July 22, 2008 Accounts Payable, Account Receivable and Fund Balance with Treasury Daily Status Review July 22, 2008 National Aeronautics and Space Administration
July 22, 2008 Agenda Slide Status of Critical Contact Center Systems Customer Contact Center Metrics Status of Critical IT Systems Invoice Workload - Daily Document Imaging Volumes AP Daily Performance Metrics AP-AR Outstanding Issues FbwT Daily Reconciliation Status FBwT Outstanding Issues FBwT Outstanding Issues Trend Chart Internal Controls Audit Activity Weekly-Status of ORR Action Items - NSSC Weekly-Status of ORR Action Items - Dryden, Marshall, SSC Weekly-Upcoming Events Feedback
July 22, 2008 All times Central Status of Critical Contact Center Systems Telephone System is operational Called NSSC123, listen to recording and menu and connect to an agent. Daily at 7:00 a.m. Remedy Help Desk is operational Logged in and checked the Console, Flashboards and Bulletin Board. Daily at 7:00 a.m. Centergy Server is upChecked Quickcom and the Reader Board.Daily at 7:00 a.m. Centergy Manager is operationalLogged in.Daily at 7:00 a.m. Voic – After Hours Messages – cleared Checked voice message light to confirm messages have been read and deleted. Daily at 7:00 a.m. Emergency After Hours Requests entered into Remedy Checked Remedy to confirm any after hours inquiries have been input. Daily at 7:00 a.m. After Hours Telephone messaging system is operational Called NSSC123 after hours recording. Verify option 1 rolls to voice mail and option 2 rolls to after hours on-call Manager. Daily at 7:00 p.m. Quality and Accuracy of InformationRandomly selected live calls and responses reviewed.Daily Time to AnswerReviewed time to answer Centergy and Report.Daily
July 22, 2008 Customer Contact Center Metrics Calls by Inquiry
July 22, 2008 Customer Contact Center Metrics Aging Help Desk Tickets
July 22, 2008 Status of Critical IT Systems SYSTEMSTATUSDOWNTIMEUPTIMECOMMENTS AWMSGREEN IAWGREEN ACaRTGREEN KOFAX-IRGREEN PCCGREEN PAY.GOVGREEN CIDTGREEN REMEDYGREEN SAPGREEN S-FTPGREEN TechDocGREEN
July 22, 2008 Workload - AP Document Imaging Volumes (All Input Sources - Mail, Fax, , FTP)
July 22, 2008 Workload - AP Document Imaging Volumes (All Input Sources - Mail, Fax, , FTP)
July 22, 2008 Note: Data includes interest payments paid via FI Invoice. Performance Metrics for Key Indicators as of July 21, 2008
July 22, 2008 Wave 2 Transition Metrics as July 21, 2008
July 22, 2008 Wave 3 Transition Metrics as July 21, 2008
July 22, 2008 Note: Data includes interest payments paid via FI Invoice. Interest Performance Metrics July 21, 2008
July 22, 2008 ARC Interest Breakdown as of July 21, 2008
July 22, 2008 DFRC Interest Breakdown as of July 21, 2008
July 22, 2008 GRC Interest Breakdown as of July 21, 2008
July 22, 2008 JSC Interest Breakdown as of July 21, 2008
July 22, 2008 KSC Interest Breakdown as of July 21, 2008
July 22, 2008 LaRC Interest Breakdown as of July 21, 2008
July 22, 2008 MSFC Interest Breakdown as of July 21, 2008
July 22, 2008 SSC Interest Breakdown as of July 21, 2008
July 22, 2008 NSSC Interest Breakdown as of July 21, 2008
July 22, 2008 Discounts Performance Metrics as of July 21, 2008
July 22, 2008 Aged AWMS Cost Requests as of 8:00 AM, July 22, 2008
July 22, 2008 Aged AWMS Invoice Approvals as of 8:00 AM, July 22, 2008
July 22, 2008 Aged AWMS Funding Requests as of 8:00 AM, July 22, 2008
July 22, 2008 Aged AWMS 103/105 Approvals as of 8:00 AM, July 22, 2008
July 22, 2008 Current Status of Invoices as of July 21, 2008
July 22, 2008 Look Ahead July , 2008
July 22, 2008 Wave 3 Pre-Transition Summary as of June 30, 2008
July 22, 2008 Wave 3 Pre-Transition Status as of July 21, 2008
July 22, 2008 ARC Pre-Transition Breakdown
July 22, 2008 ARC Pre-Transition Breakdown Continued
July 22, 2008 ARC Pre-Transition Breakdown Continued
July 22, 2008 Outstanding IssuesCenterPOCOpen Req. Due Date Complete AWMS Enhancements Currently identified 54 Center & NSSC enhancements Ongoing effort to prioritize enhancements during week of June 30 th After prioritization the NSSC will identify the level of effort required to implement the changes Schedule implementation Centers/ NSSC Henry Daniels 6/13/08 6/16/08 6/27/08 7/11/08 6/24/2008 SR # Discrepancy with the GenPRT3 Report Status: Approved SSC Henry Daniels 4/2/084/04/08 SR# Interest Reason Code Additions Status: Pending ERB Analysis Centers/ NSSC Henry Daniels 7/15/087/23/08 Accounts Payable Outstanding Issues
