In Tune with Army Financial ManagementIn Tune with Army Financial Management

General Fund Enterprise Business System

Update

Army Day2 June 20102 June 2010

In Tune with Army Financial ManagementIn Tune with Army Financial Management2

What is the General Fund Enterprise Business System?

Accounting system that–

•Complies with statutory and regularity requirements for funds control and accounting

•Includes real property and other asset data for accountability

Management information system that –

•Records financial and various other transactions in a single system

•Provides visibility of transactions in real time across the Army

Decision support system that –

•Provides full cost data

•Provides comparative, trend and other analytic data

•Enables well-informed decisions to leverage available resources and to improve program and budget decisions

GFEBS is an …

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GFEBS Complements Objectives Of Secretary of Army And Chief of Staff

a. Support the Accomplishment of Our Strategic Objectives in Iraq and Afghanistan

b. Continue Efforts to Restore Balancec. Sustain Soldiers, Civilians and Families

d. Establish an Integrated Management System for Army Business Operations

“Effective stewardship requires an integrated management system for the Army’s business operations...

It also requires an information architecture that provides decision makers with timely and accurate information…

With these systems in place, we can generate the most capable and ready Army at the best value for our country.”

e. Implement the Army Leadership Strategyf. Refine the Army of the 21st Century

Memorandum, from Secretary of the Army and Chief of Staff,Jan 15, 2010, Subject: Calendar Year (CY) 2010 Objectives Memorandum, from Secretary of the Army and Chief of Staff,Jan 15, 2010, Subject: Calendar Year (CY) 2010 Objectives

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Where We Are and … Where We Are Going

GFEBS Solution

Involves maintaining many systems Requires many costly interfaces Requires entering data in several systems Inhibits efficient sharing of data Impedes producing comprehensive and accurate decision data Hinders responding timely to questions Requires time-consuming and costly reconciliations

Current Situation

CCSS AMCISS ETOS RATS

MDMS

MEPRS DTRS EFR WAWF WinS

DTRS-A

DefenseMilitar...

EDM

EDA

DCWCHCS GSA

systemDLA LogBSM...

DNCS/DAAS

ItalianLoca...

KoreaPay...

DCPS(T&A)

OtherForei...

DIFS CISIL CEFTDCAS

DCD

LMP

ADS ULNTAP CCR

PADDS

URL

MOCAS

TPOCS EFR

DEBX

PowerTrack

PBAS-OC

DPAS SCTIMSPBAS-

FDULNAPS

IULNATI

S

TDYTrave...

TAMMIS SARSS

SRD1 (orSTANFINS-R)

SDS HAS

SABSIFS

PPBEEnter...

EAS

DMLSS TDYTrave...

I2S GOALSII

DCPDSODC PaySystem

DIMHRS DDS AFMIS

Predator

ATLAS

STANFINSDJAS

STARSOne Pay

Fadtool

MSAcce...GTS

DbCAS/WebCAS

DARSISBFMIS

MED...IPAC

Wizard

SOMARDS

ODS CRP SCRT

OLRV

SLAD

ARCS

ASK-FM

PARSS

On-BaseACQUI LI NE/ PRWeb

AVPRATCAMS-ME

RSBUX VPIS AORS

CAPS

AFCOS 218DBR FADSIMA

ONLINE

ARMS

AMDBES

WSMISRM

Onlin...ABIF CEEMIS TBS CBS DUBOSDCPS CAB

HQARS

TROUPERS

PRIDE RLAS

PROBE

TBG

CMS2SLAMIS

(G8)

ATAAPS FPSIBRIMSBRIX

TSIMS

APCSNASKDDRS DTS

AWPS

FC/SSF

DSOM

SOFIMS RINO OH OFD CMOS CIMS DARTS DASIS eSTADIS JR

OADatab...

GCSS-A CDS (2) IPAC DEPSfor... DEAMS

DJMS

IATS TWELS IBO DOPS

FMSS FPU

RM On-line... IDSS

FAS ACCPAC

SPS RMS CARE

CEFMS FMSS FPU

FAS (2)

AVKINPUT

CFRS FEDS FPBG PBMS PYF DB RM On-line...

RM On-line...

RM On-line...

ATTCMIS

BISCOSTDI

SEACOBS/EABA...

FFMA FIRST OPA2DBOPA2-SOM...

PAOblig UFRDB WIMSI M ET/ FM SSBS

JUSTI S LNPAYI NT- I TPACIOL

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ASARS

BBDBBRAC

FMFM TP MSN DB OTDA

RM On-line...

