose
      • Provide program and project managers and their staffs with rapid access to multi-level financial information at their desktops via standardized reports and ad hoc queries
    • Data Source
      • MARS/FIS
    • Users
      • 50 users (Headquarters)
  • Financial Data Warehouse (FDW) - continued
    • Status
      • Contains a variety of obligation/cost-related data from summary to detail levels as well as revenue/reimbursables data
      • Fast track adds includes MARS trial balance data
    • Future
      • Become the Department’s full service financial data warehouse
      • Add numerous Departmental and Contractor systems as sources of data
      • Expand user base (Headquarters and Field, FY 1999 Projection = 250 users)
      • Add Web access
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  • Business Management Information System (BMIS)
    • Vision
    • A single, modern integrated Business Management Information System (BMIS) that is easy to use and reliable, and that provides the tools and capability necessary to effectively carry out the Department’s business management functions, manage agency financial operations, and report on agency financial status to central agencies, Congress, and the public.
  • Business Management Information System - Financial Management (BMIS-FM)
    • Components
      • Budget Formulation System
        • Purpose
          • Provide a modern, standardized budget formulation system with performance planning capabilities for use by all DOE organizations (excluding the PMAs)
      • Core Financial Management System
        • Purpose
          • Provide a modern, flexible core financial management and project accounting system with performance measurement capabilities for use by all DOE organizations (excluding the PMAs)
    • Status
      • Strategic Information Management (SIM) Process completed (September 1998)
      • Draft Business Case - October 30, 1998
  • Strategic Information Management (SIM) Process
    • Background
      • The Clinger-Cohen Act of 1996 requires Federal agencies to analyze and revise (as appropriate) their business processes prior to investing in new information management technologies to support those processes.
    • Description
      • The DOE’s SIM process is a collaborative effort involving users and customers designed to fulfill this requirement, examine the various information management alternatives, and build a business case to support the recommended alternative.
  • BMIS-FM SIM Process
    • Participation
      • Sixty-five employees and six contractor support staff involved :
        • representatives from most Headquarters and field organizations
        • Fifty direct participants and fifteen advisors
    • Workshops
      • Gaithersburg, MD - June 2-4, 1998
      • Albuquerque, NM - July 21-23, 1998
      • Las Vegas, NV - September 15-17, 1998
  • BMIS-FM SIM Process Deliverables
    • Identification of current DOE financial processes including inputs, outputs, sources, and customers
    • Recommendations for potential systems and process improvements
    • Business case to support major upgrade or replacement of current financial management systems
  • BMIS-FM SIM Process Teams
    • SIM Planning Team
    • Baseline Team
    • Needs Assessment Team
    • Analysis of Benefits and Cost Team
    • Configuration Team
    • Recommendations Team
    • Advisors
  • Potential Systems to be replaced by BMIS-FM
    • DISCAS
    • FIS/MARS
    • Budget Formulation System(s)
    • Funds Distribution System
    • Shadow Financial Systems
    • Field Budget Execution Systems
  • Why Are We Doing This?
    • Inability to meet business information needs of DOE managers and customers
    • Present system cannot respond rapidly to changing requirements
    • Inability to maintain the current systems in the long term
    • Electronic commerce
  • BMIS-FM Project Phases
    • Planning
    • Strategic Information Management (SIM) Process
      • Business Case
        • Status Quo
        • Hybrid System
        • COTS
  • BMIS-FM Project Phases - Continued
    • Requirements
      • Teams:
        • Core Project Team
        • Key Support Team
        • Planning, Budgeting, and Performance Team
        • General, Costing, and Reporting Team
          • Cost and Project Accounting Working Group
          • General and Reporting Working Group
        • Payments and Receipts Team
        • Account Structure Team
        • Technical Team
    • Solicitation and Award
    • Testing and Implementation
  • BMIS-FM Schedule
    • Complete SIM Process 9/98 (excluding business case)
    • Complete Business Case 12/98
    • Complete Functional and Technical Specifications 7/99
    • Issue RFP for Budget Formulation
    • System 8/99
    • Issue LOI for Other Elements 9/99
  • BMIS-FM Schedule - continued
    • Award Contract for BFS 11/99
    • Award Contract for Other Elements 3/00
    • Implement BFS at Pilot Site 3/00
    • Implement BFS at Remaining Sites 10/00
    • Implement Other Components at Pilot
    • Sites 3/01
    • Implement Other Components at
    • Remaining Sites 10/01
  • Other Major Departmental Systems Initiatives
    • Travel Manager
      • Automatic Interface with DISCAS
      • Automatic Interface with E-mail
      • Paperless (Implementation in various stages)
      • Future: Web Access
    • Accounting Consolidation Initiative
      • Processing migrated from 18 sites to 3 service centers (October 1996)
      • Payment processing consolidated at 3 service centers (August 1997)
      • Consolidation into a single data base at each service center (March 1999)
      • Planned FY 1999 DISCAS Enhancements
        • ASAP Interface with Treasury
        • Electronic Invoicing
  • Paperless Travel (Implementation in various stages)
    • 100%
      • Albuquerque
      • Nevada
      • Oakland
      • Pittsburgh Naval Reactors
      • Schenectady Naval Reactors
      • Strategic Petroleum Reserve Office
      • Idaho
      • Oak Ridge
      • Savannah River
    • Partial
      • Headquarters
      • Chicago
      • Rocky Flats
      • Ohio
    • Not Started
      • Federal Energy Technology Center
      • Richland
  • Other Major Departmental Systems Initiatives - Continued
    • Electronic Commerce (EC Web)
      • Partnered with Procurement to develop
      • Automatic Interface with DISCAS
      • Currently Implemented at 4 sites
        • Headquarters
        • Oak Ridge
        • Chicago
        • Savannah River
      • Plans to Implement Department-wide in FY 1999
  • CFO Y2K STATUS November 25, 1998 Mission-Essential Systems Renovation Validation* Implementation* Systems Complete Complete Complete 16 100% 81% 56% Non-Mission Essential Systems Assessment Systems Complete Compliant 9 100% 89% * * All CFO systems are scheduled to be completed on or before the OMB due date of March 31, 1999
  • Questions For Additional Information: Office of Corporate Financial Systems Warren Huffer, Director 301 903-3761 [email_address] -or- Ike Smith, BMIS Project Manager and Future/Development Team Leader 301 903-5264 [email_address]