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
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
Management and Analysis Reporting EBAS Solution Overview Enterprise Business Accountability System (EBAS) Core Financial Functions Timekeeping 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) Budget Formulation FYDP Repository Budget Execution Plans Budget Formulation Budget Projections BES, POM Exhibit Automation Congressional Justification Book Generation OP-5 plus supporting O&M Exhibits 15 Additional O&M Exhibits Interface Software External Systems DCPS DCPDS DDRS-B DPAS DTS MOCAS/APVM ODS PBAS SAM SPS Pay.Gov IPAC (FY14) AXOL (FY14) DCAS (FY14) Training Request (etrn) Budget Transfer (BXFR) WAWF (FY14) D2T (FY15) 2
Architecture/C&A Program & Budget Execution & Reporting Evolution of the TJS EBAS Solution FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 v3.7.1 v5.1.3 v6.1.6 Momentum v6.5.3 Funds Control and Budget Execution (CABS) Configure SFIS & GL Parallel Ops CABS is System of Record for TJS (off WAAS) PBS v1.4.1 with CABS Integration PBS supporting Programming and Budgeting Momentum PB v6.5.3 O&M Exhibits EAS Supporting Budget Justification Book Automation Defense-Wide EAS at OSD Configured for Multi-Tenancy ATO PROD Live at DISA NDU in Production (off STANFINS) ATO Hosted at TJS OCIO in Pentagon DISA DECC Mechanicsburg 3
EBAS Aligned with DoD FM Goals Goal Achieve and Sustain an Auditable Environment Simplify the Department s FM Environment Strengthen Interoperability Features/Capabilities of EBAS FSIO-certified accounting system that supports USSGL Internal Control capabilities supporting FMFIA and FIAR guidance Enables compliance with Separation of Duty (SOD) mandates Enables the retirement of WAAS, STANFINS Eliminated TJS use of FM feeder systems (ACMS, JRETS, FAST, stand alone spreadsheets) 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
Solution Layers System Administration & Monitoring Solution Sustainment Service Desk & Operational Support Training & Change Management Multi-Tenant Approach Governance & Requirements Management Reporting Tools/Data Warehouse Optional Workflow Extensions Leverages DoD investment to date and shares sustainment costs with agencies of similar size, complexity, process (e.g., NDU) Security-based Agency Configurations Security-based Agency Configurations Integration Layer Standard Business Application Configuration Business Application Software (COTS/GOTS) Security-based Agency Configurations Agency Partition Agency Partition Agency Partition Partitioned database allows some agencyspecific processes while sharing common document types which drive standardized business processes and facilitates interface sharing Oracle Database Instance Server and Network Infrastructure Data Center Infrastructure 5 Common Support Services Common governance, infrastructure and support services reduce costs
NDU Phased Migration Calendar Year 2012 2013 2014 Calendar Month 10 11 12 01 02 03 04 05 06 07 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
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
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 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 Disbursing direct to Treasury via Payment Application Modernization (PAM) Wide Area Workflow (WAWF) Defense Cash Accounting System (DCAS) 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
Questions? 9