2017 Army Financial Management & Defense Finance and Accounting Service

Customer Workshop

GFEBS/DCPS Training CSR Conference 11 April 2017 Anna Yocom – DASA-FOF

Agenda

GFEBS HRMM and LOA Overview DCPS-GFEBS-ATAAPS Comparison DCPS Errors GFEBS Outbound Interface Enhancements FY17 Key Dates for Payroll Processing in GFEBS Helpful Links and POC

Human Resources Mini-Master (HRMM)

HR Data: DCPDS -> ACPERS -> GFEBS HRMM • ACPERS provides daily feed with new employees and HR updates • Uses SSN as point of reference

GFEBS Roles • HR Master Data Maintainer – HR use, has PII, no LOA edits • Payroll Corrections Processor – RMO use, no PII, makes LOA edits, processes

corrections • Same/Different End Users depending on organizational structure/job duties

T-codes PA20/PA30/PA40 and upload • PA20 view • PA40 processes actions to ensure all infotypes are updated

• Normally auto-created by system

• PA30 edits for LOA changes • ZSCM_EMPL_MTCE mass upload to create / change

GFEBS Line of Accounting (LOA)

GFEBS is the system of record for employee’s Full LOA and sends LOA data to DCPS via the GFEBS outbound interface file to DCPS

LOA is used for both payroll posting and labor time-tracking postings in GFEBS

Recording the correct LOA in GFEBS and sending to DCPS timely has a direct impact on the Army’s financial records

• Payroll errors due to incorrect/missing lines of accounting cause Unmatched Transactions • Not posted correctly in the accounting system against the LOA = missing obligations!! • Tracked at senior Army levels • Shown as part of UMT reports by DFAS and DCPS Error (IDOC) reports from GFEBS

• DCPS errors reflected in UMT reports as Doc Type RZ and category Unmatched Labor • DCPS errors are corrected via changes to the HRMM and errors must be reprocessed

in the DCPS Error Extension to post to the correct LOA in GFEBS • The RZ UMT is systemically reversed after DCPS error reprocessing has successfully

posted

DCPS-GFEBS-ATAAPS Comparison

DCPS GFEBS ATAAPS

Usage

Can be used as Direct Entry for T&A as well as LOA changes

HRMM (PA20/30/40) records Full LOA. (Fund, Fund Center, Functional Area, Cost Center, Activity Type) Will send LOA changes with effective dates to DCPS. Does NOT record T&A.

Used as T&A entry which is sent to DCPS via interfacing file. ATAAPS is also used for labor tracking and interfaces with GFEBS to provide the labor breakout by WBS, etc.

Employing Activity (UIC) Table

Mandatory - Can be assigned in DCPS to point to STANFINS, SOMARDS, GFEBS, other accounting systems no impact no impact

Organization Table optional no impact no impact

Employee Accounting Classification

Optional in DCPS. Used for GFEBS employees, should be updated via interface from GFEBS. Only enter manually if missed the cutoff.

Sends LOA via Interface from GFEBS to DCPS - inputs FY and Basic Symbol on Employee level record no impact

Normal Processing Dates (Dates include Sat and Sun)

Processes payroll 5 days after PPED. Payroll disburses 12 days after PPED.

GFEBS outbound interface file to DCPS sent daily; sends only HRMM changes marked Y to send to DCPS.

ATAAPS T&A sent to DCPS 2 days after PPED. ATAAPS Labor files are sent to GFEBS bi-weekly prior to disbursement date. Some Labor files are sent daily to GFEBS.

Cut-off Dates for updating LOA before PPED processes

Wednesday immediately following PPED for manual DCPS LOA updates correct

Monday immediately following PPED for file to Interface to DCPS n/a

CSR Role in reducing GFEBS errors

Coordinate with the HRMM maintainer for inbound/outbound employee updates • LOA updated in GFEBS with the correct effective dates prior to cut-offs

Ensure the OA is updated in the DCPS Header Screen

• Does not create error, but helps ensure an error is tracked and corrected quickly in GFEBS

• This field is not automatically updated nor required when making DCPS changes, CSRs should make it a standard practice to double-check accuracy when in this screen

Do not manually update LOA in DCPS unless absolutely necessary. This often creates mismatches between DCPS and GFEBS.

