USAFMCOM System Support Operations (SSO) GFEBS Training. Army Day PDI Overall Classification UNCLASSIFIED//FOUO
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1 USAFMCOM System Support Operations (SSO) GFEBS Training Army Day PDI 2016 Overall Classification UNCLASSIFIED//FOUO
2 Systems Support Operations Mission Provide effective functional systems support, user support, and governance of the Army's modernized and deployed financial management domain Enterprise Resource Planning (ERP) system; ensuring technological capabilities maturation and evolution aligns with Army and FM domain goals and objectives. 2
3 System Support Operations Structure Operations Organizational Management Organizational Readiness Need Training? Call us, Operators Are Standing By!!! This is is the fine print that takes up up so so much room and no no one can ever read but it it serves the overall grander purpose of of covering all all the details that are to to boring and tedious to to be be covered in in this forum but nonetheless are very important when looking at at the overall big big picture. Normally it it would tell you all all the things that we we do do not or or will not do do but in in this case it it is is really just trying to to add to to the overall effect (maybe affect, not really sure, probably should google this one???) of of the presentation. In Inall reality, the training we we provide is is given by by experienced instructors in in a GFEBS training environment. The instruction is is hands on on and targets not only financial managers, but also contracting offices and logisticians. The training environment hasan an interface with an an instance of of the SPS training environment so so a contracting officer can actually write/award a contract and see how it it interfaces with GFEBS. By By having all all parties involved in in the training, each gets a better appreciation of of the requirements for for success of of the other parties. If If you have taken the time to to download this and enlarge the print, I I hope you have found this to to be be somewhat useful (as (as well as as enjoyable). Have a nice day. Mr. Tim Riggs Chief, Organizational Readiness Commercial: DSN: timothy.c.riggs2.civ@mail.mil 3
4 GFEBS Overview Audit Speak: Budget Authority, Procurement, Revenues, Financial Reporting Active Army Transactions Army National Guard Army Reserve Reports & analyses GFEBS processes a million transactions a day using standard processes and provides essential data to transform the Army to a cost culture 4
5 Training Responsibilities FMCOM SSO Functional Sustainment Training Over-the-shoulder/Refresher Tier II Command Direct Support (Helpdesk) Special Training Initiatives AFMS Institutional Training Career Course Training FMCOM G3/AFS Deployed FM Operations CVS w/gfebs & CAPS Disbursing w/dds E-Commerce w/treas Sys Banking, Internal Control, RM Pay Support w/dmo Unit & Train-the-Trainer PMO New GFEBS Updates / Releases (first 30 days) Job Aids User Procedure DCS sessions SSO System Support Operations OST Operational Support Team AFMS Army Financial Management School 5
6 End User Training Hands-on training conducted in the GFEBS training environment (TED) GFEBS TED interacts with SPS training environment Contracts are actually created and awarded using PD 2 Allows contracting office to participate in training GFEBS TED allows training of the end-to-end procurement process Allows logisticians to receive hands-on training on how to properly use system to create purchase requisition 6
7 Target Audience Logisticians (G4, S4, Requesting Activity) Hands-on training for requisition and goods receipt processing Contracting Offices (MICC/ACC) SPS training environment is used to create and award contracts. Allows contracting offices to work with requesting activity to determine how to properly structure requisition in a training environment Resource Managers (G8, S8) Hands-on training simple and complex contracts, MIPRs, IDoc resolution, etc. SSO GFEBS Training 7
8 Current Capabilities Process Task Transaction Roles Description Establish a Cost Object and associate it with a FM Budget Address Build Project/WBS CJ20N Customer Order Processor Project Maintainer Project Funds Approver Project Approver Create Cost Center KS01 Controlling Master Data Maintainer Projects are time-based events to plan, collect, monitor and control costs when extensive resource management capabilities are required. WBS Elements are Activities/Tasks within a Project used for planning and updating cost data (e.g. Training Event). A responsibility center that incurs costs and has a manager who is accountable for those costs (i.e. an Organization, e.g. G1 Branch, Company A). Create Internal Order KO01 Controlling Master Data Maintainer Short term projects and/or events (e.g. maintenance order, purpose of travel). Direct Funds Distribution FMBB Funds Execution Controller Funds Management Maintainer Enter and distribute appropriations to available allotment. Fund a FM Budget Address in GFEBS Create Sales Order VA01 Customer Order Processor Change Sales Order VA02 Customer Order Approver Enter an inbound MIPR received as either direct cite or reimbursable. Enter a Collection in Transit Enter a Cost Transfer for Budget Recovery FV50 FV50 Customer Order Processor Enter funds received from individuals or organizations in the form of cash, check, credit card, IPAC, voucher deduction, or billing/adjustment voucher. 8
