Interior Business CenterCustomer DayAPRIL 29, 2020

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

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CONTRACT LIFECYCLE MANAGEMENT

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CLM Team Focus

Work with Oracle to reduce number of

Open SRs

Establish CLM User Group meetings

aimed at providing end users with a forum to discuss

issues

Identify opportunities to streamline or

enhance end user experience

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CLM O&M Status as of Apri l 2020

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Open as of 4/25/2019 New Resolved Open as of

4/24/2020

Oracle SRs 36 51 77 10

Remedy Tickets 101 1512 1575 38

CLM Ticket Counts by

Month

Month # Tickets OpenedApril 2019 101May 2019 127June 2019 129July 2019 145

August 2019 175September 2019 243

October 2019 88November 2019 77December 2019 67

January 2020 81February 2020 157

March 2020 131April 2020 (as of 4/24) 72

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CLM User Group Meeting

Held every third Thursday of the Month

90 Minutes per session

Customer Driven Topics

Brown Bag Trainings

System Functionality Demos

End User Discussions

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CLM UpdateNew Features

(12.2.7+)

Abbreviated Surrogate Process

Ability to move funds between lines in Requisition

Improvements to Workload Assignments

Manage assignment for all lines of requisition

Ability to view Point-in-Time PDF

Ability to view requisition lines added to specific modification document

Ability to see changed lines in edit modification

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CLM Update - Upcoming Features (ECC)

Actionable indicators

Saved search for frequently-used

filters

Search across organizations

Tag clouds

Consumer-like search and filters

Instant search results

Interactive visualizations Guided navigation

Charts

Fully integrated with Oracle EBusiness Suite security and

page flows

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ECC DEMO

Q&ACLM

40

G-INVOICING IMPLEMENTATION

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What is G-Invoicing?

G-Invoicing allows Federal Program Agencies to conduct intragovernmental buy/sell

transactions and facilitate the exchange of information between trading partners to:

Negotiate agreements or General Terms and Conditions (GT&C)

Broker orders

Exchange performance information

Validate settlement requests through IPAC

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SERVICING AGENCY(Seller)

G-INVOICING SYSTEM

REQUESTING AGENCY(Buyer)

IPAC

Settlement

• GT&C(7600A) – “Open for Orders” status• Order(7600B) – Create/Modify (using Core Purchasing,

CLM, or PRISM)/Approve• Performance – FOB Destination Only – Buyer Initiates

Receipt/Acceptance

General Terms & Conditions (GT&C)Create/Modify/Approve

General Terms & Conditions (GT&C)Create/Modify/Approve

*Proposed Interface Options:1. Oracle Projects2. IBC Custom RICE-W3. Manual Entry

*Proposed Interface: Core Purchasing CLM Prism

* Discussed on next slide

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• GT&C(7600A) – “Open for Orders” status• Order(7600B) – Create/Modify/Approve “Open” status• Performance - FOB Source Only – Seller Initiates

Delivered/Performed

G-Invoicing Proposed Interface Solutions

CLM or Core Purchasing - Orders would be initiated in either CLM or Core Purchasing and not in G-Invoicing

Use of Buyer Work Center Purchasing enhanced for User Defined Attributes (UDA)

to support G-Invoicing data requirements

Requesting Agency (Buyer) activity:Interface currently under development by Oracle and is planned to be available early FY2021. Use by IBC customers will involve:

Servicing Agency (Selling) activity:Interface currently under development by Oracle to be available early FY2021 involves:

Oracle Projects – this product is not currently available to IBC customers as part of OFF. This solution will be evaluated as to its feasibility as well as its cost implications to implement.

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IBC is considering the following alternatives to Oracle’s proposed Projects solution: IBC custom reports, interfaces, conversions, extensions, &

workflows (RICE-W) to integrate with OFF Receivables. Eliminates dual entry into G-Invoicing and OFF

Receivables Manual Entry (current solution) – dual entry into G-

Invoicing and OFF Receivables

IMPORTANT TO NOTE: The GT&C (Form 7600A) will be entered directly into the G-Invoicing system by the Trading Partners, not interfaced.

Allows Parent/Child groups; Users access to documents are inherited by Child groups or passed up to Parent groups.

FROM: Current flat access model

Users must be assigned to each access group (primary and/or secondary) to have document access within that specific group.

G-Invoicing System UpdatesNew Organizational Model (April 2020)

Agency HQRegion 1 Region 2 Office 1 Office 2 Office 3

Region 1 Region 2

Office 1 Office 2 Office 3

Parent Group

TO:Hierarchical access model

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Key MilestonesTo-be-determined (TBD) timeframes reflect dependency on the availability of Oracle proposed solution for interfacing EBS with G-Invoicing (10/2020), Once the IBC/FMD G-Invoicing Implementation Team obtains and analyzes this solution, project plan milestones reflecting TBD will be updated with specific dates.

