Forest Service

Incident Business Solutions Team

Incident Business Processes for 2006

and Beyond

June 1, 2006

2 Incident Business Solutions Team – February 2006

Agenda

• Executive Summary – Long Term vision

• Incident Business in 2006

• 2006 and 2007 Roll Out Plan

• 2006 Test and Pilot Timeline

• Logical Architecture Model

3 Incident Business Solutions Team – February 2006

Executive Summary

• Overview– The Incident Payment Center began migration to the ASC in February 2006 to

streamline incident accruals, payments, and billings processes.– Centralized Business Operations relies upon data from a variety of manual

and electronic sources.– The Incident Business Solutions Project has designed a business process

that utilizes a number of automated systems in order to reduce duplication and data entry errors, and improve the timing and accuracy of incident accruals and payments.

• Impact on the field should be reduced once all systems are implemented.

4 Incident Business Solutions Team – February 2006

Executive Summary (con’t)

• Long Term Vision– Align People, Processes, and Technology by improving the management

of information from end-to-end.

– Improve internal controls and audit performance by improving acquisition processes, providing appropriate documentation for costs, and eliminating processing errors such as duplicate payments

– Create an infrastructure to provide ongoing analysis, cost reviews, and process improvements.

– Enable Business Operations to successfully support F&AM utilizing core financial data.

– Reduce costs by utilizing fewer people to enter data and process accrual and payment data.

– Utilize proven, existing technology to build an infrastructure that enables data exchange between disparate Fire & Aviation, Acquisition Management and Financial Management applications.

5 Incident Business Solutions Team – February 2006

Executive Summary (con’t)

• By 2007:– EERA and Aviation Contract data will be entered and

managed in the EaTIS application – Data from EaTIS will populate ROSS, contracts and

agreements module – The I-Suite database can be populated from ROSS – Aviation Business System (ABS) will be utilized to record flight

use, provide daily accruals, and electronic invoicing to the ASC and aviation reporting.

– I-Suite exports will provide accrual, and EERA payment data directly to the ASC; and Casual (AD) payment data to DOI-National Business Center Casual Pay System

– FireCode Job Code creation will be automated– ASC- Incident Payment Center workflow will be automated

and data electronically transferred to FFIS for payment

6 Incident Business Solutions Team – February 2006

Executive Summary (con’t)

Re-use of data throughout

EaTIS (Contracts Database)

ROSSISuite or Web-122

IBDB at the ASC

FFISFAIRS

Current State

Future State

ES

B

• Current and Future State

7 Incident Business Solutions Team – February 2006

Incident Business in 2006

• To assure adequate testing and field training, Incident Business systems will not be implemented nationwide until FY 2007.

• Incident Business Systems will be pilot tested during 2006 in Regions 1, 5 and 6 as outlined in the attached rollout plan.

• Manual processes for incident-related payments will be followed in non-pilot Regions.

• EERA and Casual Pay processing remains at Ogden Pay Center for 2006. All other payments (BPAs, aviation, showers, caterers, etc.) have migrated to the ASC.

• Cooperative Agreements payments and billings have migrated to the ASC. ASC will be soliciting point-of-contact information from Regions.

• Pay documents from Incident Management Teams will be directly submitted to the ASC.

8 Incident Business Solutions Team – February 2006

Incident Business in 2006 - Summary

• Short term – 2006 Incident Season:• Selected areas (Regions 1, 5, 6) will pilot the EaTIS application for

“proof of concept” in 2006 to assure the system has been thoroughly tested and is ready for a 2007 National rollout.

• EERA data will be manually entered into ROSS pre-season.

• I-Suite users may import resource data from ROSS.

• I-Suite users will continue to generate daily accrual data, but can now be electronically transmitted to the I-Suite data repository.

• I-Suite users can electronically transmit Casual (AD) and EERA payment data to the I-Suite data repository.

• Flight data for Region 1, 5, & 6 aviation contracts will be recorded in ABS. Accruals, invoicing and reporting will be electronic.

– The ASC-Incident Payment Center workflow will be automated.

9 Incident Business Solutions Team – February 2006

2006 Pilot Test Plan

• EaTIS: Equipment and Training Inventory System

– EaTIS – EERAs – released 2/21/06

– EaTIS – Aviation – Test in June; Release in June, 2006

• ROSS & ISuite enhancements – April 2006

• ABS: Aviation Business System (“Web-122”) – Test in June, Release for pilot test July, implement National

10/06

– Includes Disconnected Client & OAS 23’s

• FireCode > Job Code – test in May, implement in June

• IBDB: Incident Business Database –Pilot test in June with full functionality planned for 10/1/06.

10 Incident Business Solutions Team – February 2006

Logical Architecture Model

11 Incident Business Solutions Team – February 2006

2006 – EaTIS - EERAs

• Regions 1, 5 and 6 and test BLM units will utilize EaTIS full functionality to issue EERAs for engines, tenders, buses. Includes:– Solicitation, Inspection, & Award

• Non-pilot units:– will award EERA’s implementing standard method of hire

– Populate ROSS with EERA data

• ROSS – Units will manually populate ROSS, as in the past.

12 Incident Business Solutions Team – February 2006

2006 – EaTIS – Aviation Contracts

• All Regions will record Aviation Contract data in EaTIS

• Full functionality of EaTIS for contract solicitation, inspection and award will not be utilized until 2007.

• As contracts expire, standardized contract provisions will be implemented.

.

13 Incident Business Solutions Team – February 2006

2006 ABS – Aviation Business System

• Aviation contracts contracts in Regions 1, 5 and 6 and all Air Tankers will be tracked in the Aviation Business System (ABS). (contract list will be distributed)– Air resource manager enters flight data in ABS or

Disconnect client

– Daily accrual data flows to IBDB

– COR and Vendor approves invoice summary electronically

– Data transmitted to ASC for payment.

– Daily costs posted on the web

– Aviation contracts issued in non-pilot units will be tracked manually and required accrual information transmitted to the ASC daily.

14 Incident Business Solutions Team – February 2006

2006 – ROSS AND ISUITE

• Additional contract data fields have been added to ROSS.

• All units will manually populate ROSS with EERA and Aviation contract data. ISuite data can be exported to the data warehouse

• ASC will obtain accrual data as well as EERA and Casual Payments from the data warehouse.

15 Incident Business Solutions Team – February 2006

2006 – Changes for IMT’s for 2006 season

• Aviation Managers track pilot unit contracts in ABS.• Accruals – FS will access accrual information from

data repository. • EERAs utilized on FS incidents

– EERA packages that are payment ready can be sent from the incident to Pay Center in Ogden, UT.

• OF-288s Casual Hires – hired by the FS– OF-288 and supporting documentation can be sent from

the incident to the Pay Center in Ogden, UT if return travel can be accurately estimated.

• ISuite data sent to the repository nightly if you have connectivity.

16 Incident Business Solutions Team – February 2006

FS Payment Contact Information

EERA & Casual Hire PaymentsUSDA Forest ServiceIncident Payment Center324 25th Street, Room 1114Ogden, UT 84401EERA questions – 801-625-5544Casual hire questions – 801-625-5493FAX: 801-625-3862

Accruals, Contracts, BPAs & Coop PaymentsUSDA Forest ServiceAlbuquerque Service Center – Incident Business101 B Sun Avenue NEAlbuquerque, NM 87109Phone: 877-372-7248Fax: 866-816-9532

IMT – Emergency Contact – Tina Ledger Cell: 505-366-8191