Winning the Procure-to-Pay Battle

Winning the Procure-to-Pay Battle Procure Pay Rebecca Beck Director of Finance - DFAS Columbus

DFAS Today Supports more people than any other financial agency Pays more vouchers, accounts, and appropriations and funds Supports DoD in decreasing Overseas Contingency Costs in a complex environment of cost containment 2

DFAS What We Do (2009 Data) DFAS Mission: Lead the Department of Defense in finance and accounting by ensuring the delivery of efficient, exceptional quality pay and financial information. Sales & Service - $1.6B Military Pay $160.6M Civilian Pay $ 82.8M Retiree Pay $ 68.9M Travel Pay $ 46.9M Commercial Pay $182.1M Accounting Services $473.5M Support to Others $201.7M Others $355.2M People 13,329 employees * (Civilian and Military) Located in: 12 sites 8 states 3 countries Scope of Business Processed 181 Million Pay Transactions (6 million people) Made 7.8 Million Travel Payments Paid 12.8 Million Commercial Invoices Maintained 178.8 Million General Ledger Accounts Managed $426.7 Billion in Military Retirement and Health Benefits Funds Made $553 Billion in Disbursements to Pay Recipients Made $37.7 Billion in Foreign Military Sales (reimbursed by foreign governments) Account for 956 Active DoD Appropriations *Source: HR Flash Report 04/30/10 3

Major Acquisition - MOCAS MECHANIZATION OF CONTRACT ADMINISTRATION SERVICES Integrated system supporting post award contract administration Used by: DCMA Contract Administration Offices DFAS Procurement Offices / Resource Managers Funding Stations (Prevalidation Business Partners) Pays More Complex Contracts High Dollar Multiyear Contracts Multiple Deliverables Makes Financing Payments Progress payments Performance-based payments Commercial item financing Interim cost payments 4

Need for the P2P Initiative: MOCAS Magnitude MOCAS FYTD 10* (through April) 346,010 Active Contracts 18,970 Active Contractors 615,431 Invoices Processed $132.1 Billion Disbursed Navy 33.1% Marines 0.6% Total Contracts - FY 10 Other 3.8% DLA 33.4% Air Force 15.7% Army 13.4% MOCAS FY 09 336,819 Active Contracts 18,792 Active Contractors 1,324,577 Invoices Processed $195.4 Billion Disbursed Obligation Dollars by Service - FY 10 Navy 27.7% Marines 2% Other 4.3% Air Force 34.4% *AS of 04/30/10 DLA 0.6% Army 30.9% 5

P2P - Supports ERP Implementations Increased Manual Transactions After ERP Implementation 1,400,000 1,200,000 1,000,000 800,000 600,000 P2P Mission: Decrease Manual Workload in ERP Environment 400,000 200,000 0 2007 2008 2009 2010 2011 2012 Navy ERP P2P 6 6

The Procure to Pay (P2P) Initiative Purpose Goals To provide a more cost-effective procure-to-pay process in support of equipping and supplying the Services. Standardization and consistency Identify areas that require manual touch points Identify areas that require Policy and Procedure changes Scope Manual process or touch points Initial scope Navy with the ability to export to other components Main P2P entitlement system analyzed is MOCAS Failure of the alignment leads to delays and mismatches in expenditures that delays critical information needed to manage the Program. Program Managers Logistics The failure to align requirements across the P2P process leads to inefficient material management. The mismatch of information delays impacts payments to vendors, inhibits the government from meeting contractual obligations, creates rework, and impacts the ability to close contracts. Acquisition Finance Disconnects in the level of data between contractual and accounting requirements leads to manual process in entitlement, prevalidation, and disbursement posting. 7

P2P Projects Targeting Identified Gaps Core Processes: Purchase Requisition 9 Gaps Purchase Order 11 Gaps Goods Receipt 10 Gaps Invoice Receipt 15 Gaps Expenditure 13 Gaps Procure Pay P2P Projects to Improve Core Gaps in Process : Requirements Alignment Data Driven Contracting Contract Quality Preponderance of Funds 8

Requirements Alignment Proposed Solutions Problem: Non standard and manual data in P2P front end (e.g., ELIN) is driving rework throughout the P2P process. Focused Improvement Pilot Isolate the minimum data requirements necessary for P2P processes across functional areas Solution: Using Lean6 methods, establish a pilot with a specific customer and contract type Team has 30 days to identify resource requirements Status: 9

