deams ustranscom mil Defense Enterprise Accounting and Management

deams. ustranscom. mil Defense Enterprise Accounting and Management System Workshop Session II

deams. ustranscom. mil Defense Enterprise Accounting and Management System

deams. ustranscom. mil Defense Enterprise Accounting and Management System Do. D ERP Status and Lessons Learned R. P. Gustafson Associate Deputy Assistant Secretary FO&T, SAF-FMP John Miller DASA FIM

deams. ustranscom. mil Defense Enterprise Accounting and Management System Gustafson ASMC MINI-PDI 15 March 2007

deams. ustranscom. mil Overview Defense Enterprise Accounting and Management System § § § FM Transformation What is DEAMS? Who is working on DEAMS? How does DEAMS work? When is DEAMS coming to town? 5

The World of FM Transformation deams. ustranscom. mil Defense Enterprise Accounting and Management System Workforce Management New & Legacy Systems People Systems FM Transformation Service Six Lanes of PBD 720 Transformation 6

Where We’re Headed - Future - deams. ustranscom. mil Defense Enterprise Accounting and Management System Commanders Resource Advisors Cost Analysts Decision Makers Budget Staffs DFAS Depots Business Intelligence Tools Budget Formulation DFAS GCSS-AF Data Warehouse DATA SERVICES Automated Funds Mgt Other Users DEAMS Global Combat Support System (GCSS) Logistics (ECSS) Personnel (DIHMERS) 7 Data Feeds Operation s (GTN) 7

deams. ustranscom. mil DEAMS Mission Defense Enterprise Accounting and Management System Support the Warfighter with timely, accurate and reliable financial information to enable efficient and effective decision making by Defense managers 8

deams. ustranscom. mil What is DEAMS? Defense Enterprise Accounting and Management System • • COTS based, automated, integrated system Replaces GAFS, IAPS, BARS, ASIFICS, ABSS USAF compliant (GCSS-AF, ESB, AFKS) USTC compliant (JDDA, TFMS) DFAS compliant (DFAS 7900. 4 G, DFAS OA) Do. D compliant (BTA, BEA, SFIS, FMR) Legislatively compliant (CFO, USSGL) 9

deams. ustranscom. mil FM Today – Current State Defense Enterprise Accounting and Management System • Multiple point-to-point interfaces • Noncompliant • Long processing times • Old technology – – – Systems are 20+ years old Inefficient Requires systemic and manual workarounds 10 ABSS GAFS IAPS BARS ASIFICS Systems and Financial Information not Auditable

deams. ustranscom. mil DEAMS Capabilities Defense Enterprise Accounting and Management System REQUIREMENTS General Ledger Funds Control Billings/Collections Accounts Receivable Commitments/Obs CAPABILITIES Handle all colors of money Accurate, Reliable, Timely Financial Information Accounts Payable Cost Accounting Cost Management Assets Management Analysis/Decision Spt Fully electronic and automated transaction processing Auditable financial statements and regulatory compliance 11 MISSION

deams. ustranscom. mil Management Structure Defense Enterprise Accounting and Management System Functional Requirements Executive Steering Group (ESG) Members: SAF/FMP ASA/FM&C ASN/FMO DFAS AFPEO C 2&CS USTRANSCOM CTO TCJ 6 Functional Manager Mr. Randy Newcome SAF/FMPT Chair ESG Mr. Keith Bentley USTRANSCOM TCJ 8 Acquisition ASD(NII) Milestone Decision Authority SAE Mr. Michael W. Wynne Co-Chairs ESG: SAF/FM – Mr. Gustafson DFAS – Mr. Andy Anderfuren BTA – Ms. Radha Sekar Functional Manager CAPT. Russ Mielke USTRANSCOM TCJ 8 A Business Process ASD (NII) OIPT& IIPT PEO/C 2&CS Lt Gen Charles Johnson SPM Mr. Frank Weber Program Manager Mr. Dick Honneywell FN Division Compliance System Integrator PM Mr. Todd Cameron Accenture Development Program Management Interface & Conversion Change Management & Training System Engineering Technical Integration Integrated Test Team Increment 1 Deployment Increment 2 12 Government Contractor Combined Gov’t & Contractor Teams

deams. ustranscom. mil Who is Working on DEAMS? Defense Enterprise Accounting and Management System § Functional subject matter experts (SME) from: • Air Force, DFAS, USTRANSCOM § Technical experts from Air Force and USTRANSCOM § Acquisition experts from Air Force § Contractor support for: Commercial-Off-The-Shelf Software Systems Integration & Architecture Functional Subject Matter Experts Data Cleansing Change Management & Training Strategic Communications & Air Force Liaison 13 Program Management

