Post Enhancement Program PEP Financial Systems Improvements for

Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts Department of State FMP/IFS

Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u Primary objective is to provide a minimum level of automated financial functionality for all posts

Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u u Primary focus is to ensure a minimum level of automated support for financial functions for each post Financial functionality will be provided by a series of products offered through PEP

Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u u u Primary focus is to ensure a minimum level of automated support for financial functions for each post Financial functionality will be provided bya series of products offered through PEP will introduce a set of automated tools to posts which request them

Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u u Primary focus is to ensure a minimum level of automated support for financial functions for each post Financial functionality will be provided by a series of products offered through PEP will introduce a set of automated tools to posts which request them PEP will move standard post financial applications from proprietary systems to a PC platform

Benefits of PEP u u u Provides faster and better financial services to posts Streamlines post and FSC activities Reduced fiscal irregularities through improved cashiering Reduced size of cashier advances along with Treasury borrowing/interest Reduced cashiering, disbursing, and financial systems material weaknesses

Installation of PEP u Designed to be installed by the customer with little or no outside help u Maximizes use of non-FMP resources to speed installation of products

Current Post Enhancement Projects u u u Automated Cashiering Win DATEL Automated Status of Funds (ROLLS) Serviced Post Financial Management System (VSSPFMS) Rehost Exchange Rate Tracking

Post Enhancement Projects (continued) u u u Remote Logon to OFMS (Overseas Financial Management System) Electronic Certification System Accounts Receivable Travel Manager (Simplified travel) Remote Check Printing Electronic Funds Transfer (EFT)

Automated Cashiering System u Stand-Alone Application that Automates Overseas Posts’ Cashiering Activities u Automates all cashier transactions record keeping, such as, official collections, accommodation exchanges, payments (certified vouchers, petty cash, and advances) and prepares transmittals.

Benefits of Automated Cashiering System u u u Greatest benefit is increased cashier productivity -Less time spent reconciling -Reduced time needed for monthly cash verifications Enhanced internal controls Decreased opportunity for malfeasance Possibility to extend cashier window hours No dependencies on other software

Training Requirements for Automated Cashiering System u Software is user friendly and will be sent to post for local installation u Experienced cashiers should find it easy to use u FSC provides periodic workshop training sessions for cashiers

Current Status of Automated Cashiering System u The original software has been enhanced to automatically produces a DATEL cable (FSC Paris Region) and SF-1166 file (FSC Bangkok and FSC Charleston regions) u In use at about 150 posts. u Software is being integrated with LAN-SPFMS to eliminate duplicative entry of data

Win DATEL u u Combines allotment accounting and voucher preparation at post with data transmission to and from FSC DATEL is available pre-populated with valid posts, currencies, agencies, appropriations, allotments, object, and fund codes

Benefits of Win DATEL u u u Eliminates the need for post to send hard-copy documents to FSCs thereby improving timeliness and reducing costs Validates accounting data at the time of entry by a series of edits Improves productivity at the FSC because arriving accounting data is “clean”, or absent transmission errors

Current Status of Win DATEL u u About 50 posts are currently using Windows DATEL For use in FSC Paris region only

Automated Status of Funds (ROLLS) u u u Created to provide timely accounting updates of post data processed by FSC Paris Provides -Daily status of funds reports -Weekly status of obligations reports Allows significant improvement of accounting record accuracy

ROLLS (continued) u Low cost, low tech method for transferring post accounting data and reports u Designed to operated effectively in a wide range of operating environments without the need for special equipment

Benefits of ROLLS u Improves access to official accounting data u Need for a cuff record system is significantly reduced u Reliability of post data greatly improved u With greater reliability, anti-deficiency cases reduced

Training Requirements for ROLLS u Some user training required, to minimize confusion for new users u FSC Paris provides individual or group training u Possible training at post by regional rovers

Current Status of ROLLS u ROLLS is currently installed at about 80 posts

Serviced Post Financial Management System Port (SPFMS) u u An integrated post level system designed for use with OFMS at the FSC SPFMS combines the functions provided by DATEL and ROLLS--sends data to FSC, receives status of processed data from FSC Allows embassies to send obligation, voucher and payment requests to their FSC Contains up to date reference files so obligation/payment requests contain accurate data

