NBC FM Outreach

In this issue:

Financial Management Help Desks

Improving Customer Service

NBC FMLOB FY2010 Accomplishments

NBC Completes Financial System Implementations

NBC Supporting "Do Not Pay" List

New PCS Support for NPS and FWS

More Accuracy on Cost Estimates

NBC Control and Compliance Program

Oracle R12 Migration Update

CFS-Hyperion Upgrade

Momentum Client Day

Volume II Issue III - October 2010

FINANCIAL MANAGEMENT BULLETIN

Welcome to the U.S. Department of the Interior’s National Business Center Financial Management Outreach newsletter! The purpose of this bulletin is to provide updated information to our Financial Management Line of Business (FMLoB) customers and offer an additional channel of communication.

Your feedback is very important to us. Suggestions to improve this bulletin and enhance our communications with your organization can be sent to our Customer Outreach mailbox at nbc_fmoutreach@nbc.gov.

Financial Management Help Desks

As the Financial Management help desks have been added to DOI NBC consolidated Customer Support Center (CSC), customers of the NBC FMLOB can now dial a single number to access help desk agents in support to the vast number of systems supported: FBMS, Momentum, CFS-Hyperion, Oracle, FFS, GovTrip, E2Solutions, IDEAS-PD/EC, etc.

NBC Customer Support Center: 1-888-FOR-1NBC (1-888-367-1622)
Choose Option 5 for Financial and Travel Systems:

  • Press 1 for Travel
  • Press 2 for Oracle, Momentum, FFS, or CFS-Hyperion
  • Press 3 for IDEAS PD/EC
  • Press 4 for FBMS
  • Press 5 for Finance General

The changes described above do not affect the Charge Card Support Center, the Quarters Program (QMIS) Help Desk, or the Fish and Wildlife Service (FWS) GovTrip Support Desk. The management of these services, listed below, remains at the Financial Management and Budget Directorate and users should continue to utilize the phone numbers listed here.

  • Charge Card Support Center: 303-969-5588
  • Quarters Program Help Desk: 303-969-5696
  • FWS GovTrip Support Desk: 303-969-5100

Improving Customer Service

The NBC has embarked on several new customer service initiatives to address the concerns and implement recommendations from a recent Customer Satisfaction assessment. As we renew our commitment to provide high quality services, we are also re-evaluating our service delivery model to assure that we are providing the expected value and achieving the desired results.

The NBC’s Senior Leadership Team has asked management from all NBC Lines of Business to develop action plans focusing on four areas: Customer Service and Service Delivery; Costs and Transparency; Internal Collaboration; and Employee Empowerment. The FBD is in the process of implementing several measures to put into practice these NBC action plans.

We are adopting practices to ensure costs are reasonable, logical, and defendable. We will revalidate and reduce indirect costs where possible, schedule meetings with customers to explain the process of accumulating costs, and clarify the scope of services and costs in FY11 agreements. In addition, each IAA will include a detailed list of services unique to each customer. Now our customers can find the SLA metric reports on the NBC web site at www3.nbc.gov/customer/Finance/metrics. To promote better communication, we are establishing single points of contact (customer reps) for each customer. We are also developing a better approach to issue tracking and resolution, and are currently reviewing help desk tickets to summarize issues and define trends. Additionally, the General Accounting Branch launched a customer satisfaction survey to assess the customerís satisfaction with problem resolution. We have implemented measures to empower our employees and allow them to acquire more knowledge about our customer base. We developed a comprehensive listing of customers identifying all services provided to each and created a reference “Customer Insight” guide. This document contains not only information about the services delivered to each of them, but also describes their missions and organizations.

