Federal Financial Reporting Systems Challenges, Recommendations and Examples. ASMC PDI May 2014

Transcription

1 Federal Financial Reporting Systems Challenges, Recommendations and Examples ASMC PDI May 2014

2 Agenda Section Presenter Time Review common reporting challenges across DOD agencies Discuss key business intelligence components and their use cases Business Intelligence (BI) Reports at a Defense Agency Jim Reynolds Kumar Mantripragada Narayan Mamidanna 20 Minutes 20 Minutes 20 Minutes Page 2

3 Section: Common reporting challenges across DOD agencies Page 3

4 Common reporting challenges across DOD agencies overview 1. Data Quality: How accurate is my data? 2. Multiple Data Sources: Where is my data? 3. Performance: How fast can I get my data? 4. Organization: How organized is my data? 5. Training: How difficult is reporting tool? Page 4

5 Data Quality: How accurate is my data? Are the relations between entities consistent in database tables? Is all the necessary data present? Integrity Completeness Duplicate Records? Consistent between systems? Consistency Validity Are all data values within acceptable ranges? Timeliness Accuracy Is data available when needed? Data reflect real time entities? Page 5

6 Multiple data sources: Where is my data? MULTIPLE SOURCE SYSTEMS STANDARD SOLUTION (CONSOLIDATGED DATA WAREHOUSE) REPORTS REPORTS REPORTS REPORTS AGENCY DATA WAREHOUSE BUDGET PAYROLL RECEIVABLES BUDGET PAYROLL RECEIVABLES Page 6

7 12-24 HOUR DELAY Performance: How fast can I get my data? DAILY TRANSACTIONAL REPORTS ( REAL TIME) MONTH/YEAR END REPORTS REPORTS REPORTS REPORTS REPORTS AGENCY DATA WAREHOUSE BUDGET PAYROLL RECEIVABLES BUDGET PAYROLL RECEIVABLES Page 7

8 Organization: How organized is my data? Legacy Sample: Customized Reports Software Code Changes to Modify Performance Typically Not an Issue Modernized Sample: Subject Areas contain data, user selects as needed No Software Code Changes to Modify (once established) Performance varies Page 8

9 Training: How difficult is reporting tool? MULTIPLE SOURCE SYSTEMS Separate User Manuals/Processes Distinct DD Form 2875 Process for each Multiple Access Points (links/sites) Different Look & Feel User Manual & DD Form 2875 STANDARD SOLUTION (CONSOLIDATGED DATA WAREHOUSE) User Manual & DD Form 2875 User Manual & DD Form 2875 User Manual & DD Form 2875 AGENCY DATA WAREHOUSE BUDGET PAYROLL RECEIVABLES BUDGET PAYROLL RECEIVABLES Page 9

10 Section: Common reporting challenges across DOD agencies Closing 1. Data Quality: How accurate is my data? Labor intensive effort; focus on normalizing/gaining data confidence 2. Multiple Data Sources: Where is my data? Many systems, DD Form 2875 s, Userid s/passwords 3. Performance: How fast can I get my data? Mixed bag; some systems getting it right/setting standard 4. Organization: How organized is my data? Varies; some systems more functional than others 5. Training: How difficult is reporting tool? Increase focus needed to make data/organization of data more intuitive Page 10

11 Section: Key Components in a Business Intelligence System Page 11

12 Where do you spend most of your time? INFORMATION PAST PRESENT FUTURE What Happened? (Reporting) What is happening now? (Monitoring) What will happen? (Prediction) INSIGHT How and why did it happen? (Patterns, Investigation) What s the next best action? (Recommendation) What s the best and worst that can happen? (Prediction, simulation, optimization) Analytics at Work: Smarter Decisions, Better Results by Thomas H. Davenport, Jeanne G. Harris, Robert Morison Page 12

13 Objective of this section Review key components of a business intelligence system to improve insight and decision making High Insight Low Page 13 Past Present Future

14 Standard Reports Use Cases Transactions in detail Compliance reports Pre-printed forms Ex: Journal Details Report Limitations Tedious and time consuming Less flexible to changes Expensive (Labor costs) Page 14

15 Ad-hoc Reports Use Cases Ask specific questions Search for specific data Flexible for change Latin for When required Limitations Knowledge of Data Model One screen, one insight Not suitable for high level insight Page 15

16 Drilldown Reports Use Cases General to specific Need to drill down to detail Multiple levels of drilldown Ex: Available Authority by Fund Details Limitations Drill down or Roll up only Flexibility in choosing columns Page 16

17 Dashboards Use Cases Overview of critical KPI s Data from multiple sources Data in multiple formats Auto refresh for timeliness Ex: Current Budget Authority Overview Limitations High level decision making using KPI s Quick snapshot to set agenda Needs to be integrated with other detail reports Page 17