Kick-off Meeting w/ Customer Agency GINV POCs & FMD stakeholders

Submission of initial Agency Implementation Plan& G-Invoicing enrollment for IBC/FMD customer agency to U.S. Treasury Intra-governmental Team

Execute GT&C, Orders, Performance, & IPAC settlement in Production

Evaluate requirements for IBC/FMD Interface (alternative to Oracle proposed solution).

2020Configure IBC EBS G-Invoicing Development Instance (SPE2) to include Oracle Projects. This will be tested once we have the complete interface solution from Oracle.

Requirements meetings with customer agencies addressing G-Invoicing user roles & organization structure to configure data access.

Configure G-Invoicing QA environment with customer agency roles and organization structures.

Evaluate Oracle EBS proposed interface solution if available.

2021Requirements/Gap Analysis: Review as-is GT&C, Orders, Performance, and IPAC settlement processes. Develop to-be processes.

System Testing

End-user Training

Production Readiness –Configure/import customer agency account from QA to production environment

Jun

Implementation rollout of customer agencies

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Go-Live

The following reflects the key milestones of the implementation project plan.

TBDTBD TBD TBD TBD TBD

Oct AprApr/May

Jun/JulOct

2019 Mar Jun

Go-Live - as per the Treasury Agency Implementation Team Lead assigned to support the IBC/FMD, Treasury is currently considering pushing this date out based on concerns expressed by Agencies particularly regarding delays around Oracle’s proposed solution.

IBC G - I nvo i c i n g I m p l e m e ntat i o n

IBC/FMD Recent and Current G-Invoicing Implementation Activities

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March 17 & 18, 2020G-Invoicing Demonstrations – The IBC/FMD facilitated two virtual demonstration sessions for customer agency G-Invoicing POCs of user roles configuration and the new organization model implemented in the G-Invoicing system.

March 31, 2020Submission of FY20 2nd

Quarter Agency Implementation Plans to Treasury – Presents updates reflecting current project plan details, and customer agency updates.

April – May 2020 Requirements Meetings –meeting with customer agencies to discuss and gather details of G-Invoicing system user access including identifying end-users, roles/ permissions, scope of data access, and customer agency organization configuration in G-Invoicing.

Q&AG-Invoicing

48

BREAK

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SESSION RESUMES IN 10 MINUTES

CUSTOMER ENGAGEMENT

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Information Delivery/Customer Communications

Customer Focus

Monthly User Group MeetingsProject Working Groups Brown

Bag Sessions

Specific Topic & Special Issue Customer Bulletins

IBC Staff VisitsCFO Level MeetingsSystem Accountants

Customer Central Website

Staff EmailFM Outreach Mailbox

Customer Support Center (CSC): 1-888-367-1622

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IBC CUSTOMER

CENTRALIBC Customer Central offers a single entry point to streamline

online customer support

IBC.DOI.GOV52

Open access to non-sensitive information, making it more discoverable and reachable for customers and employees from all offices, bureaus and agencies IBC supports.

Restricted access via firewall to protect sensitive content, such as the SSAE Audit Reports and similar documents.

REDESIGNED IN FY 2019

BEFORE AFTER53

Customer Focused Redesign

Incorporated customer input, collected via focus groups and

online survey

Established web presence to support

IBC Acquisition customers

Migrated hosting platform from ColdFusion

to Drupal Content Management System

Integrated with doi.gov/ibc, delivering a seamless customer

experience

Over 200 web pages of online resources, including searchable FAQs

Featured content on homepage

Sidebar with commonly used content

Megamenu displaying main content categories

Most content is just one or two click away from the user

Links to IBC Contacts and help desk support on all pages

Links to access IBC systems

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Redesign Principles & GoalsLeverage DOI ResourcesWork with OCIO Web Team to develop site and IBC subject matter experts to provide functional content.

Manage CostsWeb development and migration to the new platform cost $32,990.

Focus on Customer SupportMigration timeline carefully developed to avoid extended periods of content freeze that would impact customers using the site.

Enhance Governance and Internal controlsIBC Communications Office manages the site and co-chairs the IBC Web Content Management Committee, which has representatives from all IBC lines of business.

Improve Site Usability and AccessibilityCompliance with Section 508 of the Rehabilitation Act, the Plain Writing Act, and Open Governance Directive.

