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Enterprise Business Accountability System (EBAS)
Actualizing the DoD’s FM Target Architecture ASMC PDI 2014 Workshop 41
Presented by
Dennis M. Savage, CDFM-A
Joint Staff Comptroller
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What is EBAS?
• Enterprise
– Not a one-off, organizationally-specific application
– Serves the Joint Staff community (not just the Comptroller)
• Business
– Broad multi-functional area back office capabilities
– With RICE Objects, extensive total cost of ownership avoidance
• Accountability
– Good stewardship, fiduciary responsibility, internal controls, auditability
– Not limited to PPBE, accounting, or the typical comptroller functions
EBAS = Enterprise Business Accountability System
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EBAS Solution Overview
Core Financial Functions
General Ledger Management
• USSGL
• Proprietary & Budgetary
• Journals & Summary
Budget Resource Management
• Funds Control
• Budget Transfers
• Sub-Allotment Distributions
Payment Management
• 1262 Contracts
• MIPR
• ORF
• Travel
• Training
• Miscellaneous Obligations
Receivables Management
Cost Management
• Accumulation and Allocations
Fund Balance with Treasury Management
Workflow Extensions
Acquisition Management (eACQ)
Official Representation Funds (eORF)
Training Request (eTRN)
Budget Transfer (BXFR)
Budget Formulation
FYDP Repository
Budget Execution Plans
Budget Formulation
Budget Projections
Exhibit Automation
BES, POM
Congressional Justification
Book Generation
OP-5 plus supporting O&M
Exhibits
15 Additional O&M Exhibits
Timekeeping
Man
agem
ent a
nd
An
alys
is R
epo
rtin
g
Enterprise Business Accountability System (EBAS)
External Systems
DCPS
DCPDS
DDRS-B
DPAS
DTS
MOCAS/APVM
ODS
PBAS
SAM
SPS
Pay.Gov
IPAC (FY14)
AXOL (FY14)
DCAS (FY14)
WAWF (FY14)
D2T (FY15)
Interface
Software
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Unclassified P
rogra
m &
Bu
dge
t
FY06 FY04 FY03 FY11 FY07 FY08
v3.7.1
FY09 FY05 FY10 FY12
Evolution of the TJS EBAS Solution
FY13 FY14
v5.1.3 v6.1.6 Momentum v6.5.3
PROD Live at DISA
Exe
cu
tio
n &
Rep
ort
ing
ATO ATO
Funds Control and Budget Execution (CABS)
Configure SFIS & GL
Parallel Ops CABS is System of Record for TJS
(off WAAS)
PBS
PBS supporting Programming and Budgeting
v1.4.1 with CABS Integration
EAS Supporting Budget Justification Book Automation
O&M Exhibits
Momentum PB v6.5.3
Defense-Wide EAS at OSD
Hosted at TJS OCIO in Pentagon DISA DECC Mechanicsburg Arc
hite
ctu
re/C
&A
Configured for Multi-Tenancy
NDU in Production
(off STANFINS)
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EBAS Aligned with DoD FM Goals
4
Goal Features/Capabilities of EBAS
Achieve and Sustain an
Auditable Environment
FSIO-certified accounting system that supports USSGL
Internal Control capabilities supporting FMFIA and FIAR guidance
Enables compliance with Separation of Duty (SOD) mandates
Simplify the
Department’s FM
Environment
Enables the retirement of WAAS, STANFINS
Eliminated TJS use of FM feeder systems (ACMS, JRETS, FAST,
stand alone spreadsheets)
Strengthen
Interoperability
Leverages GEX • DTS to EBAS (821 Obligations)
• EBAS to DTS (824 Ack/Nack)
• DCPS to EBAS (Employee Leave Balance)
• DCPDS to EBAS (Personnel)
Data exchanges based on EDI formats
Achieve Compliance SFIS 9.0 compliant; moving to 10.0
Maintains SLOA in system and throughout inbound/outbound
interface feeds
Improve Decision
Making
Real time access to reliable financial information
10+ years of historical cost data
Prior year execution data becomes basis for future year budgeting
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Multi-Tenant Approach
• Leverages DoD
investment to date and
shares sustainment costs
with agencies of similar
size, complexity, process
(e.g., NDU)
• Partitioned database
allows some agency-
specific processes while
sharing common
document types which
drive standardized
business processes and
facilitates interface
sharing
• Common governance,
infrastructure and
support services reduce
costs Data Center Infrastructure
Business Application Software (COTS/GOTS)
Agency Partition Agency Partition Agency Partition
Server and Network Infrastructure
Oracle Database Instance
Standard Business Application Configuration
Security-based
Agency
Configurations
Security-based
Agency
Configurations
Security-based
Agency
Configurations
Optional Workflow Extensions
Integration Layer
Reporting Tools/Data Warehouse
Ser
vice
Des
k &
Ope
ratio
nal S
uppo
rt
Tra
inin
g &
Cha
nge
Man
agem
ent
Sys
tem
Adm
inis
trat
ion
& M
onito
ring
Governance & Requirements Management
Sol
utio
n S
usta
inm
ent
Common Support
Services
So
luti
on
Layers
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NDU Phased Migration
Calendar Year
Calendar Month 10 11 12 01 02 03 04 05 06 07 08 09 10 11 12 01 02 03 04 05 06
Phase 1 - NDU Partition &
Management Structure
Established
Phase 2 - Budget Formulation &
Exhibit Generation
Phase 3 - Core Accounting:
Reimbursable Activity, Budget
Execution, Travel, Contracts, Misc
Obs and MIPRs
Phase 4 - eORF, eAcq, AXOL
Interface, DTS SFIS, and DCAS-In
and Disbursements
2012 2013 2014
NDU no longer on
STANFINS,
11 Months following
contract award
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NDU Migration to EBAS - Critical Success Factors
• Well-defined objectives that guide decision-making throughout the process:
– Comply with standards and regulations
– Enable audit readiness
– Standardize business processes
• Ability (and willingness) to adopt common configuration with minimal changes or
agency-specific variations
• Well-defined Governance structure to manage requirements changes that impact
more than one EBAS user organization
• Early, frequent engagement with external system partners (e.g., OUSD[C], DCMO,
DISA, DFAS, DLA, Treasury)
• Phased, iterative implementation: Define, then refine, as needed
– Example: Initial plan maintained STANFINS as accounting system of record through four
phased implementation. Adjusted plan for EBAS to become accounting system of record
after Phase 3.
– Example: Initial collections configuration resulted in over 700 bills/month being sent to
DFAS. Refined model = 1 per agreement and ~ 150 bills
• Focus on change management and tools/training to enable the workforce (e.g., desk
guides, process documentation) 7 Unclassified
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Maximizing the Capabilities of the ERP
Today:
• Budget formulation begins with
automated population of actuals from
prior year
• Automated J-Book submission to
OUSD using EAS (20+ Exhibits)
• Budgets established for execution
from PBS submission
• Real time BE and GL postings
resulting from single source data
collection throughout spending chain
• Timekeeping integration for improved
cost accounting and input to automated
customer billing process
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In Progress/Future:
• Disbursing direct to Treasury via Payment
Application Modernization (PAM)
– Wide Area Workflow (WAWF)
– Defense Cash Accounting System
(DCAS)
• Integration with pay.gov
• Integration with Intra-governmental
Payment and Collection (IPAC) and
Invoice Processing Platform (IPP)
• Integration with Enterprise Funds
Distribution (EFD)
• Governance, Risk Management, and
Compliance (GRC) through automated
tools
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Questions?
