Unclassified 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 Unclassified Unclassified What is EBAS? EBAS = Enterprise Business Accountability System • 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 1 Unclassified Unclassified EBAS Solution Overview Management and Analysis Reporting Enterprise Business Accountability System (EBAS) 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) Timekeeping External Systems DCPS Budget Formulation FYDP Repository Budget Execution Plans Budget Formulation Budget Projections DCPDS DDRS-B DPAS DTS Interface Software Exhibit Automation BES, POM Congressional Justification Book Generation OP-5 plus supporting O&M Exhibits 15 Additional O&M Exhibits MOCAS/APVM ODS PBAS SAM SPS Pay.Gov IPAC (FY14) AXOL (FY14) DCAS (FY14) WAWF (FY14) D2T (FY15) 2 Unclassified Unclassified Evolution of the TJS EBAS Solution Program & Budget Execution & Reporting FY03 FY04 v3.7.1 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 v6.1.6 v5.1.3 FY13 FY14 Momentum v6.5.3 Funds Control and Budget Execution (CABS) Configure SFIS & GL Parallel Ops PBS CABS is System of Record for TJS (off WAAS) Momentum PB v6.5.3 v1.4.1 with CABS Integration PBS supporting Programming and Budgeting O&M Exhibits Defense-Wide EAS at OSD EAS Supporting Budget Justification Book Automation Architecture/C&A Configured for Multi-Tenancy ATO Hosted at TJS OCIO in Pentagon PROD Live at DISA NDU in Production (off STANFINS) ATO DISA DECC Mechanicsburg 3 Unclassified Unclassified EBAS Aligned with DoD FM Goals 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 4 Unclassified Unclassified Multi-Tenant Approach • Leverages DoD investment to date and shares sustainment costs with agencies of similar size, complexity, process (e.g., NDU) Governance & Requirements Management Reporting Tools/Data Warehouse Integration Layer Standard Business Application Configuration Business Application Software (COTS/GOTS) Agency Partition Agency Partition Agency Partition Training & Change Management Security-based Agency Configurations Service Desk & Operational Support Security-based Agency Configurations Solution Sustainment Security-based Agency Configurations System Administration & Monitoring Solution Layers Optional Workflow Extensions Oracle Database Instance Server and Network Infrastructure Common Support Services Data Center Infrastructure 5 • Partitioned database allows some agencyspecific processes while sharing common document types which drive standardized business processes and facilitates interface sharing • Common governance, infrastructure and support services reduce costs Unclassified Unclassified NDU Phased Migration Calendar Year 2012 Calendar Month 10 11 12 2013 01 02 03 04 05 06 07 2014 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 NDU no longer on STANFINS, 11 Months following contract award Phase 4 - eORF, eAcq, AXOL Interface, DTS SFIS, and DCAS-In and Disbursements 6 Unclassified 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: In Progress/Future: • • 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 • • Disbursing direct to Treasury via Payment Application Modernization (PAM) – Wide Area Workflow (WAWF) – Defense Cash Accounting System (DCAS) 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 • 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 Questions? 9 Unclassified
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