In Tune with Army Financial ManagementIn Tune with Army Financial Management
General Fund Enterprise Business System
Update
Army Day2 June 20102 June 2010
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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
AN
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