DCPS Payroll Errors as of 4 APR 2017

DCPS Payroll errors contribute directly to Unmatched Transactions. Emphasis should be to have ALL errors corrected within 30 days.

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• The DCPS Summary and Detailed by UIC Reports accessed via ECC T-Codes: ZSCM_DCPS_ERR_SUMRPT and ZSCM_DCPS_ERR_DTLRPT • View the actual errors via the Error Extension ZSCM_DCPS_ERROR • Based on error type make LOA correction in HRMM PA30 • reprocess the error via the Error Extension ZSCM_DCPS_ERROR

The Command designation for the SUM and DTL reports is based on a UIC Crosswalk file in GFEBS; updates are managed by DASA-FOF - Anna Yocom. The same UIC crosswalk is not linked to the DCPS Error Extension but the DTL report shows all UICs and Commands can pull Errors by UIC

* Errors are occurring for personnel/Commands that are not on GFEBS ** Require research and POC determination: may be outside GFEBS or on unknown UIC and require mapping

Command Count of Errors: 0-29

30-59 60-89 90-120 >120 Total Count of Errors

Total Absolute $ Amount

AMC 672 827 870 900 409 3,678 1,791,339.96 ASC 843 517 541 220 239 2,360 1,647,065.04 MEDCOM 577 341 148 48 43 1,157 489,314.30 * USASOC 70 110 147 187 272 786 345,902.73 NETCOM 223 179 154 89 84 729 329,403.94 SOCOM 145 107 175 165 81 673 436,625.04 * USACE 22 60 24 83 123 312 126,261.06 TRADOC 211 24 32 8 13 288 84,953.29 USARNORTH 19 8 - - 217 244 114,478.29 OA22 206 29 - 3 - 238 173,918.26 ** UNKNOWN 134 56 11 - 32 233 111,410.43 * INSCOM 13 13 14 19 129 188 112,174.47 NGB 91 22 - 1 3 117 50,839.41 OCSA 27 25 30 20 - 102 40,769.78 AFRICOM 78 1 - - - 79 41,045.41 OSD 12 13 12 24 17 78 52,853.36 IMCOM 2 - - - 50 52 3,218.64 USAREUR 26 - - - 18 44 14,496.50 NATO 18 17 - - - 35 8,384.10 ARCYBER 17 - - - - 17 16,679.72 MDW 15 - - - - 15 9,141.50 ATEC 11 - - - - 11 4,717.26 CID - - - - 11 11 4,335.11 ** NON-ARMY UIC - - - - 9 9 3,717.74 SOUTHCOM 8 - - - - 8 4,856.15 USARPAC 4 - 3 - - 7 7,767.51 JIEDDO - 2 - - - 2 956.25 Grand Total 3,444 2,351 2,161 1,767 1,750 11,473 6,026,625.25

Most Common DCPS Errors

Message 501 - No Employee Record Exists in GFEBS for this Employee • Corrective Action: Create an Employee Record for the employee in GFEBS via PA30 or

Upload Extension, Reprocess the error in the error extension • ACPERS data will locate new record based on SSN

Message 502 - A Valid LOA is Missing from the Employee Record in GFEBS • Corrective Action: Create an LOA record on the employee master record inclusive of the

PPED on the DCPS Type 4 tab of the Error Extension, Reprocess the error in the error extension

Message 503 – Treasury info from DCPS File does not match Fund from Employee Master

• Corrective Action: 1. Change the Fund on LOA to match the fund or Basic Symbol DCPS disbursed for the

PPED of the error (and mark transmit to DCPS as “N”), 2. Reprocess the error in the error extension 3. If the value in DCPS was incorrect, a follow on Cost Transfer (BI FB50 Reclass) is

required to move the costs to the correct Fund in GFEBS 4. Ensure LOA in GFEBS is correct for the current FY and send to DCPS as needed

(by marking the transmit to DCPS as “Y”).

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HRMM LOA Update – Error Prevention Rules to Follow!!

Ensure TIMELY updates: • Inbound/Outbound employees

• Establish Communication between HR/DCPS CSR/HRMM maintainer as part of the Commands in/out processing procedures

• This will facilitate timely updates and proper coding of the HRMM for the employees status

• When personnel are outbound and LOA end dated or being deactivated due to retirement, etc ensure that when saving the HRMM record is marked ‘N’ in the DCPS transmit indicator

• Allowing it to transmit to DCPS overwrites the new LOA and causes erroneous posting between Commands within and outside of GFEBS!

