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NASA Shared Services CenterNASA Shared Services Center
Cindy Epperson & Shelley MeredithMarch 29, 2005
NSSC Functional ReviewFinance Division
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NASA Shared Services CenterNASA Shared Services Center
Overview/Introduction
• The Financial Management (FM) Division will be responsible for performing the inherently governmental functions transitioning to the NSSC, such as travel, E-Payroll, SF224/GL reporting. This organization will oversee the FM work performed by the Service Provider to ensure that the products provided by the Service Provider meet NASA’s requirements. The FM Division will be staffed with 45 full time and 2 term civil servants.
Source: NSSC Staffing Plan
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NASA Shared Services CenterNASA Shared Services Center
NSSC Functional Content
• Accounts Payable• Accounts Receivable• Travel
– Domestic
– Foreign
– Permanent Change of Station
• Payroll• Property Financial Reporting by Contractors• Quality Assurance
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
1 Supervisory, Accountant 510 GS-15 Director, Financial Services Jun-05
4Supervisory, Accountant 510
GS-14/15 Chief, Financial Services
Jun-05
35Supervisory, Accountant 510
GS-14/15 Chief, Financial Accounting
Jun-05
17Supervisory, Accountant 510
GS-14/15 Chief, Payroll/Travel Office
Jul-05
5Lead, Accountant 510
GS-13/14
Lead, Accounts Payable and Accounts Receivable
Aug-05
16Financial Mgmt. Specialist 501
GS-07/09 Collection Agent
Aug-05
6Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Aug-05
7Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Aug-05
27Lead, Accountant 510
GS-13/14 Accountant, Travel
Aug-05
18Lead, Accountant 510
GS-13/14 Accountant, Payroll
Aug-05
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
2 Secretary 318 GS-07 Secretary Oct-05
3Administrative Specialist 301
GS-09/11/
12 Administrative Specialist
Oct-05
40Accountant 510
GS-12/13 Accountant, SF 224/GL
Oct-05
30Financial Mgmt. Specialist 501
GS-09/11 Accountant/Auditor/Certifying Officer--PCS
Dec-05
31Financial Mgmt. Specialist 501
GS-09/11 Accountant/Auditor/Certifying Officer--PCS
Dec-05
32Financial Mgmt. Specialist 501
GS-09/11 Accountant/Auditor/Certifying Officer--PCS
Dec-05
28Senior, Financial Mgmt. Specialist 501
GS-11/12 Accountant/Auditor/Certifying Officer--PCS
Dec-05
29Senior, Financial Mgmt. Specialist 501
GS-11/12 Accountant/Auditor/Certifying Officer--PCS
Dec-05
33Financial Mgmt. Specialist 501
GS-09/11 Accountant/Auditor/Certifying Officer--Domestic
Dec-05
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
47
Accountant 510GS-
11/12 Accountant, Property Dec-05
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Senior, Accountant 510GS-
12/13 Accountant, Property Dec-05
19 Financial Program Specialist 501
GS-07/09/
11Financial Program Specialist, Interpretation of regulations and policy Jan-06
20 Financial Program Specialist 501
GS-07/09/
11Financial Program Specialist, Interpretation of regulations and policy Jan-06
21 Financial Program Specialist 501
GS-07/09/
11Financial Program Specialist, Interpretation of regulations and policy Jan-06
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
24Accountant 510
GS-11/12 Accountant, Labor
Jan-06
25Accountant 510
GS-11/12 Accountant, Labor
Jan-06
26Accountant 510
GS-11/12 Accountant, Labor
Jan-06
22Senior Accountant 510
GS-12/13 Accountant, Labor
Jan-06
23Senior Accountant 510
GS-12/13 Accountant, Labor
Jan-06
37Quality Control Specialist 510
GS-11/12 Quality Control Specialists/Audit Liaison
Feb-06
38Quality Control Specialist 510
GS-11/12 Quality Control Specialists/Audit Liaison
Feb-06
39Quality Control Specialist 510
GS-07/09 Quality Control Specialists/Audit Liaison
Feb-06
36Senior, Quality Control Specialist 510
GS-13/14 Quality Control Specialists/Audit Liaison
Feb-06
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
34Financial Mgmt. Specialist 501
GS-09/11
Accountant/Auditor/Certifying Officer--DomesticFeb-06
8Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Apr-06
9Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Apr-06
10Financial Mgmt. Specialist 501
GS-07/09 Collection Agent
Apr-06
11Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Jun-06
12Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Jun-06
13Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Jun-06
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NASA Shared Services CenterNASA Shared Services Center
2nd Level Org/Staffing
Source: Consolidated Staffing Plan
Job #
