Interior Response

8/4/2019 Interior Response

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United States Department of the InteriorOFFICE OF THE SECRETARY

WASHINGTON, D.C. 20240

The Honorable Darrell IssaChairman, Committee on Oversightand Government ReformHouse ofRepresentativesWashington, DC 20515-6143Dear Mr. Chairman:

APR 11 2011

The Department of the Interior is hereby providing its response to the Committee's March 8,2011, request for information regarding electronic systems for support of business andaccounting functions; grants and loans management; contracts management; and reporting ofGovernment-wide systems such as www.usaspending.gov and www.recovery.gov.We hope that this material is responsive to the Committee's needs as it performs oversight of theGovernment's modernization of financial management systems. The enclosure includes anarrative response to each of the numbered items in your incoming letter.If you have any questions or require additional information, records, or explanations, pleasecontact Eric Eisenstein, the Acting Director, Office of Financial Management on(202) 208-3417, or Debra Sonderman, Director, Office ofAcquisition and Property Managementon (202) 254-5563.An identical letter has been sent to the Honorable Todd R. Platts, Chairman, Subcommittee onGovernment Organization, Efficiency and Financial Management; the Honorable Jim Jordan,Chairman, Subcommittee on Regulatory Affairs, Stimulus Oversight and Government Spending;and the Honorable James Lankford, Chairman, Subcommittee on Technology, InformationPolicy, Intergovernmental Relations and Procurement Reform.

Enclosure

Sincerely,tJt: tLfrRhea SuhAssistant SecretaryPolicy, Management and Budget

cc: Honorable Elijah Cummings, Ranking MemberCommittee on Oversight and Government Reform


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DEPARTMENT OF THE INTERIORResponse to Questions on Federal Financial Management from theHouse ofRepresentatives Committee on Oversight and Government Reform

Item 1.Identify and briefly describe each ofyour agency's business and accounting systems. Ifseparate divisions, bureaus or offices use separate systems, identify which-divisions,bureaus or offices use each system.Currently about 40 percent of the Department's component bureaus and offices are using theFinancial and Business Management System (FBMS), which includes the followingfunctionality: core financial,. acquisition, personal property, real property, fleet management,travel, financial assistance, enterprise management information, and reporting. This systemexpands functionality for m ~ n y of the Department's operating bureaus and offices and improveseffectiveness and efficiency with single sign-in, improved information technology security,improved internal controls, and improved management reporting using a consistent platform andstandardized information. The entities currently deployed to FBMS include:

The Bureau ofLand Management, The Bureau of Ocean Energy, Regulation and Enforcement, The Office of Surface Mining, and The U.S. Geological Survey.

The rest of the Department is in the process of converting multiple legacy financial, property,acquisition, and other systems to FBMS. The next deployment will take place in November2011 to the Fish and Wildlife Service and the Office of the Secretary_and its multipleorganizations including the Office of the Special Trustee, the Office of Inspector General and theOffice of the Solicitor. Deployment to the National Park Service and Indian Affairs is scheduledfor November 2012 and deployment to the Bureau ofReclamation would take place thefollowing year.The Federal Financial System (FFS) is currently the finance system of record for: Bureau ofReclamation; Fish and Wildlife Service; Bureau of Indian Affairs and Bureau of IndianEducation (referred to as Indian Affairs); National Park Service; and the Office of the Secretary.FFS systems are all customized and individual instances that do not communicate with eachother and are not accessible by the Department. FFS supports all aspects of federal accountingand is composed of the following integrated components: budget execution; proj ect cost; costallocation; general ledger; external reporting; accounts receivable; obligations (purchasing);accounts payable;. annual close; automated disbursements; and travel payments. FFS has been inuse for approximately 22 years; the first two bureaus implemented FFS in October 1988.FBMS supports all aspects of federal accounting and is composed of the following integratedcomponents: the transactional system, Financial Accounting, which includes General Ledger;Sales and Distribution; Billing and Collections; Funds Management, which performs the FundsControl function; Materials Management, which includes purchasing, travel, and fleet;Controlling and Proj ect Systems used for accounting distributions, which includes building

