Financial and Business Management System (FBMS)
DOI Financial Assistance Training SeminarPhoenix, AZ
June 10, 2009
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“FBMS is the cornerstone of a fully integrated business management system, supporting DOI as a world-class organization acknowledged for management excellence and effective mission delivery”
FBMS Executive Steering Committee
FBMS Vision
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FBMS Defined
•The Financial and Business Management System (FBMS) is a comprehensive approach for improving DOI business functions.
•FBMS will integrate the department’s financial management and administrative systems across all bureaus.
•FBMS will integrate the DOI onto a single information system to manage a variety of business functions, including:
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D4 Starting Baseline
• Manage Accounts Receivable• Process Reimbursable Transactions• Perform Funds Mgmt• Process Asset Transactions• Perform Project Planning and
Project Accounting• Perform Internal and External Auditing
• Perform General Ledger Accounting• Process Labor Cost Distribution Transactions• Process Grants Transactions• Process Charge Card Transactions• Manage Accounts Payable• Perform Cost Allocation/
Perform Activity Based Costing
• Conduct Advanced Procurement Planning
• Prepare Purchase Requisitions
• Conduct Market Research
• Develop Requirements
• Solicit Quotations/Formal Sealed Bids/Proposals
• Order Goods and Services
• Administer Contracts & Orders
• Receive, Inspect & Accepts Goods & Services
• Process Payments & Contract Closeout
• Maintain Suppliers
• Manage Programs• Manage Applications, Awards, &
Amendments• Manage Reporting & Close Out• Manage Correspondence, Audits, &
Site Visits• Manage Payments to Grantees
• Provide Currently Deployed Reporting
Core Finances
Financial Assistance
Acquisition
EMIS
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D4 Scope: New Functionality
Personal Property
Enhanced EMIS
Fleet Management
• Provide Reporting Capability for New Functional Scope
• Perform PP&E Financial/Accounting for Capitalized Personal Property
• Manage Personal Property Accountability & Control
• Administer Direct Lease Assets• Perform Personal Property Acquisition &
Receiving• Monitor Personal Property Utilization• Conduct Personal Property Transfers• Conduct Personal Property Disposals• Manage Personal Property Inventory• Manage Personal Property
Environmental, Greening & Recycling• Manage Personal Property Projects• Manage Historical & Museum Objects• Manage Personal Property Board of
Survey• Perform Personal Property Reporting• Financial Assistance Property Record
Creation
• Manage Fleet Assets
• Manage Fleet (Vehicle) Asset Portfolio
• Manage Heavy Equipment Asset Portfolio
• Manage License Plate Accountability & Control
• Manage Repair Process
• Perform Utilization Reporting
• Interfaces to GovTrip:
• Disbursements Management
• Validate Accounting Codes and Funds Availability
• Post TDY Travel Vouchers
• Validate Accounting Codes and Funds Availability
• Post TDY Travel Vouchers
• Interface to GovTrip
• Post Awards
• Receive Bids
• Receive Proposals and Quotes from Vendors
• Provide Direct Interface to Fed Biz Ops
E-Gov Travel
FedConnect
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FBMS Deployment Schedule
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FBMS Organization
A deployment can’t happen without every level of a Bureau’s organization being committed to success.
• System Owners – Debra Sonderman/Dan Fletcher• Executive Steering Committee member• Bureau Lead• Change Lead• Team Leads
• Financial• Acquisition• Property – Personal, Fleet, Real Estate• Financial Assistance / Grants• Travel/PCS
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Reality Check - Paradigm Shifts
• FBMS represents two significant paradigm shifts1. FBMS consolidates multiple functional areas into one
system more tightly integrating these functions
2. FBMS moves from Bureau scope/Bureau operated systems to a Department scope/Cooperatively operated system
• What does this mean to you?• Begin to examine your business processes now.
