financial management service © 2008 federal reserve bank of boston. p. 2 introduction dana strecker...

Financial Management Service

© 2008 Federal Reserve Bank of Boston. p. 2

IntroductionDana Strecker

Bureau of Public Debt/ARCProject Manager, Accounting Services Division

Partnering with Financial Management Service and Federal Reserve Bank of Boston


Agenda

•IPP Review

•IPP Team

•IPP’s Workflow

•Implementation strategy

•Planning for IPP

© 2008 Federal Reserve Bank of Boston.

Why IPP?

• Workflow application will increase efficiency and improve communication during the invoice approval process

• Best practice to use available government systems

• Partnership with FMS

• IPP allows users from vendor/agency/ARC to see and use the full history of the transaction

p. 4


How Does the IPP Benefit Agencies?

Streamline processes and eliminate time-consuming inefficiencies

• Improves document flows through automation

• Provides a new channel for electronic presentment of invoices, reducing expenses associated with paper and postage

• Reduces late payments; increases discount opportunities

• Minimizes time spent responding to payment-related email and phone inquiries through vendor self-help over the Web


Internet Payment Platform Is

A Web-based payment information service made available to Federal agencies and their suppliers by the Treasury’s Financial Management Service (FMS)

A free service for government agencies and our suppliers


Implementation Costs Free service from FMS

No licensing fees or required client software

Implementation and ongoing administrative processes

– IT and subject matter experts (ARC)

– Communication and security software/hardware (ARC)

– Documenting business processes (joint effort)



A centralized purchase order, invoice, and payment portal in the Order-to-Pay process for agencies and their suppliers

A modular platform, not “One Size Fits All”


IPP Modules IPP is implemented in a modular fashion

Choose modules that will be most helpful Leverage existing Agency investments in

financial systems Opportunity for incremental

transformation Select services appropriate to an Agency’s

needs: Payment and adjustment reporting Purchase order Invoice Invoice routing for on-line approval

(Workflow)



A means to aggregate suppliers across multiple Government agencies– deploy a vendor once to transact with all participating agencies

Interfaces with all major financial systems via file exchange


Internet Payment Platform Is NOT

A replacement for an agency procurement or core financial system

A new payment or certification process

A replacement for Central Contractor Registration (CCR)


10

Workflow

Agency Purchasing

Purchase Orders (w/updates)

Vendor(Ordering System)

Vendor(Invoicing System)

Vendor(A/R System)

Invoices, Acks & ASNs

Agency A/P

Invoices

Invoice Status

Treasury Regional Operations

Payment Request Payment Information

Vendor’s Bank

Payment Information

POs

Account Reconciliation

ACH

1

2

3

4

5

67

89

Workflow

IPP

Web Display

IPP Information Flow Overview

• ACK is purchase order acknowledgement by Supplier

• ASN is an advanced shipping notice

*

*


IPP Team

Treasury Web Application Infrastructure (TWAI):

Is a shared user environment

Provides hosting environment available 24/7 (except maintenance window)

Provides technical operations

Provides data security

Provides users provisioning

- Username and Password for login


IPP TeamAgency and Supplier customer service support

available through the FRBB

M-F (except Bank holidays) 8:00 am to 6:00 pm, EST

FRBB dedicated team

– Programmers and analysts

– Help desk

– Implementation support

© 2008 Federal Reserve Bank of Boston. 15

PAID Migrated to IPP - October 2008

Payment Advice Internet Delivery (PAID) services now offered by IPP:

The IPP uploads payment information for registered suppliers and sends email notifications

Future agencies that implement the IPP benefit from reduced vendor enrollment efforts

Opportunity for IPP-PAID vendors to transact with IPP agencies to send and receive electronic invoices and POs


p. 16

IPP’s Workflow Defined

Workflow is highly configurable and therefore very flexible and powerful

• Controls the movement of documents

• Assignment is based on order and invoice data

• Different types of invoices

–Invoice – PO (referencing)

–Invoice – Non-PO (non-referencing)

–Agency-entered (self-service)


p. 17

Workflow DefinedTypical workflow allows:

• Email notification

• Approval (multiple levels possible)

• Rejection

• Automated delegation

• Reassignment

• Automated escalation (after email reminder)

And controls whether (and when) the document is passed to the agency’s core financial system.


p. 18

UserUser

Workflow Defined - Levels

UserUser

User

UserUser

UserUser

User

UserUser

UserUser

User

Routing RulesFor tasks

Delegation

UserUser

UserUser

User

UserUser

UserUser

Escalation

User

Escalation

Approval ApprovalApproval

To OracleUser

UserUser

UserUser

UserUser

UserUser

Escalation

User

Escalation

UserUser

UserUser

User

UserUser

UserUser

Escalation

User

Escalation

- Multiple levels of delegation or manual reassignment

- 2 Levels of Escalation

- Multiple levels of Approval

Rejection


Implementation strategy

Phase I - Intra-governmental pilot

• BEP is disbursing agency• ARC is collector• Opportunity to experience functionality that our

vendors will use• Opportunity to provide feedback on possible use

for intra-gov transactions

p. 19



Phase II – Pilot agencies

• Three customers who are representative of increasingly complex processes

• Recruit a few pilot vendors• Work with vendors, COTRs and ARC personnel

to identify and document best practices and lessons learned

• Recruit more vendors for pilot agencies• Self-service for remaining vendors

p. 20



Phase III – All customers

• Schedule remaining customers• Recruit a few pilot vendors• Provide training to COTRs and ARC personnel• Continue to refine best practices and benefit

from lessons learned• Recruit more vendors • Self-service for remaining vendors

p. 21


Planning for IPPThink about these questions

Would you would like to be early or late in our schedule?

Who will be our primary contact in your organization?

Do you want to make changes in your approval process – number of approvals required or how escalation works, for instance?


Planning for IPP

Vendor selection for pilot and beyond

• Vendors already registered in IPP

• Smaller companies

• COTRs who handle change well

• Most complex routing


Thank You

For more information visit www.ipp.gov

Please forward questions and comments to:

Dana Strecker, BPD Project Manager(304) 480-8460

[email protected]

financial management service © 2008 federal reserve bank of boston. p. 2 introduction dana strecker...

Documents

ipp slide

federal agencies

suppliers slide

web slide

approval workflow slide

ipp modules ipp

internet payment platform

fms ipp