defense agencies initiative (dai) ms cynthia beck, pm 17 april 2013
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Defense Agencies Initiative (DAI) Ms Cynthia Beck, PM 17 April 2013. - PowerPoint PPT PresentationTRANSCRIPT
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
4/11/2013 11WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT 1
DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT
Defense Agencies Initiative
(DAI)
Ms Cynthia Beck, PM17 April 2013
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
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"Currently, Defense Agencies use more than 10 different non-compliant financial management systems supporting
diverse operational functions and the warfighter in decision making and financial reporting. These disparate, non-
integrated systems do not meet statutory requirements to produce timely, auditable reports.“
Source: DLA Operational Execution Plan Brief Updated July 31, 2012
Problem Statement
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DAI Overview
Mission: To transform the budget, finance, and accounting operations of the Defense Agencies to achieve accurate and reliable financial information in support of financial accountability and effective and efficient decision making throughout the Defense Agencies in support of the missions of the warfighter. Common business processes are: procure to pay; order to cash; acquire to retire; budget to report; cost accounting; time and labor. Full deployment capability will include budget formulation; grants financial management; and re-sale accounting.
Objectives: • Achieve auditable, CFO compliant business environments for the Defense Agencies • Meet or exceed capability requirements to include key performance parameters on cost and
within schedule
Stakeholders Type
OUSD(C) PSA & Customer
Defense Agencies Partners
DCMO Milestone Decision Authority
DLA • Component Acquisition Executive• Program Executive Officer
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Benefits
• Implementation of a single OFFM compliant solution for the Defense Agencies helps address financial management material weaknesses and deficiencies.
• Real time access to data supports enhanced financial analysis and timely decision making.
• Reduced data reconciliation requirements…more time for analysis/production.
• Retire Legacy Systems.
Additional Attributes Other Benefits
DAI is a fully functional ERP suite which has been configured and adapted to meet the requirements of the Defense Agencies. Achieved benefits include:
Full USSGL/SFIS Compliant Accounting – support for both general fund and working capital fund accounting requirements
Complete Subledger Transaction Processing – end to end procure-to-pay support from request to contracting through entitlement, reimbursable order processing, financial asset accounting, time and labor entry
Robust System Interfaces to DoD and Agency Systems – Automated interfaces for ADS, CCR, DCAS, DCPS, DCPDS, DDRS, DTS, WAWF, EUD, PRIDE, IPAC, 1099, ODS, PCard, CEFT, FPDS-NG and others
Reporting Infrastructure – complete SFIS fiduciary reporting via DDRS, tailorable managerial reporting with Project Accounting, ad-hoc query capability
Compliancy with Key Governance Requirements – audited validation of accounting model, SFIS, FFMIA, BEA
• Accessibility: • Interoperability: • Data Retention: • Supportability. • Search Driven Information: • DAI helpdesk • Audit Trail: • Continuity of Operations Plan
(COOP)
• Confidentiality. • Common Operating
Environment• Availability. Availability • Software Maintainability:
agreements.• Human/Computer Interface
(HCI): • On-line Notification: • On-line Information (Help)
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Budget to Report (B2R)• Enter funds from Treasury• Allocate funds to organizations• Working Capital Fund• Update general ledger• Update reports
Order to Cash (O2C)• Set up agreements• Collect cost and calculate bill• Working Capital Fund• Billing and collection• Update general ledger• Update reports
Procure to Pay (P2P)• Create commitment• Create obligation• Perform receipt & acceptance• Working Capital Fund• Update general ledger• Update reports• Advanced Procurement
System
Acquire to Retire (A2R)• Define asset• Determine in service date• Determine depreciation• Update general ledger• CIP & WIP Reporting• Update reports• Retirement of asset
Cost Management (CM) (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• Update general ledger • Update reports
Hire to Retire (H2R) (Time and Labor only) • Automated individual or timekeeper input into
system• Time allocation for Cost Accounting purposes• Automatic generation of time cards
Proposal to Reward (P2R) (Grants Financial Management)
• Award a Grant• Apportion and allotment funding• Track and close grant• Oversight and reporting
Budget Formulation(additional B2R process capabilities)
• Develop budget for out year and POM
• Support forecasting, and “what if” scenarios
• Generate required documents
Re-Sales Accounting (DeCA Unique)• Non-Appropriated Fund FFMIA requirements• Perform accounting for the DECA inventory and any other
Agencies that have inventory for sale
Legend: BEA E2E Business ProcessesOther Business ProcessesDelivered capabilities Future capabilities
Initial General Fund Capability
Telecom
Working Capital of Revolving Funds
Order to
Cash
Procure to Pay
Acquire to
Retire
Time &
LaborRe-sale Accounting
GrantsFinancial Management
Budget Formulation
CostAccounting
Initial General Fund
and Working Capital
FundCapabilities
Global Model
Budget to
Report
Updated: 31 Dec 2012
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DAI History
FY08 FY09 FY10 FY11 FY120
1000
2000
3000
4000
5000
6000
7000
8000
9000
10000 BTA-Closeout Acctg
DFAS
DTIC
OUSD(C)
DMA
TMA
USU
MDA
DTRA
DTSA
DSS
DPMO
OEA
DARPA
8,400 9,200
5,700
274 398
Agency users/FY
6
Transformation Tenets … Keys to Success
• We will change, not the COTS
• We will rely on commercial software and use successful BPR
• We will operate in a single Solution
• We will prepare our people to succeed in the new environment
FYs 2007/2008 FY 2009 FY2010 FY 2011 FY 2012
Very Basic General FundGM
Maturation/Interfaces Subscription Mgt
GM Maturation/ InterfacesP2P Pilot
GM MaturationNew Agency RICEW
New Agency RICEWData Services
Automatic Time Card Generation
9 Interface Partners
+3 New Interface Partners
+6 New Interface Partners
+9 New Interface Partners
+5 New Interface Partners
Oct 2008 Oct 2009 Oct 2010 Oct 2011 Oct 2012
1 AgencyFull Financials
2 AgenciesFull Financials
4 Agencies Full Financials
8 Agencies *Full Financials
11 AgenciesFull Financials
BTA + DTIC + MDA & USU+TMA, DTSA, DTRA &
DPMO*BTA - disestablished
+DSS, DMA, DARPA,& OEA
1 Agency T&L 2 Agencies T&L 7 Agencies T&L 11 Agencies T&L 12 Agencies T&L
BTA +DTIC +OUSD(C), DMA, USU, TMA & MDA
+ DTSA, DTRA, DPMO &DSS
+ DARPA & OEA
Users Users Users Users Users
274 398 5,700 8,400 9,200
De
ve
lop
me
nt
Su
sta
inm
en
t
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FY2009 FY2010 FY2011 FY2012 FY2013 $-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
$45,000
AgreementsObligationsEntitlementsRequisitions
$s in M
Activity Throughput
Transactions: 9K 36K 133K 261K 164K
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FY13/14 Business Process Reengineering
Areas Funds Availability –
Projects/GL
System Development Life Cycle maturation
Streamline New Agency Implementation - learning from lessons
Areas Help Desk Improvements
Standard Line of Accounting (SLOA)/ Government Wide Accounting by 30 Sep 2014
P2P eCommerce Metrics About 14 metrics including: PALT, electronic/manual invoices, interest, invoices on hold, etc.
