FY13 FINANCIAL GUIDANCE

CHANGES

-FY13 Roll Over Schedule-FY13 Advance Guidance Changes-FY13 Financial Guidance Reminders

FOR OFFICIAL USE ONLY2

Overview

Context: effective communication of planned changes in the accounting structure and financial processes is a critical factor in achieving an unqualified audited financial statement.

Purpose: to review the key system updates and major financial changes that will occur during the transition from FY12 to FY13.

Outcome: the attendees will have a general understanding of the FY13 roll-over process and any major changes that will occur in the financial structure for FY13.

FOR OFFICIAL USE ONLY3

FY12-13 Roll Over Schedule

FOR OFFICIAL USE ONLY

2012-2013 Roll Schedule

6/4 10/11

6/6 6/13 6/20 6/27 7/4 7/11 7/18 7/25 8/1 8/8 8/15 8/22 8/29 9/5 9/12 9/19 9/26 10/3 10/10

9/17 - 9/28FD-STARS

Uploads

8/15 - 9/12STARS Roll/Lock

9/28 - 10/3DCPS Load

7/7 - 7/25FD JON UPD

7/26 - 8/12STARS

Build/Load

9/24 - 9/28DCPS

Final Build

8/13 - 8/15DMHRSI

8/17 - 9/19CMET/TAC/GPC

8/30 - 9/3DMLSS PC/EC

8/27 - 9/17Final FD Chgs

6/21 - 7/8Portal

Worksheets

6/4 - 6/22Advance Guidance

FOR OFFICIAL USE ONLY5

FOR OFFICIAL USE ONLY5

FY13 Critical Roll Dates

Dates are generally when the data is sent from the Source system• STARS: Employing UIC/Distribution Codes are rolled in STARS based on a

match of the job orders on LBRINFO and in FASTDATA.• Dates highlighted in yellow are fixed/firmed dates and can not be moved.

DATA ELEMENT CMET/FC STARS DMHRSI SLDCADA DCPS DMLSS DTS GPC/TAC FOOD

LOA 08/17/12 07/26/12 09/26/12 08/30/12 09/12/12 08/17/12

Fund Code 08/17/12 08/30/12

Employing UIC107/26/12 08/09/12 09/26/12

Distribution Code107/26/12 08/09/12 09/26/12

Civilian Payroll J ob Orders107/26/12 08/09/12 09/26/12

Military Payroll J ob Orders 09/12/12 08/13/12

Material/Contract J ob Orders 09/12/12 08/30/12

Travel J ob Orders 09/12/12 09/12/12

Special J ob Orders 09/12/12 08/17/12 08/17/12

Workload J ob Orders

Source ROLL FASTDATA FASTDATA FASTDATA FASTDATA ROLL/FD ROLL/FD FASTDATA

FOR OFFICIAL USE ONLY6

FOR OFFICIAL USE ONLY6

Roll Notes STARS Roll:

• 0130.188*:• Civilian payroll job orders linked to STARS labor table entries.• All direct CUIC 37100 (CMA) job orders

• 0130.183*:• All direct CUIC 32398 (NMRC) job orders

• Other:• 1319- Special roll for BCN 32398 (NMRC)• 1405- Special roll for RPN

FASTDATA Roll:• Only CAD valid job orders will be permitted to flow to STARS.• NO EXCEPTIONS!

FOR OFFICIAL USE ONLY7

FY13 Advance Guidance Changes

FOR OFFICIAL USE ONLY

FOR OFFICIAL USE ONLY8

FOR OFFICIAL USE ONLY8

CONUS/OCONUS SAGs Issue:

• Certain Sub Activity Groups (SAG) are currently linked to more than one Program Element (PE) depending on whether the execution is at a CONUS or OCONUS location.

• This primarily affects BAG 1 and BAG 7 job orders.• Currently our financial data must be mapped to see true

execution and is only visible in SMART.

FY13 Plan:

• New SAGs will be established specifically for the OCONUS functions to permit visibility in both STARS and SMART.

• The UIC-18 table controls the CONUS/OCONUS designation for each UIC. Note: this designation is not always intuitive as some activities are considered CONUS for budget purposes.

FOR OFFICIAL USE ONLY9

FOR OFFICIAL USE ONLY9

BAG 1 SAG Changes

Note: highlighted cells are new.

BAG BAG TITLE SAG SAG TITLE BUDGET PE1 In-House Care DH Defense Health Program Medical Information Technology CONUS 877001 In-House Care M9 Defense Medical Treatment Facilities CONUS 877001 In-House Care RW Collateral Equipment CONUS 877001 In-House Care M8 Pharmaceuticals CONUS 877011 In-House Care MR Dental Care Activities CONUS 877151 In-House Care AH Defense Health Program Medical Information Technology -OCONUS OCONUS 879001 In-House Care A9 Defense Medical Treatment Facilities -OCONUS OCONUS 879001 In-House Care AW Collateral Equipment -OCONUS OCONUS 879001 In-House Care A8 Pharmaceuticals -OCONUS OCONUS 879011 In-House Care AK Dental Care Activities -OCONUS OCONUS 87915

FOR OFFICIAL USE ONLY10

FOR OFFICIAL USE ONLY10

BAG 7 SAGs Changes

Note: highlighted cells are new.

