# Presentation: 692493

**Bureau of Public Debt**
**May 16 - 17, 2005**

**Notes:**
FMS had not changed the accounting process for more then the past 25 years.  Using the Central Accounting System known as STAR
We felt that we needed to look at this basic process and see if we can improve it.
Due to accelerated reporting (3 day close, etc)
The GWA Modernization Project is one of FMS’ top priorities.  It will impact not only the way the Government will do accounting, but will impact all of the systems we use to collect and disburse Government funds.

Overview
The Governmentwide Accounting and Reporting Modernization (GWA) Project addresses:
 the central accounting and reporting functions and processes associated with
budget execution, 
accountability, and 
cash/other asset management. 
This includes the collection and dissemination of financial management and accounting information 
from and to federal program agencies. 
It also includes the business processes in FMS that are related to ledger accounting for each:
 appropriation, 
fund, and 
receipt account's Fund Balance with Treasury (FBWT), 
General Ledger accounting for the cash and monetary assets of the Government, 
and the preparation of the Monthly Treasury Statement and the U.S. Government Combined Statement and Appendix. 

In addition, GWA will improve information timeliness and accuracy to support improved financial analysis and decision-making.

## GWA Key Goals/Objectives

**Eliminate the two step classification process**
- 	    Capture the Treasury Account Symbol (TAS) and Business 	Event Type Code (BETC) at the earliest possible time for 	agency payment, collection and intragovernmental transactions 	and post directly to the fund balance with treasury.
**Provide timely and accurate accounting information**
**Eliminate redundant reporting**

**Notes:**
Currently all collections, payments and intragovernmental transactions are reported at the Agency Location Code level on a daily basis.  Then, classifications to a Treasury Account Fund Symbol are reported monthly on the FMS 224.

The GWA Modernization Project will allow agencies to classify to a TAS/BETC on a daily basis at the initiation of a collection, payments or IPAC transaction.

FMS will provide agencies with timely information on an account statement that will be updated daily.  Agencies will be able to reconcile their fund balance with Treasury on a daily basis.

Explain 2 step (provide timing and accurate reporting / capture information at time of transaction verses at end of month)

Eliminate 224 and sod

Replace 6653 with daily account statement

## How is GWA going to accomplish this?

## How is GWA going to accomplish this?

- Fundamental Changes to the current process
- Developing a New Database
- Developing the infrastructure to Support GWA Players
- ATM, Account Statement, CAFÉ, P224, SAM, IPAC, Collections, Payments
- User enrollment
- Phase in GWA Players
- Streamline GWA’s Architecture
- Provide Agencies with GWA initiated Account Statement
- Support NTDO GWA Players
- Fully Replace Legacy Accounting System

## TAS Definition

- Acronym for Treasury Account Symbol (TAS)
- The receipt, appropriation, expenditure and other fund account symbols and titles as assigned by the Department of the Treasury
- A 27-character field – with 24 currently identified characters
- Supercedes 21 position TAS and any other suggested formats

**   ****GWA Standard Transaction Classification**

**Notes:**

27 field = 7 concatenated (all fields joined, no blank spaces) field of 7 separate elements

## BETC Definition

- Acronym for Business Event Type Code
- An 8-character code that indicates the type of activity being reported (e.g. receipt, disbursement, etc)
- BETC determines the transaction effect on the Treasury Account Symbol’s FBWT.
- BETC replaces transaction codes and standard sub-classes but at a more intuitive level of detail

** ****GWA Standard Transaction Classification**** ****(cont)**

**Notes:**
standard sub-classes  

not unique to agencies 
 identified/set by FMS

## Shared Accounting Module			SAM

- Shared Accounting Module			SAM

## SAM

- SAM

-   **Utility** responsible to ensure a valid TAS/BETC is posted
-     to all transactions entering the GWA System
-   **Developed to assist agencies** in complying with GWA
-     standard transaction classification
-   **GWA will provide** SAM with a table of **valid TAS/BETCs**
-   **Agencies will define** in SAM valid TAS/BETCs for:
-  Default rules and
-  Classification (Ckey) translations

**Notes:**
Agencies = create profiles

Default

Cash Flow Profiles – CKeys are already built into the system

				data elements that specifically identify a transaction – like lock box
				Allow SAM to derive the TAS/BETC

## SAM

- SAM

**CAFE will send SAM transactions with:**
-  TAS/BETCs or
-  CKeys
**SAM will:**
- Validate TAS/BETC or
- Derive valid TAS/BETC from Ckey or
- Default a valid TAS/BETC
- Return transactions to GWA w/valid TAS/BETC.
- Provide valid TAS/BETC reference lists for Agencies

**Notes:**
CKey based on agency profile

Default a TAS/BETC is a last resort

## Partial 224Agency Implementation

**Notes:**
Background very important

very important – this is the piece that GWA is bringing up that we are changing requirements and will be testing in 2005
Part of our implementation strategy – will talk about shortly.
BENEFITS:

Allow easy implementation for agencies and still capture information FMS needs.
Web based environment

Will allow agencies to become GWA reporters and report only sections that are not being reported the GWA way.
Will discuss categories and what this means to COTS vendors in next couple of slides.