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DEPARTMENT OF THE INTERIORrental and overhead computations; Labor, which holds the summarized Standard General Ledgerpostings from the detail payroll records stored in the Business Warehouse; Business Warehousewhich is used for reporting; and Charge Card, which performs Charge. Card processingThe Department uses an additional independent software program called Hyperion for itsconsolidated financial reporting.Item 2.Explain how the business and accounting systems identified in response to Request No.1interact with each other.FBMS is integrated and provides a full spectrum of business processing from the beginning ofeach transaction through close-out. It supports full commitment accounting. Because only aportion of the Department's reporting entities are deployed to FBMS and operate on separateinstances ofFFS, Hyperion is used for consolidated reporting., Bureaus load summarized filesfrom FFS or FBMS each month into the Hyperion software package. The Department's OfficeofFinancial Management serves as the integrator, consolidates reporting, oversees the data foranomalies, and prepares the consolidated audit and financial reporting. Adjustments may bemanually entered into Hyperion for the final financial reports including those that go to OMBand Treasury. There is no automated load of these adjustments back to FFS or FBMS. Theseadjustments must be manually re-entered into the source financial systems and reconciled toHyperion.Item 3.For each system identified in response to Request No.1, state whether information found inthat system is regularly or periodically submitted to any of the government-wideaccounting systems maintained by the Department of the Treasury, e.g. GFRS, FACTS I,FACTS II, IFCS, etc. and explain how and atwhat interval those submissions occur,including descriptions of both manual and automated processes.All the Hyperion reports begin with extracts from the FFS and FBMS transaction accountingsystems, which are manually reconciled. Late adjustments can be made in Hyperion, which arelater manually loaded back into the FFS and FBMS systems.For reporting to the Federal Agencies' Centralized Trial-Balance System I (FACTS 1-proprietary SGL accounts only) - the Department creates a bulk upload file from Hyperion andmanually uploads the data to Treasury. If there are adjustments, the adjusting information isincluded'in an updated bulk file which is then manually uploaded. This is done on an annualbasis. There are no automated processes.For reporting to the Federal Agencies' Centralized Trial-Balance System II (FACTS I I -budgetary SGL accounts only) - Each bureau and office manually loads the budgetary balancesfrom the source trial balance (from either FFS, FBMS, or Hyperion) by appropriation intoTreasury's FACTSII system on a quarterly basis as required by OMB. Data input into FACTSIIis edited and compared to known values at Treasury. After passing FACTSII edits during theopen window for input, a file is passed from FACTSII to the Office ofManagement and Budget

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DEPARTMENT OF THE INTERIORMAX Information System. The first 3 quarters the window is open approximately 7 days; at theend of the fiscal year the window is open 10 days and there is a revision window of about twoweeks. All input is done manually, including revisions. As of the first quarter ofFY 2013reporting ofFACTSII will require a bulk load file as part of the Department ofTreasury's GTASimplementation.Reporting to the Master Accounting File (MAP) and Government-wide Financial Report System(GFRS) - DOl bureaus send information to the Office ofFinancial Management wherespreadsheets are generated from Hyperion and then manually input to Treasury. Adjustments aremanually input in the same manner. This is done on an annual basis. There are no automatedprocesses.Reporting to the Individual Trading Partner Reciprocal Report (ITPR) - The Departmentmanually runs Hyperion to create the "F" file which is then manually uploaded into the TreasurylRAS system on a quarterly basis. If adjustments are needed then a replacement "F" file may becreated from Hyperion and reloaded into Treasury lRAS. There are no automated processes.Reporting to the Intra-governmental FiduCiary Confirmation System (IFCS) - The Departmentmanually runs Hyperion to create a spreadsheet of fiduciary data. This information is manuallyinput to the Treasury IFCS system on a quarterly basis. If adjustments are needed then anotherHyperion spreadsheet may be generated and the updated data manually input to IFCS. There areno automated processes.Reporting to the Treasury Report on Receivables (TROR) - Each DOl bureau or office manuallypopulates the TROR spreadsheet located on Treasury's FMS website from Hyperion, FFS orFBMS data. Specifically,

The Office ofFinancial Management uses FFS reports; The United States Geological Survey gathers data from FBMS plus manual spreadsheetsfor Currently Not Collectible debts; The Fish and Wildlife Service gathers data from FFS and the Treasury FedDebt crossservicing system; The Bureau ofReclamation uses a combination ofFFS reports, Hyperion data andmanual records stored op. spreadsheets; The Bureau ofOcean Energy Management uses FBMS plus manual records and payrolldebt files downloaded from a data mart; The National Park Service uses a Hyperion Trial Balance report and FFS data plusinformation from the Treasury FedDebt cross-servicing system; The Bureau ofLand Management (BLM) gathers data from BLM's Collections andBillings System (CBS) and FBMS; The Office of Surface Mining (OSM) gets its TROR information from FBMS andCFCMS - an automated subsidiary system that OSM uses to manage and track feecollections and debt; and The Bureau of Indian Affairs (which includes the data for the Bureau of IndianEducation) uses the "FFS plus" version; and may review detail accounts receivableinformation for their TROR footnotes from their BIA-specific National Irrigation

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DEPARTMENT OF THE INTERIORInformation Management System (NIIMS) and Loan Accounting Management System(LOMAS).