NBC FMLOB FY2010 Accomplishments

  • Completed two financial system Implementations. (See article below)
  • Successfully transition additional National Park Service PCS support as of Oct 1, 2010.
  • Transitioned finance work from Aviation Management Directorate in Boise to the Accounting Operations Services Division in Denver.
  • Completed A-123 Appendix A financial transaction testing of internal controls over financial reporting. No significant deficiencies or material weaknesses were identified.
  • Completed 16 A-123 program (non Appendix A) internal control reviews with no material weaknesses identified.
  • Completed the SAS-70 audit engagement resulting in final opinion for the following NBC hosted financial systems:
    • The following systems passed all controls and received an unqualified (clean) opinion:
      • Hyperion Consolidated Financial System (CFS)
      • Federal Financial System (FFS)
      • Momentum Financials
      • Federal Personnel Payroll System (FPPS)
    • The following system failed one control of nine tested and received a qualified opinion:
      • Oracle Federal Financial (OFF)
  • Oracle R12 Migration Portal is in production on the FBD customer web site.
  • Participated at the National Travel Forum in Orlando and the National AGA conference in Orlando. NBC gave a presentation on PCS at the Travel Forum.
  • Completed revamp of NBC web site as related to FBD customers and the public. Interactive organization charts were added to provide customers with detail on roles, responsibilities, and contact information in each FBD office.
  • Completed and provided to customers an extensive NBC contact list which is updated for customers quarterly.

NBC Completes Two Financial System Implementations

The NBC has recently completed the U.S. Nuclear Regulatory Commission (NRC) implementation on Momentum Financials®. As planned, their new financial system became available on the first day of Fiscal Year 2011. The NRC and the NBC have a long-standing relationship, which includes support for their financial management system, as well as other services such as Payroll, Charge Card, and Accounting Operations.

Our NBC FMLOB staff has also concluded the second phase of the Amtrak Office of Inspector General (OIG)’s implementation of Oracle® Federal Financials. The two-phased implementation for Amtrak’s OIG started in the third week of April and was concluded on September 30, 2010.

NBC Supporting "DO Not Pay" List

OMB announced the “Do Not Pay List” on June 18, 2010 as a tool to address Improper Payments. A memorandum outlined several steps for OMB and Federal agencies to review current pre-payment and pre-award procedures and ensure a thorough review of available databases with relevant information specific to vendors on their eligibility to receive Federal benefit payments or Federal awards.

The NBC is currently researching how our software partners could supply an application that would assist in the identification of ineligible recipients and prevent certain improper payments. Ideally, a software application should automate the process of checking the available databases before making payments or awards.

New PCS Support for NPS and FWS

The NBC Relocation Resource Center (RRC) is expanding the support provided to two Department of the Interior bureaus.

The NBC Relocation Resource Center (RRC) is dedicated solely to relocation. It employs a flexible approach to permanent change of station (PCS) services by providing as much or as little support as the agency requires. This flexible approach has led to an expansion of services requested from the DOI bureaus, NPS and FWS.

In FY 2009, the NBC RRC began relocation counseling for National Park Service (NPS) Inter-Mountain Region. Based on the quality of service and positive feedback from NPS employees, the NPS is expanding the NBC RRC services to four more of their regions in FY 2011. The NBC RRC has been also providing Fish and Wildlife Service (FWS) with relocation services except for relocation counseling. This year FWS also agreed to have NBC provide some of their PCS counseling.

More Accuracy on Cost Estimates

The NBC FMLOB has been working diligently to improve the quality of the cost estimates provided to customers. In the past months, we have implemented several steps to streamline the planning process for developing estimates and the Inter Agency Agreements (IAAs).

In order to bring more accuracy to the estimates, our program personnel worked more closely with our clients to determine the level and scope of services being requested. We revised in-house IT hosting fees and re-evaluated contractor costs to determine the proper level of services to be delivered.

The Financial Management and Budget Directorate’s Business Management Office (BMO) provided a quality assurance role to ensure that all costs were included in IAAs. These IAAs were built from a zero-base, rather than just looking at cost changes incrementally. In addition, all IAAs costs were validated at a higher level than each IAA as a stand-alone agreement.

NBC Control and Compliance Program

The NBC’s Audit Liaison Office (ALO) completed another successful year administering OMB Circular A-123 Appendix A and Program guidance. The process begins with the ALO conducting risk assessments across the NBC Directorates where the program manager provides feedback to a web-based risk rating tool. That final risk score allows the NBC to schedule reviews based upon program risk for the upcoming fiscal year.