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CUSTOMER SATISFACTION SURVEY

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Achieving Meaningful Data

Complete the survey electronically

Offer constructive criticism and suggestions for improvement

Allow us to contact you – to ensure we understand your comments

To better serve you, we are seeking 100% response rate

May 2019 Customer Satisfaction Results

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Satisfied Unsatisfied

85

15

Satisfied with how IBC PARTNERS develop solutions that meet agency’s financial system needs

79

21

Satisfied with EFFECTIVENESS of problem resolution provided

79

21

Satisfied with TIMELINESS of problem resolution provided

79

21

Satisfied with IBC's COMMUNICATION of relevant information

85

15

Satisfied with overall QUALITY of the financial management system and service

76

24

Satisfied with VALUE received for the price

79

21

Satisfied with IBC’s KNOWLEDGE and EXPERTISE in federal financial management

94

6

Satisfied with COURTEOUS AND PROFESSIONAL CONDUCT of IBC staff

88

12

OVERALL satisfied with IBC as their financial management shared service provider

NEW FMD SERVICE OFFERINGS

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New FMD Service -PRISM

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Provides alternative acquisition solution for

OFF customers

Includes more robust acquisition planning

and reporting capabilities

Implementing Unison’s PRISM SaaS solution

for FRTIB

Leverage Unison’s PRISM web services to integrate with Oracle

Federal Financials

October 2021 FRTIB go-live

Meredith DayChief, Functional Support Divisionmeredith_day@ibc.doi.gov703-668-6978

PRISMPoint of Contact

Online Resources

https://ibc.doi.gov

https://ibc.doi.gov/FMD

https://ibc.doi.gov/FMD/financial-systems

Bookmark and Share

Or contact us by email at ibc_fmoutreach@ibc.doi.gov

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FMD Organizational Chart

Last updated 4/14/2020

Associate DirectorWendell “Baze” Bazemore

Deputy Associate DirectorVacant

Executive Administrative OfficerLeslie Booth

Administrative Support Division

Bill Apgar

Internal Control & Audit Liaison Office

Vacant

Program Support OfficeMichelle Jones

Information AssuranceOffice

Julie Rundgren

Customer Communication Outreach Section

Vacant

Procure to Pay BranchJohn Maye

Financial Support and Reporting Branch

Vacant

Acquisition Support Branch

Matt Mariam

Functional Support Division

Meredith Day

Technical Services and Solutions Division

Neelima Narra

Application & Database Administration Branch

Vacant

System Administration BranchVacant

Project Management OfficeVacant

Indirect Cost Services Division

Craig Wills

Negotiation Branch IIMark Stout

Negotiation Branch IDoris Jensen

Incurred Cost Audit Branch

Kimberly Holt

Systems Services OfficeDoug Pokorney

Charge Card Section

eTravel Section

Quarters Section

Accounting OperationsServices DivisionBrent Stevenson

Vendor Payments Branch

Karen Moore

Fiscal ServicesBranch

Lake Gardner

General Accounting Branch

Deborah Hamm

Billings & CollectionsBranch

Deborah Cochran

Process AutomationBranch

Matt Schallenberg (A) 61

FMD Contact InformationIndirect Cost Services Division – Craig Wills 916-930-3838

Negotiation Branch I - Doris Jensen 916-930-3838

Negotiation Branch II - Mark Stout 916-930-3830

Incurred Cost Audit Branch - Kimberly Holt 916-930-3820

Accounting Operations Services Division – Brent Stevenson 303-969-5416

Vendor Payments Branch - Karen Moore 303-969-5770

General Accounting Branch - Deborah Hamm 303-969-5412

Fiscal Services Branch - Lake Gardner 303-969-5322

Billings & Collections Branch - Deborah Cochran 303-969-7459

Administrative Support Division – Bill Apgar 703-668-6957

Internal Control & Audit Liaison Office - Vacant

Information Assurance Office - Julie Rundgren 703-668-6960

Program Support Office - Michelle Jones 303-980-3843

Customer Communication Outreach Section - Vacant

Associate Director – Wendell Bazemore 703-668-6969

Deputy Associate Director – vacant

Executive Administrative Officer – Leslie Booth

Technical Services and Solutions Division – Neelima Narra 703-668-6953

Application & Database Administration Branch - Vacant

System Administration Branch - Vacant

Functional Support Division – Meredith Day 703-668-6978

Procure to Pay Branch - John Maye 703-668 6961

Acquisition Support Branch - Matt Mariam 703-668 6962

Financial Support and Reporting Branch - Vacant

Project Management Office – Vacant

System Services Office – Doug Pokorney eTravel Section Charge Card Section Quarters Section

303-969-5050

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Q&A

63

Wrap Up