The bureaus and offices manually input TROR data to Treasury's DMIS system each quarter.During each quarter Treasury allows input to DMIS for a two week period and all corrections oradjustments must be input during that timeframe. There are no automated processes or fileuploads to DMIS.Item 4.For each system identified in response to Request No.1, state whether information found inthat system is regularly or periodically submitted to the Office of M a ~ a g e m e n t andBudget's ("OMB") MAX Information System and explain how and at what interval thosesubmissions occur, including descriptions of both manual and automated processes.Departmental financial information that is submitted through FACTS II is fed into the OMBMAX system and used as a system control to validate additional detailed information that isinput into the system. Bureaus and offices enter the data which is derived from the FFS orFBMS systems and the Hyperion report, and manually update the MAX DE application. TheDepartment's Office of Budget reviews the data for anomalies and then uploads the data to theOMB MAX system until "locked out" by OMB. The MAX DE system is used to compile thePresident's budget Appendix material during formulation. The Department also inputslegislative language proposed for the budget year as well as program narrative material for theAppendix. The Department also updates the MAX system from June to August to reflect anychanges to projected outlays and receipt estimates. reported at the time of formulation. TheOffice of Budget coordinates the call for information from the bureaus and offices, reviews andvalidates estimates, and submits this information to MAX. All input is manual.The bureaus and offices are responsible for updating this application using actual data for theprior fiscal year and budget estimates for the current fiscal year and the budget year. DOl doesnot have an interface with the MAX DE. With regard to the monthly outlay reporting to OMB,this information is updated manually by the Department. The Monthly Outlay data is collectedfrom the bureaus and offices manually and consolidated by the Office of Budget and the data isthen transmitted to OMB manually on a quarterly basis. Apportionment reporting to OMB isentered manually by the Office of Budget and updated when DOl receives changes in legislation(appropriations, continuing resolutions, rescissions, etc.) and to reflect other necessaryadjustments and align allowable budget authority with Treasury warrants. DOl does not haveany systems that interface with either of these applications. All input is manual.Additionally there are numerous data requests by OMB for budget data. The DOl Office ofBudget requests this data from bureaus and offices by email request or hard copy memorandum.Information is transmitted to OMB via email and/or input manually into the OMB MAXapplication. The timeframe is on an as needed basis.Item 5.For each system identified in response to Request No.1, describe recent, current, andplanned migration or modernization projects.

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DEPARTMENT OF THE INTERIOR

The Federal Financial System (FFS) is currently in use by the following Interior bureaus andoffices: Bureau ofReclamation; Fish and Wildlife Service; Bureau of Indian Affairs; NationalPark Service; and the Office of the Secretary. Currently each DOl bureau still using FFSmaintains their own separate, independent instance ofFFS. DOl's financial and budget officesmust frequently put out manual data calls to bureaus for various information requested, andmanually consolidate the results. FBMS is a fully integrated business system for all DOl'sbureaus. DOl is part way through the conversion process from FFS to FBMS. The deploymentof the system to all bureaus and offices is expected to be completed in fiscal year 2014,contingent on the availability of funding through 2013. FFS must continue as a productionsystem until FBMS is fully implemented in order for the Department and its bureaus and officesto fulfill responsibilities for federal government accounting and reporting. The property systemsfor these bureaus are integrated into the FFS applications. FBMS will also allow bureaus andoffices to terminate other related legacy systems with full d ~ p l o y m e n t ofFBMS functionality.The bureaus that have already deployed to FBMS include: the Bureau ofLand Management;Bureau of Ocean Energy Management, Regulation and Enforcement; Office of Surface Mining;and United States Geological Survey.

The Bureau ofOcean Energy Management and Office of Surface Mining previously usedABACIS (Advanced Budget Accounting Control and Information System) untilNovember 2006. The ABACIS system has been termiJ.?-ated. The Bureau ofLand Management used FFS until December 2008, and the United StatesGeological Survey used FFS until November 2010. The planned FBMS implementation dates for the remaining Interior bureaus/offices areas follows:o Fish and Wildlife Service and Office of the Secretary - November 2011;o Bureau of Indian Affairs and National Park Service - November 2012; ando Bureau ofReclamation - November 2013. The Office of the Secretary deployment actually consists of 58 separate reporting units,including:o The immediate Office of the Secretary;o Assistant Secretary for Policy, Management and Budget including the NationalBusiness Center;o Assistant Secretary for Land and M i ~ e r a l s Management;

o Assistant Secretary, Fish, Wildlife and Parks;o Assistant Secretary, Water and Science;o Assistant Secretary, Indian Affairs;o Assistant Secretary for Insular Affairs including the Office of Insular Affairs;o The Office of the Special Trustee, including the Office ofHistorical TrustAccounting;o The Office of the Solicitor,o The Office of the Inspector General,5


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DEPARTMENT OF THE INTERIORo The Office of the Chief Information Officers; ando Agencies serviced by DO l - the National Indian Gaming Commission, the