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Disbursement & Collection Data
Payroll Disbursements
Treasury Summary
DoD Summary
Unfunded Leave Liability Report
Accounts Receivable Data
Gross Pay Detail
Treasury Summary
DoD Summary
TFO Pre-Validation Request
TFO Pre-Validation Response
One Stop Portal - Acctg data for invoicing via https
DAI Global Interface Architecture Updated 04 Apr 2013
Legend
In Production
Maturing
Automated Interface
Manual Interface
Not yet active inProduction
Interface betweenexternal systems
DAI
DLA Transaction
Services
BEIS / DDRSDaily Trail Balance Data
Month End Trial Balance Data
Vendor Data
DTS
Travel Authorization DataTravel Debt DataTravel Auth./Debt AcknowledgementCBA Data
BEIS
DCAS
ODS
HQARS
304 File
CCAS
304 File
SF1080/1081 File
Posting Results File
Transactions For Self (TFSs)/ Transactions By Others (TBOs) Invoices
Civilian Payroll (CIVPAYR)
Monthly Suspense (uncleared TBO’s)
ADS
Ready to Pay File (Vendor Pay)
Pay History (Vendor Pay)
IPACWizard
IPAC (Debits & Credits)
IPAC(Debits & Credits)
DCPSTimekeeping Information
Biweekly Employee Leave Data
Daily Master Employee Data
Balanced Gross Pay Detail
My InvoiceInvoice Status Information
BEIS-DCD (CEFT)EFT Data
DUNS, TIN, or SSN
Purchase Card(AXOL)
Invoice Data
Obligation Data
FPDS – NGSummary Info: Contract Award & Contract Mod
EC/EDI(Formerly EUD
Pre-Validation Solution)
CCaR (MDA)Extract of Financial Data
DCPDSEmployee Data
DPASTransaction
Accepted Receipts
EDA(Includes Procurement Data Standard - PDS)
AcknowledgementContract Data: PDF/Index files
Approved Invoices
Transactions For Self (TFSs)/ Transactions By Others (TBOs) Receipts
Budget Data
SAM(Formerly CCR)
PRIDE (MDA)
ProSight (TMA)
Project & Task Data
Acknowledgement
DB Link - Line of Accounting (LOA) Validation
WAWF
AO TRIM (DARPA)
MSS (DARPA)
Collection Data
Set up a Cost Center
Set up a Project/task
Contract Data: PDS
Attachments
Data Services
Projects Budget Information
Projects & Tasks Information
Key Member Information
Financial Accounting Data (FAD)
Reflecting Release 3.0
Query ATOM via Direct Connect (Contract Data)
CBA Acknowledgement
Common Interface for different systems
TBO Pre-Validation Request and Receipt
TBO Pre-Validation Response
Advice of Collection
ITS
Exchange Rates
Exchange Rates
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DAI Implementation Life CyclePhase 0:Initiation
Phase 1:Planning
Phase 2:Preparation
Phase 3:Cutover
Solution Implementation
Planning
Change Management
Planning
Data Conversion
Planning
Infrastructure Preparation
Planning
Phase 5:Operate
Phase 4:Stabilize
Exec
utive
Alig
nmen
t&
Com
mitm
ent
Solution Preparation
& Testing
Solution Cutover
Solution Support
Routine Operations
Change Management Preparation
Agency Data Preparation
Agency Data Conversion Agency Data Maintenance
Infrastructure Preparation &
TestingInfrastructure Maintenance
Workforce Support & Capability Maintenance
Implementation Management
Program Governance
Process Mocks Test Re-Test
DAI Solution Implementation and Sustainment
Agency Human Performance and Sustainment
Agency Data Conversion and Maintenance
Agency Infrastructure Preparation and Maintenance
DI ASRDOProcess Mocks
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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 – DAI PMO is making an instance of DAI available as soon as possible for the Agency to practice and become familiar with the application. The more practice 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
• Time and Attendance – Agencies should deploy the DAI time and labor module at least 2 pay periods prior to deployment of core financials
• Post Implementation Support – Start planning for post implementation support early. Establishing a help desk and a core group of subject matter experts is critical
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Ms. Cynthia Beck703.602.8736
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DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT 13