Benefits of VS-SPFMS Rehost (LANSPFMS) u u u SPFMS works with OFMS and allows posts to send obligation, voucher, and payment requests to their servicing FSC It maintains an unofficial accounting record which provides posts with their status of funds SPFMS also has up to date reference files which edit erroneous obligation/payment requests at post thereby reducing the number of rejected or delayed transactions

Training Requirements for LAN-SPFMS u It is not anticipated that current users of SPFMS will have any difficulty adapting to the rehosted version u Other users may require training in the use of the software

Current Status of LAN-SPFMS – – – Application is now in use in Singapore Wide deployment plan is being developed Application to be used by about 50 posts

Exchange Rate Tracking u Provides gain or loss information based on actual transactions processed u Accomplished on a transaction by transaction basis

Benefits of Exchange Rate Tracking u Takes the mystery and debate out of exchange rate tracking u Provides an accurate method to determine actual gains/losses u Results in more accurate information to support funding decisions

Training Requirements for Exchange Rate Tracking u Minimal training requirements

Current Status of Exchange Rate Tracking u u The development of this software is being conducted by FSC Bangkok Deployment is expected to all serviced posts by the 3 FSCs by the end of FY 1997.

Remote Logon to Overseas Financial Management System (OFMS) u Allows a user from a remote location to log on to OFMS at the regional FSC

Benefits of Remote OFMS Logon u Remote logon eliminates transmission errors u Enables posts to submit and receive data directly to and from their servicing FSC u Post has more timely financial information

Training Requirements for Remote OFMS Logon u Training provided by FSC personnel at post will be necessary

Current Status of Remote OFMS Logon u u Remote logon being used at La Paz, Port-of-Spain, Georgetown, Paramaribo. and Santiago Deployment will be extremely limited.

Electronic Certification (ECS) u u u Enables the secure and timely transmission of payment requests from a post to its FSC This product will allow a post Certifying Officer to send a certified voucher payment schedule to the FSC without having to separately generate an accompanying certification document Smart Cards are used to attach a digital signature to the payment request

Benefits of Electronic Certification u u This process eliminates the generation of certification telegrams or faxes that must currently accompany payment requests Post will have a standard, GAO-sanctioned process for securely, and rapidly transmitting authenticated voucher payment schedules

Training Requirements for Electronic Certification u ECS does not require external training. u Posts will receive a self explainatory manual with the software and hardware installation kit. u Assumes the CO and his/her staff is reasonably PC literate

Current Status of Electronic Certification u Software currently installed in about 16 posts in the FSC Charleston region. u FSC Paris and Bangkok are beginning deployment in their regions

Accounts Receivable u u Post system will resemble domestic system used in Washington to the extent possible Used to track all types of post level accounts receivable

Benefits to Post Accounts Receivable u Records are easily updated and contain accurate information u Receivables are tracked accurately; facilitates timely collection.

Training Requirements for Accounts Receivable u No formal training required u On line help and user manual available

Current Status of Accounts Receivable Project u u Prototype completed by FSC Bangkok Application will be deployed by the end of FY 1997

Travel Manager u u u Improved processing of travel vouchers using a Commercial Off the Shelf (COTS) software product Automates travel authorizations, travel voucher processing Streamlines, speeds up processing

Benefits of Travel Manager u u u Better understanding of travel regulations Improved accuracy Shorter time for preparation and reimbursement of travel claims Reduces accounting errors Improved oversight of Travel Advances Reduces post resources needed for travel voucher processing

Training Requirements for Travel Manager u Software Travel Manager Plus can be mastered without the need for extensive training u Training will be available at the FSCs as needed

Current Status of Travel Manager – Installed in 120 Posts

Remote Check Printing u Expand the use of remote local currency disbursements by using a variety of commercial services offered by banks u Eliminates check writing at the FSC for some posts.

Benefits of Remote Check Printing u Simplifies local currency bank account reconciliation for some local currency bank accounts. u Reduces the risk of theft, loss, or forgery of paper checks u Cost savings over current system used to process payments