• USE PA40 to achieve proper manpower updates • LOA updates must be entered in GFEBS and sent to DCPS by the 1st

Monday following the end of the pay period in order to be effective for that PPED

• Ex. PPED 15 APR 2017 must be updated in GFEBS NLT 17 APR 2017

DCPS Outbound Enhancements (May 2016)

• Issues – • Various items have been identified that are causing incorrect

employee classification data to be transmitted to DCPS. Incorrect data is currently causing employees who are no longer with the Army to continue to appear on the ARMY payroll. Identified issues include:

• transmitted records that were flagged as “N” • Records not transmitted that were flagged as “Y” • Incorrect effective dates being passed • Split pay or future dates sending incorrect Fiscal Year • No way to change the validation of Army employees that have left

Resolutions – • In an effort to address these concerns updates are being made

to the 2 custom infotypes (9004 Manpower and 9005 LOA) regarding validations, the HR upload extension, as well as the DCPS outbound interface

DCPS Outbound Enhancements (May 2016)

Transmit to DCPS Indicator • ‘Blank’ Indicator logic removed, “Y” will mean Transmit to DCPS and “N” will mean Do Not Transmit to DCPS • Mandatory field: Required by the user to choose “Y” or “N” for all Employee Group 1 and Employee Subgroups U0 or

U7 • Employee Groups <>1 and Subgroups <> U0 or U7 will default as “N”. This can be used to change the groups for

people that have left like USACE.

Change Pointers • The only change that will drive a submission to the DCPS outbound now is a “Y” on Transmit to DCPS • Instead warning messages when any LOA field is changed will be displayed (e.g. If a transmit to DCPS is flagged as

“N” but the Fund is changed, a warning message will display highlighting a change was made but the transmit was flagged as “N” and asking the user if that is correct.) This is to have users think about if what they want to change should update DCPS or not. It is just a warning not a hard stop.

Date Logic • 80% of issues with the logic have been that the system does not take the effective date into consideration

and was passing the first day of the current pay period. • New Date Definitions:

• Effective Start Date: Will transmit the first day of the Pay Period based on the effective date entered. So will send a past date or a future date.

• Effective End Date is ALWAYS the Fiscal Year End: 9/30 due to DCPS considerations. Keep this in mind if you are sending a date to do a correction as it will extend the DCPS effective date to 9/30.

• HRMM Effective End Date might be before 9/30 but DCPS will reflect 09/30. Transactions passing to GFEBS would generate a DCPS error for the user to review and resolve if the dates are different. Continue to enter appropriate dates in the HRMM.

• DCPS Cutoff Date: Grace period cutoff date that is just used for informational purposes to highlight the last day you should make changes in GFEBS to pass to DCPS to affect the next pay period being processed.

Split Pay • Updated logic to allow 2 two changes in one day for one employee record to pick up the split FY changes. • Correct future year logic to send to DCPS for the next FY (but will fail in DCPS if they have not yet opened

that FY in DCPS) and send the appropriate FY and PY.

PA30 LOA tab

DCPS Outbound Enhancements will now require Y or N

PA30 Transmit “N”

If you change the LOA and it drives a change to fund, funds center or rollover flag and choose “N” the system just asks you to validate that you don’t want to send. Main Account and OA are 2 things DCPS updates. If you are doing a change to clear a 503 error because DCPS paid incorrectly, you update and flag “N”, clear error, update with right LOA and flag “Y” to send to DCPS.

Informational Message

PA30 Transmit “Y”

If you do not change the LOA fund, funds center, or rollover indicator and choose “Y” the system just asks you to validate that you want to send. Main Account and OA are 2 things DCPS updates. If you have received a 503 error because DCPS paid incorrectly, you update and flag “N”, clear error, update with right LOA and flag “Y” to send to DCPS so that you can align with DCPS because there is a disconnect.

Informational Message

Dates

Now, Starting Effective Date in the DCPS outbound will be driven by the LOA Start Date NOT the current period. It will take the start date, determine the first day of that pay period and pass that date.

