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NASA Shared Services Center 1 Cindy Epperson & Shelley Meredith March 29, 2005 NSSC Functional Review Finance Division.

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Presentation on theme: "NASA Shared Services Center 1 Cindy Epperson & Shelley Meredith March 29, 2005 NSSC Functional Review Finance Division."— Presentation transcript:

1 NASA Shared Services Center 1 Cindy Epperson & Shelley Meredith March 29, 2005 NSSC Functional Review Finance Division

2 NASA Shared Services Center 2 Overview/Introduction The Financial Management (FM) Division will be responsible for performing the inherently governmental functions transitioning to the NSSC, such as travel, E-Payroll, SF224/GL reporting. This organization will oversee the FM work performed by the Service Provider to ensure that the products provided by the Service Provider meet NASA’s requirements. The FM Division will be staffed with 45 full time and 2 term civil servants. Source: NSSC Staffing Plan

3 NASA Shared Services Center 3 NSSC Functional Content Accounts Payable Accounts Receivable Travel –Domestic –Foreign –Permanent Change of Station Payroll Property Financial Reporting by Contractors Quality Assurance

4 NASA Shared Services Center 4 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series -Grade Job Title Desired On- Board Date 1 Supervisory, Accountant510GS-15Director, Financial Services Jun-05 4 Supervisory, Accountant510 GS- 14/15Chief, Financial Services Jun-05 35 Supervisory, Accountant510 GS- 14/15Chief, Financial Accounting Jun-05 17 Supervisory, Accountant510 GS- 14/15Chief, Payroll/Travel Office Jul-05 5 Lead, Accountant510 GS- 13/14 Lead, Accounts Payable and Accounts Receivable Aug-05 16 Financial Mgmt. Specialist501 GS- 07/09Collection Agent Aug-05 6 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Aug-05 7 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Aug-05 27 Lead, Accountant510 GS- 13/14Accountant, Travel Aug-05 18 Lead, Accountant510 GS- 13/14Accountant, Payroll Aug-05

5 NASA Shared Services Center 5 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series- Grade Job Title Desired On- Board Date 2 Secretary318GS-07Secretary Oct-05 3 Administrative Specialist301 GS- 09/11/ 12Administrative Specialist Oct-05 40 Accountant510 GS- 12/13Accountant, SF 224/GL Oct-05 30 Financial Mgmt. Specialist501 GS- 09/11 Accountant/Auditor/Certifying Officer--PCS Dec-05 31 Financial Mgmt. Specialist501 GS- 09/11 Accountant/Auditor/Certifying Officer--PCS Dec-05 32 Financial Mgmt. Specialist501 GS- 09/11 Accountant/Auditor/Certifying Officer--PCS Dec-05 28 Senior, Financial Mgmt. Specialist501 GS- 11/12Accountant/Auditor/Certifying Officer--PCS Dec-05 29 Senior, Financial Mgmt. Specialist501 GS- 11/12Accountant/Auditor/Certifying Officer--PCS Dec-05 33 Financial Mgmt. Specialist501 GS- 09/11 Accountant/Auditor/Certifying Officer--Domestic Dec-05

6 NASA Shared Services Center 6 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series- Grade Job Title Desired On- Board Date 47 Accountant510 GS- 11/12Accountant, PropertyDec-05 46 Senior, Accountant510 GS- 12/13Accountant, PropertyDec-05 19Financial Program Specialist501 GS- 07/09/ 11 Financial Program Specialist, Interpretation of regulations and policyJan-06 20Financial Program Specialist501 GS- 07/09/ 11 Financial Program Specialist, Interpretation of regulations and policyJan-06 21Financial Program Specialist501 GS- 07/09/ 11 Financial Program Specialist, Interpretation of regulations and policyJan-06

7 NASA Shared Services Center 7 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series- Grade Job Title Desired On- Board Date 24 Accountant510 GS- 11/12Accountant, Labor Jan-06 25 Accountant510 GS- 11/12Accountant, Labor Jan-06 26 Accountant510 GS- 11/12Accountant, Labor Jan-06 22 Senior Accountant510 GS- 12/13Accountant, Labor Jan-06 23 Senior Accountant510 GS- 12/13Accountant, Labor Jan-06 37 Quality Control Specialist510 GS- 11/12Quality Control Specialists/Audit Liaison Feb-06 38 Quality Control Specialist510 GS- 11/12Quality Control Specialists/Audit Liaison Feb-06 39 Quality Control Specialist510 GS- 07/09 Quality Control Specialists/Audit Liaison Feb-06 36 Senior, Quality Control Specialist510 GS- 13/14Quality Control Specialists/Audit Liaison Feb-06