STAR-PBA

STAR-PBA

CDS WARSAMEDD

PASCOPS

WebTAS

EAS IV

APVM

CT 1081

IMET/FMS SBS

JUSTISLNPAYINT-IT

FMTP

System View (SV) 1System View (SV) 1

Implements a single web-based system Standardizes processes Army-wide Implements standard data structures Records transactions in real-time and provides real-time access to data Integrates financial and non-financial/ performance data from functional areas Applies commercial-off-the-shelf (COTS) Enterprise Resource Planning (ERP) Complies with DoD’s Business Enterprise Architecture (BEA)

SAP

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General Fund Enterprise Business System Overview

Transactions in…Transactions in…

As of 31 Dec 2009

GFEBS will process a million transactions

a day and …

GFEBS will process a million transactions

a day and …

Army ReserveArmy

National Guard

Army

National GuardActive ArmyActive Army

Reports and analyses

Reports and analyses

… provide essential data to transform the Army to a cost culture

… provide essential data to transform the Army to a cost culture

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Project Status (As of May 2010)

Received Milestone B approval – 14 Mar 08Successful Release 1.2 “Go live” – 1 Oct 2008

Fort Jackson South Carolina and 7 other locationsFavorable Operational Test Agency Limited User Test

assessment – 12 Dec 08Successful Release 1.3 “Go live” – 1 April 2009

Forts Stewart, Benning and related organizationsSuccessful Milestone C Decision Authority – 30 May 2009Successful Release 1.4 “Go live” – 10 Oct 2009Successful Release 1.4 “Go live” – 1 Jan 2010

MEDCOM Fort Benning and related organizationsSuccessful Wave 2 “Go live” – 1 Apr 2010 organizations

Organizations at 9 Forts plus other organizationsSuccessful Release 1.4.1 “Go live” – 19 Apr 2010

GFEBS software release delivery and Wave deployment are on schedule

GFEBS software release delivery and Wave deployment are on schedule

Approximately1,400 Users

Approximately250 Users

Approximately3,700 Users

Approximately120 Users

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GFEBS Currently Has A Sizeable Footprint

Allotment($ in millions)

Note: As of 4 May 2010

• IMCOM $ 2,616

• TRADOC $ 426

• FORSCOM $ 391

• Accessions Command $ 320

• MEDCOM $ 273

• NETCOM $ 48

• USARNG $ 20

• HQDA $ 477

TOTAL $ 4,570

16 Fund Centers

10 Fund Centers

7 Fund Centers

5 Fund Centers

10 Fund Centers

4 Fund Centers

2 Fund Centers

1 Fund Center

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System Performance

2.69 billion obligated to-date99.7% successful obligation rate99.6% successful disbursement

rate for over $1.6 billion

2.69 billion obligated to-date99.7% successful obligation rate99.6% successful disbursement

rate for over $1.6 billion

~1.4 million transactions (~ 234 million steps) processed successfully

• 311,833 with Funds Control Module (FCM) with 98.9% success rate

• 29,851   DTS Travel Voucher transactions with 96.9% success rate

• 57,812  DTS Travel Authorization transactions (821) - 99% success rate

• 7,360 PRs created 99% success rate

~1.4 million transactions (~ 234 million steps) processed successfully

• 311,833 with Funds Control Module (FCM) with 98.9% success rate

• 29,851   DTS Travel Voucher transactions with 96.9% success rate

• 57,812  DTS Travel Authorization transactions (821) - 99% success rate

• 7,360 PRs created 99% success rate

$0 Negative Unliquidated Obligation (NULO) at 2009 year end with only

$7.4M Unmatched Disbursement (UMD)

$0 Negative Unliquidated Obligation (NULO) at 2009 year end with only

$7.4M Unmatched Disbursement (UMD)

FY 2010 available to process transactions at 12:01 AM on 1 October

FY 2010 available to process transactions at 12:01 AM on 1 October

As of 3 May 2010

0 Standard Procurement System (SPS) IDOCs at year end, i.e., no contract interface errors

0 Standard Procurement System (SPS) IDOCs at year end, i.e., no contract interface errors

Less than 10 second average response time for ~99% of on-line transaction processing

Less than 10 second average response time for ~99% of on-line transaction processing

99+% system availability & ~98% interface success rate99+% system availability & ~98% interface success rate

Operational with ~5,000 users at 55 organizations

Operational with ~5,000 users at 55 organizations

1055 of 1114 (94.7%) of FFMIA requirements successfully demonstrated

1055 of 1114 (94.7%) of FFMIA requirements successfully demonstrated

Eighteen fiscal months and six fiscal quarters successfully closedEighteen fiscal months and six fiscal quarters successfully closed

FY 2009 year end -- proprietary and budgetary accounts balancedFY 2009 year end -- proprietary and budgetary accounts balanced

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Implementing Change Is Not Easy - -Change Management Is Important

Wave 1 experience:

• End Users had difficulty with change management and training

• Improvements– Implemented Tiger Teams– Provided On-site support– Created Functional Forum– Improved training material– Improved visibility of endorsement– Greatly increased command

activity– Created Readiness Team– Add online collaboration tool

(Direct Connect Online)