LOA Start Date is 2/1/16, which falls in PP 3. So it will pass 01/24/2016 as the starting effective date to DCPS. Remember that Effective End Date in outbound is ALWAYS last day of the fiscal year that comes after the Effective Start Date (9/30/2016 in this example). • The grace period and deadline for HR LOA updates is now just to ensure DCPS gets them in time to update for that payroll. • You can however send prior period adjustments for prior dates so if any prior period corrections come through they will reference the correct LOA. • Similarly, future date changes can be sent and they apply to those future dates and not the current. • For a split payroll;, the system will determine if the Effective Start Date is the first day of the Pay Period (e.g. 9/18/16 or 10/1/16) depending on if the HR LOA start

date is in 9/30 or before or 10/1 or after within that split pay period. And if two entries are made, both will transmit with the appropriate split dates.

FY17 Key YEC Dates for Payroll

The final DCPS input into GFEBS prior to YEC will provide actual payroll data for pay period ending 16 SEP 17 with 10 days of accrual data through 30 SEP 17. Following are key DCPS dates for SEP 17:

All DCPS errors to be cleared NLT: 1300 25 SEP

P1 FMZs adjusted NLT: 2200 25 SEP

• Ex. Overtime, Awards, Student Loan Repayment Program • Additional instructions in FY17 YE LOI Annex F12

Database PPED

GFEBS Processing

start/end dates

Accruals (* created as P1

FMZ)

All

DCPS errors

cleared

P1 FMZ

adjustments complete

ZFA/OMA/CP1/ZKA 02 SEP 17 14-15 SEP 10 days 20 SEP n/a

ZFA/OMA/CP1/ZKA 16 SEP 17 21-22 SEP 10 days*

1300 EDT 25

SEP

2200 EDT 25 SEP

ZFA/OMA/CP1/ZKA 30 SEP 17 12-13 OCT 0 days 30 days Reversal

NLT 31OCT

FY17/18 HRMM LOA Rollover

FY17 to FY18 Employee LOA rollover Fiscal year-end rollover of the employee Lines of Accounting will be performed by USAFMCOM SSO; no action is required from users unless HRMM record should be excluded from the rollover process.

• ALL HRMM that are coded as Active AND cite current funds whether expiring or not (ex. FY17 O&M, FY16/17 RDT&E) will roll to FY18 LOAs unless HRMM LOA tab is marked to exclude from rollover.

• If the exclude from rollover flag is set and transmitted to DCPS, DCPS will not rollover the LOA but will instead END DATE the LOA on 30 SEP 17 and on 01 OCT 17 the employee will have NO employee LOA. This means that the DCPS Org or UIC default LOA would take effect and those defaults roll to the new FY.

• Active records that cite previously expired funds (ex. FY16 O&M, FY15 RDT&E) will be excluded from the rollover process. Commands should review these records and take appropriate action such as deactivating record or updating LOA.

• Any exclusions from rollover must be marked in the HRMM by 23:59 on 19 SEP 17 to send to DCPS because their rollover begins prior to the GFEBS rollover.

• The deadline for ALL GFEBS HRMM LOA updates by users will be 23:59 ET on 25 SEP 17.

DCPS vs. GFEBS treatment

• DCPS and GFEBS each do the LOA rollover separately to minimize total number of DCPS errors at the beginning of the FY.

• GFEBS will hold the file from sending to DCPS after the 26th during the GFEBS HRMM rollover. GFEBS and DCPS will both have the list of all HRMM records that were marked as exclude from rollover to ensure both systems match.

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

*Pending notification from DFAS DDRS **Pending notification from GFEBS Program (Tentative)Tentative Payroll Processing Date

1 DFAS Month End*

2 Pay Period End Date REINIT Execution 2300 ET KNPS Payroll Processing (Tentative)

3

4 Deadline for HR-LOA update for pay period ending 9/2

5 6 7 8 DCPS CP1/ZKA Disbursement: PPED 9/2

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10 11 12 DCPS open for FY18 LOAs dated 1 Oct 2017 (EST DATE)

13

14 DCPS ZFA/OMA Disbursement: PPED 9/2

ATAAPS File Processing

Payroll processing start PPED 9/2 CP1/ZKA and ZFA/OMA**

Posting Date: ZFA/OMA = 9/14 CP1/ZKA = 9/8 10 days of Accrual (9/3 – 9/16)