July 22, 2008 Outstanding IssuesCenterPOCOpen Req. Due Date Complete SR# – Report to Correctly Calculate Due Dates Status: Pending ERB Analysis All Henry Daniels 4/28/08 7/31/08 SR# – Request for Refund Process to be Updated in EPSS Status: Impact Assessment JSC/ARC Henry Daniels 6/17/086/28/08 Transition to require Vendors to use the Central Contract Registration (CCR) for updated banking/payment information. All Henry Daniels 6/26/083/31/09 Accounts Payable Outstanding Issues
July 22, 2008 Outstanding IssuesCenterPOCOpen Req. Due Date Complete SR – Change of Printers for Wave IV Centers for July 18 Status: In Process AllHenry Daniels 7/14/087/18/08 Accounts Receivable Outstanding Issues
July 22, 2008 Outstanding IssuesCenterPOCOpenDueComplete Create a process to ensure timely payment of all utility bills. AllHenry Daniels 7/07/089/8/08 Other Outstanding Issues
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs ARC to process (2); waiting on cost (1); resolved (1); Fed Debt to be processed by NSSC Waiting on information from ARC Waiting on cost (1); to be processed by ARC (2) To be processed by ARC Waiting on information from ARC Waiting on approval and cost breakdown (2); waiting on cost (1); to be processed by ARC (1) RFC Payments Posted 7/11 Manually clearing CBA payment made in SPS (1); DIT (1) Deposits ,402 To be processed by ARC ARC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 Daily Reconciliation Status Days AgeNumber$ In ThousandsExplanation IPACs Reversals to be re-entered by DFRC (5); processed 7/14 (1); to be processed by DFRC (1) Processed (7); waiting on cost (1) Rejection of IPACs – DFRC to correct Chargebacks to be processed by DFRC To be processed by DFRC To be processed by DFRC (2); needs cost (4); rejected IPAC To be processed by DFRC To be processed by DFRC (8); waiting on funding (1); reversed and to be re-entered by DFRC (2) To be processed by DFRC To be processed by DFRC (1); waiting on cost Waiting on cost To be processed by DFRC RFC Payments ,051 3, DIT Labor JV DIT PCS Taxes Deposits DFRC FBWT/FMS 224 Reconciliation Aging
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs Needs cost To be processed by GRC Needs cost Need PO from GRC (2); to be processed by GRC To be processed by GRC RFC Payments 000 Deposits 618To be processed by GRC GRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs , NSSC working to post Waiting on cost RFC Payments 000 Deposits JSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs Waiting on approval to post; requested info from KSC Routing to KSC for approval (3) Waiting on cost (10) Requested invoices (2); needs cost (1); needs approval (1) Waiting on bill from GPO (4) IPAC adjustment (1); waiting on approval (2); waiting for CR (1) Waiting on funding (1); working with KSC (1) Working with KSC (2) Waiting on approval (4) IPAC for GSFC rejected but created SOD – to clear in July Waiting on funding (2) Waiting on funding Waiting on approval RFC Payments 21-4,511DIT Deposits Wrong ALC paid; waiting for IPAC To be processed by KSC KSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs , NSSC processing To wash NSSC advance Resolved Waiting on approval Waiting on funding Waiting on approval To be rejected Waiting on approval (2) RFC Payments 000 Deposits 000 LaRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 Daily Reconciliation Status MSFC FBWT/FMS 224 Reconciliation Aging Days Aged Number $ In Thousands Explanation IPACs Needs cost To be processed by MSFC (DCMA) RFC Payments , Labor JV (1); DIT (4) Invoice re-entry required PCS Taxes (12); DIT (2) Award pending processing DIT to be processed by CC Deposits Pending new procedure testing
July 22, 2008 Days Aged Number$ In ThousandsExplanation IPACs Resolved To be processed by SSC Waiting on information from SSC Waiting on goods (2); AR to receive documentation Resolved RFC Payments 000 Deposits 000 SSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status
July 22, 2008 CenterBlank ALCBlank Functional Area Blank Business Area Blank Commitment Item ARCNo Variance DFRCNo Variance GRCNo Variance JSCNo Variance KSCNo Variance LaRCNo Variance MSFCNo Variance SSCNo Variance FBWT Continuous Monitoring Program Activities Daily Reconciliation Status
July 22, 2008 Outstanding IssuesCenterPOCOpenDueComplete Fund Balance with Treasury Outstanding Issues
July 22, 2008 Outstanding Issues Aging Report