Commission of Fine Arts, and the Advisory Council on Historic Preservation.All current DOl FFS applications except for Office of the Special Trustee (OST), an officewithin the Office of the Secretary, run on the same mainframe at the DOl finance operationscenter, which is operated by the National Business Center. The National Business Center is theDepartment's consolidated administrative service entity and hosts the FBMS system andoperates the help desk. They all share the same resources of the mainframe, system andapplication level software but have separate applications. The FFS application for OST currentlyruns in an isolated environment (separate smaller mainframe). OST will migrate to the new DOlshared environment at the end of this fiscal year at the time the Office of the Secretary isdeployed.Hyperion is hosted on two servers at the DOl finance center. This is the typical client serverenvironment with an application level tier (server) and a database level tier (server). There is aCitrix front end used as a portal for the different customers to access their individual database,but the Department level has the view from above to obtain all individual bureau data.DOl is currently in the process of looking for a replacement for Hyperion, which will be fullyintegrated with the FBMS system for preparation of consolidated financial reports. The reportinguser interface currently in use in the FBMS EMlS solution is in the process of being phased outby the software vendor, and DOl is planning its replacement later in FY 2011/early in FY 2012.The new platform will enable use of a modem COTS package that will replace current financialconsolidation and reporting functionality. The replacement process is expected to be completedin late 2013.Item 6.In addition to your agency's submissions to government-wide accounting systemsmaintained by the Department of the Treasury and .OMB, as described in response toRequests Nos. 3 and 4, does your agency publish any of the same information online forpublic viewing. If so, describe how and in what format that information is published.The agency uses this information in the following publications and information sources:

The Department's Annual Financial Report, that is published each November, reports thisinformation along with the Department's financial statements, independent auditor'sreport, and performance report. The Report is posted on line athttp://www.doi.gov/pfmlpar/afr20 I O/index.html.

DOl uses the MAX Federal Community to submit their interim financial statements toOMB at https://max.omb.gov/maxportaL

DO l submits final reports (i.e., Annual Financial Reports, Annual Performance Reports)to OMB using the MAX Federal Community, Treasury (Main), Financial Management

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DEPARTMENT OF THE INTERIORService (FMS), and the Government Accountability Office (GAO). In addition, DOlsubmits intragovernmental balance information by trading partner to Treasury.

The Treasury Department uses the Departments submissions and submissions from allFederal agencies to prepare the Financial Report of the United States Government (FR),which is due no later than December 15 following the end of the fiscal year; and issubmitted to Congress and the President. The information can also be linked online athttp://www.fms.treas.gov/finrep/fr resources.html.

The annual release of the President's budget includes the actual data reported from thefinancial systems for the prior fiscal year and the current fiscal year and budget yearestimates. This is produced from the OMB MAX system. In addition, the Departmentpublishes a Budget in Brief document that summarizes the budgetary information for theDepartment. In addition, each bureau and office publishes an individual BudgetEstimates document that contains more detailed information for each entity. Theinformation is posted at http://www.doi.gov/budget DOl's Office of the Chieflnforination Officer OCIO ensures that the Department's majorinvestments are posted and updated monthly on the IT Federal Dashboard.(http://it.usaspending.gov/?q=content/dashboard). The DOl Records Management Program submits records to the National Archives andRecords Administration (NARA) using appropriate guidelines. Additionally, theDepartmental Records Office within the OCIO has contracted for development of anenterprise-wide electronic Records Management process. DOl's Office ofCongressional and Legislative Affairs communicate Departmentalpolicies and the viewpoints of the Secretary regarding Congressional issues. Thisinformation is available to the public at the Office ofCongressional and LegislativeAffairs website http://www.doi.gov/ocl/index.html. Additionally the Office of Communications maintains and constantly improves the DOlwebsite (http://www.doLgov), the Department of the Interior Recovery website:http://recovery.doi.gov The Policy, Management, and Budget - Office of the Budget is the portal for allinformation for the House and Senate Appropriations Committees and all budgetinformation and Congressional budget justifications. It is available on the BudgetOffice's Website at: http://www.doi.govlbudgetl2011111Hilites/toc.html The DOl Strategic Plan communicates the Department's key mission strategies in a fiveyear plan that is updated every three years. The Annual Performance Report is publishedannually and distributed with the President's budget in early February. There is a link onthe DOl website for budget and performance information that provides direct access tothe strategic plan and the Annual Performance Report (http://www.doLgov/bpp/.)

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DEPARTMENT OF THE INTERIORItem 7.Identify and briefly describe each system that your agency uses to manage grants, directloans, and/or loan guarantees. If separate divisions, bureaus or offices of your agency useseparate systems, identify which divisions, bureaus or offices use each system.The information is presented for Interior (DOl) systems and government-wide systemsDOl SystemsDOl Financial Assistance Award Data System (FAADS) - FAADS is a Financial Assistancereporting system developed in 1999 to enable DOl to collect Grant and Cooperative Agreementdata for submission to the Census Bureau. The National Park Service, Fish and Wildlife Service,Bureau of Reclamation, and Office of the Secretary manually report Grant and CooperativeAgreement information to this system.Financial and Business Management System (FBMS) PRISM Grants - FBMS PRISMGrants is DOl's new Grants and Cooperative Agreement management system. It is currentlyused by the Bureau of Land Management; Bureau of Ocean Energy Management, Reclamationand Enforcement; Bureau of Reclamation; Office of Surface Mining; and the U.S. GeologicalSurvey for award and administration of Grants and Cooperative Agreements. FBMS will bedeployed to the Fish and Wildlife Service in November 2011.FedConnect - Interfaces with FBMS PRISM and is used by grant recipients to submit requiredfinancial and performance status reports .Federal Aid Information Management System (FAIMS) - Utilized by the Fish and WildlifeService, F AIMS facilitates the obligation of funds to grant recipients and provides a record ofaccountability for use of hose funds in accomplishing individual grant objectives. F AIMS is ameans by which program offices collaborate to keep consolidated, accurate records of GrantProgram activities to maintain the public trust in the accountability for each grant programadministered. The system further provides information to grantee agencies to help in theaccountability of grant processing. FAIMS is scheduled to be replaced by FBMS.Loan Management Accounting System (LOMAS) - Utilized by the Bureau of Indian Affairs.LOMAS provides BIA with the ability to coordinate the making and servicing of loans toqualified Native American applicants by commercial banks; and to service, collect, and track therepayment of loans made by individual American Indians and Alaskan Natives by providingfinancial assistance through guaranteed loans and bonds, insured loans, and payment of interestsubsidies known as the BIA Loan Guarantee, Insurance and Interest Subsidy Program.Information Monitoring and Tracking System (IMATS) - Utilized by the Bureau ofReclamation, IMATS was developed to track recipient compliance with reporting requirementsunder financial assistance agreements (Federal Financial Report SF-425 and PerformanceProgress Report.