• Improve your communications between functions and within a function across the bureau
• Get involved in FBMS now
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The More a Bureau Prepares, The Less Painful The Transition Will Be
• Data Cleanup
• Get coordinated within the Bureau• Identify your FBMS Leads
• Begin thinking of who should be your Subject Matter Experts (SME’s) including conversion leads
• Examine your communications across functional groups
• Get Involved with FBMS• Be active in Software Advisory Board
• Get detailed to a deploying Bureau• Talk / Visit deployed Bureaus – no amount of reading can substitute
from actually seeing the system and talking to users
FBMS Financial Assistance eGrantsPlus
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Financial Assistance Key Terminology
ASAP – Automated Standard Application for Payments-Treasury system used for payments to recipients
CCR – Central Contractor Registry eGrantsPlus (eGP) – FBMS Financial Assistance SoftwareGrants.gov – Government-wide Grants Portal (FIND and
APPLY)NOFA – Notice of Funding Availability
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FA Overview
eGrantsPlus software Interfaces with Grants.gov, FBMS Financial System, CCR,
ASAP Provides support for all phases of the FA process
Pre-Award Award Post-Award Closeout
Generates FAADS Data (FAADS Plus is included in the pending release).
Allows for tracking of Reporting Milestones. Allows for approval/input from all parties in the FA process.
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FA Overview
FA Business Process
Financial Assistance Business Process
Pre-Award Award Post-Award Close-Out
Create NOFA Create
Announcement Post
Announcement to Grants.gov
Create Peer/Staff Review Panel(s)
Download Applications from Grants.gov
Review and Evaluate Applications
Approve award Commit Funding Obligate Funding Award Financial
Assistance Recipient registers
for payment in ASAP
Amend awards Track Reporting
Milestones Recipients submit
reports Review submitted
reports Schedule and
conduct site visits Record Audit
information
Initiate close-out Reconcile financial
information Close financial
assistance award
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Create NOFA
NOFAs Tab
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Create NOFA
Funding Source Tab
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Create NOFA
Action Reports Tab
Create Reporting Milestones for all awards on this NOFA
Reports can be set an any intervalReporting milestones can also be
set/modified at the individual award level
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Create Announcement to Post to Grants.gov
Announcement Tab
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Create Announcement to Post to Grants.gov
Other Information Tab
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Announcement Posted to Grants.gov
Bureau staff add the application package by logging into Grantor section of Grants.gov (can use existing application package templates)
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Receive Applications from Grants.gov
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Receive Applications from Grants.gov
Successfully downloaded applications are assigned an FBMS Application ID (Example 09CS006589)Clicking on the Tracking Number displays the error for unsuccessful downloads
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Application
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Application – SF424A
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Create Panels – Staff Review
All Applications must be assigned to a panel
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Initial Staff Review – Workload Assignment
Agency→Actions→Approve for Funding
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Program Review Review – PO, SPO, PODir
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Fiscal Review and Funds Commitment
Accounting Strings from the NOFA can be selected
Commitment – Not a interface to Core Financials
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Grants Officer Certification
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Grants Officer Certification
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Senior Grants Officer/Obligation/Award
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Notice of Grant Award
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Grant interfaced to Core Finance
Interface between eGrantsPlus and Core Finance runs hourly
Spool report shows statusGrant passed - yes/noIf no – displays reason for
failure
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Grant posted in Core Finance
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ASAP Enrollment
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ASAP – Invoice in Core Finance
Posted in Core Finance PO history displays invoice
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Initiating Amendments - Not requiring an SF424, such as funding corrections
Can be initiated from the:Forms Interface by the
Program Officer or Grants Officer
Web Interface
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Initiating Amendments - Requiring an SF424 from the recipient
Received from Grants.gov:Marked as
Continuation by recipient
Federal Award Identifier = Grant #
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Initiating Amendments - Requiring an SF424
Once Downloaded, creates an amendment application for the existing Grant#.
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FAADS Reporting
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Financial Status Report
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Performance Report
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Site Visits
Site Visits can be scheduled and results recorded, including follow-up items
Correspondence to the recipient can be generated
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Audits
Audit FindingsQuestioned CostsCompliance IssuesInternal Controls
Ability to record Management Decisions and generate correspondence
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Notifications
Notifications alert a user that a document requires action.
Links provide easy access to the application.
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Mailing Labels
Grantee Mailing Labels can be run by:
ProgramApplicant TypeContact Type
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eGrantsPlus Interfaces
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Training
Training requirements based on job type:
• Grants Officers – 5 days
• Program Office Staff – 2 days
• Budget Officers – 1 day
• Others (Read Only, Site Visitors, Audit Resolution Managers, etc.) – 3 to 5 days
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Questions
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Contacts
FBMS Contacts:
Glenda Pearsall
Business Applications Manager
Jennifer Arnold
Financial Assistance Functional Lead
(703) 793-5077