post enhancement program (pep) financial systems improvements for overseas posts department of state...
TRANSCRIPT
Post Enhancement Program
(PEP) Financial Systems Improvements for
Overseas PostsDepartment of State
FMP/IFS
Post Enhancement Program
(PEP) Financial Systems Improvements for
Overseas Posts
Primary objective is to provide a minimum level of automated financial functionality for all posts
Post Enhancement Program
(PEP) Financial Systems Improvements for
Overseas Posts
Primary focus is to ensure a minimum level of automated support for financial functions for each post
Financial functionality will be provided by a series of products offered through PEP
Post Enhancement Program
(PEP) Financial Systems Improvements for
Overseas Posts
Primary focus is to ensure a minimum level of automated support for financial functions for each post
Financial functionality will be provided bya series of products offered through PEP
PEP will introduce a set of automated tools to posts which request them
Post Enhancement Program
(PEP) Financial Systems Improvements for
Overseas Posts
Primary focus is to ensure a minimum level of automated support for financial functions for each post
Financial functionality will be provided by a series of products offered through PEP
PEP will introduce a set of automated tools to posts which request them
PEP will move standard post financial applications from proprietary systems to a PC platform
Benefits of PEP
Provides faster and better financial services to posts Streamlines post and FSC activities Reduced fiscal irregularities through improved
cashiering Reduced size of cashier advances along with Treasury
borrowing/interest Reduced cashiering, disbursing, and financial systems
material weaknesses
Installation of PEP
Designed to be installed by the customer with little or no outside help
Maximizes use of non-FMP resources to speed installation of products
Current Post Enhancement Projects
Automated Cashiering Win DATEL Automated Status of Funds (ROLLS) Serviced Post Financial Management System (VS-
SPFMS) Rehost Exchange Rate Tracking
Post Enhancement Projects
(continued) Remote Logon to OFMS
(Overseas Financial Management System) Electronic Certification System Accounts Receivable Travel Manager (Simplified travel) Remote Check Printing Electronic Funds Transfer (EFT)
Automated Cashiering System
Stand-Alone Application that Automates Overseas Posts’ Cashiering Activities
Automates all cashier transactions record keeping, such as, official collections, accommodation exchanges, payments (certified vouchers, petty cash, and advances) and prepares transmittals.
Benefits of Automated Cashiering System
Greatest benefit is increased cashier productivity
-Less time spent reconciling
-Reduced time needed for monthly cash verifications Enhanced internal controls Decreased opportunity for malfeasance Possibility to extend cashier window hours No dependencies on other software
Training Requirements for Automated Cashiering System
Software is user friendly and will be sent to post for local installation
Experienced cashiers should find it easy to use
FSC provides periodic workshop training sessions for cashiers
Current Status of Automated Cashiering System
The original software has been enhanced to automatically produces a DATEL cable (FSC Paris Region) and SF-1166 file (FSC Bangkok and FSC Charleston regions)
In use at about 150 posts.
Software is being integrated with LAN-SPFMS to eliminate duplicative entry of data
Win DATEL
Combines allotment accounting and voucher preparation at post with data transmission to and from FSC
DATEL is available pre-populated with valid posts, currencies, agencies, appropriations, allotments, object, and fund codes
Benefits of Win DATEL
Eliminates the need for post to send hard-copy documents to FSCs thereby improving timeliness and reducing costs
Validates accounting data at the time of entry by a series of edits
Improves productivity at the FSC because arriving accounting data is “clean”, or absent transmission errors
Current Status of Win DATEL
About 50 posts are currently using Windows DATEL For use in FSC Paris region only
Automated Status of Funds (ROLLS)
Created to provide timely accounting updates of post data processed by FSC Paris
Provides
-Daily status of funds reports
-Weekly status of obligations reports Allows significant improvement of accounting record
accuracy
ROLLS (continued)
Low cost, low tech method for transferring post accounting data and reports
Designed to operated effectively in a wide range of operating environments without the need for special equipment
Benefits of ROLLS
Improves access to official accounting data
Need for a cuff record system is significantly reduced
Reliability of post data greatly improved
With greater reliability, anti-deficiency cases reduced
Training Requirements for ROLLS
Some user training required, to minimize confusion for new users
FSC Paris provides individual or group training
Possible training at post by regional rovers
Current Status of ROLLS
ROLLS is currently installed at about 80 posts
Serviced Post Financial Management System Port (SPFMS)
