MOCAS Data Sharing Initiative Overview

Transcription

1 MOCAS Data Sharing Initiative Overview David Goode Raytheon Company May 2017

2 MOCAS Data Sharing Initiative Goals Improve invoicing, payment, reconciliation, and closeout processes by providing contractors with MOCAS data on a regular basis: Pre-screen invoices & DD250s prior to submission Reduces rework by Contractors, DCMA, and DFAS Expedite and partner in contract reconciliation and closeout Allows verification of the accuracy of posted transactions Supports efficient identification of required adjustments Enhance Canceling / Cancelled funds activities Identify process improvement opportunities using MOCAS statistics Utilize information to increase the percent of invoices paid systematically MDSI used effectively can deliver substantial cash flow and cost savings improvements to the contractor 5/8/2017 2

3 MDSI Access System Menu Driven/User Friendly Identify billing opportunities Validate invoice & DD250 Data Get MOCAS definitions or link to FAR Validate Funding No Cost MDSI Access System Developed by Raytheon and Used by More Than 100 Contractors 5/8/2017 3

4 MOCAS Data Access How We Use It? 4 To verify contract and modifications are processed in MOCAS To validate funding is set up at the CLIN or SUBCLIN level To check ULO ACRN balances For contract closeouts & reconciliations - compare records. When researching a possible erroneous payment from DFAS To see if source acceptance was processed in MOCAS To check Performance Based Billings before submitting To verify contract value before submitting progress payments For various/numerous management reports and payment metrics

5 How MOCAS Data Access Improves Results Rejected Invoices Not Billed in Accordance with Contract E 11 Narrative (MDSI Avoids Errors Highlighted in Red) E 11 Code Industry (*) (March 2017) Raytheon (YTD 2017) Unit of measure missing/incorrect 11 - A 94 1 Invoice must be totaled correctly 11 - B 3 - Item/ACRN missing information missing/incorrect 11 - C Unit price missing/incorrect 11 - D Extended amount missing/incorrect 11 -E 8 - Contractor overbilled item/acrn 11 - F Total E11 Rejected Invoices 1, Invoices paid in the period 66,469 7,607 Rejected invoices as % of paid count 1.52% 0.39% (*) Industry results restated without Raytheon. From a CLIN/ACRN viewpoint Raytheon s invoices are 2.5 time more complex than industry norm. Everyone Wins When DFAS is Paying Invoices, Not Rejecting Them 5/8/2017 5

6 MDSI Access System Extract to Excel Feature Organizes All Information for a Contract in a Single Workbook Contract Tab (Is the contract loaded in MOCAS?) ACRN Funding Tab (Is ACRN loaded with enough funds to pay?) Line Tab (Does line exist? Is unit of measure/price correct?) Six other tabs included in exported Excel workbook: Lines, Shipments, Disbursements, Service Lines, Mods, and Schedule 5/8/2017 6

7 MDSI Improvement Opportunities / Sample Reports 5/8/2017 7

8 MDSI Improvement Opportunities - Continued 5/8/2017 8

9 MOCAS Data Access What Users Say 9 Best DoD/Contractor teaming project ever! Awesome tool Saves so many calls to DFAS Saves numerous calls to my ACO I can see if an order is in before I bill Lifesaver! I can see if DCM entered acceptance Best reconciliation tool ever It saves so many rejected invoices Less J-Codes I can compare ACRN balances Couldn t do my job now without it

10 Next Steps / Questions See live demonstration of Raytheon s MDSI Access system during break Contact the DCMA liaison and request to be added to the program [MDSI-Requests@dcma.mil] Pickup a copy of the Raytheon s system, instructions, user guide and no cost license Updates and support requires signed license agreement AIA is planning to host a series of informational sessions on MDSI and Best Practices (Dates TBD) Tele-conferences Webinars Questions? 5/8/

11 Backup 5/8/

12 Key Steps to Success Establish invoice quality and process excellence as a strategic imperative Utilize statistics and Six Sigma techniques to identify route causes and problematic contracts Utilize Six Sigma to implement process improvements Develop and implement training program to increase understanding of MOCAS process and actions that can be taken to improve results Implement processes (manual/automated) to validate accuracy of: Information loaded in billing system Invoice and receiving report information prior to submission Billing vs Disbursement transaction history Worth reiterating MDSI used effectively will deliver cash flow and cost savings improvements to the contractor 5/8/

13 MDSI Information Overview MOCAS Data Sharing Files / Tables (Forms to view / Export to analyze) Contracts: MOCAS Contract level information (Cont nbr, name, address, pay-office, cage, obligated, unliquidated, provisions, remarks, ITD billed, PGI code, etc ) Line Items: MOCAS Fixed Price Line item information (Line item, noun, part nbr, qty ordered, qty accepted, acrn, unit price, accept/fob sites, PGI Code, uom,etc ) ACRNs: MOCAS ACRN information (Acrn, obligated, unliquidated, long line, fms code, expired code, fiscal year, cancelling year, accounting station, etc ) Shipments: MOCAS Shipments received information (Shipment nbr, line item, qty accepted, date received/accepted, etc..) Mods: Contract modifications posted into MOCAS Disbursements: MOCAS obligation and disbursements information (Paid invoice nbr, ship nbr, Acrn amount disbursed, transaction date, type of payment, etc..) Invoices: MOCAS invoice information (Invoice/ship nbr, inv amount, inv date, received date, status: received, rejected, or paid) Service Lines (New) MOCAS Cost Type/Service Line item information (Line item, acrn, funding, etc ) Schedule (New): MOCAS Schedule for Fixed Price Line items (Line item, qty ordered, qty due, due date, ship-to, etc ) MDSI participants receive updates for the files above on a bi-weekly basis 5/8/