BAG BAG TITLE SAG SAG TITLE BUDGET PE7 Base Ops/Comm FA Facility Sustainment- Maintenance & Repair CONUS 862787 Base Ops/Comm FB Facility Restoration And Modernization CONUS 862767 Base Ops/Comm FC Operation Of Utilities CONUS 877797 Base Ops/Comm FD Other Engineering Support CONUS 877797 Base Ops/Comm FN Base Communications CONUS 877957 Base Ops/Comm FF Administration CONUS 877967 Base Ops/Comm FJ Bachelor Housing Operations & Furnishing CONUS 877967 Base Ops/Comm FK Other Personnel Support CONUS 877967 Base Ops/Comm FL Morale, Welfare, & Recreation CONUS 877967 Base Ops/Comm FR Other Base Services CONUS 877967 Base Ops/Comm FV Physical Security CONUS 877967 Base Ops/Comm RA Injury Compensation CONUS 877967 Base Ops/Comm ZY Foreign Currency Fluctuation (37100 0NLY) CONUS 879967 Base Ops/Comm OA Facility Sustainment- Maintenance & Repair -OCONUS OCONUS 863787 Base Ops/Comm OE Facility Restoration And Modernization -OCONUS OCONUS 863767 Base Ops/Comm OC Operation Of Utilities -OCONUS OCONUS 879797 Base Ops/Comm OD Other Engineering Support -OCONUS OCONUS 879797 Base Ops/Comm ON Base Communications -OCONUS OCONUS 879957 Base Ops/Comm OF Administration -OCONUS OCONUS 879967 Base Ops/Comm OJ Bachelor Housing Operations & Furnishing-OCONUS OCONUS 879967 Base Ops/Comm OK Other Personnel Support -OCONUS OCONUS 879967 Base Ops/Comm OL Morale, Welfare, & Recreation -OCONUS OCONUS 879967 Base Ops/Comm OR Other Base Services -OCONUS OCONUS 879967 Base Ops/Comm OV Physical Security -OCONUS OCONUS 879967 Base Ops/Comm OG Injury Compensation-OCONUS OCONUS 879967 Base Ops/Comm OY Foreign Currency Fluctuation-OCONUS OCONUS 87996

FOR OFFICIAL USE ONLY11

FOR OFFICIAL USE ONLY11

BAG 7 SAGs Unchanged

Note: highlighted cells are new.

BAG BAG TITLE SAG SAG TITLE BUDGET PE7 Base Ops/Comm FE Payments To GSA For Rental Spaces CONUS 877797 Base Ops/Comm FW Environmental Conservation ALL 877537 Base Ops/Comm FU Pollution Prevention ALL 877547 Base Ops/Comm FT Hazardous Waste ALL 877567 Base Ops/Comm FX Shore Environmental Protection ALL 877567 Base Ops/Comm Q6 Environmental Restoration ALL 877567 Base Ops/Comm RX Environ Protection Projects ALL 877567 Base Ops/Comm V2 Visual Information ALL 87790

FOR OFFICIAL USE ONLY12

FOR OFFICIAL USE ONLY12

SAG FQ Clean-up Issue:

• TMA directed we close SAG T1 right at the start of FY12; due to the timing we changed existing BJONS to SAG FQ rather than closing the job orders.

• This resulted in multiple BJONs being in the CAD for the same general purpose.

FY13 Plan:

• The old BJONs are being closed effective 30 SEP 2012 and will be deleted from FASTDATA servers as part of the roll.

• CAI will update STARS and DCPS to use BJON 1H30 anywhere the closed job orders are recorded.

• Activities will need to manually make the update in SLDCADA.

FOR OFFICIAL USE ONLY13

FOR OFFICIAL USE ONLY13

SAG FQ Impact

Note: orange denotes BJONs being closed.

