Interior Business CenterFinancial Management Directorate

Customer DayAPRIL 29, 2020

WELCOME

2

WebEx Chat monitored by FMD staff

Please mute your phone during presentations

Short Q&A after each presentation

Wrap Up Q&A at the end of the day

Two 10-minutes breaks

1-hour lunch break

AGENDAMorning Session

Meeting Starts 9:00 AM WebEx + Conference Line

Welcome 9:15 AM Bill Apgar

FMD Associate Director Update 9:30 AM Wendell “Baze” Bazemore

Oracle Business Intelligence Enterprise Edition (OBIEE) 10:00 AM Angie Smith

BREAK 10:20 AM

Accounting Operations Robotics Process Automation (RPA) Intelligent Optical Character Recognition (IOCR) Phase Out of Paper Checks Virtual Employee Network (VEN) & 1164 Payment

Processing

10:30 AM Brent Stevenson/Matt Schallenberg Matt Schallenberg Brent Stevenson Brent Stevenson

LUNCH BREAK 12:00 PM Session resumes at 1:00 PM

3

AGENDAAfternoon Session

Contract Lifecycle Management (CLM) 1:00 PM Matt Mariam

G-Invoicing Update 2:00 PM John Maye

BREAK 2:30 PM

Customer Engagement Information Delivery/Customer Communications Customer Central Website Customer Satisfaction New FMD Service Online Resources

2:40 PM Bill Apgar/Wendell “Baze” Bazemore Andrea Antunes Bill Apgar Meredith Day Bill Apgar

Q&A and Wrap Up 3:30 PM FMD Management

4

Partnering with our customers to achieve exceptional f inancia l management solut ions.

5

FMD Associate Director Update

FMD Associate Director Update

Customer Focus

Maintain momentumon CLM Improvements

Partnering with QSMO

Expanding FMD Services and Solutions

Reducing Costs

Strengthening partnerships with our customers

Workforce Development

6

OBIEE REPORTING

7

OBIEE Achievements 8

Upgraded from OBIEE 11g to OBIEE 12c

Resolved 248 customer issues during OBIEE 12c User Acceptance Testing

Deployed OBIEE 12c to production on Jan. 6,

2020

Developed new IBC standard OBIEE user

responsibility

Developed custom solution to prevent

users from being timed-out of application after 15 minutes of inactivity

Developed custom solution to allow users to schedule delivery of

reports using Oracle Scheduler Agent Tool

Introduced Oracle Data Visualization tool to allow customers to combine data from

multiple sources into a single analysis

Implemented Oracle XML Publisher a template-based

reporting solution for some of the more complex reporting

needs

OBIEE TimelineCOMPLETE

IBC Top Reports

Approximately 62 foundational reports

IN PROCESS

Agency Specific Reports 1-5

Approximately 70 reports

70% complete

Receivables/Sub-ledger Subject Areas in development

5/31/20

Agency Specific Reports 6-10

List of Top 6-10 Agency Specific Reports due to IBC

Ability to save new Discoverer reports ends

7/31/20

Disco Payroll/CC Decommission

Discoverer Payroll & Credit Card Reports decommissioned

12/31/20

Discoverer Decommission

9

Discoverer fully ecommissionedd

OBIEE Training Opportunities

10

LEVEL I Basic navigation training required prior to

OBIEE access

May to Sept. – 1st Wednesday of the month @ 10am (ET)

May 6 | Jun 3 |Jul 1 | Aug 5 | Sep 2

Email IBC_FMD_OBIEE_TRAIN@ibc.doi.gov to sign up

LEVEL II One-on-one intermediate training to assist

customers in customizing agency specific reports

Email IBC_FMD_OBIEE_TRAIN@ibc.doi.gov to sign up

Online training guides available at https://ibc.doi.gov/FMD/obiee-training

Q&AOBIEE

11

BREAK

12

SESSION RESUMES IN 10 MINUTES

ACCOUNTING OPERATIONS SERVICES

13

Robotics Process Automation Update

Last Spring,

we were in the infancy stage of our RPA program

Contract that focused on:

Building RPA Pilot Bots Training Governance Working with IT

1 year later…

Team of trained federal employees on RPA

RPA processes are in Production

Starting work on RPA processes outside of IBC

14

Process RoboticsNext Evolution of Rules-based Software

Scripting/Macros

“Sequence of computing instructions

available to the end user”

Used for single application, rules-based

processes, such as moving data in Excel

ProcessRobotics

“Mimics Human actions using RPA software”

Used for multi-application, rules-based

processes, such as invoice processing

Cognitive

Processes requiring judgment such as

commercial contract understanding, insights,

and implications

“Mimics/Augments Qualitative Human

Judgment”

Advanced Artificial Intelligence

15

“Mimics Human Intelligence”

Systems that replicate natural interactions

What RPA Can and Cannot Do

Software

Rules-Based

Here and Now – It’s In Production

A tool – Quick and inexpensive to implement and sustain

Process Robotics is… Process Robotics is not…Mechanical / Physical walking, talking robots

Cognitive / AI / Machine Learning

Conceptual

A system or application – Expensive and lengthy to procure and implement

Key Characteristics

16

Bots are programmed to perform repeatable tasks: programmed to replicate repetitive human tasks using recorders and easy programming language

Process Robotics operates effectively in the U/I layer: able to automate rules-based work without compromising underlying IT infrastructure

Process Robotics replicates human interactions with proven technology: mimics common tasks such as queries, cut/paste, merging, button clicks, etc.