Position Title SeriesSeries-Grade
Job TitleDesired On-Board Date
44Financial Mgmt. Specialist 501
GS-09/11
Financial Mgmt. Specialist, SF 224/GLJul-06
41Accountant 510
GS-12/13 Accountant, SF 224/GL
Jul-06
43Accountant 510
GS-11/12 Accountant, SF 224/GL
Jul-06
45Financial Mgmt. Specialist 501
GS-09/11
Financial Mgmt. Specialist, SF 224/GLJan-07
14Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Jan-07
15Financial Mgmt. Specialist 501
GS-11/12 Certifying Officer
Jan-07
42Accountant 510
GS-11/12 Accountant, SF 224/GL
Jan-07
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NASA Shared Services CenterNASA Shared Services Center
Process Flows
• Travel (Domestic and Foreign)
• Change of Station
• Payroll
• Labor Distribution
• Accounts Receivable
• Accounts Payable – Grants (being finalized)
• Accounts Payable – Other
• Property Financial Reporting by Contractors
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NASA Shared Services CenterNASA Shared Services Center
FM Metrics
3.1 Provide documentation to support internal and external audits
98% of audit responses shall be provided accurately on due date as negotiated with the customer.
Review of Documents, Reports
3.1.1.1 Process payments Process 99% of payments accurately and timely not to exceed 10 total errors per month.
Review of payment, reports and random sampling, findings from internal reviews
3.1.1.1 Process payments Process 100% of dollar value of contract payments accurately and on-time; late/inaccurate payments shall not exceed 5% of dollar value per month.
Review of payment, reports and random sampling, findings from internal reviews
3.1.1.2 Grants-Letter of Credit reconciliation
98% of the letters of credit shall be reconciled by the end of the month with the balance reconciled before the end of the following period.
Review of reports and random sampling, findings from internal reviews
3.1.1.2 Grants-Establish and maintain subsidiary accounts
98% of the value of the subsidiary accounts must support the control accounts by the end of the month with the balance corrected before the end of the following period.
Review of reports and random sampling, findings from internal reviews.
Source: Section J-3 RFP
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NASA Shared Services CenterNASA Shared Services Center
FM Metrics
3.1.2 Process Billings and Collections
Process 95% billings and collections accurately and timely. Review of reports and random sampling, findings from internal reviews
3.1.2 Prepare Bills Prepare 95% bills accurately and timely. Review of reports and random sampling, findings from internal review
3.1.2 Collections Deliver cash or check payments received before 2:00 pm daily local time to the NASA Collection Agent in time for the daily deposit.
Review of deposit and collections register, random sampling, findings from internal reviews
3.1.2 Liquidate Advances 95% of the amount of monthly reimbursable agreement advances shall be accurately liquidated.
Review of reports and random sampling, findings from internal review
3.1.2 Reconcile subsidiary ledger
95% of accounts receivable subsidiary ledger accounts shall be reconciled monthly with the balance reconciled the following period
Review of reports and random sampling, findings from internal review
3.1.2 Process delinquent payments
Process delinquent demand (dunning) letters accurately and at prescribed intervals with no more than 5 instances per month processed late or with errors.
Review of reports and random sampling, findings from internal review
Source: Section J-3 RFP
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NASA Shared Services CenterNASA Shared Services Center
FM Metrics
3.1.3 Payroll / Time & Attendance Processing
Process 99.9% Payroll/Time & Attendance accurately and on-time.
Review of reports and random sampling, findings from internal reviews
3.1.3 Payroll / Time & Attendance Processing
Process pay and leave adjustments accurately and forward to DOI for processing within the pay period requested with no more than 5 pay and leave adjustment errors per pay period.
Review of reports and random sampling, findings from internal reviews
3.1.4 Reconcile information on contractor property reports
Reconcile and validate financial information contained on 98% of contractor property reports within 5 business days after receipt.
Review of reports and random sampling, findings from internal reviews
3.1.4 SGL control accounts 99% of the value of contractor-held PP&E received shall be accurately recorded in the SGL monthly with the balance recorded before the end of the following period.
