Financial and Business Management System (FBMS)

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Financial and Business Management System (FBMS)

  1. 1. Financial and Business Management System (FBMS) DOI Financial Assistance Training Seminar Phoenix, AZ June 10, 2009
  2. 2. FBMS Vision “FBMS is the cornerstone of a fully integrated business management system, supporting DOI as a world-class organization acknowledged for management excellence and effective mission delivery” FBMS Executive Steering Committee 2
  3. 3. FBMS Defined • The Financial and Business Management System (FBMS) is a comprehensive approach for improving DOI business functions. • FBMS will integrate the department’s financial management and administrative systems across all bureaus. • FBMS will integrate the DOI onto a single information system to manage a variety of business functions, including: 3
  4. 4. D4 Starting Baseline • Perform General Ledger Accounting Acquisition • Conduct Advanced Procurement Planning • Process Labor Cost Distribution Transactions • Prepare Purchase Requisitions • Process Grants Transactions • Conduct Market Research • Process Charge Card Transactions Core • Develop Requirements • Manage Accounts Payable Finances • Solicit Quotations/Formal Sealed • Perform Cost Allocation/ Bids/Proposals Perform Activity Based Costing • Order Goods and Services • Manage Accounts Receivable • Administer Contracts & Orders • Process Reimbursable Transactions • Receive, Inspect & Accepts Goods & • Perform Funds Mgmt Services • Process Asset Transactions • Process Payments & Contract Closeout • Perform Project Planning and Project Accounting • Maintain Suppliers • Perform Internal and External Auditing • Manage Programs Financial • Provide Currently Deployed • Manage Applications, Awards, & Reporting Amendments Assistance • Manage Reporting & Close Out • Manage Correspondence, Audits, & Site Visits EMIS • Manage Payments to Grantees 4
  5. 5. D4 Scope: New Functionality • Perform PP&E Financial/Accounting for • Manage Fleet Assets Capitalized Personal Property Personal • Manage Fleet (Vehicle) Asset Portfolio • Manage Personal Property Accountability Property Fleet • Manage Heavy Equipment Asset & Control Portfolio • Administer Direct Lease Assets Management • Manage License Plate Accountability & • Perform Personal Property Acquisition & Control Receiving • Manage Repair Process • Monitor Personal Property Utilization • Perform Utilization Reporting • Conduct Personal Property Transfers • Conduct Personal Property Disposals • Interfaces to GovTrip: • Manage Personal Property Inventory • Disbursements Management • Manage Personal Property Environmental, Greening & Recycling • Validate Accounting Codes and Funds Availability • Manage Personal Property Projects • Manage Historical & Museum Objects • Post TDY Travel Vouchers E-Gov • Manage Personal Property Board of • Validate Accounting Codes and Funds Survey Travel Availability • Post Awards • Perform Personal Property Reporting • Post TDY Travel Vouchers • Financial Assistance Property Record • Receive Bids • Interface to GovTrip Creation • Receive Proposals and Quotes from FedConnect Vendors • Provide Reporting Capability for New • Provide Direct Interface to Fed Biz Ops Functional Scope Enhanced EMIS 5
  6. 6. FBMS Deployment Schedule 6
  7. 7. FBMS Organization A deployment can’t happen without every level of a Bureau’s organization being committed to success. • System Owners – Debra Sonderman/Dan Fletcher • Executive Steering Committee member • Bureau Lead • Change Lead • Team Leads • Financial • Acquisition • Property – Personal, Fleet, Real Estate • Financial Assistance / Grants • Travel/PCS 7
  8. 8. Reality Check - Paradigm Shifts • FBMS represents two significant paradigm shifts 1. FBMS consolidates multiple functional areas into one system more tightly integrating these functions 2. FBMS moves from Bureau scope/Bureau operated systems to a Department scope/Cooperatively operated system • What does this mean to you? • Begin to examine your business processes now. • Improve your communications between functions and within a function across the bureau • Get involved in FBMS now 8
  9. 9. The More a Bureau Prepares, The Less Painful The Transition Will Be • Data Cleanup • Get coordinated within the Bureau • Identify your FBMS Leads • Begin thinking of who should be your Subject Matter Experts (SME’s) including conversion leads • Examine your communications across functional groups • Get Involved with FBMS • Be active in Software Advisory Board • Get detailed to a deploying Bureau • Talk / Visit deployed Bureaus – no amount of reading can substitute from actually seeing the system and talking to users 9
  10. 10. FBMS Financial Assistance eGrantsPlus