## Current 224 – GOALS CITRIX

**Agencies report 224 thru GOALS**:
- Section 1: Transaction Classification & Reclassification
- Section 2:  Intragov & Payments
- Section 3:  Collections

**Notes:**

CURRENTLY - 

Agencies MUST report for all 3 sections and balance information

Reconcile TAS to ALC

## Partial 224

**Web based application**
- Ability to turn off sections of the P224
- Provides for reclassification capability by using only section I of the P224**.**
**    ****GWA Reporters by:**
- ALC
- Source system
- Categories

**Notes:**
This is what we want to focus on today – is the P224
Report sections remain the same.

Reporters – are agencies that report proper GWA Classification by System:  Intro gov = IPAC, Collections = Cashlink

BY SOURCE SYSTEM:
ALC  REQUIREMENT -  (Milissa will go over)  IMPORTANT need to know which ALC is GWA reporter/not a reporter

SOURCE SYSTEM:  IPAC (Intragovernmentals)  Section 2
 Collections  (All CashlinkII) – Section 3  List from Requirement Document
Payments – Section 2
 Classification and Reclassification of Transactions – Section 1

The transactions that are reported the GWA way – do NOT get reported on the partial 224

Categories 
Turn off sections as needed 

Categories: 7 next slide

AND which transactions are GWA transactions

## Partial 224  (cont.)

- GWA Reporter Categories
- 1.    Intragovernmental Only
- Collections Only
- Payments Only
- Intragov and Collections
- Intragov and Payments
- Payments and Collections
- Full GWA Reporter:  Intragov, Collections & Payments

**Notes:**
WALK THRU CHART - Refer them to the chart in their vendor information package – Page 2.

Very important – new requirement to be able to accommodate each category for each ALC that becomes a GWA Reporter

Review each category (turning off)

Section I – problem can double report thru “classification” function if txn are reported the GWA way and counted thru GWA system AND Partial 224.

## Partial 224  (cont.)

**ALC #1  =  GWA REPORTER – Intragovernmental**
- Transaction posted thru GWA
- DO NOT REPORT IPAC on P224
- Report Payments – section II
- Report Collections – section III
- Report Section I for Payments & Collections classification ONLY
- 	and any reclassified transactions(incl. IPAC)
**ALC #2 =   NON-GWA Reporter **
- Transaction posted to STAR
- Continue to use current 224
- Do NOT use P224

**Notes:**

GWA will track REPORTER

REPORTER

GWA – w/TAS- BETC

NON – current way of reporting transactions

GWA will create 224 for IPAC and send to legacy system (interim process)

## What is it?

	The GWA System - Security and Administration Module is an online security and enrollment utility that permits authorized users to easily obtain and manage their access to GWA Transaction, Reporting, and Financial Management Modules.

- 	The GWA System - Security and Administration Module is an online security and enrollment utility that permits authorized users to easily obtain and manage their access to GWA Transaction, Reporting, and Financial Management Modules.

**GWA Security/Administration Module**

**Notes:**

What is it?

	The GWA System - Security and Administration Module is an online security and enrollment utility that permits authorized users to easily obtain and manage their access to GWA Transaction, Reporting, and Financial Management Modules.

## GWA Security/Administration Module

** ****What’s changing and how will it impact me?**
** ****Electronic enrollment**** **
- Transitioning from FMS administered paper documents to electronic forms.
** ****User-based password maintenance**
-  Ability to create and maintain your own password.
-  Capability to reset your own lost, forgotten, or locked password.
** ****Online management of your GWA User Profile**
-  Online interface that will permit users to update their personal information. (Name, Address, Phone Numbers, etc)
-  Capability for users to initiate and workflow requests for access to GWA Modules or updates to existing permissions.

**GWA Security/Administration Module**

**Notes:**
Key Features:
Electronic enrollment and approval – No More ESAAS Forms
User-based password maintenance – No More Calls to FMS for Password Resetting.  You’ll be able to perform this yourself by using identifying questions or by directly working with your Certifying Supervisor
Online capability for user profile management – You’ll be able to update your own personal information and request new or updated access to GWA Modules

## Electronic Workflow and Approval Process
The current paper-based approval process will be replaced with a web-based interface to expedite the enrollment process and secure user information.

Two-Step Approval Process 

Agency Level Approving Officials:
Certifying Supervisor – CS (Office Level)
Certifying Supervisors will be responsible for the online approval of end-user enrollment forms.

FMS Level Approving Officials
FMS  Approver – FMSA
FMS Approver will be responsible for the online approval of end-user enrollment forms and assignment of permissions and initial password.