8 NASA Shared Services Center 8 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series- Grade Job Title Desired On- Board Date 34 Financial Mgmt. Specialist501 GS- 09/11 Accountant/Auditor/Certifying Officer--Domestic Feb-06 8 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Apr-06 9 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Apr-06 10 Financial Mgmt. Specialist501 GS- 07/09Collection Agent Apr-06 11 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Jun-06 12 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Jun-06 13 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Jun-06

9 NASA Shared Services Center 9 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Job # Position TitleSeries Series- Grade Job Title Desired On- Board Date 44 Financial Mgmt. Specialist501 GS- 09/11 Financial Mgmt. Specialist, SF 224/GL Jul-06 41 Accountant510 GS- 12/13Accountant, SF 224/GL Jul-06 43 Accountant510 GS- 11/12Accountant, SF 224/GL Jul-06 45 Financial Mgmt. Specialist501 GS- 09/11 Financial Mgmt. Specialist, SF 224/GL Jan-07 14 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Jan-07 15 Financial Mgmt. Specialist501 GS- 11/12Certifying Officer Jan-07 42 Accountant510 GS- 11/12Accountant, SF 224/GL Jan-07

10 NASA Shared Services Center 10 Process Flows Travel (Domestic and Foreign) Change of Station Payroll Labor Distribution Accounts Receivable Accounts Payable – Grants (being finalized) Accounts Payable – Other Property Financial Reporting by Contractors

11 NASA Shared Services Center 11 FM Metrics 3.1Provide documentation to support internal and external audits 98% of audit responses shall be provided accurately on due date as negotiated with the customer. Review of Documents, Reports 3.1.1.1Process paymentsProcess 99% of payments accurately and timely not to exceed 10 total errors per month. Review of payment, reports and random sampling, findings from internal reviews 3.1.1.1Process paymentsProcess 100% of dollar value of contract payments accurately and on-time; late/inaccurate payments shall not exceed 5% of dollar value per month. Review of payment, reports and random sampling, findings from internal reviews 3.1.1.2Grants-Letter of Credit reconciliation 98% of the letters of credit shall be reconciled by the end of the month with the balance reconciled before the end of the following period. Review of reports and random sampling, findings from internal reviews 3.1.1.2Grants-Establish and maintain subsidiary accounts 98% of the value of the subsidiary accounts must support the control accounts by the end of the month with the balance corrected before the end of the following period. Review of reports and random sampling, findings from internal reviews. Source: Section J-3 RFP

12 NASA Shared Services Center 12 FM Metrics 3.1.2Process Billings and Collections Process 95% billings and collections accurately and timely.Review of reports and random sampling, findings from internal reviews 3.1.2Prepare BillsPrepare 95% bills accurately and timely.Review of reports and random sampling, findings from internal review 3.1.2CollectionsDeliver cash or check payments received before 2:00 pm daily local time to the NASA Collection Agent in time for the daily deposit. Review of deposit and collections register, random sampling, findings from internal reviews 3.1.2Liquidate Advances95% of the amount of monthly reimbursable agreement advances shall be accurately liquidated. Review of reports and random sampling, findings from internal review 3.1.2Reconcile subsidiary ledger 95% of accounts receivable subsidiary ledger accounts shall be reconciled monthly with the balance reconciled the following period Review of reports and random sampling, findings from internal review 3.1.2Process delinquent payments Process delinquent demand (dunning) letters accurately and at prescribed intervals with no more than 5 instances per month processed late or with errors. Review of reports and random sampling, findings from internal review Source: Section J-3 RFP