15 Payroll processing end PPED 9/2 CP1/ZKA and ZFA/OMA**

REINIT Execution 2300 ET AMC ATAAPS time recorded through 30 Sep

16 Pay Period End Date

17

18 Deadline for HR-LOA update for pay period ending 9/16

19 HRMM rollover mark to exclude deadline

20 ATAAPS File Processing Existing DCPS/ ATAAPS errors cleared DCPS Rollover begins (EST DATE)

21 DCPS CP1/ZKA Disbursement: PPED 09/16

Payroll processing start PPED 9/16 CP1/ZKA and ZFA/OMA**

Posting Date: ZFA/OMA = 9/28 CP1/ZKA = 9/21 10 days of Accrual (9/17 – 9/30) Created as P1 FMZ for YE adjustments AMC ATAAPS/MTT Errors Cleared

22 Payroll processing end PPED 9/16 CP1/ZKA and ZFA/OMA**

REINIT Execution 2300 ET DCPS opens with 1 Oct Rollover Data (EST DATE) ATAAPS time recorded through 30 Sep by 1500 ET

23 ILNPS Payroll Processing (Tentative) Last ATAAPS jobs processed into GFEBS by 1300 ET

24

25 FFPO Payroll Processing ALL DCPS/ ATAAPS errors cleared by 1300 ET P1 FMZ Accrual adj complete by 2200 ET P1 FMZ - Accrual job runs after 2200

26 GFEBS HRMM rollover commences Labor Variance cleanup complete by 2359 ET

27 Reimbursable Bill Run

28 DCPS ZFA/OMA Disbursement: PPED 09/16

29 Est Date - GFEBS HRMM rollover complete – GFEBS Com will be sent notifying users when they can resume HRMM updates

30 Pay Period End Date

September 2017

HRMM “Lockout”, DCPS error extension turned off, Transmit to DCPS files turned off & trashed 26-28 SEP

Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 DFAS Month End*

2 Deadline for HR-LOA update for pay period ending 9/30

KNPS Payroll Processing (Tentative)

3 4 5

6 DCPS CP1/ZKA Disbursement: PPED 9/30

7

8 9

10 11 12 DCPS ZFA/OMA Disbursement: PPED 9/30

ATAAPS File Processing

Payroll processing start PPED 9/30 ZFA/OMA and CP1/ZKA**

Posting Date: ZFA/OMA = 10/12 CP1/ZKA = 10/6 0 days of Accrual (10/1-10/14)

13 Payroll processing end PPED 9/30 ZFA/OMA and CP1/ZKA**

REINIT Execution 2300 ET

14 Pay Period End Date

15 16 Deadline for HR-LOA update for pay period ending 10/14

17 18 DASA-FOF to send open P1 FMZs to Commands for Review

19

20 DCPS CP1/ZKA Disbursement: PPED 10/14

21

22 23 ILNPS Payroll Processing (Tentative)

24 25 FFPO Payroll Processing Requests for exclusion to P1 FMZ reversal due to DASA-FOF

26 DCPS ZFA/OMA Disbursement: PPED 10/14

ATAAPS File Processing

Payroll processing start PPED 10/14 ZFA/OMA and CP1/ZKA**

Posting Date: ZFA/OMA = 10/26 CP1/ZKA = 1020 12 days of Accrual (10/15-10/31)

27 Payroll processing end PPED 10/14 ZFA/OMA and CP1/ZKA**

REINIT Execution 2300 ET

28 Pay Period End Date

29 30 Deadline for HR-LOA update for pay period ending 10/28

31 *Pending notification from DFAS DDRS **Pending notification from GFEBS Program (Tentative)Tentative Payroll Processing Date

October 2017

Helpful Links and POC

FY17 YE Letter of Instruction to be published Apr 2017 • https://www.us.army.mil/suite/files/29931696

FY17 Functional Processes Calendar:

• www.us.army.mil/suite/doc/43701499 • If there are changes to processing timelines, GFEBS will post a message on the portal and e-mail to the

GFEBS users

DASA-FO AKO folder • Includes sub-folders for multiple subjects including YE LOI, JRP, Cancelling Year, Salary Debt Collections,

and multiple other processes worked by DASA-FO • https://www.us.army.mil/suite/files/27523316

GFEBS Payroll and Labor POC

• Anna Yocom, Office of the Deputy Assistant Secretary of the Army for Financial Operations - Financial Operations and Accounting Policy & Oversight Division

• anna.k.yocom.civ@mail.mil • 703-601-4188

Questions?? / Discussion