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  • Unclassified

    Enterprise Business Accountability System (EBAS)

    Actualizing the DoDs FM Target Architecture ASMC PDI 2014 Workshop 41

    Presented by

    Dennis M. Savage, CDFM-A

    Joint Staff Comptroller

    Unclassified

  • Unclassified

    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

    Unclassified 1

  • Unclassified

    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

    Unclassified 2

  • 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)

    Unclassified 3

  • Unclassified

    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

    Departments 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

    Unclassified

  • Unclassified

    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

    Unclassified 5

  • Unclassified

    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

    Unclassified 6

  • Unclassified

    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

  • Unclassified

    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

    8

    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

    Unclassified

  • Unclassified

    9 Unclassified

    Questions?

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