1. JFMIP Property Management System Requirements Briefing
Interagency Committee on Property Management February 4, 2004

2. Overview
The mission of the Joint Financial Management Improvement Program
JFMIP financial system requirements documents - Property Management System Requirements
Status of the project to update Property Management System Requirements.
The focus of today’s talk includes

3. What is JFMIP?

4. What is JFMIP?
Joint undertaking of the Department of the Treasury, the Office of Management and Budget, the General Accounting Office, and the Office of Personnel Management, working together with each other and program agencies in the executive branch to improve financial management policies and practices.
Serves as a catalyst to stimulate action, mobilize resources and coordinate efforts to accomplish this objective.
First of all I would like to explain a little about JFMIP.
This is a Statutory Body with a very broad charter. It was established in 1950 with the passage of the Budget and Accounting Procedures Act. It allows a broad array of activities to improve financial management. Established by Budget and Accounting Procedures Act of 1950
During the period of 1950 to 1990 it was a unique sanctioned body where federal agencies and the General Accounting Office could come together and jointly work cross cutting tools to improve financial management. Until the passage of the CFO Act of 1990, established the Chief Financial Officer Council which facilitates the executive branch federal agencies to work together. The JFMIP and the Federal Accounting Standards Advisory Board of among the few institutions in government where there is a joint arrangement with the Executive Branch and the Legislative Branch.

5. Who is JFMIP? Principals
David M. Walker, Comptroller General of the U. S.
  John W. Snow, Secretary of the Treasury
Joshua B. Bolten, Director, OMB 
Kay Coles James, Director, OPM
 Steering Committee
David Zavada (Chair), Chief, Financial Standards and Grants, OMB
Jeffrey C. Steinhoff, Managing Director, Financial Management and Assurance, GAO 
Robert N. Reid, Deputy Assistant Secretary for Accounting Policy, Department of the Treasury 
Clarence C. Crawford, Associate Director for Management and Chief Financial Officer, OPM
Kathleen M. Turco, Chief Financial Officer, GSA 
Karen Cleary Alderman, Executive Director, JFMIP
The JFMIP principles include
Major Recent Actions
Definition of Success in Financial Management
Composition of the Federal Accounting Standards Advisory Board
Accelerating Financial Statement Reporting
Social Insurance Issues
Audit Opinion Impediments
Other
The work is done under day to day supervision of…
Recent work has been heavily influence by the President’s Management Agenda.

6. JFMIP Focus Financial Management Systems
Financial System Requirements
Property Management System Requirements
Software Testing and Qualification Process
Financial Management Human Capital
Directed Studies and Projects
Interagency transactions, Payroll Study, etc.
Education and Outreach
Annual conference, awards, forums, newsletter, knowledgebase,
What has been JFMIP’s focus
Basically three areas….
First I would like to talk about financial management work force issues

7. Communicates Common Mandatory Requirements
Publish JFMIP Financial Systems Functional Requirements Status —October 2003
Direct
Loan
System
Guaranteed
Loan
System
Seized Property
and Forfeited
Assets
System
Benefit Payment
System
Travel Systems
Insurance Claim
System
Human Resources
and Payroll Systems
Core
Financial
System
Financial
Reporting
System
Grant
System
Non-financial
Systems
Budget
Formulation
System
At the Applications level JFMIP is continuing publishes the functional requirements for the Financial system Architecture that includes core, managerial cost accounting, 13 subsidiary or feeder systems. Those in green have been issued for the first time or updated since These system requirements documents serve many roles.. They are used to help justify agency system improvements or replacements. They help organize the private sector market by communicating mandatory functionality that commercial software must be able to provide to Federal agencies, as well as identifying value-added features desired by Federal agencies. They provide benchmarks for agency compliance under FFMIA and have served as a tool for oversight agencies to evaluate systems.
Mandatory requirements describe what a system must do and consists of the minim acceptable functionality, necessary to establish a system or are based on Federal laws and regulations. Mandatory requirements are those against which agency heads evaluate their systems to determine substantial compliance with systems requirements under FFMIA.
Value added describe features or characteristics and may consist of any of the following--state of the art technology, preferred or best business practices, or meeting the special management needs of an individual agency
Inventory
System
Property
Management
System
Revenue
System
Acquisition
System
Issued Since 1998
Development in Process
Update in Process
Never Issued
Communicates Common Mandatory Requirements

8. Why is an update needed?
Integrated financial management systems is biggest obstacle financial and program performance. Need to integrate property with core, acquisition, etc.
Increased emphasis on fiscal accountability (FFMIA; ‘clean’ audit opinions, etc.) requires improved data integrity....agreeing on data requirements is a first step in the right direction.
New changes in laws (FASAB, UID’s) and increasing emphasis on property management and utilization.
New emphasis on JFMIP requirements as the Financial Applications and Services layer of the Federal Enterprize Architecture.

9. Illustration of an Integrated System from
Inventory, Supplies, and Materials System Requirements
Budget
Formulation
System
Disposition
Of Inventory
Logistics/Executive
Information Systems
Acquisition
Revenue
Property
Management
Core
Financial
Acquiring
Inventory
Control of
Issued/Customer
Disposal
Notice in this diagram, the inventory system is in the center. During the budget process, the inventory office and the budget office talk to each other automatically.
When inventory is acquired, there is automated notice to the acquisition system, the budget system, and the core financial system.
When the inventory is received, notice is provided to the core financial system and to the logistics information system.
When the inventory is issued, sold, or disposed of, information is passed on to other systems.
Information about the item is entered only once, during the acquiring process; information is added as the item passes through the system.

10. Property Management System Requirements Efforts in 2004
Led by Department of Defense
Working Group representatives from NASA, GSA, HHS, DHS, GAO, NIH, DOD, USDA, DOE, DOI, OMB, FASAB
Re-write and expansion of a previous document (
New FASAB Standards
Developed new requirement in support of Unique Item Identifiers (UIDs) - Software must have UID field
This year the document Inventory System Requirements was updated, expanded, and improved. Ms. Robin Quinlan led the project. She is Deputy Director, Systems Interoperability in Office of the Under Secretary of Defense (Acquisition, Technology, & Logistics). She did an excellent job of bringing together all the departments at DoD and other agencies. She was responsible for the addition of the UID in the document. The task force included the UID as a value-added requirement. Upon review of the document by the JFMIP Steering Committee, the UID became a mandatory item. The UID field is mandatory for system developers; however, use of the field is optional for agency management. DoD has the UID as an agency mandatory field and they have about 95 percent of all government inventory. Ms. Quinlan has been working with others in DoD on the requirements.

11. Charter
Revise the government-wide JFMIP Property Management Systems Requirements document.
Minimum acceptable requirements for what
the system must be able to perform
Consider value-added functionality
Facilitate COTS development
Facilitate consolidation of financial statements
To determine whether a requirement should be mandatory or value-added:
Check if it is required by statute or regulation
Check if it is required for FFMIA compliance
Check if it is required for reporting
Check if it is required for stewardship of inventory
There must be a universal agreement of minimum standards necessary to support system.

12. PROPERTY MANAGEMENT
The table above shows the total number of systems and COT applications according to the 2003 OMB Financial Management System Inventory. The total of systems in 1999 was 11, but increased to 21 by The number of COT applications was 1 in 1999 and increased to 6 by The number of modified COT applications remained unchanged at 6 from 1999 to About half of the applications implemented since 1999 are COT applications.
Source: OMB Financial Management System Inventory, 2003
*Excludes DoD which underreported financial applications for