- The current paper-based approval process will be replaced with a web-based interface to expedite the enrollment process and secure user information.
**Two-Step Approval Process**
**Agency Level Approving Officials:**
- Certifying Supervisor – CS (Office Level)
- Certifying Supervisors will be responsible for the online approval of end-user enrollment forms.
**FMS Level Approving Officials**
- FMS  Approver – FMSA
- FMS Approver will be responsible for the online approval of end-user enrollment forms and assignment of permissions and initial password.

**GWA Security/Administration Module**

**Notes:**
Electronic Workflow and Approval Process
The current paper-based approval process will be replaced with a web-based interface to expedite the enrollment process and secure user information.

Two-Step Approval Process – Still Required per FMS Standards

Agency Level Approving Officials:
Certifying Supervisor – CS (Office Level) – Front line contacts with the users.  Today, these are the individuals that sign paper ESAAS Forms

FMS Level Approving Officials
Final approval and assignment of permissions and initial password.  
Certifying Supervisors will be responsible for the online approval of end-user enrollment forms.

## Implementation Strategy

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

## Implementation Strategy

**Steps Developed to:**
- Implement maximum number of agencies as soon as possible
- Update Agency Accounting Packages
- Prove GWA Concept** (Proof Of Concept)**

**Notes:**

Max # of agencies =  P224

FSIO – identify new requirements to support new pieces of GWA
	Needed for agencies to implement GWA – VERY IMPORTANT

Prove GWA Concept 
Proper capture of GWA Classified Transactions
 Pilot Systems/Agencies

## Implementation Steps

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

## Functional Baseline (Current)

**Functional Baseline (Current)**

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

Implement Café 1.1 -  Complete 2/28/05

## CAFÉ 1.2 (3rd quarter 05)

**CAFÉ 1.2 (3****rd**** quarter 05)**

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

Implement Café 1.2  -  4th Quarter 2005

## IPAC Daily File (1st quarter 06)

**IPAC Daily File (1****st**** quarter 06)**

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

Implement daily consolidated file from IPAC

##  Proof Of Concept (2nd quarter 06) 

** ****Proof Of Concept (2****nd**** quarter 06) **

**Notes:**
  Parellel Test 
  Proof Of ‘concept w/SAM
  Accept TAS/BETC for comparison to 224
  Use SAM to Validate TAS/BETC

## Implement GWA User (3rd quarter 06)

**Implement GWA User (3****rd**** quarter 06)**

**Notes:**
Go Live w/an agency
Implement GWA 224 to STAR
224/SOD goes away for IPAC

## Partial 224 rollout (3rd quarter 06)

**Partial 224 rollout (3****rd**** quarter 06)**

## Multiple GWA Transaction Processing (1st quarter 07)

**Multiple GWA Transaction Processing (1****st**** quarter 07)**

**Notes:**
Incremental approach allows for efficient planning and scheduling of resource utilization and testing in manageable parts.

Prove GWA Concept

## Agency ImplementationTime line

- Agency ImplementationTime line

- 1

- 2

- 3

- 4

- TDO
- Payment ALC’s pilot

- Begin moving
- IPAC Users to
- GWA Production
- Work to move
- Collection pilots
- to production

- 5

- STEP:

- 3rd quarter 05

- 2nd quarter 06

- 1st quarter 06

- 3rd quarter 06

- Start accepting
- New file formats
- From IPAC

- 0

- 1000+

- 500

- ALC Implementation

- 6

- TBD

- Partial 224
- Vendor testing

- IPAC POC

- SAM Validation
- Identify Collection Pilots

- Partial 224
- Agency Pilot     testing
- Begin working with Collection Pilot agencies

- Partial 224 Production

## Contact Information

_**GWA Modernization Project**_
**Cindi Jansohn – (202) 874-8464 – **_**cindi.jansohn@fms.treas.gov**_
**David Metler – (202) 874-9991 – **_**david.metler@fms.treas.gov**_
**Michael Norman – (202) 874-8788 –**** **_**michael.norman@fms.treas.gov**_
_**IPAC Project**_
**Susan Markland -(202) 874-9816 – **_**susan.markland@fms.treas.gov**_
**Lori Makle, (202) 874-8782 – **_**lori.makle@fms.treas.gov**_
_**SAM  **_
**Fred Lehnhoff – (202) 874-3327 –**** **_[fred.lehnhoff@fms.treas.gov](mailto:fred.lehnhoff@fms.treas.gov)_
_**TGAnet**_
**Corvelli McDaniel – (202) 874-7115 –**** **_**corvelli.mcdaniel@fms.treas.gov**_
_**GWA Project Agency Outreach**_
**Carolyn Dunston - 202-874-7491 – **_**carolyn.dunston@fms.treas.gov**_
**Karen Price - 202-874-6702 – **_**karen.price@fms.treas.gov**_