APPN LIMIT CAI ACTION ACTIVITY TYPE BJON BJON-DESCRIPTION BAGCSAG OSAG FSF CAC MEPR0130 1882 Close/Merge to 1H30 BCEHILNRS 1H31 ADP OPS-OLD T1 4 FQ FQ V1 1H300130 18P2 Close/Merge to 1H30 G 1H31 ADP OPS-OLD T1 4 FQ V1 1H30 EBJ0130 1882 Close/Merge to 1H30 MT 1H31 ADP OPS-OLD T1 4 FQ FQ V1 1H30 EBJ0130 1882 Close/Merge to 1H30 IS 1H32 ADP OPS-NMETC-NOMI 4 FQ FQ V1 1H300130 1882 Close/Merge to 1H30 N 1H34 INFO ASSURANCE 4 FQ FQ W3 1H300130 1882 Close/Merge to 1H30 N 1H36 ADP OPS-NMIMC-BETH 4 FQ FQ W3 1H300130 1882 Close/Merge to 1H30 E 1H60 ADP OPS NEHC 4 FQ FQ V1 1H300130 1882 Closed Fy12/Merge to 1H30 M 1H63 ADP OPS 4 FQ FQ V1 1H30 EBJ0130 1882 Closed Fy12/Merge to 1H30 M 1H63 ADP OPS 4 FQ FQ V1 1H30 EBJ0130 1882 Name Change DM 1H30 ADP OPS-MTF 4 FQ FQ V1 1H30 EBJ0130 18P2 Name Change G 1H30 ADP OPS-MTF 4 FQ V1 1H30 EBJ0130 1882 Activity Type Change BCEHIJLNRS 1H30 ADP OPS 4 FQ FQ V1 1H30

FOR OFFICIAL USE ONLY14

FOR OFFICIAL USE ONLY14

MEPR 4th DIGIT Change Issue:

• The rules for assignment of the MEPR 4th level digit are being changed effective 1 OCT 2012 to provide increased flexibility and standardization.

FY13 Basic Rules:

• For general use, letter A-L have been set-aside for activity use with letter A being the default.

• Letters M-Z have been reserved for BUMED designated programs and are hard-coded into the CAD.

• FY13 Plan: existing job orders citing I-Z in FASTDATA will be updated to cite A as part of the FASTDATA roll.

FOR OFFICIAL USE ONLY15

FY13 Financial Guidance Reminders

FOR OFFICIAL USE ONLY

FOR OFFICIAL USE ONLY16

FOR OFFICIAL USE ONLY16

JON Management Policy Problem:

• Once an invalid job order is used, the related transaction clean-up can require months of follow-up corrective action.

New Policy was effective 1 OCT 2010:• Only valid job orders will be rolled in any system

• Valid: a BJON contained in the CAD.• Valid: a Local Job Orders that can be matched to a CAD entry at the

SAG/FSF/CAC/MEPR and Cost Type. Must align with a SCC of 9*.• FASTDATA is the job order source control system.• The FY13 CAD is the source control document.

• DMLSS Job Orders:• Will be transmitted from FASTDATA after passing validation.• Cannot be manually created in DMLSS.

FOR OFFICIAL USE ONLY17

FOR OFFICIAL USE ONLY17

Financial UIC Policy Problem:

• Frequently encounter issues with activities having made UIC changes M84 knows nothing about.

• Consolidation of Employing UIC (EUIC) into a core UIC poses problems during future activity realignments.

• UIC changes affect DCPDS, DCPS, SLDCADA, and STARS

New Policy was effective 1 MAY 2010:• Changes to the financial UIC structure and/or Employing UICs

must be approved in advance by M84.• The FY13 BUMED UIC-18 table is the source control document.

FOR OFFICIAL USE ONLY18

FOR OFFICIAL USE ONLY18

FORG Policy Problem:

• Frequently encounter issues with activities requesting non-standard changes to their Financial Organization (FORG) structure (Site (CC)/OPTAR (SCC).

• Cannot support a unique financial structure at every activity.

Current Policy:• FASTDATA will require BUMED activities to use the standard

FORG structure for financial management.• Site (CC) structure is standard based on activity type.

• Special Mission activities were provided some leeway in defining their initial FORG structure.

• M84 will only make changes to support new missions or programs.

• The FY13 FORG table is the source control document.

FOR OFFICIAL USE ONLY19

FOR OFFICIAL USE ONLY19

Standard Trading Partner New standard document serial structure for NC 2275 and DD 448

documents was effective 1 OCT 2010.• Designator for sourcing activity

• Examples: HN-Host Navy Base

HM-Host Marine Base

HX-Host Other

NF-NAVFAC

NV-NAVSUP

NX-Any other supplier

• Affects document types: WR, PO, MP• CAI established standard serial ranges for all FASTDATA activity

sites for these document types.• Activities not using FASTDATA must implement a manual

process to enforce this methodology.

FOR OFFICIAL USE ONLY20

References

BUMED M84 Portal Contains The Following Information:

• Cost Accounting Dictionary (CAD)• Financial Organizational Structure (FORG)• Unit Identification Table for Budget Submitting Office

(BSO) 18 (UIC 18 Table)• URL: https://www.navmedfinancial.org• User ID: bumedm84 (lower case)• Password: bumedm84 (lower case)

FOR OFFICIAL USE ONLY21

FOR OFFICIAL USE ONLY21

Questions?

POC:

H. L. Hill, HLHILL@ChangeArchitect.net 703-773-7312 ext. 103