An integrated post level system designed for use with OFMS at the FSC
SPFMS combines the functions provided by DATEL and ROLLS--sends data to FSC, receives status of processed data from FSC
Allows embassies to send obligation, voucher and payment requests to their FSC
Contains up to date reference files so obligation/payment requests contain accurate data
Benefits of VS-SPFMS Rehost (LAN-SPFMS)
SPFMS works with OFMS and allows posts to send obligation, voucher, and payment requests to their servicing FSC
It maintains an unofficial accounting record which provides posts with their status of funds
SPFMS also has up to date reference files which edit erroneous obligation/payment requests at post thereby reducing the number of rejected or delayed transactions
Training Requirements for LAN-SPFMS
It is not anticipated that current users of SPFMS will have any difficulty adapting to the rehosted version
Other users may require training in the use of the software
Current Status of LAN-SPFMS
– Application is now in use in Singapore– Wide deployment plan is being developed– Application to be used by about 50 posts
Exchange Rate Tracking
Provides gain or loss information based on actual transactions processed
Accomplished on a transaction by transaction basis
Benefits of Exchange Rate Tracking
Takes the mystery and debate out of exchange rate tracking
Provides an accurate method to determine actual gains/losses
Results in more accurate information to support funding decisions
Training Requirements for Exchange Rate Tracking
Minimal training requirements
Current Status of Exchange Rate Tracking
The development of this software is being conducted by FSC Bangkok
Deployment is expected to all serviced posts by the 3 FSCs by the end of FY 1997.
Remote Logon to Overseas Financial Management System (OFMS)
Allows a user from a remote location to log on to OFMS at the regional FSC
Benefits of Remote OFMS Logon
Remote logon eliminates transmission errors
Enables posts to submit and receive data directly to and from their servicing FSC
Post has more timely financial information
Training Requirements for Remote OFMS Logon
Training provided by FSC personnel at post will be necessary
Current Status of Remote OFMS Logon
Remote logon being used at La Paz, Port-of-Spain, Georgetown, Paramaribo. and Santiago
Deployment will be extremely limited.
Electronic Certification (ECS)
Enables the secure and timely transmission of payment requests from a post to its FSC
This product will allow a post Certifying Officer to send a certified voucher payment schedule to the FSC without having to separately generate an accompanying certification document
Smart Cards are used to attach a digital signature to the payment request
Benefits of Electronic Certification
This process eliminates the generation of certification telegrams or faxes that must currently accompany payment requests
Post will have a standard, GAO-sanctioned process for securely, and rapidly transmitting authenticated voucher payment schedules
Training Requirements for Electronic Certification
ECS does not require external training.
Posts will receive a self explainatory manual with the software and hardware installation kit.
Assumes the CO and his/her staff is reasonably PC literate
Current Status of Electronic Certification
Software currently installed in about 16 posts in the FSC Charleston region.
FSC Paris and Bangkok are beginning deployment in their regions
Accounts Receivable
Post system will resemble domestic system used in Washington to the extent possible
Used to track all types of post level accounts receivable
Benefits to Post Accounts Receivable
Records are easily updated and contain accurate information
Receivables are tracked accurately; facilitates timely collection.
Training Requirements for Accounts Receivable
No formal training required
On line help and user manual available
Current Status of Accounts Receivable Project
Prototype completed by FSC Bangkok Application will be deployed by the end of FY 1997
Travel Manager
Improved processing of travel vouchers using a Commercial Off the Shelf (COTS) software product
Automates travel authorizations, travel voucher processing
Streamlines, speeds up processing
Benefits of Travel Manager
Better understanding of travel regulations Improved accuracy Shorter time for preparation and reimbursement of
travel claims Reduces accounting errors Improved oversight of Travel Advances Reduces post resources needed for travel voucher
processing
Training Requirements for Travel Manager
Software Travel Manager Plus can be mastered without the need for extensive training
Training will be available at the FSCs as needed
Current Status of Travel Manager
–Installed in 120 Posts
Remote Check Printing
Expand the use of remote local currency disbursements by using a variety of commercial services offered by banks
Eliminates check writing at the FSC for some posts.
Benefits of Remote Check Printing
Simplifies local currency bank account reconciliation for some local currency bank accounts.
Reduces the risk of theft, loss, or forgery of paper checks
Cost savings over current system used to process payments