Defense Agencies Initiative (DAI) & Advanced Procurement Suite (APS)

Transcription

1 Defense Agencies Initiative (DAI) & Advanced Procurement Suite (APS)

2 Agenda Introduction to DAI APS Overview ecommerce metrics SAM Questions 2

3 DAI Overview Defense Agencies Initiative (DAI): is a DoD effort to modernize the Defense Agencies financial, time and labor and procurement management capabilities. Approved by the Defense Business Systems Management Committee (DBSMC) and included in the DoD Enterprise Transition Plan Scope (Functionality): Implement a compliant business solution with common business processes and data standards for the following business functions within budget execution: procure to pay; order to cash; acquire to retire; budget to report; cost accounting; and time and labor. 3

4 Budget Formulation (FOC) Develop budget for out year and POM Support forecasting, and what if scenarios Generate required documents Cost Accounting Collection of all costs such as: Activity Based Cost, Job Order Number, Process costs and Standard costs Allocation of indirect costs Working Capital Fund Accounting Update general ledger Time and Attendance Automated individual or timekeeper input into system Time allocation for Cost Accounting purposes Cost Accounting Time and Attendance Budget Formulation Grants Accounting Grants Accounting (FOC) Apportion and allotment funding Track and close grant Oversight & reporting DAI Overview - Solution DAI General and Working Capital Fund Solution Budget to Report Acquire to Retire Order to Cash Procure to Pay Acquire to Retire Define asset Determine in service asset Update general ledger Budget to Report Enter funds from Treasury Allocate funds to organizations Update General Ledger Order to Cash Set up agreements Collect cost and calculate bill Billing and collection Update general ledger Procure to Pay Create commitment Create obligation Perform receipt & acceptance Working Capital Fund Update general ledger Advanced Procurement Suite 4

5 DAI Scope DHRA DAU DARPA DeCA DCAA DCMA DFAS DOT&E DISA DLSA DPMO BTA Budget Formulation* Procure to Pay Cost Accounting DSCA DMA Budget to Report Time & Attendance DSS DTIC Order to Fulfill Acquire to Retire Grants WHS DTSA USU DTRA DODEA DODIG JCS MDA NDU OEA OUSD(C) TMA PFPA Deployed Agencies FY12 Deploying Agencies FY13 Deploying Agencies * Budget Formulation is part of the Final Operational Capability (FOC) of DAI 5

6 DAI Benefits Address financial management material weaknesses and deficiencies DAI is a single OFFM compliant solution for the Defense Agencies Provide End-to-End interoperability, internal controls and visibility DAI offers end-to-end visibility and management Streamline interagency accounting Through common use of U.S. Standard General Ledger (USSGL) Chart of Accounts, SFIS, standardized business processes and data standards Enhance financial analysis and timely decision making - DAI provides real time access to accurate, timely and authoritative financial data Reduce data reconciliation requirements DAI allows agencies to free up scarce agency resources to perform more value added activities Improve financial management business processes By automating labor intensive manual tasks 6

7 DAI Lessons Learned DAI is more than a financial system - It is a core business system Particularly Procure to Pay (P2P) and requires Contracting Office (and more broadly, Acquisition) involvement Business Process Redesign Using DAI Implementing DAI will challenge how you are currently processing your business, the key is to understand it and adjust your business processes to fully leverage it! Practice Makes Perfect More an Agency practices their business process in DAI the better! Communication Must ensure that there is constant communication between the Agency, DFAS and the PMO pre and post-production. Communication internal to the Agency and its users as well as the business partners external to the Agency Executive Sponsorship Assigning an Agency executive to be the advocate for DAI within the Agency has proven to lead to successful deployments Help Desk/Subject Matter Experts/Training It is recommended that agencies assign a set of individuals that will become subject matter experts in DAI and be available for training and help desk Reports Get familiar with OBIEE and the standard reports offered by DAI before user acceptance testing Post Implementation Support Start planning for post implementation support early. Establishing a help desk and a core group of subject matter experts is critical Conversion Agency s should focus on data cleansing during tri-annual reviews. Finance and acquisition work together to close out contracts 7