July 22, 2008 Internal Controls Fund Balance With Treasury RecommendationProposed ResolutionStatus NASA should consider strengthening its communications with the centers by developing and implementing a communication plan that keeps the centers up to date on control monitoring requirements. The NASA OCFO will respond.Open In accordance with Treasury's rules and regulations regarding suspense accounts, NASA should consider modifying the SAP to Treasury reconciliation process to eliminate suspense Journal Voucher (JV). NASA should request a waiver from Treasury to be able to post to suspense until NASA can update the process and eliminate the need to post to suspense The NASA OCFO will respond.Open Status of resolution – NSSC Transitioning Process Design Assessment
July 22, 2008 Internal Controls Accounts Payable RecommendationProposed ResolutionStatus The NSSC should designate an individual within the Center's Accounts Payable or Procurement department to update the NSSC Vendor Invoice Processor of changes regarding Center's authority listing. In addition, a back-up designee should be assigned for each Center. The NSSC AP will obtain invoice approval lists from Center Procurement and Finance and implement a process to receive the POC list for Contract Assignments from Center Procurement. Procedure will require regular updates from and follow-ups to Procurement and Finance to ensure both lists are kept up to date. Open Status of resolution – NSSC Transitioning Process Design Assessment
July 22, 2008 Accounts Payable RecommendationProposed ResolutionStatus The NSSC Vendor Payment Processor should validate that services have been rendered and the IPAC was approved by the applicable CO or COTR before posting to SAP. The NSSC sees the process differently. At the time the IPAC is received by NASA the U. S. Treasury has already reduced NASA's funding by the amount of the IPAC transactions so there is little need to hold these transactions out of the accounting system pending some additional approval. Posting the valid and complete transactions upon receipt actually allows NASA records to remain in balance with U. S. Treasury records. Currently the NSSC performs the following IPAC validations based on downloaded information from GOALS: Purchase Order Number, Obligation Amount in SAP, Type Payment, Originating ALC, Customer ALC, Document Reference Number, Dollar Amount, Accomplish Date. After validation, the IPAC is posted to SAP. For Goods Receipt related IPACs the NSSC also checks SAP to ensure the goods receipt transaction has been processed in SAP. For services related IPAC the NSSC posts the IPAC transactions upon receipt/validation and then notifies the responsible activity of the posting and asks for confirmation/approval of services claimed on invoice/IPAC. If the responsible activity disapproves the posting the NSSC will work with the charging entity to reverse the IPAC or take other required action. The NSSC recognizes that not all NASA Centers are using an approval prior to posting process for IPAC. Therefore the NSSC will develop a standard IPAC posting procedure and coordinate it with the OCFO to standardize the process across NASA. Open Internal Controls Status of resolution – NSSC Transitioning Process Design Assessment
July 22, 2008 Audit Activity No open audit activity.
July 22, 2008 Action Items
July 22, 2008 Status of Action Items NSSC Action ItemPOC StatusDate Dual Processing for FBWTMosteller
July 22, 2008 Accounts Receivable Data Clean-Up Completed DRYDEN FLIGHT RESEARCH CENTER GLENN RESEARCH CENTER KENNEDY SPACE CENTER LANGLEY RESEARCH CENTER
July 22, 2008 Status of Action Items SSC
July 22, 2008 Status of Action Items MSFC
July 22, 2008 Status of Action Items ARC
July 22, 2008 Status of Action Items JSC
July 22, 2008 DateEventLocationPOC 7/24/08Pre-ORRWebExCindy Epperson 7/29/08ORRWebExCindy Epperson Upcoming E vents
July 22, 2008 OCFO Core Transition Team Members Wave 1 Center CFOs, DCFOs Wave 2 Center CFOs, DCFOs Wave 3 Center CFOs, DCFOs Wave 3 Center On-Site Representatives NSSC Feedback
July 22, 2008 Back-up Information
July 22, 2008 ARC Potential Issues Breakdown
July 22, 2008 DFRC Potential Issues Breakdown
July 22, 2008 GRC Potential Issues Breakdown
July 22, 2008 GRC Potential Issues Breakdown Continued
July 22, 2008 JSC Potential Issues Breakdown
July 22, 2008 KSC Potential Issues Breakdown
July 22, 2008 LaRC Potential Issues Breakdown
July 22, 2008 MSFC Potential Issues Breakdown
July 22, 2008 NSSC Potential Issues Breakdown
July 22, 2008 SSC Potential Issues Breakdown
July 22, 2008 SignOffPage