  11. 11. Financial Assistance Key Terminology  ASAP – Automated Standard Application for Payments- Treasury system used for payments to recipients  CCR – Central Contractor Registry  eGrantsPlus (eGP) – FBMS Financial Assistance Software  Grants.gov – Government-wide Grants Portal (FIND and APPLY)  NOFA – Notice of Funding Availability 11
  12. 12. FA Overview  eGrantsPlus software  Interfaces with Grants.gov, FBMS Financial System, CCR, ASAP  Provides support for all phases of the FA process  Pre-Award  Award  Post-Award  Closeout  Generates FAADS Data (FAADS Plus is included in the pending release).  Allows for tracking of Reporting Milestones.  Allows for approval/input from all parties in the FA process. 12
  13. 13. FA Overview  FA Business Process Financial Assistance Business Process Pre-Award Award Post-Award Close-Out Create NOFA Review and Amend awards Initiate close-out Create Evaluate Track Reporting Reconcile financial Announcement Applications Milestones information Post Approve award Recipients submit Close financial Announcement to Commit Funding reports assistance award Grants.gov Obligate Funding Review submitted Create Peer/Staff Award Financial reports Review Panel(s) Assistance Schedule and Download Recipient registers conduct site visits Applications from for payment in Record Audit Grants.gov ASAP information 13
  14. 14. Create NOFA NOFAs Tab 14
  15. 15. Create NOFA Funding Source Tab 15
  16. 16. Create NOFA Action Reports Tab Create Reporting Milestones for all awards on this NOFA Reports can be set an any interval Reporting milestones can also be set/modified at the individual award level 16
  17. 17. Create Announcement to Post to Grants.gov Announcement Tab 17
  18. 18. Create Announcement to Post to Grants.gov Other Information Tab 18
  19. 19. Announcement Posted to Grants.gov Bureau staff add the application package by logging into Grantor section of Grants.gov (can use existing application package templates) 19
  20. 20. Receive Applications from Grants.gov 20
  21. 21. Receive Applications from Grants.gov Successfully downloaded applications are assigned an FBMS Application ID (Example 09CS006589) Clicking on the Tracking Number displays the error for unsuccessful downloads 21
  22. 22. Application 22
  23. 23. Application – SF424A 23
  24. 24. Create Panels – Staff Review All Applications must be assigned to a panel 24
  25. 25. Initial Staff Review – Workload Assignment Agency→Actions→Approve for Funding 25
  26. 26. Program Review Review – PO, SPO, PODir 26
  27. 27. Fiscal Review and Funds Commitment Accounting Strings from the NOFA can be selected Commitment – Not a interface to Core Financials 27
  28. 28. Grants Officer Certification 28
  29. 29. Grants Officer Certification 29
  30. 30. Senior Grants Officer/Obligation/Award 30
  31. 31. Notice of Grant Award 31
  32. 32. Grant interfaced to Core Finance Interface between eGrantsPlus and Core Finance runs hourly Spool report shows status Grant passed - yes/no If no – displays reason for failure 32
  33. 33. Grant posted in Core Finance 33
  34. 34. ASAP Enrollment 34
  35. 35. ASAP – Invoice in Core Finance Posted in Core Finance PO history displays invoice 35
  36. 36. Initiating Amendments - Not requiring an SF424, such as funding corrections Can be initiated from the: Forms Interface by the Program Officer or Grants Officer Web Interface 36
  37. 37. Initiating Amendments - Requiring an SF424 from the recipient Received from Grants.gov: Marked as Continuation by recipient Federal Award Identifier = Grant # 37
  38. 38. Initiating Amendments - Requiring an SF424 Once Downloaded, creates an amendment application for the existing Grant#. 38
  39. 39. FAADS Reporting 39
  40. 40. Financial Status Report 40
  41. 41. Performance Report 41
  42. 42. Site Visits Site Visits can be scheduled and results recorded, including follow-up items Correspondence to the recipient can be generated 42
  43. 43. Audits Audit Findings Questioned Costs Compliance Issues Internal Controls Ability to record Management Decisions and generate correspondence 43
  44. 44. Notifications Notifications alert a user that a document requires action. Links provide easy access to the application. 44
  45. 45. Mailing Labels Grantee Mailing Labels can be run by: Program Applicant Type Contact Type 45
  46. 46. eGrantsPlus Interfaces 46
  47. 47. Training Training requirements based on job type: • Grants Officers – 5 days • Program Office Staff – 2 days • Budget Officers – 1 day • Others (Read Only, Site Visitors, Audit Resolution Managers, etc.) – 3 to 5 days 47
  48. 48. Questions 48
  49. 49. Contacts FBMS Contacts: Bureau Leads: Glenda Pearsall BIA NBC Business Applications Manager Mike Sciortino Vickie Borden Glenda_D_Pearsall@fbms.doi.gov BLM NPS Jennifer Arnold Jeannette Davis-Callahan John Madigan Financial Assistance Functional Lead OS BOR (703) 793-5077 Doug Denardo Monica Taylor Jennifer_Arnold@fbms.doi.gov FWS OSM Randy Van Pelt Scott Shevlin Janet Spencer MMS USGS Marilou Barros John Stabler 49

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