Requirements Alignment Exhibit Line Item Number (ELINs) Problem: ELINs not sent as part of Contract Data ELIN text is provided through contractual attachments ELINs require manual input DFARS 204.7105 10

Requirements Alignment ELIN Alignment CLIN 0001 Contract Accounting ELIN Entitlement Inventory Disbursement 11

P2P Success with ELINs DoD policy change requiring these contract line item numbers to be passed as data fields in lieu of images Automates the process Eliminates significant delays, reduces rework, and lowers costs previously rising from manual contract input, prevalidation, and disbursement posting Since September 2009, the Navy, as the first Military Department to use this solution, successfully began transmitting electronically contracts containing ELINS to the entitlement and accounting systems Overall baseline figures indicate the ELIN solution will impact approximately 17,000 contracts and 400,000 ELINs Rework from the manual contract load, obligation validation and disbursement posting is steadily declining 12

Data Driven Contracting Special Payment Instructions Problem: Special payment instructions required manual intervention. During fiscal year 2009, more than 20,000 contracts were manually entered. Delay in contract closeout notices are increasing administrative costs, reconciliation and delaying recovery of excess funds to obligate for other procurement, etc. Solution: DFARS PGI 204.7108 case added clause driven payment instructions and eliminated manual text. Status: Initial set of instructions as text published in DFARS PGI 204.7108 Special Payment Instructions Timeline (processed as text) Published clauses and instructions in DFARS Oct 15, 2009 (not in tables) Begin updating Entitlement systems at contract level August, 2010 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 Benefits: Facilitate end-to-end electronic processing (API rate) Reduce interest payments Accurate payment of the contract DFARS case linked numeric IDs to payment instructions Required contracting system tables to be updated April 1, 2010 MOCAS accept special pay instructions at CLIN level - July, 2011 13

Data Driven Contracting Contract Closeout Problem: In the current business environment, there is limited visibility on contract closeout. Accounting systems are not notified that contract closeout has occurred. Solution: Contract Closeout ECP to electronically post notifications to EDA in FY11. Benefits: Preparation for system conversion Improved communication Reconciliation and audit ability Visibility of funds remaining and financial status New obligation existing funding Status: MOCAS system changes being prepared to be submitted to the Operational Requirements Committee. 14

Data Driven Contracting Electronic Document Access Problem: Availability of contracts and contract data in Electronic Document Access (EDA) system. Solutions: Status: 1. EDA Scorecard. 2. Transition to Procurement Data Standard. (PDS) 3. Policy for Procuring Contracting Officers to be registered in the Electronic Document Access (EDA) system: Over an 11.5% increase! EDA Scorecard in pilot production expected June, 2010. PDS Phase I in test. Interim Step 850 UDF GEX Existing 850 UDF translated to EDA XML extract for non SPS contract writing systems EDA XML Green lines are new or modified parts Contract Writing System Contract as Indexed Postcript GEX Indexed PDF EDA 850 UDF Pre-populate Data PDF Accounting and Finance Systems (including entitlement) 850 UDF MOCAS WAWF Human Readable 15

Data Driven Contracting EDA Scorecard Q1 FY10 DoD Total Goal: High 90% 75.3% EDA PDF Match to FPDS 36.9% EDA XML Match to FPDS Excluding DLA 90.6% EDA PDF Match to FPDS 50.0% EDA XML Match to FPDS 16

Contract Quality Overview Problem: Problems in contract structure and distribution can cause significant manual intervention and rework to process the contract and actions resulting from the contract, i.e. receipt and acceptance, invoice processing, expenditure and disbursement processing. 1. Implement SPS for all customers 2. Complete SPS/MOCAS interface for modifications Solution: 3. Implement SCRs to improve data mapping 4. Introduce data validation within SPS 17

Contract Quality Success with Standard Procurement System (SPS) SPS to MOCAS Interface for Contracts: Navy all sites USMC Air Force 55 sites WHS MDA Next Steps: DTRA Army Testing SPS Solution with Contract Modifications - Go live ~ Summer 2010 (Contract Writing System) Past State: PDF File (Manually Reviewed and Input into System EDA (Electronic Document Access System) MOCAS (Entitlement System) Contracts Now Transfer Systemically! MODs in FY 10! 18