9 Current Capabilities Process Task Transaction Roles Description Procure Goods and/or Services Create Purchase Requisition ME51N PR Processor Change Purchase Requisition ME52N PR Approver Create Purchase Order ME21N PO Processor Change Purchase Order ME22N PO Interface Processing Monitor Create Funds Commitment Document FMZ1 PO Processor Request to procure a material or service. The commitment of funds. Record the legal obligation of funds. Obligate funds for certain business processes where a PO is unnecessary (e.g. miscellaneous payments not subject to PPA). Goods Receipt Service Entry Sheet MIGO ML81N Good Receipt Processor GR Interface Processing Monitor Receiving report posting with reference to a PO. Posts the expense. Records the receipt and acceptance of a service. Posts the expense upon acceptance. Receive and Invoice Enter Invoice Receipt MIRO Invoice Processor Site Invoice Processor Invoice Interface Processing Monitor Invoice contractual items on a PO from a vendor. Enter Invoice FB60 Invoice Processor Site Invoice Processor Enter a miscellaneous payment invoice that is not subject to the PPA. 9
10 Current Capabilities Process Task Transaction Roles Description Vendor Payment and Disbursement Payment Program F110 Payment Processor Payment Certifier DFAS payment run to generate the disbursement in transit. Bill Customer Resource Related Billing DP96 Customer Invoice Processor Create Bill VF06 Customer Billing Processor DFAS billing run to generate the collection in transit and bill the customer. SF-1080 bill for federal government/ DA-1857 bill for public customers 10
11 Current Capabilities Process Task Transaction Roles Description Vendor Payment and Disbursement Payment Program F110 Payment Processor Payment Certifier DFAS payment run to generate the disbursement in transit. Bill Customer Resource Related Billing DP96 Customer Invoice Processor Create Bill VF06 Customer Billing Processor DFAS billing run to generate the collection in transit and bill the customer. SF-1080 bill for federal government/ DA-1857 bill for public customers 11
12 End-to-end Scenario Example Award of a support contract A WBS/Funded Program will need to be created to capture the costs and funding data for the presenter Funding must be allotted to the specific FM budget address The requisition must be entered as an internal planning document stating the requirement Contracting must make an award to a vendor The obligation must be recorded in GFEBS as a purchase order The service entry sheet acknowledging the completion of the work must be entered The invoice receipt must be entered Payment must be made to the vendor FM reports must be executed to track the status of funds 12
13 End-to-end Scenario Example (cont.) CJ20N WBS FMBB Funds Distribution ME51N PR ME21N PO ML81N SES/GR MIRO IR Award of a simplified support contract (for demonstration purposes) Training databases will support award of complex contract scenarios Multiple CLINS/Sub CLINS Funding from multiple sources/customers Funding from reimbursable and direct cite MIPRs on same contract 13
14 Training Demonstration Training capability demonstration 14
15 WBS Element Projects plan, collect, monitor and control costs WBS Elements are Activities/Tasks within a Project used for planning and updating cost data (e.g. Training Event) 15
16 Fund a Budget Address Enter and distribute appropriations to available allotment 16
17 Create a Purchase Requisition Request to procure a material or service 17
18 Approve the PR Approve and certify the PR Certification records the commitment of funds 18
19 Monitor the Outbound Interface PR outbound ACK/NCK report Verify SPS PR successfully inserted into SPS 19
20 Award the Contract Contract awarded in PD 2 20
21 Award the Contract (cont.) 21
22 Verify the Posting of the PO Status tab in PR updated with PO 22
23 Verify the Posting of the PO (cont.) Display the PO Search by PIIN 23
24 Enter the Service Entry Sheet Create the Entry Sheet and Accept the service 24
25 Enter the Invoice Receipt Enter the invoice receipt in GFEBS 25
26 Execute a Fund Status Report Funds Status Cumulative Funds Status Non-Cumulative ZFSC1 Funds Center (FC)/Commitment Item (CI) ZFSNC1 Funds Center (FC/CI) ZFSC2 Functional Area (FA)/CI ZFSNC2 Functional Area (FA/CI) ZFSC3 Funded Program (FP)/CI ZFSNC3 Funded Program (FP/CI) ZFSC4 FC Summary (Fund/FA) ZFSNC4 Funds Center Summary (FC/Fund/FA) ZFSC5 FC - Detail (Fund/FA/FC/FP/CI) ZFSNC5 Funds Center Detail (FC/Fund/FA/FP/CI) ZFSC6 Functional Area Summary (FA/Fund/FC) ZFSC7 Functional Area Detail (FA/Fund/FC/FP/CI) ZFSC8 Open Commitments Summary ZFSC9 Open Commitments Detail 26
27 Check the PO History Display the PO History to report on GR/IR clearing and disbursements 27
28 Future Capabilities Real Property Property, Plant, and Equipment Business Intelligence Spend plan Cost planning Army Cost Framework (ACF) 28
29 Questions
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