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DEPARTMENT OF THE INTERIORGovernment-wide SystemsCentral Contractor Registration (CCR) - This system is managed by the GSA IntegratedAcquisition Environment (lAE). DOl cont!act management and financial systems obtaininformation from this system. Recipients must be registered in this system before an award 'canbe made.Past Performance Information Reporting System (PPIRS) - This system is managed by theGSA lAE. DOl Contractors use this system to obtain recipient performance information. It isfed by CPARS and FAPIIS.Federal Awardee Performance and Integrity Information System (FAPIIS) - This system isused to collect performance information including Terminations for Cause or Default, DefectiveCost and Pricing Data, Determinations ofNon-Responsibility, and Administrative Agreements.These records are passed to the PPlRS for use by DOl Grants Officers.Excluded Parties List System (EPLS) - This system is managed by the GSA lAE and is usedby DOl Grants Officers to determine if a recipient has been excluded from receiving Federalgrants or cooperative agreements.Single Audit Clearinghouse - This system operates on behalf ofOMB. This system is used todetermine the existence ofprior single audits and timely submissions, and supports oversight ofFederal award audit requirements.Grants.gov - Operated by the Department ofHealth and Human Services. This system servesas the Government-wide web portal for grant funding opportunities and application submission.Automated Standard Application Payments System (ASAP) - This system is managed by theDepartment of the Treasury, and is utilized for the request and delivery of award funds. ASAPallows grantee organizations to draw from accounts pre-authorized by Federal agencies.Payment Management System (PMS) - This system is managed by the Department ofHealthand Human Services and utilized by the U.S. Fish and Wildlife Service. Provides an interfacewith agency financial systems to effectively transfer fiscal information and ensure data integrity.FSRS (FFATA Sub-award Reporting System) - This system is designed to collect subcontractand sub-grant award information in compliance with the Federal Funding Accountability andTransparency Act (FFATA).Item 8.For each system identified in Item 7, explain how it interacts with any business oraccounting system identified in response to Item 1.FBMS - PRISM Grants interfaces with the Central Contractor Registry (CCR), Grants.gov andSAP within FBMS.

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DEPARTMENT OF THE INTERIORF AADS does not interact with any business or accounting system. Grant and CooperativeAgreement information is reported to this system manually after award.FAIMS interfaces with FFS, the FWS financial system. FAIMS will be retired along with theFWS instance of FFS when FBMS is deployed in that bureau in November 2011.ASAP is interfaced with FBMS for grant and cooperative agreement disbursements.Item 9.For each system identified in response to Item 7, state whether information found in thatsystem is regularly or periodically submitted to the Catalog of Federal Domestic Assistance(CFDA). Describe how andwhat intervals those submissions occur, including descriptionsof both automated and manual processes.DOl updates its CFDA programs once a year. DOl completes this process manually. Bureausand offices submit information for new or updated financial assistance programs to theDepartment, and the data is manually entered into the CFDA.Item 10.For each system identified in response to Item 7, state whether information found in thatsystem is regularly or periodically submitted to any of the government-wide grantsmanagement and reporting systems.F AADS -:' Informati'on from this reporting system was used for DO I submissions to Census(FAADS) through September 30,2010. The data was also used for DOl submissions to FAADSPlus (USASpending) through September 30,2010. The newest set ofUSA Spending validationsnow prevents DOl from using this data.FBMS - PRISM Grants - Information from this system was used for DOI's submissions toCensus (FAADS) through September 30, 2010. The data is currently being used for DOI'ssubmissions to FAADS Plus (USASpending).DOl FAADS - Information from this reporting system was used for DOl's submissions toCensus (FAADS) through September 30,2010. The data was also being used for DOl'ssubmissions to FAADS Plus (USASpending) through September 30,2010. The newest set ofUSASpending validations now prevents us from using this data.FBMS - PRISM Grants - Information from this system was used for DOl's submissions toCensus (FAADS) through September 30, 2010. The data is currently being used for DOl'ssubmissions to FAADS Plus (USASpending) for the FBMS bureaus.FAIMS - Information from this reporting system was used for FWS' submissions to Census(FAADS) through September30, 2010. The data was also being used for DOI's submissions toFAADS Plus (USA Spending) through September 30, 2010. The newest set ofUSASpending .validations now prevents us from using this data.