13 NASA Shared Services Center 13 FM Metrics 3.1.3Payroll / Time & Attendance Processing Process 99.9% Payroll/Time & Attendance accurately and on-time. Review of reports and random sampling, findings from internal reviews 3.1.3Payroll / Time & Attendance Processing Process pay and leave adjustments accurately and forward to DOI for processing within the pay period requested with no more than 5 pay and leave adjustment errors per pay period. Review of reports and random sampling, findings from internal reviews 3.1.4Reconcile information on contractor property reports Reconcile and validate financial information contained on 98% of contractor property reports within 5 business days after receipt. Review of reports and random sampling, findings from internal reviews 3.1.4SGL control accounts99% of the value of contractor-held PP&E received shall be accurately recorded in the SGL monthly with the balance recorded before the end of the following period. Review of reports and random sampling, findings from internal reviews Source: Section J-3 RFP

14 NASA Shared Services Center 14 FM Metrics 3.1.5.1Domestic Travel Vouchers For vouchers that are selected for statistical sampling inform the customer of the result of the examination within 10 business days of receipt of requested information. Review of reports and random sampling, findings from internal reviews 3.1.5.1Domestic Travel Voucher processing Validate and process 90% domestic travel vouchers within 3 business days of receipt with no voucher to exceed 5 business days. Review of reports and random sampling, findings from internal reviews 3.1.5.1 & 3.1.5.2 Foreign & PCS/TCS Travel Voucher processing Validate and process 90% foreign and PCS/TCS travel vouchers within 5 business days of receipt with no voucher to exceed 7 business days. 3.1.5.1 & 3.1.5.2 Voucher paymentsProcess 90% travel payments in the SAP system within 1 business day of receipt with no payment to exceed 2 business days. Review of reports and random sampling, findings from internal reviews 3.1.5.1 & 3.1.5.2 Bills for CollectionProcess 95% bills of collection to customers when appropriate within 3 business days with none to exceed 5 business days. Review of reports and random sampling, findings from internal reviews 3.1.5.2Withholding Tax Allowance processing Calculate and pay withholding tax allowance (WTA) to customers within 5 business days of receipt of WTA documentation. Review of payment, reports and random sampling, findings from internal reviews Source: Section J-3 RFP

15 NASA Shared Services Center 15 Functional Training Requirements SAP Required Courses Travel Manager Required Courses Appropriation Law Certifying Officer Prompt Payment Act DOI Training Reconciliation Training—NASA Provided Federal Travel Regulations Change of Station Treasury Training (IPAC, SF224, FACTS) See Handout Source: Training Plan

16 NASA Shared Services Center 16 Status of Open Action Items Labor Distribution System Process Flows Property Financial Reporting Scanning of Documents Cash Collections Travel Reimbursement Receipts Receipt of Invoices Training Source: Project Plan, Staff Mtg Action List and FM Action List

17 NASA Shared Services Center 17 Update of Open Risks Failure to achieve NSSC SAP Configuration changes for Transitioning Activities Ensure IFM Competency Center is fully engaged in the NSSC activities. (Upgraded to Medium Risk by K. Newton on 11/09/04) – Medium Risk Mitigation: –IFM established NSSC as a project –Hold bi-weekly telecons with the Competency Center –Designated NSSC BPL –Obtain full time IFM team support for Finance and Procurement Source: NSSC Risk Matrix and Functional Identified Risks

18 NASA Shared Services Center 18 Additional Information Staffing –All PDs written and submitted to HR for first round Telecons Meetings with Procurement Joint Procurement/Finance Teams –Scanning –Checklist –Workflow FM meetings as needed Bi-weekly telecons with Agency DCFO

19 NASA Shared Services Center 19 Issues/Opportunities IFM Resources –Obtain Accenture Support IFM Stabilization/Upgrade –Continue to monitor Core Financial—Fully Operational Standard WBS Standard Compliance with FMR Manual Grant Process –Continue to Monitor –Notify Service Provider Segregation of Duties

20 NASA Shared Services Center 20 BACK UP

21 NASA Shared Services Center 21 Update of Open Risks IFM System Operational Effectiveness Based on benchmarking, IFM expects stabilization by year #3 of operations Medium Risk Mitigation: Source: NSSC Risk Matrix and Functional Identified Risks

22 NASA Shared Services Center 22 Update of Open Risks e-Gov - LOB Shared Service Center Implementation Functional Mgrs/Leads should stay engaged in LOB SSC discussions/planning. Determine potential of NSSC to participate as bidder to provide gov't-wide services. Medium Risk Mitigation: –Continue to monitor Source: NSSC Risk Matrix and Functional Identified Risks

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