1. Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts Department of State FMP/IFS

2. Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u Primary objective is to provide a minimum level of automated financial functionality for all posts

3. Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u Primary focus is to ensure a minimum level of automated support for financial functions for each post u Financial functionality will be provided by a series of products offered through PEP

4. Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u Primary focus is to ensure a minimum level of automated support for financial functions for each post u Financial functionality will be provided bya series of products offered through PEP u PEP will introduce a set of automated tools to posts which request them

5. Post Enhancement Program (PEP) Financial Systems Improvements for Overseas Posts u Primary focus is to ensure a minimum level of automated support for financial functions for each post u Financial functionality will be provided by a series of products offered through PEP u PEP will introduce a set of automated tools to posts which request them u PEP will move standard post financial applications from proprietary systems to a PC platform

6. Benefits of PEP u Provides faster and better financial services to posts u Streamlines post and FSC activities u Reduced fiscal irregularities through improved cashiering u Reduced size of cashier advances along with Treasury borrowing/interest u Reduced cashiering, disbursing, and financial systems material weaknesses

7. Installation of PEP u Designed to be installed by the customer with little or no outside help u Maximizes use of non-FMP resources to speed installation of products

8. Current Post Enhancement Projects u Automated Cashiering u Win DATEL u Automated Status of Funds (ROLLS) u Serviced Post Financial Management System (VS- SPFMS) Rehost u Exchange Rate Tracking

9. Post Enhancement Projects (continued ) u Remote Logon to OFMS (Overseas Financial Management System) u Electronic Certification System u Accounts Receivable u Travel Manager (Simplified travel) u Remote Check Printing u Electronic Funds Transfer (EFT)

10. Automated Cashiering System u Stand-Alone Application that Automates Overseas Posts’ Cashiering Activities u Automates all cashier transactions record keeping, such as, official collections, accommodation exchanges, payments (certified vouchers, petty cash, and advances) and prepares transmittals.

11. Benefits of Automated Cashiering System u Greatest benefit is increased cashier productivity -Less time spent reconciling -Reduced time needed for monthly cash verifications u Enhanced internal controls u Decreased opportunity for malfeasance u Possibility to extend cashier window hours u No dependencies on other software

12. Training Requirements for Automated Cashiering System u Software is user friendly and will be sent to post for local installation u Experienced cashiers should find it easy to use u FSC provides periodic workshop training sessions for cashiers

13. Current Status of Automated Cashiering System u The original software has been enhanced to automatically produces a DATEL cable (FSC Paris Region) and SF-1166 file (FSC Bangkok and FSC Charleston regions) u In use at about 150 posts. u Software is being integrated with LAN-SPFMS to eliminate duplicative entry of data

14. Win DATEL u Combines allotment accounting and voucher preparation at post with data transmission to and from FSC u DATEL is available pre-populated with valid posts, currencies, agencies, appropriations, allotments, object, and fund codes

15. Benefits of Win DATEL u Eliminates the need for post to send hard-copy documents to FSCs thereby improving timeliness and reducing costs u Validates accounting data at the time of entry by a series of edits u Improves productivity at the FSC because arriving accounting data is “clean”, or absent transmission errors

16. Current Status of Win DATEL u About 50 posts are currently using Windows DATEL u For use in FSC Paris region only

17. Automated Status of Funds (ROLLS) u Created to provide timely accounting updates of post data processed by FSC Paris u Provides -Daily status of funds reports -Weekly status of obligations reports u Allows significant improvement of accounting record accuracy

18. ROLLS (continued) u Low cost, low tech method for transferring post accounting data and reports u Designed to operated effectively in a wide range of operating environments without the need for special equipment

19. Benefits of ROLLS u Improves access to official accounting data u Need for a cuff record system is significantly reduced u Reliability of post data greatly improved u With greater reliability, anti-deficiency cases reduced

20. Training Requirements for ROLLS u Some user training required, to minimize confusion for new users u FSC Paris provides individual or group training u Possible training at post by regional rovers

21. Current Status of ROLLS u ROLLS is currently installed at about 80 posts

22. Serviced Post Financial Management System Port (SPFMS) u An integrated post level system designed for use with OFMS at the FSC u SPFMS combines the functions provided by DATEL and ROLLS--sends data to FSC, receives status of processed data from FSC u Allows embassies to send obligation, voucher and payment requests to their FSC u Contains up to date reference files so obligation/payment requests contain accurate data