Process Robotics can be implemented at the desktop or in the virtual environment: flexibility to quickly deploy robots directly onto existing desktops or virtually to save on additional hardware costs

IBC RPA Accomplishments to Date

17

Federal team of 6 has been working RPA automations for approximately 1 year between training and developing new bots

2 RPA Processes are currently in Production using Blue Prism software 1 process was

developed jointly by IBC/Deloitte, 1 process developed exclusively by IBC federal staff

3 RPA Processes are currently in Development Anticipate these

processes will go in Production in the April/May 2020 timeframe

Anticipate moving RPA software to a server by the end of May 2020• Working with DOI

OCIO on credentialing of RPA

IBC RPA Processes

18

IBC ’s RPA Plan

Implement an RPA PilotAn RPA pilot allows IBC to evaluate the RPA and identify key success factors for future RPA implementations Evaluate RPA technology Prove the capability Design a future state

framework for the RPA program

Operate InternallyIBC can operate the pilot bots and work toward creating multiple bots internally Reduce Processing Times Reallocation of labor toward

mission critical activities Reduce costs Improve employee

satisfaction

Expand Across DOI and BeyondIBC can become a Bot Management Office (BMO) that provides robotics services to DOI and external federal government customers Development of bots for

other offices Offering offices use of

existing bots Bots-as-a-Service

(BAAS)

19

IBC Process Automation

Typical process design/development/testing takes 3-4 months before implementing into production by IBC Federal staff IBC’s Process

Automation Branch works in teams of 2 to create automations Can work 3

automations simultaneously with current staff

IBC started development on 1st bot external to IBC in April 2020 Process Automation

Branch is developing a bot that will create efficiencies across DOI HR/Personnel Security Services

1st RPA project that IBC has entered into an IAA to develop bot & provide ongoing support for

Anticipation completion date: 8/20/2020

20

What Is IOCR?

Intelligent Optical Character Recognition (IOCR) automatically reads, extracts and delivers undigitized data.

No need to scan and input data into the system of record.

Able to handle multiple variations in forms and invoices.

Self Learning, can learn based on a confidence interval common errors or common phases based on volume.

Contains integration between Oracle and SAP, feeding data into the financial system without need for manually loading.

Can also read handwriting.21

Why IOCR for Government?

22

Allows organizations for move from “data gatherers”

to “data users”

Able to digest large volumes of pages even not in

standard format

Increased process efficiency and resource optimization

No need to change forms or invoices, software will learn

the date elements and where they are on the page

Software can self learn and be taught

User interface to see what is being scanned and

processed

IBC & IOCR IBC sees

applicability for IOCR within accounting operations

services

IBC acquisition of IOCR

Solicitation closed on 4/9/2020

Evaluation of technical proposals

Final award/ acquisition of IOCR software should occur in May 2020

23

Pay.gov

Goal is elimination of processing of paper checks IBC receives a relatively small quantity of paper checks Must have a devoted collections officer that cannot have many other duties Risk of not receiving through the mail Increase efficiency of collections processing

Looking to eliminate check scanning in OTCNet by 12/31/2020 Access through Pay.gov website to make payments Ability to pay with credit cards

Anticipate rollout 1st Quarter FY2021 Additional communication/details will be provided before the end of FY2020

Paperless Check Processing Initiative

24

IBC & Automation of OF1164 Process

25

Online, employee initiated voucher submission

PIV Card signatures ensure integrity of documents

Workflow of vouchers/receipts to supervisor, IBC for final payment

Visibility to employee throughout process of voucher status/approvals

IBC utilizes the Virtual Employee Network (VEN, formerly known as VERN) for most client PCS voucher

submissions

Building this functionality with Relocation Management Worldwide (RMW) for the Bureau of Land Management (BLM) as the pilot program

BLM has approximately 4,000 1164 payments processed on an annual basis

IBC is leveraging this existing functionality for OF1164’s (Claims

for Reimbursement for Expenditures on Official Business)

Overview of OF1164 Process in VEN

VEN will ask employee a series of questions to populate OF1164 Type of expense (local travel, tuition

reimbursement, professional liability insurance reimbursement, etc. show up in the dropdown of common expenses)

Based on expense type chosen, questions are dynamic & tailored to each type of expense from there

Attach receipts, PIV sign OF1164, and submit to supervisor (start of workflow)

Supervisor reviews and either signs (via PIV) or sends back to employee

Budget is required to enter the line of accounting and PIV sign

This step can be optional, but BLM wants budget office to take responsibility for LOA

IBC validates proper documentation, correct $ amounts, etc. at the technician and certifying officer level within VEN (PIV Signatures)

Once full payment package has been reviewed/approved by IBC, the OF1164 is complete

Employee (using single sign on w/ PIV card) logs into VEN to initiate OF1164

Next step in workflow is the budget office approval

After budget office signs, OF1164 package goes to IBC Vendor Payments

26

Overview of OF1164 Process in VEN (cont.)

Looking at VEN outputting a file to upload to our DOI financial system (for BLM) For future state, looking into utilization of RPA

to input approved data to the financial system or potentially an upload file that comes from VEN or that RPA creates from VEN

27

Replaces an offline, paper (in most cases) process with increased integrity (PIV signatures), transparency from the employee perspective, as well as automation

Next Steps

28

Functionality is still in development w/ RMW as of

April 2020

Anticipate going live with BLM on VEN OF1164’s in June 2020

Tweaks to system throughout remainder of FY2020 based on

BLM’s experience

Start moving other Agencies who wish to utilize this process

to the VEN OF1164 system starting in FY2021

Initial estimates show the overall cost of processing OF1164 transactions will

decrease using VEN compared to the current manual process

Q&AAccounting Operations

29

LUNCH BREAK

30

SESSION RESUMES AT 1:00 PM