deams. ustranscom. mil DEAMS Implements SFIS (Standard Financial Information Structure) Defense Enterprise Accounting and Management System § SFIS translates from/to legacy § SFIS maps to GL and subledgers Accounting flexfield supports Non-DEAMS Systems reporting and funds control Element of Expense/ Investment Code (EEIC) Responsibility Center/ Cost Center (RC/CC) ≈ Object Class ≈ Work Center Group/ Work Center Emergency and Special Program Code (ESP) ≈ Contingency Code WAWF RTS SPS DTS CARE SBSS SMAS CDS CONWRITE EAI, ETL, Orchestration, Transformation and Mapping Cross walk Legacy to SFIS Attributes DEAMS § SFIS Current LOA GL Cross walk SFIS Attributes to Legacy Attributes DEAMS Transformation Engine FED Admin Projects 14 FA AP AR PO

deams. ustranscom. mil DEAMS Equals BPR (Business Process Reengineering) Defense Enterprise Accounting and Management System • • • COTS-based Reflects Industry Best Practices Automated processes (USTRANSCOM examples) – Defense Travel System interface • Minimal revenue held in suspense; reduces customer disputes – Channel cargo split/In-transit billing • Customers billed at time of movement – COINS contract cost • Eliminates recalculation; simplifies business rules – REMIS interface • Exercise, training mission billing based on actual flying hours 15

deams. ustranscom. mil Budget Process Defense Enterprise Accounting and Management System Funds Distribution § Budget targets will be electronically loaded into DEAMS from Automated Funds Management (AFM) System § AFM distributes funds down to installation level § DEAMS will: SAF/FM AFM • further distribute targets to a level appropriate for management and track/control actual activity against targets DEAMS • export to data warehouses and standard reporting systems for reporting purposes 16 MAJCOMs Base A Base B Unit A Unit B

Purchase Request/ Commitment Process deams. ustranscom. mil Defense Enterprise Accounting and Management System Legacy Environment (requisition for Vendor Pay) Unit Accounting Liaison Enters, approves purchase request in ABSS Checks fund availability, loads commitment into IAPS, obtains DSR, and certifies funds in ABSS DEAMS Imagine a world without DSRs, PSRs and FSRs… DEAMS! § § IAPS Interactive interface updates commitment and general ledger in GAFS, obtains DSR GAFS ALO-FMA Unit DEAMS Checks fund availability Updates Commitment Updates General Ledger Enters, approves purchase request in DEAMS Approves purchase request in DEAMS Transactions entered by originating user directly into DEAMS…no paper forms or front-end systems DEAMS performs validation of data and budget availability at entry Electronic workflow of transaction to approver and then to other systems Finance Office no longer enters commitment transactions, purchase request creates the commitment 17

deams. ustranscom. mil Obligation Process Defense Enterprise Accounting and Management System Legacy Environment ABSS Interfaces PR Information from ABSS queue SPS Contracting buyers perform solicitation Interface contract and obligation data IAPS DEAMS § § SPS Interfaces PR information from DEAMS Contracting buyers perform solicitation Interface updates obligation, general ledger in GAFS Interface updates contract obligation, general ledger Obligation data from contracting and other feeder systems electronically interfaced into DEAMS Instead of DFAS, Air Force will be responsible for obligations DEAMS will maintain permanent link between commitment and referencing obligation Obligation may be entered online when required 18 GAFS DEAMS

deams. ustranscom. mil Receipt & Acceptance Processing Defense Enterprise Accounting and Management System § DEAMS will automatically pre-populate receipt transactions with data from related purchase order § Receiving official will enter receipt data directly into DEAMS or receipt information fed into DEAMS via interface with logistics system § Notification of receipt sent to WAWF 19

deams. ustranscom. mil Accounts Payable Processing Defense Enterprise Accounting and Management System § DEAMS performs automated three-way match process between PO, receipt, and invoice • If three-way match fails, DFAS works payment • Payment file interfaced electronically to existing disbursement systems § Invoices loaded: • Electronically • WAWF interface or • Manually based on hard copy document 20

deams. ustranscom. mil Consolidated Billing With DEAMS Defense Enterprise Accounting and Management System § DEAMS delivers one, integrated bill for USTRANSCOM customers § Provides ability for customer to pre-view bill § Automated interface of collections from cash management system Legacy GATES CAMPS As - Is MSC FMS GDSS COINS To - Be SDDC CAB AMC ASIFICS n SDDC Bill Oracle Projects AMC Bill IBS Consolidated Draft Bill Review MSC Bill WPS n Oracle AR Consolidated Final Bill Customer 21