Contract Quality MOCAS System Enhancements To further improve the MOCAS acceptance rate, the P2P team developed 4 System Change Requests (SCRs) Mandatory Review Code Eliminate manual effort by DFAS to have to manually review simple contracts without financing Accept Alphanumeric Units of Measure Allow for more contracts to be submitted and accepted Issue by DoDAAC & Ship-to-Code Eliminate the failed contracts that did not pass a valid ship-to DoDAAC Automatically Recycle Processed Electronic Contracts Allows for more electronic contracts to process 19

Contract Quality Results Electronic Contracts Accepted 80.00% FY 10 70.00% 60.00% 50.00% 40.00% FYTD 10 Rate: 61.9% FY 09 Rate 49% FY 08 Rate 47% 30.00% 20.00% 10.00% 0.00% Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Contracts FY08 FY09 FY10 Navy 18.1% 16.8% 40.2% Air Force 31.7% 29.8% 32.9% Army 35.8% 36.9% 38.4% DLA 93.5% 88.9% 92.8% All 47.1% 49.2% 61.9% * Reflects all contract writing systems * FY10 data as of March 2010 Initiatives to Continue Improving EC Rate Implementing Army SPS MOCAS interface to 12 sites Developing procurement trends and analysis Reduce or eliminate improper use of informational SLINs Roll-out ELIN solution Continue cross-agency lean6 certifications 20

Contract Quality Enterprise level initiatives Problem: Reduced systemic processing of contracts and invoices are due to cascading errors within the P2P process, such as missing Ship-to-Code and Not Separately Priced (NSP) Exhibit Line Item. Current business practices do not reflect the increase in system assurance, for instance, manually reviewing simple contracts under $100k. Enterprise level initiatives: Solution: Standard Procurement System Improvements Validate Ship-to-DoDAAC during Contract Construction. Reprogram informational Sub-CLIN to be in compliance with the DFARS Electronic Document Access Contract Deficiency Report (2 SCRs) Status: Developing Business cases. Estimated Closing Date June 10 21

Preponderance of Funds Procurement Data Standards Problem: Financial Managers have limited capability to see their own funding on outside entity documents. Solution: Procurement Data Standards Implementation: Funding notification sent to Financial Managers at the time the contract is posted to EDA which provides visibility for Financial Managers to see notifications when funding is provided by other services on the contract. (See diagram below). Status: PDS solution currently being tested. Procurement Data Standards (Contract Writing System) EDA (Electronic Document Access System) Funding Notification (Management) Benefit Adds Visibility! 22

Preponderance of Funds Memorandum Problem: In today s current environment, the ERP systems have demonstrated limited readiness to process multi-service funded contracts. PoF memorandum: Use MOCAS as interim solution. Solution: Objective: Need Components to configure and implement ERP capability to process transactions for others (TFOs) and transactions by others (TBOs). Status: Memo in coordination. Action: Require all stakeholders to reach concurrence. 23

P2P Accomplishments Increased Electronic Acceptance Rate Standard Procurement System (SPS) to MOCAS Interface Contracts (Navy and Air Force) Contract Modifications Improvements to Entitlement System (System Change Requests (SCRs) to MOCAS) Enhanced Special Payment Instructions Procurement Data Standard Implementation Increased Electronic Document Access (EDA) / Contract Deficiency Report (CDR) Registration Rates by over 11.5% Navy ELIN Solution 24

The P2P Initiative Moving Forward Implement additional MOCAS Improvements Increase electronic rates Apply SPS solution to all Services Roll out contract interface to the Army/DTRA Implement SPS/MOCAS interface for modifications Continue to reach goals: Standardization and consistency Identify areas that require manual touch points Identify areas that require Policy and Procedure changes Develop informational Sub CLIN Solution 25

BACK UP 26

MOCAS Operations at a Glance $100 $80 $60 $40 $20 $0 FY10 Goal $55 $52 $51 Interest $ Per Million $56 $74 FY 06 FY 07 FY 08 FY 09 FYTD 10 $200 $160 $180 $195 $59 $120 $148 $158 $116 $80 $40 $0 Prompt Pay Act $ Disbursed FY 06 FY 07 FY 08 FY 09 FYTD 10 In Billions Interest Paid Overage Invoice Percentage $15 $12 $14.5 In Millions 3.00% 2.50% Goal 2% $9 $6 $3 $7.64 $7.99 $9.17 $6.8 2.00% 1.50% 1.00% 0.50%.98% 1.19% 2.01% 1.56% 1.71% $0 FY 06 FY 07 FY 08 FY 09 FYTD 10 0.00% FY 06 FY 07 FY 08 FY 09 FYTD 10 FYTD as of 04/30/10 27