Review of reports and random sampling, findings from internal reviews
Source: Section J-3 RFP
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NASA Shared Services CenterNASA Shared Services Center
FM Metrics
3.1.5.1 Domestic Travel Vouchers
For vouchers that are selected for statistical sampling inform the customer of the result of the examination within 10 business days of receipt of requested information.
Review of reports and random sampling, findings from internal reviews
3.1.5.1 Domestic Travel Voucher processing
Validate and process 90% domestic travel vouchers within 3 business days of receipt with no voucher to exceed 5 business days.
Review of reports and random sampling, findings from internal reviews
3.1.5.1 & 3.1.5.2
Foreign & PCS/TCS Travel Voucher processing
Validate and process 90% foreign and PCS/TCS travel vouchers within 5 business days of receipt with no voucher to exceed 7 business days.
3.1.5.1 & 3.1.5.2
Voucher payments Process 90% travel payments in the SAP system within 1 business day of receipt with no payment to exceed 2 business days.
Review of reports and random sampling, findings from internal reviews
3.1.5.1 & 3.1.5.2
Bills for Collection Process 95% bills of collection to customers when appropriate within 3 business days with none to exceed 5 business days.
Review of reports and random sampling, findings from internal reviews
3.1.5.2 Withholding Tax Allowance processing
Calculate and pay withholding tax allowance (WTA) to customers within 5 business days of receipt of WTA documentation.
Review of payment, reports and random sampling, findings from internal reviews
Source: Section J-3 RFP
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NASA Shared Services CenterNASA Shared Services Center
Functional Training Requirements
• SAP Required Courses
• Travel Manager Required Courses
• Appropriation Law
• Certifying Officer
• Prompt Payment Act
• DOI Training
• Reconciliation Training—NASA Provided
• Federal Travel Regulations
• Change of Station
• Treasury Training (IPAC, SF224, FACTS)
• See Handout
Source: Training Plan
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NASA Shared Services CenterNASA Shared Services Center
Status of Open Action Items
• Labor Distribution System• Process Flows• Property Financial Reporting• Scanning of Documents• Cash Collections• Travel Reimbursement Receipts• Receipt of Invoices• Training
Source: Project Plan, Staff Mtg Action List and FM Action List
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NASA Shared Services CenterNASA Shared Services Center
Update of Open Risks
• Failure to achieve NSSC SAP Configuration changes for Transitioning Activities
• Ensure IFM Competency Center is fully engaged in the NSSC
activities. • (Upgraded to Medium Risk by K. Newton on 11/09/04) – Medium
Risk• Mitigation:
– IFM established NSSC as a project– Hold bi-weekly telecons with the Competency Center– Designated NSSC BPL– Obtain full time IFM team support for Finance and Procurement
• Source: NSSC Risk Matrix and Functional Identified Risks
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NASA Shared Services CenterNASA Shared Services Center
Additional Information
• Staffing– All PDs written and submitted to HR for first
round
• Telecons• Meetings with Procurement• Joint Procurement/Finance Teams
– Scanning– Checklist– Workflow
• FM meetings as needed• Bi-weekly telecons with Agency DCFO
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NASA Shared Services CenterNASA Shared Services Center
Issues/Opportunities
• IFM Resources– Obtain Accenture Support
• IFM Stabilization/Upgrade – Continue to monitor
• Core Financial—Fully Operational
• Standard WBS
• Standard Compliance with FMR
• Manual Grant Process– Continue to Monitor
– Notify Service Provider
• Segregation of Duties
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NASA Shared Services CenterNASA Shared Services Center
BACK UP
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NASA Shared Services CenterNASA Shared Services Center
Update of Open Risks
• IFM System Operational Effectiveness• Based on benchmarking, IFM expects stabilization by year #3 of
operations • Medium Risk • Mitigation:
• Source: NSSC Risk Matrix and Functional Identified Risks
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NASA Shared Services CenterNASA Shared Services Center
Update of Open Risks
• e-Gov - LOB Shared Service Center Implementation• Functional Mgrs/Leads should stay engaged in LOB SSC
discussions/planning. Determine potential of NSSC to participate as bidder to provide gov't-wide services.
• Medium Risk • Mitigation:
– Continue to monitor
• Source: NSSC Risk Matrix and Functional Identified Risks