# Presentation: 514946

## Lean Six Sigma Transaction Process (LSTP) Update

- Presented by**Peggy Javery**
**Chief, Administrative Payments Branch (APB)**

## Electronic Administrative Payments Initiative Telephone Vendor (TELE) and Utility Vendor (UTVN) 

**TELE/UTVN is right on target   transitioning to ‘‘paperless invoice” processing!**

- Office of the Chief Financial Officer

## TELE and UTVN System Highlights

- Electronic Data System (EDI)
- Implementation of Enterprise Content Management System (ECM)
- Routing Mail to St. Louis, MO
- Telephone bills processed
- FY07: 272,263
- FY08: 166,613 (through April)
- Utility bills processed
- FY07: 171,335
- FY08: 93,738 (through April)

- Office of the Chief Financial Officer

## TELE/UTVN Processing Monthly Bill Processing Fiscal Year 2008

| Telephones | Utilities |
| --- | --- |
| 22,497 Master Accounts | 14,193 Master Accounts |
| 13,797 Paper Invoices
      61% | 10,893 Paper Invoices
    77% |
|   8,700 EDI Invoices
      39% |    3,300 EDI Invoices
     23%  |

- Office of the Chief Financial Officer

## Telephone Vendors:  Alltel, AT&T Mobility, Blackfoot Telephone, Intelliverse, Cellular One, Cellular South and Alltel and others totaling 7,196 accounts (70% of the market)

- Utility Vendors:  Progress Energy Florida, TXU Energy, Penn Power & Light and Idaho Power and others totaling 891 accounts (29% of the market)

**Future EDI Implementations Fiscal Year 2008**

- Office of the Chief Financial Officer

##  Allows vendors/agencies to fax invoices directly into ECM

-  Allows vendors/agencies to fax invoices directly into ECM
-  Allows agencies to view invoices received by APB
-  Invoices placed under system control
-  Streamlines invoice processing
- Elimination of paper documents (Both in processing and
-    storage)
- Immediate availability to retrieve invoices
- Improved visibility and documentation of status of work

- Office of the Chief Financial Officer

## Telephone & Utility Bills, Routing Mail to Rural Development (RD) St. Louis, MO

- May 2008 vendor letters mailed
- May 2008 agency letters mailed
- Effective June 2, 2008 agencies and vendors submit Telephone & Utility Bills to RD St. Louis.
- New Submission methods:
-  Fax:
-  TELE: 314-457-4582
-  UTVN: 314-457- 4583
- Mail:
- USDA, Telephone Invoices, PO Box 66509, St. Louis, MO  63166
- USDA, Utility Invoices, P.O. Box 66500, St. Louis, MO  63166

- Office of the Chief Financial Officer

## TELE/UTVN Contact Information

-  Key Staff:
- Section Head:  Terre Duffy (_[terre.duffy@usda.gov](mailto:terre.duffy@usda.gov)__) 504-426-5331_
- Analysts:
- Laurie Roy (_[laurie.roy@usda.gov](mailto:laurie.roy@usda.gov)__)  504-426-5274_
- Floyd Miles (_[floyd.miles@usda.gov](mailto:floyd.miles@usda.gov)__)  504-426-5316_
-  Supervisors:
- Susan Rushon (_[susan.rushon@usda.gov](mailto:susan.rushon@usda.gov)__)  504-426-5332_
- Brenda Galle (_[brenda.galle@usda.gov](mailto:brenda.galle@usda.gov)__)  504-426-5208_

- Office of the Chief Financial Officer

## TELE/UTVN Contact Information

-  Inquiry Line:
-   1-800-421-0323 (select #2 (APB) then #2 (TELE/UTVN))
-      or 504-426-6430
-  Available Monday through Friday
-  7:45 a.m. to 4:00 p.m. (Central Time)
- Email:  _[misc@usda.gov](mailto:misc@usda.gov)_

- Office of the Chief Financial Officer

## IAS Invoice Processing 

**COD/APB IAS Invoice Processing Section Adapts to Process Changes with “Flying Colors”!**

- Office of the Chief Financial Officer

## IAS Invoice Processing Process Improvement

- Implementation of ECM
- Elimination of paper documents (Both in processing and storage)
- Immediate availability to retrieve invoices
- Improved visibility and documentation of status of work
- APB has ability to:
- Cancel scheduled payments in FFIS
- Resubmit corrected payment transactions
- Stop erroneous payments from being issued
- Re-issue returned payments via IAS
- IAS transactions are paid within IAS
- IAS financial data stays in sync with FFIS
- Reduces recovery actions in IAS