• Future improvements− Continue to improve training

materials− Incorporate lessons learned

As of 1 Apr 2010

• Users require time to adjust to new system, new business processes, and new data structures

• During this time, performance initially declines

• Change Management (communications, training, and deployment) can reduce both the depth and the duration of the dip

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Lessons Learned And Key Actions Taken

Using chain of command to inform and actively engage all levels of the Army in the deployment process

Lengthened deployment timeline to 15 months for each “Wave”

Created a GFEBS “Deployment and Transformation” Team

Developed an integrated management schedule for deployment with activities of the program office and gaining

organizations

Implemented “Power User Program”

Improved and proactively managing End User role assignment process

Redesigning and revising End User training materials

Revised way we engage organizations to collect and prepare data

Successful implementation requires actionsby both the program office and the gaining organizations

Successful implementation requires actionsby both the program office and the gaining organizations

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Actions For Smooth And Successful Implementation -- Roles

Learn what activities each role can perform and then assign all the roles you need to perform your mission

Get and review lessons learned from Early Waves The tasks an end user can perform in GFEBS are governed by roles

assigned and training certified

Therefore supervisors must assign all necessary roles to each user on time to support adequate scheduling of courses

Supervisors must get employees to end user training prior to “go live”

Field Comment: “More work could be done explaining the roles. The deployment team tells folks 7-10 roles per budget analyst … often need more”

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Actions For Smooth And Successful Implementation -- GRC

Learn how to use Governance, Risk, and Compliance (GRC) software

GRC is a web-based application for managing end user role assignments and security

Field Comment: GRC role assignment software is “Greatest improvement since the Wave 1 transition. It lets the field fix its own issues.”

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Actions For Smooth And Successful Implementation – Interfaces

Coordinate with GFEBS to make sure that interfaces you need are identified, tested and working when you Go-Live with GFEBS

Data structures need to be compatible for effective data transfers (e.g FCM, ATAAPS)

Interfaces need to be tested (e.g. SPS)

GFEBS and legacy systems owners need to work together

Field Comment: “Wave 2 received much more help in updating interfacing systems prior to conversion. Though much more could be done here.”

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Actions For Smooth And Successful Implementation – Power Users

Capitalize on your Power Users

They are the primary GFEBS functional experts in your organization with classroom and ‘sandbox’ experience

They can relate GFEBS processes to your current business practices

Field Comment: “Power User participation in Instructor Lead Training courses was a terrific help”

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Actions For Smooth And Successful Implementation – IMS and Reporting

Review list of preparation tasks in the Integrated Management Schedule (IMS) and report on progress in the Site Readiness Scorecard

IMS provides a list of tasks through time, based on prior deployments, to walk new organizations to implementation

Site Readiness Scorecard involves monthly reporting on progress from each new organization through their chain-of-command

Field Comment: “This will provide you with information on whether you are generally on schedule or need help.”

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Actions For Smooth And Successful Implementation – Deployment Team

Know how to find and use the GFEBS Deployment Teams that are on-site at and after “Go Live”

Teams include GFEBS project personnel and individuals from organizations that previously went live

They are on-site for up to several months post Go-Live

Field Comment: “GFEBS Deployment Teams…are much more familiar with Army processes and have become a great help during deployment vs. just helping enter a help ticket. They also know who to call to get things fixed. Great improvement.”

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Go to next slide

NOTE: Army-wide distribution and status of fundsNOTE: Army-wide distribution and status of funds

Example of What You Can Get From GFEBSEconomic Recovery Act—Funds Status

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From prior slide

NOTE: Projects and status of funds Army-wideNOTE: Projects and status of funds Army-wide

Example of What You Can Get From GFEBS Economic Recovery Act—Projects

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From prior slide

NOTE: Projects and status of funds by locationNOTE: Projects and status of funds by location

Example of What You Can Get From GFEBS Economic Recovery Act—By Organization

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NOTE: Drill-down to project details and statusNOTE: Drill-down to project details and status

Example of What You Can Get From GFEBS Economic Recovery Act—Project Detail

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NOTE: Drill-down to originationNOTE: Drill-down to origination

Example of What You Can Get From GFEBS Economic Recovery Act—Origination

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NOTE: Drill-down in projectNOTE: Drill-down in project

Example of What You Can Get From GFEBS Economic Recovery Act—Work Breakdown

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GFEBS Is Transforming the Army

GFEBS is coming to you Army-wide implementation by 2nd Quarter FY1012

The GFEBS system is performing well

Change is difficult -- we need everyone’s support We are always looking, listening, learning and trying to

improve the process

Good and detailed planning leads to smoother and more successful operations -- you should begin your planning now!

GFEBS will transform financial managementand management practices across the ArmyGFEBS will transform financial managementand management practices across the Army