Cost Management & Decision Support deams. ustranscom. mil Defense Enterprise Accounting and Management System § Large, diverse user community means many different cost management requirements § Powerful software accommodates several costing methodologies • Allows costs to be charged directly to job project or customer order • Improves cost visibility to provide more complete information to decision makers • Captures detailed transaction-level information (both financial and nonfinancial) to support cost analysis § Time and Labor Module • Provides capability for civilians to enter hours for cost accounting and project management • Allows users to assign their hours to projects for full costing DEAMS = Real-time Information for Leadership Decision Making 22

deams. ustranscom. mil When is DEAMS Coming to Your Base? Current Acquisition Strategy FY 06 FY 07 FY 08 FY 09 Defense Enterprise Accounting and Management System Increment 1 V 1. 1 SI Award Spiral 1 (Comm Acct) Scott AFB Spiral 2 BP FY 11 IATO RICE Trans/ OA CO RICE MS B IPR Transition/Cut. Over/Go Live Technology Demonstration OA MS C Increment 1 V 1. 2 Option Award USTRANSCOM AMC, MSC and SDDC Increment 2 --USAF FY 10 Milestone Documents MS A Spiral 1 --Comm Acct BP RICE FDDR Trans/CO/ OT&E Go Live Roll out/Sustainment Blueprint SI Award MS B Trans/Cut-Over Spiral 2 --General Funds Trans/Cut-over Spiral 3 --AF WCF Spiral RICE Development MS C Trans/Cutover/Go Live FDDR IOT&E Roll Out/ Sustain TODAY Note: This accelerated acquisition schedule was approved by DOD in Oct. 2006. It deploys DEAMS Increment 2 approximately one year earlier than previously scheduled. Legend: AMC- Air Mobility Command; DR- Decision Review; FDDR- Full Deployment Decision Review; MS- Milestone; MSC- Military Sealift Command; RICE- Requirement, Interface, Conversion, Extension; OT&E- Operational Test and Evaluation; SDDC- Surface Deployment and Distribution Command; SI- Systems 23 Integrator; WCF- Working Capital Fund

deams. ustranscom. mil Defense Enterprise Accounting and Management System “DEAMS is a key part of the array of improvements we are making to the distribution process. The work being done here is vital to our warfighters and the Nation. ” Gen. Norton A. Schwartz Commander, USTRANSCOM “With the advent of DEAMS, Air Force Financial Management is poised on the brink of an exciting new era that will establish us as the gold standard for effective and efficient stewardship of our Nation’s financial resources. ” Honorable John G. Vonglis Principal Deputy Assistant Secretary of the Air Force for Financial Management and Comptroller Headquarters, U. S. Air Force 24 “DEAMS is more than just another new system – it will, in fact, define the transformation of DFAS – the key to ensuring that we continue to provide our Nation the most accurate and timely financial data available. ” Mr. Zack Gaddy Director, Defense Finance and Accounting Service

deams. ustranscom. mil Summary Defense Enterprise Accounting and Management System § § § FM Transformation What is DEAMS? Who is working on DEAMS? How does DEAMS work? When is DEAMS coming to town? FIND US ON THE WEB: Randy Newcome http: //deams. ustranscom. mil (618) 622 -5712 25

deams. ustranscom. mil Defense Enterprise Accounting and Management System BACK-UP & UNUSED SLIDES 26

deams. ustranscom. mil ACC TAKE AWAYS Defense Enterprise Accounting and Management System • • ACC in first round of Increment 2 ACC input is critical to Increment 2 documentation – ACC tenants, e. g. AMARC • Currently uses some functionality of ORACLE Federal Financials modules 27

deams. ustranscom. mil What we need is an exact list of specific unknown problems we might encounter! Defense Enterprise Accounting and Management System 28

deams. ustranscom. mil AF KISS for Spiral 1 Defense Enterprise Accounting and Management System DEAMS DTE GEX NT Server ESB PS R. d at SPS GCSS-AF GAFS IAPS ICI 29

Your End User Subject Matter Experts deams. ustranscom. mil Defense Enterprise Accounting and Management System • ERP Best Business Practice: End User SME Involvement During ERP Implementation • Required: Your Street-Smart SMEs – Confirm/Optimize DEAMS for Your Needs – Serve as your in-house DEAMS-smart advisor • Your SMEs: “Know DEAMS…Will Travel” – We provide maximum heads-up notification – Some short-notice pop-up support inevitable • Request: Single POC to Coord SME Support 30