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Forest Service Incident Business Solutions Team Implementation of the Aviation Business System March 12, 2007
Forest ServiceIncident Business
Solutions Team
Implementation of the Aviation Business System
March 12, 2007
2 Incident Business Solutions Team – February 2006
Agenda
• Executive Summary
• Incident Business in 2007
• 2007 ABS Implementation
• ABS Overview
3 Incident Business Solutions Team – February 2006
Executive Summary • 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.
4 Incident Business Solutions Team – February 2006
Executive Summary - Current and Future State
Re-use of data throughout
EaTIS (Contracts Database)
ROSSISuite or
Web-122
IBDB at the ASC
FFISFAIRSFTRS
Current State
Future State
ESB
5 Incident Business Solutions Team – February 2006
2007 – EaTIS – Aviation Contracts
• All Regions will record Aviation Contract data in EaTIS
• Full functionality of EaTIS for aviation contract solicitation, inspection and award will not be developed. The new VIPR application will provide that functionality in 2008 (est.).
• As contracts expire, standardized contract provisions will be implemented.
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6 Incident Business Solutions Team – February 2006
2007 ABS – Aviation Business System
• Contracted Aviation including Air Tankers will be tracked in the Aviation Business System (ABS). – 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
7 Incident Business Solutions Team – February 2006
2007 ABS Implementation Schedule
• April 2, 2007
– Regions 3 (Southwestern), 8 (Southern) and National Large Airtanker
and Smokejumper Aircraft Contracts.
• May 1, 2007
– Regions 5 (Pacific Southwest), 9 (Eastern), and 10 (Alaska)
• May 15, 2007
– Regions 2 (Rocky Mountain) and 4 (Intermountain)
– June 1, 2007
– Regions 1 (Northern), 6 (Pacific Northwest) and National Call-When –
Needed Helicopter Contracts
8 Incident Business Solutions Team – February 2006
ABS Overview
• ABS is a web based application that will be used by the Forest Service to electronically document and process all contract aviation costs currently documented on FS-6500-122 Flight Use Invoice (invoice).
– Can be accessed by any user with a UDSA e-Authentication ID and password.
9 Incident Business Solutions Team – February 2006
ABS Overview
Role based functionality• Data Entry – Enter flight and cost data into ABS• CO/COR - Data entry, invoice approval,
package/summary creation, • Vendor - Review, approve or request changes to
packages• Helpdesk – View only
10 Incident Business Solutions Team – February 2006
ABS Overview
• WORKFLOWData is entered into ABS.– The appropriate Contracting Officer (CO) or designated
Contracting Officer’s Representative (COR) will review and approve each invoice.
– The CO or COR will electronically select approved invoices to be packaged for payment and approve the package using a Personal Identification Number (PIN) to indicate approval.
– After approval by the CO or COR, the vendor will receive notification that a package is ready for approval.
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ABS Overview
• After successful review, and application of a PIN by the Vendor, the package will be submitted to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing of the payment.
• If the vendor requests any changes to the payment package the changes will be reviewed by the CO/COR, the changes accepted or rejected and notification of the results sent to the vendor. The package is then submitted directly to the ASC IBDB for payment.
12 Incident Business Solutions Team – February 2006
ABS Overview
• The ABS Internet site address is http://www.fs.fed.us/business/abs
• You will find there:– A system introduction.– Instructions to apply for an e-Authentication ID and
password.– ABS Training tutorials for all roles. – Printable training documentation.– “Getting Started” tips– Frequently asked questions.– Links to related sites
13 Incident Business Solutions Team – February 2006
ABS Overview
• FS-6500-122 data should be entered daily– This is not a change from current process.
• Accruals will be generated by ABS nightly for submission to FFIS
• If data cannot be entered daily because of remote location– it can be entered in the disconnected client and
transmitted to the web-based program as often as possible.
– or tracked on paper and then entered into ABS as often as possible.
14 Incident Business Solutions Team – February 2006
ABS Overview
Miscellaneous• AMIS – Once all Regions and NIFC have
implemented ABS, entry into AMIS will no longer be needed.
• Reports-– The FAMWEB Data Warehouse currently in development
by Fire and Aviation Management will provide reporting for ABS. Approx. completion May 2007.
– During the interim, 4/2/2007 until FAMWEB is completed, critical reports have been developed for ABS and will be posted to the web daily for field use.
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Login
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Invoice Header Creation
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Invoice details screen
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Flight Leg Creation
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Flight Legs List
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Excise Tax Creation
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Add Segment Fee
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Add Other Charges / Credits
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Add RON
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ADD ST
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Charges List
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Add / Edit Accounting
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Add Invoice Remarks
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Printable FS-122, Page 1
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Printable FS-122, page 2
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View / Modify Invoice Search
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Invoice List
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Approve Invoice List Screen
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Approve Invoice Screen
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Approve All Screen
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Package Header Creation Screen
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Package Creation Screen
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Use Summary Screen
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Vendor Package Info Screen
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Vendor Use Summary Screen
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Vendor Edit Invoice Screen
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Vendor “Send to COR” Screen
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COR – Receives package from Vendor
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COR Vendor Package Review
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Accept / Reject Changes Button
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COR Review Vendor Changes Screen