8 How Have We Been Successful? Success! DFAS Agency DAI PMO Alignment and Commitment One Team 8

9 H Q A R S O D S 304 File Balanced Gross Pay Detail Accounts Receivable Data Gross Pay Detail Treasury Summary DoD Summary Unfunded Leave Liability Report DCPS D C A S DoD Summary Treasury Summary Payroll Disbursements Disbursement & Collection Data Statement of Accountability Data Posting Results File SF1080/1081 File IPAC (Debits & Credits) Transactions For Self (TFS) Transactions By Others (TBO) Civilian Payroll (CIVPAYR) ADS Monthly Suspense (uncleared TBO s) DTS Daily Master Employee Data Biweekly Employee Leave Data IPAC Wizard Timekeeping Information IPAC (Debits & Credits) Ready to Pay File (Vendor Pay) Pay History (Vendor Pay) Collection Data Travel Authorization Data CBA Data Travel Debt Data Positive Acknowledgement DAI Global Interface Architecture GEX DAI Invoice Status Information Tax Reporting Info DUNS, TIN, or SSN EFT Data Invoice Data Accounting Adjustment Data Accepted Receipts and Approved Invoices PDS 2.2.1, CSV, PDF Employee Data Preval Request Preval Response Accounting Adjustment Data Obligation Invoice Data Asset Depreciation Execution Data Project/Task Budget Data DPAS My Invoice IRS 1099 (on line report) CEFT WAWF EDA PowerTrack CCaR (MDA) PRIDE (MDA) Legend In Production Maturing Manual Interface Automated Interface Manual Interface DAI Future Interface Agency Specific Purchase Card (AXOL) DCPDS Pre-Validation (EUD) Solution DDRS Daily Trail Balance Data Month End Trial Balance Data C C A S 304 File PBAS MDC ITS Vendor Data Customer Data CCR Vendor Data DUNS Exchange Rates Sub-allocation & Reprogramming Data Funds Distribution Data Summary Info: Contract Award & Contract Mod PCS Travel Data Vendor Debt Information Accounting Data Individual Out-of-Service Debt Info FMS EA Request IATS CDS DDMS FMS Expenditure Authority (EA) Response SCRT DIFS FPDS NG

10 APS History Original direction was to build a pilot to keep all DOD activities within the integrated ERP Scope included: Contract writing Online solicitation/ Vendor Bid Submission Vendor Invoice/Receipt and Acceptance Timeline Rapid prototype/pilot began in December of 2008 Deployed APS capability at BTA in June of 2009 Deployed APS at USUHS in October 2010 Deployed APS at DTRA in October 2011 (initial usage for simplified acquisition) 10

11 What is DAI APS? DAI APS Solution = Standard Oracle P2P + Additional Modules + DoD Extensions APS Solution expands original P2P Core capabilities to include: Built platform Federalized Contract Writing via Procurement Contracts coupled with Standard Procurement Solicitation generation and distribution via I-Sourcing Vendor integration via I-supplier portal to support Electronic Signatures and Invoicing Series of DoD enhancements to optimize and federalize Solution Summary: The integrated DAI APS solution begins with an initial request for goods or services routed through appropriate approvals with an automatic recording of the commitment. The approved requisition can then be AutoCreated to initiate the strategic sourcing process or to facilitate award authoring. When the authoring process is complete and the award is signed, the obligation is recognized and contract execution is initiated 11

12 Advanced Procurement Suite (APS) The DAI APS Solution provides end-to-end solution for DOD contracting and capabilities integrated with Core P2P functions to provide a streamlined contract management solution including: Decentralized Requisitions via I-procurement directly feed contractual demand Workload Management (Assignment and Reporting) Solicitation Creation and Publishing to Vendor community via I-Sourcing Being explored by DTRA for future use Contract Creation, Review, Approval via automated approval workflow complete with electronic signature Integration with FPDS-ng, EDA and CCR PDS Compliant Contract Form Generation, Review, Approval SF-1449, SF-33, DD-1155, SF-26 Contract Modification Review, Approval via automated approval workflow SF-30 Active contracts report to manage status of APS contract actions APS contract data validation engine End-to-end visibility, internal controls, data validations all in one application Clause logic and maintenance solution FAR DFARS Local Clauses Automated Vendor Invoice Submission via either the DAI WAWF Portal and I-supplier/ WAWF interface 12

13 Benefits of integration from user feedback Benefits of Integrating Procurement (APS) into the Financial Management System (DAI) On-line Funds Validation Immediate on-line verification of funds availability when entering requisitions and contracts Common Lookups Shared data sets ensuring accuracy (POETs, Suppliers, Terms, Employees, DoDAACs, Agency IDs, Product Service Codes, NAICS, etc ) Single Point of Entry Information flows from Requisition to Contract to Payment. Interface with EDA, WAWF and FPDS-NG. No redundant data entry. Visibility Ability to view, report and directly link detailed procurement data with financial management data (from requisition through contract to invoice/ disbursement to projects and general ledger posting) 13

14 User friendliness APS challenges from user feedback Cost type contracts 14

15 APS Statistics - PDS 15

16 APS Statistics Actions As of April 6 th 2012 Agency Actions $ Amount DTRA (deployed Oct 2011) USU (deployed Oct 2010) BTA (deployed June 2009) ,236 1,142 38,819, ,799,156 TOTAL 1,398 72,224,136 16

17 What s next for contract writing in DAI? 17

18 ecommerce Metrics Creates the standard set of metric data collection and reporting requirements needed to measure and report electronic commerce metrics for all DoD ERPs 18

19 System for Award Management (SAM) GSA effort to consolidate existing Federal procurement systems in order to: Streamline and integrate processes Eliminate data redundancies Reduce costs Existing systems that will be consolidated into SAM include: CCR, FedReg, FSRS, ORCA, EPLS, FBO, FPDS, esrs, CFDA Phase I of the SAM will address Entity Management including the consolidation of the following systems: Central Contractor Registration (CCR) Federal Registration (FedReg) Online Representations and Certifications Application (ORCA) 19

20 Mandatory Date February 2013 Target Delivery Dates 11i Patch Available November 2012 SAM Timeline 20

21 Questions & Thanks 21