18 Predefined Alerts Use Cases Notification of critical events Escalation of critical events Ex: Fund, program and project budgets that have been overspent in the budget period Limitations Limited information in the notification Can become overwhelming if excessive alerts are defined Page 18

19 Where do you spend most of your time? INFORMATION PAST PRESENT FUTURE What Happened? (Reporting) What is happening now? (Monitoring) What will happen? (Prediction) INSIGHT How and why did it happen? (Patterns, Investigation) What s the next best action? (Descriptive Analytics) What s the best and worst that can happen? (Prediction, simulation, optimization) Analytics at Work: Smarter Decisions, Better Results by Thomas H. Davenport, Jeanne G. Harris, Robert Morison Page 19

20 A Balanced Business Intelligence Framework Predictions Forecasting Descriptive Analysis Pre-defined Alerts Drilldown Reporting Ad-hoc Reporting Standard Reporting Page 20

21 Agenda Agency Profile Reporting in Pre-DAI environment View of Legacy reporting capabilities Reporting in Post DAI Implementation Commonly used BI reports BI capabilities implemented BI implementation benefits and limitations Implementation considerations Page 21

22 Agency Profile Sizeable agency in appropriated dollars on RDT&E funds Organization Structure Mission Offices supporting mission functions Support Offices Comptroller Functions Contracting Functions Mission Support Functions Defense Agencies Initiative (DAI) ERP user Integrated Sub-Ledgers and General Ledgers Real-time availability of funds Support audit readiness requirements from a controls perspective Business process improvements Savvy reporting user base Page 22

23 Reporting in Pre-DAI Environment Management Information System Budget Formulation Budget Execution mostly transactional information i.e. commitments and obligations for mission and support programs Data interfaces from shared services environments for expenditures No dashboard capabilities but mostly tabular reports Users would have access to : Standard Financial Reports Budget Execution (Budget by Program, Commitments by Office) Budget Planning (Projected Budget Reports) General System Tracking (Approvals in Process) Procurement (Unobligated commitments, Expenditure by Office) Reference information (Agent Listing, Supplier Listing) Ad-hoc query capabilities Ability to write queries and execute Page 23

24 View of Legacy reporting capabilities Page 24

25 Reporting in Post DAI Implementation Reporting is made available to users on: Real-Time or Near Real-Time basis Key Mission Office users (like PM s, Office Directors) Comptroller Staff Day Old Data (from management information system warehouse) Most Mission Office staff and other support offices Real-time reporting Bolt-On Business Intelligence and Analytics Tools of DAI Dashboards Standard Tabular Reports Ad-hoc query capabilities Day Old data reporting Implemented through nightly extract from DAI to the warehouse Standard warehouse reports available to mission offices Ad-hoc query capabilities Page 25

26 Commonly used BI reports Mission Focused Mission focused users use the following reports: Operational reports Status of Funds By fiscal year By Program Element By Program Unobligated Commitments By mission office By number of days since commitment has been approved For MIPR s ability to monitor acceptances not received (448-2) Obligation and Expenditure rates Month over month obligation rates Month over month expenditure rates Workflow Status on purchase requisitions, and MIPRs Individual that needs to take action on the document Page 26

27 Commonly used BI reports- Comptroller Focused Finance and Accounting users (Comptroller Office) All of the Mission Focused reports and Financial and Accounting reports Unmatched disbursements Unliquidated obligations Unfilled Orders Invoices on Hold Reconciliation between Sub-Ledgers and General Ledger Fund Program Element Budget Fiscal Year USSGL Budgetary Accounts Page 27

28 Business Intelligence Capabilities Dashboards with drilldown features Page 28

29 Business Intelligence Capabilities Dashboards with drilldown features Page 29

30 Business Intelligence Capabilities Tabular Reports Page 30

31 Business Intelligence Capabilities Ad-hoc Reporting View Names Sample Report with Columns Page 31

32 Business Intelligence Capabilities Ad-hoc Reporting Page 32

33 BI Implementation Benefits and Limitations Benefits Access to Current real time Data (versus day-old) Ability to analyze issues quicker ability to provide Root Cause Analysis quickly for Corrective Actions Ability to report metrics with a click of a button Ability to secure data by organization Ability to export into Excel and manipulate data after downloads Limitations Limited security Securing access by programs is a cumbersome task Downloads into excel produce multiple rows. So need to pivot data No ability to hyperlink to native documents (pdf, excel, word) Performance issues Page 33

34 Implementation Considerations Before reporting solution can be defined, our approach included performing a: Capability Assessment Gap Analysis Business Requirements Definition Process Demonstrations Testing Training Roll-Out and Sustain Page 34

35 Questions or Comments?