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1
Briefing on Financial Systems Initiatives
Institute of Management Accountants
Washington Tri-Cities Chapter
December 3, 1998
2
Background Current Accounting System - almost 20 years old Financial Management Excellence Report - (May 1995)
• Recommendations: – Single Budget Format– Cost Accumulation– Performance Management Structure– Management Information System– Business Systems Integration– New Accounting System
Legal Drivers• Chief Financial Officers Act of 1990,
• Government Performance and Results Act of 1993
• Clinger-Cohen Act of 1996
• Federal Financial Improvement Act of 1996 $1.1 Million Seed Money in FY 1998
3
CFO Systems Principal Initiatives
Corporate Executive Information System (EIS)• Operational October 1998
Financial Data Warehouse (FDW)• Pilot implemented March 1998
Business Management Information System (BMIS)• Strategic Information Management Process conducted
May 1998 - September 1998• Draft Business Case - October 30, 1998
CFO Systems Relationships
Financial Data Warehouse
Budget Formulation
System
Accounting and Budget Execution
System
EISSenior Executives
Mid-level Managers
Program and Project Mgrs
P.O. Financial Staff
Budget & Finance Office Staff
P.O. Financial Staff
Budget Office Staff
E I S
Procurement
HumanResources
System
SystemTravel
System
Grants
MgmtSystem
AssetMgmt
System(s)Non-financial
Systems
Core FinancialSystem
BudgetFormulation
System
Business Management Information System Logical Model
Cost AccountingFinancial Reporting
FDW
6
Corporate Executive Information System (EIS)
Purpose • Provide DOE executives and managers with immediate
access to summary level business information at their desktops
Data sources• MARS/FIS, DISCAS, Human Resources Data Repository,
Functional Cost System, Program Funding by Contractor and Location System, and the Strategic Alignment Initiative Tracking System
Users• 200 current users (Headquarters and Field)
7
Corporate Executive Information System (EIS) continued
Status• Presently contains financial and human resources data
Future• Add procurement information, performance measures,
and programmatic data• Establish an EIS user group to plan and prioritize new
developments and improvements• Access Financial Data Warehouse as source for all
financial data• Expand user base (FY 1999 Projection = 500 users) • Add Web access
12
Financial Data Warehouse (FDW)
Purpose• Provide program and project managers and their
staffs with rapid access to multi-level financial information at their desktops via standardized reports and ad hoc queries
Data Source• MARS/FIS
Users• 50 users (Headquarters)
13
Financial Data Warehouse (FDW) - continued
Status• Contains a variety of obligation/cost-related data from
summary to detail levels as well as revenue/reimbursables data
• Fast track adds includes MARS trial balance data
Future• Become the Department’s full service financial data
warehouse • Add numerous Departmental and Contractor systems as
sources of data• Expand user base (Headquarters and Field, FY 1999
Projection = 250 users)• Add Web access
17
Business Management Information System (BMIS)
Vision
A single, modern integrated Business Management Information System (BMIS) that is easy to use and reliable, and that provides the tools and capability necessary to effectively carry out the Department’s business management functions, manage agency financial operations, and report on agency financial status to central agencies, Congress, and the public.
18
Business Management Information System - Financial Management (BMIS-FM)
Components• Budget Formulation System
– Purpose• Provide a modern, standardized budget formulation system
with performance planning capabilities for use by all DOE organizations (excluding the PMAs)
• Core Financial Management System– Purpose
• Provide a modern, flexible core financial management and project accounting system with performance measurement capabilities for use by all DOE organizations (excluding the PMAs)
Status• Strategic Information Management (SIM) Process
completed (September 1998) • Draft Business Case - October 30, 1998
19
Strategic Information Management (SIM) Process
Background• The Clinger-Cohen Act of 1996 requires Federal
agencies to analyze and revise (as appropriate) their business processes prior to investing in new information management technologies to support those processes.
Description• The DOE’s SIM process is a collaborative effort involving
users and customers designed to fulfill this requirement, examine the various information management alternatives, and build a business case to support the recommended alternative.