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DEPARTMENT OF THE INTERIORIDEAS-EC - Information from this system interfaces with Interior Department ElectronicAcquisition System - Procurement Desktop (IDEAS-PD) feeds into FedBizOpps.FedConnect - This system interfaces with FBMS PRISM and is used by grant recipients tosubmit required financial and performance status reports.Item 11.For each system identified in response to Item 7, describe recent, current and plannedmigration or modernization projects.Through the Financial and Business Management System (FBMS), DOl implemented PRISMGrants as the grants management tool for the Office of Surface Mining; Bureau of Ocean EnergyManagement, Regulation and Enforcement; and the Bureau of Land Management in March2010. FBMS, including PRISM Grants, was deployed to the U.S. Geological Survey inNovember 2010. FBMS, including PRISM Grants, will be deployed to the Office of theSecretary and the Fish and Wildlife Service in November 2011. All FBMS bureaus use theTreasury ASAP system for grant and cooperative agreement disbursements. F AIMS will beretired after FBMS deployment at the Fish and Wildlife Service.Deployments of PRISM Grants to the National Park Service, Bureau of Indian Affairs andBureau of Reclamation are not scheduled at this time. IMATS will be retired after PRISMGrants is deployed to the Bureau of Reclamation. DOl FAADS will be retired after PRISMGrants is fully deployed at DOLItem 12.In addition to your agency's submissions to government-wide g r a n t ~ management andrepor ting systems, described in response to Items 9 and 10, does your agency publish any ofthe same information online for public viewing?There is no standard published information generated from the grants information at theDepartmentallevel. Individual bureaus with grants programs normally publish informationspecific to each grant community. The information provided online for the public is typicallydone at a program level and in a format and level of detail that meets the particular informationalneeds of that program's unique customers and stakeholders. The format of the informationprovide online can vary from simplified program-level annual or multi-year accomplishmentreporting presented in a factsheet format, to general lists ofproj ects selected for funding, orproviding access to digitized versions of more detailed multi-year program accomplishmentreports produced as required by program-specific appropriations law, among others.Item 13.Identify and briefly describe each system that your agency uses to manage contracts. Ifseparate divisions, bureaus or offices of your agency use separate systems, identify whichdivisions, bureaus or offices use each system.

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DEPARTMENT OF THE INTERIORDOl Systems

.Interior Department Electronic Acquisition System - Procurement Desktop (IDEAS-PD)This is the DOl's legacy contract management system. The Office of the Secretary, Fish andWildlife Service, National Park Service, Bureau ofReclamation, and Bureau of Indian Affairs alluse this system to award, administer, and manage contracts.. The Office of the Secretary andFWS will cease using IDEAS when FBMS is deployed to them in November 2011.Interior DepartmenfElectronic Acquisition System - Electronic Commerce (IDEAS-EC) -. This system interfaces with the IDEAS-PD, and is used to transmit business opportunities to theFederal Business Opportunities website, post solicitations, request and receive quotes frompotential contractors, and transmit contract awards and modifications to contractors for thosebureaus using IDEAS-PD.FBMS - PRISM - PRISM is the DOl's new contract management system and was deployed tobureaus as part of the FBMS project. The Bureau ofLand Management; U. S. GeologicalSurvey; Bureau ofOcean Energy Management, Reclamation, and Enforcement; and Office ofSurface Mining are currently using this system to award, administer, and manage contracts. TheFWS and the Office of the Secretary will begin using this system when FBMS is deployed inNovember 2011.FedConnect - Interfaces with FBMS PRISM and FedBizOpps.Government-wide SystemsCentral Contractor Registration (CCR) - This system is managed by the GSA IAE. DOlcontract management and financial systems obtain information from this system.Online Representation and Certifications (ORCA) - This system is managed by the GSAIAE. Contractors are required to enter their Representations and Certifications here. DOlcontracting officers use this system to obtain contractor business size information.Past Performance Information Reporting System (PPIRS) - This system is managed by theGSA IAE. DOl Contractors use tpis system to obtain contractor performance information. It isfed by CPARS and FAPIIS. 'Federal Awardee Performance and Integrity Information System (FAPIIS) - This system isused to collect contractor performance information including Terminations for Cause or Default,Defective Cost and Pricing Data, Determinations ofNon-Responsibility, and AdministrativeAgreements. These records are passed to the PPIRS for use by Federal contracting officers.Contractor Performance Assessment Reporting System (CPARS) - DOl contracting officersuse CP ARS to report contractor performance information.