The NBC has 102 program areas called Assessable Units (AU’s) which equate to a product or service that are subject to review. In any given year, we review an average of 15-20 programs over a three year cycle. In addition, 18 reviews are completed every year by the Accounting Operations Service Division’s Internal Control and Audit Liaison Branch. That branch focuses primarily on financial transaction testing in compliance with Appendix A.

In FY 2010, 16 program reviews were completed. This review process includes documenting the business narratives and workflows, testing the identified controls and reporting on the areas under review. Please visit the NBC Control and Compliance Program page on the NBC Customer site at www3.nbc.gov/customer/Finance/compliance for a chart summarizing the areas reviewed with the number of Control Deficiencies (CD’s) and Recommended Process Improvements (RPI’s) found.

Oracle R12 Migration Update

We continue to move forward in making the new Oracle® Federal Financials (OFF) version available to our customers. The NBC has spent the past weeks evaluating the options of staying on our current path of upgrading to Oracle R12.1.2 or upgrading to version R12.1.3. Based upon our analysis, a decision was made to upgrade to version R12.1.3, with a planned "Go Live" date of February 2012. Some of the key benefits to coming up on R12.1.3 include:

  • Makes the option available for our Oracle customers to purchase and install the Contract Lifecycle Management for Public Sector (CLM), released by Oracle in early September. Oracle CLM helps Federal organizations improve compliance, increase efficiency, and reduce costs by providing an integrated environment for processing both routine and complex procurement actions.
  • Oracle R12.1.3 includes new product functionality, enhancements to existing functionality, and fixes for improved stability, security, and performance.

Additional information about the Oracle R12 migration can be found at the NBC customer site at www3.nbc.gov/customer/Finance/R12. Recent additions to the site include the posting of the Project Plan and Testing Strategy.

CFS-Hyperion Upgrade

The “Go Live” date for the NBC-managed financial statement preparation system, CFS-Hyperion, will occur in the upcoming months.

Software problems discovered during User Acceptance Testing (UAT), conducted by the NBC in June 2010, prevented the cutover to Hyperion® 6.5 in early July 2010 as planned.

These problems have been resolved by the software vendor which allowed the NBC to complete the upgrade from the current 5.5 version to version 6.5 in August 2010. However, due to the proximity of FY2010 closing activities, the “Go Live” with Hyperion® version 6.5 has been rescheduled for the early FY2011.

Momentum Client Day

Our partner CGI is hosting another edition of their annual Momentum Client Day. This year, Momentum® 6.5 Client Day will take place on December 8, 2010, at CGI Federal headquarters, in Fairfax. The day-long information sharing session will focus on the new functionalities through presentations, live demonstrations and one-on-one time with Momentum Product Experts. The sessions will be grouped by the major functional areas: Banking, Budgeting and Performance, Financial Management, Global System Updates, Payables and Cash Management, Procurement, Receivables Management, Technical Updates, and Vendor Management.

If you are interested in participating in this event and haven’t been invited yet, please contact your NBC customer representative.

Financial Management Upcoming Events

The complete version of the FY11 NBC FMLoB Calendar is posted at http://www.nbc.gov/finance.

NOVEMBER 2010

 

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JANUARY 2011

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November 2010

November 1 – Excellence in Government Conference: The Performance & Results Imperative (Washington, DC)

Schedule ‘Use or Lose’ leave!

 

December 2010

December 8 – CGI’s Momentum Client Day (Fairfax, VA)

TBD – PM – Momentum Customer Executive Meeting (DOI, DC)

Happy Holidays!

 

January 2010

January 21 – FY11 1st Quarter Performance Metric Report Issued

Financial Management and Budget Directorate (FBD)

OUR MISSION

To meet our customers’ federal financial management needs and exceed their expectations with integrity, quality and efficiency.

NBC CORE VALUES

Integrity – always doing the right thing
Accountability – doing what we said we would do with transparency
Customer Value – providing results that matter to our clients
Innovation – leveraging advances in business practices and technology to achieve our goals
Teamwork – working collaboratively with all stakeholders

ADDITIONAL FBD CORE VALUES

Excellence – outstanding quality and superior performance
Service – working for the public benefit
Professionalism – demonstrating competency, consideration and commitment
Diversity – valuing differences, mutual respect
Empowerment – balancing authority with accountability

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