NCBC & FCCA Conference. August 2016

Transcription

1 NCBC & FCCA Conference August 2016

2 Why JIFMS? Why Now? 2

3 What is JIFMS? Background Judiciary Integrated Financial Management System Official financial and procurement system of record Vision Single, Judiciary-wide financial management system that supports all aspects of the Judiciary financial community How is JIFMS Different? Single Instance Consolidates 95 separate financial reporting systems into 1 instance Provides numerous benefits and supports Judiciary goals Modern System Enhanced, web-based version of Momentum (i.e. upgraded version of the FAS4T product) with new features and functionality 3

4 What's in it for the Judiciary? JIFMS will enhance internal controls and reduce the risk of liability Streamline transaction processing Greater staff efficiencies Web-based system with single sign-on (JENIE) Ease of access from anywhere Ability to attach documents Repository for financial documents Ad-Hoc Reporting Improve management and analysis tools Streamline Audits Ability to adopt current regulations Disbursements by U.S. Treasury and Electronic Funds Transfer (EFT) Central disbursing 4

5 JIFMS Focus & Impact JIFMS JIFMS unifies not only the courts, but also the entire Judiciary onto one Financial Management system Acquisition Judiciary Accounting Reporting Leveraging automation when appropriate Strengthening security posturing Insight and visibility into multiple types of data needed to make informed business decisions Data repository that is used for data pulls Removes duplicative data entry 5

6 JIFMS Operational Changes 6

7 JIFMS Interfaces System 7

8 Major changes have been made in several functional areas. The JIFMS Team will discuss the specific business process changes with court units and FPDOs at the Wave Kickoff Meetings. Obligations and Accrued Expenditures Disbursements Treasury Off-set Tax Reporting & Withholding Other Financial Reporting Vendor Management Security Administration 8

9 Budget What has changed? Creating budgets is no longer a manual process. This is handled using the automated Budget Budget Builder Interface (BBI). BBI supports: o Supplementals o Returns o Withdrawals o Inter-fund and Inter-unit reprogrammings 9

10 Purchasing Cycle Solicitation Receipt Requisition Award/Order Payment 10

11 Business Process Changes SAM Vendors Publishing SAM vendors from the SAM Connector is a simple and fast process Find the vendor in the SAM Connector, click View to open the record, and then click Submit Search JIFMS using the vendor's DUNS number to verify the vendor published successfully JIFMS automatically assigns a vendor code to the SAM vendor 11

12 Business Process Changes - Non-Sam Vendors Creation of Non- SAM Vendors Court/FPDO enters the vendor data and submits the applicable non- SAM vendor data entry form in JIFMS, attaching the applicable documentation MANL/FPD Vendors MANL and FPD vendors will be available once they are approved by the AO AO AO will contact the court/fpdo if any additional vendor information is needed to approve non- SAM vendors 12

13 Treasury Disbursing Cycle Disbursement Cycle Example: Monday: A GPC document is approved by the court for payment. Tuesday: The approved payment document is selected for disbursement and included in the disbursement file that is transmitted to Treasury. Wednesday: The payment will be deposited in the payee bank account or the check will be mailed to the payee. 13

14 CCAM Disbursements in JIFMS Move all disbursing to Treasury disbursing. Eliminate the requirement to maintain check stock. Eliminate the District requirement to issue and mail checks. 14

15 Financial Reporting and Reports JIFMS Software Changes: Reports o Enterprise Data Warehouse (EDW) is a database used for reporting and data analysis. o Courts users will have access to the following: JIFMS Financial Data Mart Ad hoc functionality for data reporting and analysis Ability to set up a variety of custom settings for each scheduled report such as recurrence, report parameters, and output formats Run reports based on their security roles/permissions All reporting data can be saved in Excel, CSV or PDF format 15

16 1099 Reporting Once a Court has been in JIFMS for the entirety of a calendar year (CY) the AO will issued all 1099M forms. The AO is finalizing the strategy and is evaluating current solutions for conversion years and will have a solution by the end of summer for 1099M and 1099INT The AO will send the usual 1099 notifications and necessary steps to satisfactorily complete the 1099 process. 16

17 JIFMS Implementation 17

18 JIFMS Program Milestones Phases 1 and 2 of the JIFMS Program were successfully completed August 2013 July 2015 December 2017 TBD Phase 1 AO FAS 4 T Migration Upgrade Core Functionality to Momentum for AO FAS 4 T Users Phase 2 Circuit Migrate Core Functionality to Momentum for Circuit Users Phase 3 Judicial District Migrate Core Functionality to Momentum by Judicial District Phase 4 Debt Management Migrate CCAM to the Debt Management Module in JIFMS for District Court Users

19 Phase 3 of JIFMS Implementation Core financial functionality migration of the 94 Judicial Districts to Momentum will conclude December of

20 94 District Courts Live on JIFMS JIFMS Core Financials 20

21 ELMs Community Meetings Prod Sim JIFMS Users Sample Implementation Timeline: Each Wave lasts about 4 months JIFMS Teams are on-site during Production Simulation and Go Live Week 1 Kick-Off Meeting Week 12 Mock Conversion Week 13 Production Simulation Week 16 Go-Live Week Week 8 Ready State Complete Weeks 8 thru 13 Training Week 15 Conversion 21

22 JIFMS Knowledge Library (JKL) JIFMS launched the JKL web page April 18, 2016 as a single point of contact for the JIFMS Community. 22

23 The Future of JIFMS 23

24 Modification Requests Focused on hearing the voice of the customer and including customers in driving change System Modification Requests placed by customers into the MR Database Solicit continuous feedback Review of MR provided by SMEs Change Control Board process and quarterly review Verification of MR provided by SMEs 24

25 JIFMS Governance 25

26 CJA Legacy Data and Heat Data in EDW JIFMS Roadmap Legacy Environment Technical Refresh begins July 1 Jury Compensation pilot court live IPP Implementation Planning Meetings ICE Version District courts live on JIFMS CCAM 2.0 implementation at District courts complete JETS Judiciary Financial Forum Momentum System Optimization Sessions Pay.gov Interface evoucher to JIFMS integration complete Automated Collection Register implementation complete CCAM 2.0 implementation commences JFinSys implementation complete Upgrade to latest version of Momentum 26

27 CCAM 2.0 is the debt management solution, and will be deployed in Phase 4. Mirrors legacy CCAM system Design requirements are already known Addresses security and technical obsolesce concerns Less change management Minimal training needed for court users Can be delivered quickly and will save about $3 million/year Eliminates need for parallel systems (FAS4T and JIFMS) to achieve savings Can be delivered in a faster timeframe compared to building a new and more comprehensive Debt Management solution 27

28 Questions QUESTIONS? 28