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DEPARTMENT OF THE INTERIORExcluded Parties List System (EPLS) - This system is managed by the GSA IAE, and is usedby DOl Contracting Officers to determine if a contractor has been excluded from receivingFederal contracts.Federal Business Opportunities (FedBizOpps) - This system is managed by the GSA IAE,and is used DOl Contracting Officers to post contracting opportunities. Our contractmanagement systems interface directly with FedBizOpps.Federal Procurement Data System (FPDS) - This system is managed by the GSA, IAE, and isused by DOl Contracting Officers to report contract awards and modifications. DOl's newestcontract management system FBMS - PRISM interfaces with FPDS.Wage Determination Online (WDOL) - This system is used by DOl contracting officers toobtain Service Contract Act (SCA) and Davis-Bacon Act (DBA) wage determinations (WDs) foreach official contract action.Internet Payment Platform (IPP) - The Internet Payment Platform (IPP) is a secure web-basedelectronic invoicing and payment information system.eSRS (Electronic Subcontracting Reporting System) - This system is designed for primecontractors to report accomplishments toward subcontracting goals required by their contract.The lAE has facilitated every phase of the acquisition lifecycle, from market research to contractadministration.FSRS (FF ATA Sub-award Reporting System) - This system is designed to collect subcontractand sub-grant award information in compliance with the Federal Funding Accountability andTransparency Act (FFATA).Item 14.For each system identified in response to I tem 13, explain how it interacts with anybusiness or accounting system identified in response to Item 1.IDEAS-PD - This contract management system interfaces with the DOl legacy financialmanagement system FFS, and IDEAS-EC.IDEAS-EC - This system interfaces with the IDEAS-PD, and is used to transmit businessopportunities to the Federal Business Opportunities website, post solicitations, request andreceive quotes from potential contractors, and transmit contract awards and modifications tocontractors.FBMS - PRISM - This contract management system interfaces with DOl's new financialmanagement system SAP. It also interfaces with FedBizOpps and FPDS.FedConnect - This system interfaces with FBMS PRISM and feeds into FedBizOpps.

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DEPARTMENT OF THE INTERIORItem 15.For each system identified in response to Item 13, state whether information found in thatsystem is regularly or periodically submitted to any of the government-wide contractmanagement and reporting systems.IDEAS-PD - Information from this contract management system is sent to FedBizOpps viainterface through IDEAS-EC as required by the contracting officer, and in accordance with FARrequirements. Contracting officers using this system manually to enter contract data into FPDS.FPDS data is then fed to USASpending by GSA. The DOl r e q u i r e ~ its contracting officers tosubmit FPDS data in accordance with all FAR requirements.IDEAS-EC - This system interfaces with IDEAS-PD and FedBizOpps. It is the interface thattransmits business opportunities, award notifications, etc. to FedBizOpps. Information istransmitted to FedBizOpps as needed, and/or required by FAR.FBMS - PRISM - Information from this system is sent to FedBizOpps and FPDS via interface.FedBizOpps submissions are sent as needed by the contracting officer, and in accordance withFAR requirements. FPDS submissions are made by the contracting officer in accordance withall FAR requirements. FPDS data is then fed to USASpending by GSA.FedConnect - This system interfaces with FBMS PRISM. It is the web portal that transmitsdata to FedBizOpps.Item 16.For each system identified in response to Item 13, describe recent, current, and plannedmigration or modernization projects.Through the Financial and Business Management System (FBMS), DOl implemented PRISM asthe contract management tool for the Office of Surface Mining and Bureau of Ocean EnergyManagement, Regulation and Enforcement in November 2007. FBMS, including PRISM, wasdeployed to the Bureau of Land Management in December 2008 and to the u.s. GeologicalSurvey 'in November 2010. FBMS, including PRISM, will be deployed to the Office of theSecretary and the Fish and Wildlife Service in November 2011. All FBMS bureaus use theTreasury ASAP system for grant and cooperative agreement disbursements. F AIMS will beretired after FBMS deployment at the' Fish and Wildlife Service.Deployments of PRISM to the National Park Service, Bureau of Indian Affairs and Bureau ofReclamation are not scheduled at this time. IDEAS and IDEAS-Ee will be retired after PRISMis fully deployed at DOLItem 17.n addition to your agency's submissions to government-wide contract management andreporting systems, described in response to Item 15, does your agency publish any of thesame information online for public viewing?