23. Benefits of VS-SPFMS Rehost (LAN- SPFMS) u SPFMS works with OFMS and allows posts to send obligation, voucher, and payment requests to their servicing FSC u It maintains an unofficial accounting record which provides posts with their status of funds u SPFMS also has up to date reference files which edit erroneous obligation/payment requests at post thereby reducing the number of rejected or delayed transactions

24. Training Requirements for LAN-SPFMS u It is not anticipated that current users of SPFMS will have any difficulty adapting to the rehosted version u Other users may require training in the use of the software

25. Current Status of LAN-SPFMS – Application is now in use in Singapore – Wide deployment plan is being developed – Application to be used by about 50 posts

26. Exchange Rate Tracking u Provides gain or loss information based on actual transactions processed u Accomplished on a transaction by transaction basis

27. Benefits of Exchange Rate Tracking u Takes the mystery and debate out of exchange rate tracking u Provides an accurate method to determine actual gains/losses u Results in more accurate information to support funding decisions

28. Training Requirements for Exchange Rate Tracking u Minimal training requirements

29. Current Status of Exchange Rate Tracking u The development of this software is being conducted by FSC Bangkok u Deployment is expected to all serviced posts by the 3 FSCs by the end of FY 1997.

30. Remote Logon to Overseas Financial Management System (OFMS) u Allows a user from a remote location to log on to OFMS at the regional FSC

31. Benefits of Remote OFMS Logon u Remote logon eliminates transmission errors u Enables posts to submit and receive data directly to and from their servicing FSC u Post has more timely financial information

32. Training Requirements for Remote OFMS Logon u Training provided by FSC personnel at post will be necessary

33. Current Status of Remote OFMS Logon u Remote logon being used at La Paz, Port-of-Spain, Georgetown, Paramaribo. and Santiago u Deployment will be extremely limited.

34. Electronic Certification (ECS) u Enables the secure and timely transmission of payment requests from a post to its FSC u This product will allow a post Certifying Officer to send a certified voucher payment schedule to the FSC without having to separately generate an accompanying certification document u Smart Cards are used to attach a digital signature to the payment request

35. Benefits of Electronic Certification u This process eliminates the generation of certification telegrams or faxes that must currently accompany payment requests u Post will have a standard, GAO-sanctioned process for securely, and rapidly transmitting authenticated voucher payment schedules

36. Training Requirements for Electronic Certification u ECS does not require external training. u Posts will receive a self explainatory manual with the software and hardware installation kit. u Assumes the CO and his/her staff is reasonably PC literate

37. Current Status of Electronic Certification u Software currently installed in about 16 posts in the FSC Charleston region. u FSC Paris and Bangkok are beginning deployment in their regions

38. Accounts Receivable u Post system will resemble domestic system used in Washington to the extent possible u Used to track all types of post level accounts receivable

39. Benefits to Post Accounts Receivable u Records are easily updated and contain accurate information u Receivables are tracked accurately; facilitates timely collection.

40. Training Requirements for Accounts Receivable u No formal training required u On line help and user manual available

41. Current Status of Accounts Receivable Project u Prototype completed by FSC Bangkok u Application will be deployed by the end of FY 1997

42. Travel Manager u Improved processing of travel vouchers using a Commercial Off the Shelf (COTS) software product u Automates travel authorizations, travel voucher processing u Streamlines, speeds up processing

43. Benefits of Travel Manager u Better understanding of travel regulations u Improved accuracy u Shorter time for preparation and reimbursement of travel claims u Reduces accounting errors u Improved oversight of Travel Advances u Reduces post resources needed for travel voucher processing

44. Training Requirements for Travel Manager u Software Travel Manager Plus can be mastered without the need for extensive training u Training will be available at the FSCs as needed

45. Current Status of Travel Manager – Installed in 120 Posts

46. Remote Check Printing u Expand the use of remote local currency disbursements by using a variety of commercial services offered by banks u Eliminates check writing at the FSC for some posts.

47. Benefits of Remote Check Printing u Simplifies local currency bank account reconciliation for some local currency bank accounts. u Reduces the risk of theft, loss, or forgery of paper checks u Cost savings over current system used to process payments