20
BMIS-FM SIM Process
Participation• Sixty-five employees and six contractor
support staff involved:
– representatives from most Headquarters and field organizations
– Fifty direct participants and fifteen advisors
Workshops• Gaithersburg, MD - June 2-4, 1998• Albuquerque, NM - July 21-23, 1998• Las Vegas, NV - September 15-17, 1998
21
BMIS-FM SIM Process Deliverables
Identification of current DOE financial processes including inputs, outputs, sources, and customers
Recommendations for potential systems and process improvements
Business case to support major upgrade or replacement of current financial management systems
22
BMIS-FM SIM Process Teams
SIM Planning Team Baseline Team Needs Assessment Team Analysis of Benefits and Cost Team Configuration Team Recommendations Team Advisors
23
Potential Systems to be replaced by BMIS-FM
DISCAS FIS/MARS Budget Formulation System(s) Funds Distribution System Shadow Financial Systems Field Budget Execution Systems
24
Why Are We Doing This?
Inability to meet business information needs of DOE managers and customers
Present system cannot respond rapidly to changing requirements
Inability to maintain the current systems in the long term
Electronic commerce
25
BMIS-FM Project Phases
Planning Strategic Information
Management (SIM) Process• Business Case
– Status Quo– Hybrid System– COTS
26
BMIS-FM Project Phases - Continued
Requirements• Teams:
– Core Project Team
– Key Support Team
– Planning, Budgeting, and Performance Team
– General, Costing, and Reporting Team
• Cost and Project Accounting Working Group
• General and Reporting Working Group
– Payments and Receipts Team
– Account Structure Team
– Technical Team
Solicitation and Award Testing and Implementation
27
BMIS-FM Schedule
Complete SIM Process 9/98 (excluding business case)
Complete Business Case 12/98 Complete Functional and
Technical Specifications 7/99
Issue RFP for Budget Formulation
System 8/99 Issue LOI for Other Elements 9/99
28
BMIS-FM Schedule - continued
Award Contract for BFS 11/99 Award Contract for Other Elements 3/00 Implement BFS at Pilot Site 3/00 Implement BFS at Remaining Sites 10/00 Implement Other Components at Pilot
Sites 3/01
Implement Other Components at
Remaining Sites 10/01
29
Other Major Departmental Systems Initiatives
Travel Manager• Automatic Interface with DISCAS• Automatic Interface with E-mail• Paperless (Implementation in various stages)• Future: Web Access
Accounting Consolidation Initiative• Processing migrated from 18 sites to 3 service centers
(October 1996)• Payment processing consolidated at 3 service centers
(August 1997)• Consolidation into a single data base at each service
center (March 1999)• Planned FY 1999 DISCAS Enhancements
– ASAP Interface with Treasury– Electronic Invoicing
30
Paperless Travel(Implementation in various stages)
100%• Albuquerque• Nevada• Oakland• Pittsburgh Naval Reactors• Schenectady Naval
Reactors• Strategic Petroleum
Reserve Office• Idaho• Oak Ridge• Savannah River
Partial• Headquarters
• Chicago
• Rocky Flats
• Ohio
Not Started• Federal Energy
Technology Center
• Richland
31
Other Major Departmental Systems Initiatives - Continued
Electronic Commerce (EC Web)• Partnered with Procurement to develop
• Automatic Interface with DISCAS
• Currently Implemented at 4 sites– Headquarters– Oak Ridge– Chicago– Savannah River
• Plans to Implement Department-wide in FY 1999
32
CFO Y2K STATUSNovember 25, 1998
Mission-Essential Systems
Renovation Validation* Implementation*Systems Complete Complete Complete 16 100% 81% 56%
Non-Mission Essential Systems
AssessmentSystems Complete Compliant 9 100% 89% *
*All CFO systems are scheduled to be completed on or before the OMB due date of March 31, 1999
33
Questions
For Additional Information:Office of Corporate Financial Systems
Warren Huffer, Director
301 903-3761 [email protected]
-or-
Ike Smith, BMIS Project Manager
and Future/Development Team Leader
301 903-5264 [email protected]