IPP Implementation Overview

Fiscal Service 2017 Customer OutreachMay 2 & May 3, 2017

Invoicing as part of the Payments Lifecycle

▸ Treasury made 26.5M vendor payments valued at $815B in FY 2016.Consider: The interaction between private business and their government.

▸ Vendor payments are among most expensive payment transactions. Consider: The full end-to-end process from initiation to settlement.

▸ Vendor payment process often discards valuable data.Consider: The accompanying information is vital for financial control and transparency reporting.

▸ Opportunities to improve efficiency of overall payment process.Consider: Potential government savings from standardization and common solutions estimated at over $100M annually.

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IPP Overview▸ The Invoice Processing

Platform (IPP) is a Web-based system that more efficiently manages government invoicing from PO to payment notification

IPP is Proven to Work

▸ Live since November 2007▸ 81 agencies use IPP▸ 20 agencies currently implementing or pending ▸ 110,000 vendor organizations▸ In 2016 IPP processed over 422,680 invoices valued

at $24.5B and provided notification of 5 million payments

▸ SSAE 16 – IPP has received an unqualified opinion on operational controls for three years in a row

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16 of the 24 CFO Act agencies have fully committed to IPP!

Extent of Agency Adoption

IPP16

Other2

Blended2

Undecided4

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DoDEnergy

DOTVA

DOCDOLHHSOPM

DHSDOIDOJEDEPAGSAHUDNASANRCNSFSBASSAStateTreasuryUSAIDUSDA

OMB Considerations

▸ OMB released memo M-15-19 on July 17, 2015

“Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing”

– Directs all agencies and Federal Shared Service Providers (FSSP) to implement full electronic invoicing for federal procurements by end of FY2018

– https://www.whitehouse.gov/sites/default/files/omb/memoranda/2015/m-15-19.pdf

▸ OMB considering e-invoicing and procurement data standards

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IPP Benefits

Saves taxpayer dollars

Improves financial management

Makes it easier to conduct business

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Saves Taxpayer Dollars

Saves money▸ Available at no charge to you and

your vendors▸ Helps you avoid Prompt Payment

penalties and capture early payment discounts

Saves time▸ You don’t have to manually handle

paper invoices▸ Frees your staff from data entry,

error correction and reconciliation▸ Reduces phone calls and e-mails

from vendors

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Improves Your Financial Management

▸ Increased controls help you avoid improper payments and prevent overbilling

▸ Let’s you use fewer resources to comply with the Prompt Payment Act

▸ Promotes standard process to manage government invoices

▸ Supports Treasury and OMB initiatives, such as the Shared First

▸ Complies with relevant Federal standards (e.g. FAR) requirements

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Makes it Easier to Conduct Business

▸ Provides a consolidated view of all transactions in one place

▸ Supports your agency’s business rules

▸ Compatible with your existing business systems

▸ Controls vendor access to transactions with a secure platform outside your core financial system

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Services Provided with IPP ProgramIPP and all related services provided by Treasury at no charge

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Secure hosting (TWAI) and

disaster recoveryImplementation

support

Vendor enrollment and

payment notification

Training (train the trainer)

System enhancements and upgrades

IPP Information Flow

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Implementation Project Overview▸ Phase I – IPP outreach:

APA and kickoff

▸ Phase 2 – Planning: Discovery, Requirements Definition and Design

• Benchmarking• Data communications plan• Vendor management• Interface program requirements and design• Active roles • Training administrators

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Implementation Overview (cont.)▸ Phase 3 – Executing:

Build and Test• QA Disburser setup• Implement data connectivity to TWAI• Test interfaces and communications• Train agency trainers• Guide production setup

▸ Phase 4 – Monitor and Control: Production Setup and Go-Live

▸ Phase 5 – Project Closing• Lessons learned• Documentation

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Project Roles▸ IPP Project Roles

– AIT Team Lead• Assist with IPP configuration and setup

– AIT Trainer• Train the trainer

▸ Agency Project Roles– Project Manager

• Project Schedule, Status, Weekly Meetings– Technical Lead

• Assist with file creation – Primary Administrator

• Responsible for user setup and options

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Implementation Considerations

▸ Plan the project and select IPP features for control of the standard application

▸ Establish IPP users and identify roles

▸ Process the Extended Master Vendor Lists (XMVL) and enrollment file. Plan vendor “outreach”

▸ Select workflow configurations (optional module)

▸ Define interface programming at the agency

▸ Plan and test communications

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Agency Project Success Planning▸ Executive/management support is critical

▸ Staff and leadership must be available, especially during testing and go-live

▸ Agency staff must realize reading and some study of user guides is required

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IPP Contacts

▸ Peter MooreU.S. Treasury Bureau of the Fiscal Service(202) 874-6578peter.moore@fiscal.treasury.gov

▸ Pavita MurthiU.S. Treasury Bureau of the Fiscal Service(202) 874-5303pavita.murthi@fiscal.treasury.gov

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