- Office of the Chief Financial Officer

## IAS Invoice Processing Accomplishments

- Reduced invoice processing time
- MOU reduced from 10 to 7 work days
- APB indexes invoices in ECM on date received
- APB processes invoices within 3 working days
- Agency is notified in writing when invoice cannot be paid
- Revamped Document Resolution Manager (DRM) functions
- APB resolved over 1300 Invoice transactions rejected by FFIS
- Invoices rejected by FFIS are resolved in less than 2 working days
- APB manually captures metrics on the frequency of specific errors and agency error rates
- APB posts listing of invoices received on the COD Website (_[http://cod.nfc.usda.gov](http://cod.nfc.usda.gov/)__)_
- APB processed 81,500 invoice payments since July 2007
- Averaging over 8,000 invoices processed and paid monthly
- Averaging over 400 invoices processed and paid daily

- Office of the Chief Financial Officer

## Report on IAS Invoice Indexing in ECM

- Office of the Chief Financial Officer

## Status of Work in ECM(Invoices with Due Dates in May 2008)

- Office of the Chief Financial Officer

## Invoice Error Management (DRM)

- Office of the Chief Financial Officer

## IAS Invoice Processing Observations

- APB processes invoice transactions from every office of USDA.  APB is in a unique position to see issues from an ‘outside perspective’
- Correct Payment vs. Payment
- Failure to properly document receipt of invoices
- Failure to properly report acceptance of goods/services
- Combining multiple invoices into single payment transactions
- Decisions to pay without interest
- Cash Management Practices are jeopardized.  APB is routinely asked to accelerate payments negating warehousing  decision made by FFIS
- APB has limited data to determine if a transaction meets the Prompt Pay Act criteria for accelerated payment (i.e. Small Business)
- APB provides guidance on proper payment procedures

- Office of the Chief Financial Officer

## IAS Invoice Processing The Future

- APB will continue to take a lead role in IAS and ECM process improvement efforts
- APB work processes will be improved with implementation of:
- LSTP-ECM Phase 1.3
- New capability to document and return invoice transactions to the submitting agency
- Metrics on returned invoices
- ECM will more accurately reflect the action taken by APB
- LSTP Phase 2
- Return ‘Agency Approved’ invoices in ECM for corrective action
- Electronic version of the IAS-001 Form (invoice cover sheet)

- Office of the Chief Financial Officer

## IAS Invoice Processing The Future – ECM Reports

-  APB is working with Rural Development to provide agencies and APB with additional reports to enhance the tools available to manage the invoice payment process
-  APB Reports
-  Invoices being held by individual technicians to be processed
-  Open invoices past their required completion date
-    Agency Reports
-  Open Invoices by agency
-  Invoices returned to agency for corrective action

- Office of the Chief Financial Officer

## IAS Invoice Processing The Future – ECM Reports

- Office of the Chief Financial Officer

## IAS Invoice Processing The Future – ECM Reports

**IAS Invoice Processing ****The Future – ECM Reports**

- Office of the Chief Financial Officer

## IAS Invoice Processing The Future – ECM Reports

- Office of the Chief Financial Officer

## IAS Processing 

**Contact Information**

-  Key Staff:
-  Section Head:  Wade Edwards
-                             (_[wade.edwards@usda.gov](mailto:wade.edwards@usda.gov)__)  504-426-5218_
-   Analyst:  Mark Androff
-                     (_[mark.androff@usda.gov](mailto:mark.androff@usda.gov)__) 504-426-5204_
-   Supervisor:  Jane Cosse
-                            (_[jane.cosse@usda.gov](mailto:jane.cosse@usda.gov)__) 504-426-5217_

- Office of the Chief Financial Officer

## IAS Processing 

**Contact Information**

-  Inquiry lines
-   1-800-421-0323 (Select  #2 (APB), select #3 (IAS))                                                                 or 504-426-6510
-   Available Monday through Friday
-   Hours:  7:45 a.m. to 4:00 p.m. (Central Time)
- Email for inquiries:  _[IAS.INQ@USDA.GOV](mailto:IAS.INQ@USDA.GOV)_

-  IAS Invoice Submission Information
-   FAX:  314-335-8210
-   Agency specific mailing & e-mail addresses are shown on following pages:

- Office of the Chief Financial Officer

## IAS Processing 

**Mail & E-mail Addresses for Submitting IAS Invoices ****(Agency Specific)**** **

- Office of the Chief Financial Officer

## IAS Processing Section 

**IAS Processing Section **
**Mail & E-mail Addresses for Submitting IAS Invoices ****(Agency Specific)**** **

- Office of the Chief Financial Officer