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DEPARTMENT OF THE INTERIORFPDS-NG data is fed to USASpending by GSA. Other information provided online for thepublic is typically done at a program level and in a format and level of detail that meets theparticular informational needs of that program's unique customers and stakeholders. The formatof the information provide online can vary from simplified program-level annual or m\llti-yearaccomplishment reporting presented in a factsheet format, to general lists of proj ects selected forfunding, or providing access to digitized versions ofmore detailed multi-year programaccomplishment reports produced as required by program-specific appropriations law, amongothers.Item 18.Briefly describe your agency's efforts to comply with OMB's memorandum on the OpenGovernment Directive - Federal Spending Transparency.DOl relies on FSRS, the government-wide FFATA Sub-award Reporting System, forsubcontract and grant sub-award reporting. DOl's ability to comply with FFATA requirementsfor financial assistance sub-award reporting will be realized with full implementation of thePRISM Grants functionality.Item 19.If your agency interacts directly with USASpending.gov, in addition to submittinginformation to the systems that feed USASpending.gov, describe the nature, frequency, andpurposes of that interaction.The DOl submits its contracting data to FPDS, and then FPDS data is transmitted electronicallyby GSA to USASpending.gov. DOr hasn 't does not contact USASpending directly regarding itscontract data.DOl submits assistance data (Grants and Cooperative Agreements) manually using the batchprocess provided by USASpending through the USASpending Data Submission and ValidationTool (DSVT). In addition to data submissions through the DSVT, DOl has interacted withUSASpending directly on several occasions. These interactions were made via email andtelephone to get clarification of data validations and required data elements, and to get assistancewith submissions. These additional interactions do not take, or have not taken place with regularfrequency, and occUr on average approximately 2 to 3 times per month.Item 20.Describe the data quality controls and procedures your agency has implemented forSUbmitting information that is submitted to USASpending.gov, including informationsubmitted directly and information submitted to one of the systems that feedsUSASpending.gov.DOl has implemented certification requirements for bureau submissions to FPDS-NG, which arefed to USASpending.gov. The DOl policy requires: .

Entry of all procurement actions that have the potential of exceeding the micro-purchasethreshold, including those made with the Government purchase card, into FPDS-NG;15


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DEPARTMENT OF THE INTERIOR. Data entry into FPDS-NG as close to real-time as possible; Restriction of FPDS-NG data entry to responsible Contracting Officers, ContractSpecialists or Purchasing Agents who have been fully trained in procurement and subj ectmatter involved in the FPDS-NG reporting process; Review and approval of each action entered into FPDS-NG by the Contracting Officerwho signed the procurement action; and Corrections/deletions of FPDS-NG data to be made by the administering ContractingOfficer.

DOl policy also requires bureaus to establish a procurement data quality plan involving, at aminimum, the following: . Identification of the FPDS-NG system administrator; The means by which the bureau intends to capture any unique FPDS-NG reportingrequirements of non-DOl entities; and Corrective actions the bureau will implement to address instances of inaccurate data orlate reporting.

DOl policy requires a standard review process at each level of a bureau's organization. Prior toobligation, the Contracting Officer responsible for signing the contract must ensure that anFPDS-NG record has been created for the action and that all information is accurate and matchesthe contract file. Managers and supervisors of contracting activities must also review standardFPDS-NG reports regularly to ensure accurate and complete data.DOl conducts quarterly and annual reviews of its FPDS-NG data, and requires data verificationand validation as part of the internal control review process. The process includes validatingFPDS-NG data against the associated contract file, and keeping separation of duties byprohibiting the review of an FPDS-NG action report by the approving Contracting Officer orother individual who prepared the action. Each Bureau Procurement Chief must certify thecompleteness, currency and accuracy of FPDS-NG data by completing and submitting quarterlyand annual certification documents.Item 21.State whether all of your agency's current grants, contracts and loans are accuratelyreflected on USASpending.gov, and if not, estimate the percentage of current grants,contracts, and loans that are not accurately reflected.DOl certified In its FY 2010 FPDS Data Quality Report to OMB that 98.5% of its contracttransactions had been reported to FPDS. At that time approximately 1.5% of DOl actions, anddollars had not been reported.Since DOl started reporting financial assistance to USASpending in FY 2007 approximately43% of its grant dollars, and 43% of its grant actions have been reported to USASpending. Theapproximate submission rates for FY 2007 - 2009 are shown below.FY 2007 Dollars - 66% Actions - 83 %

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DEPARTMENT OF THE INTERIORFY 2008 Dollars - 70% Actions - 62%FY 2009 Dollars - 47% Actions - 36% *FY 2010 Dollars - 15% Actions -14% **FY 2011 Dollars - 18% Actions - 13% ***

* In May 2009, USASpending edits were changed. These edits prevented DOl from beingable to submit FAADS data to USASpending.gov.** In FY 2010, BLM, BOEMRE and OSM were able to report from FBMS.

*** In FY 2011, BLM, BOEMRE, OSM and USGS are able to report from FBMS.Item 22.State whether your agency incurs any reporting burdens or costs as a result of itsobligations under the Federal Financial Assistance Transparency"Act (FFATA) that it doesnot incur as a result of other report ing obligations, and estimate those burdens and costs inworker hours and dollars.We estimate that since 2007, the DOl acquisition and financial assistance program managershave devoted nearly 7,000 worker hours to FFATA reporting obligations, at a cost of $440,000.We estimate that DOl grants officers devoted 347,000 worker hours to FFATA reporting, at acost of $17 million.Item 23.Identify the individual(s) who serve(s) as the Senior Accountable Official(s) ("SAO") overfederal spending data quality for your agency, as defined by OMB.The DOl Senior Accountable Official for federal spending data quality is Rhea Suh, AssistantSecretary, Policy, Management and Budget.

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