# Presentation: 432849

## NIH Business System (NBS) Update:“Preparing for NBS Tracks 3 & 4”

- Presented at the NIH Simplified Acquisition Symposium
- Thursday, April 27, 2006

## Agenda

- Scope of NBS Tracks 3 & 4
- NBS Tracks 3 & 4 Timeline
- NIH Staff involved in NBS Tracks 3 & 4
- Major changes for NBS Tracks 3 & 4
- How to prepare for NBS Tracks 3 & 4
- How to stay informed about NBS Tracks 3 & 4
**	**
**	**

## Scope of NBS Tracks 3 & 4

**Established in Track 1 and updated through all Tracks**

**Track 2**

**Track 4**

**Track 4**

**Track 4**

**Track 5**

**Financial Mgt.**

**Supply**
** ****Mgt.**

**Acquisition**

**Commercial Accounts**

**Travel **
**Mgt.**

** ****SSFAS**
**Central VRP**

**Projects**

** ****ACS**
** ****CAS***

** ****ADB**** ****Travel**

** ****OFM Payables**
** ****Loan**
**  ****Repayment**
**Vendor **
**  ****Request**
** ****Inter-Agency**
**  ****Agreements**

** ****Inventory Mgt.**
** ****Self Service**
**  ****Stores**
** ****RIMS**

**RQM**
** ****Central**
**  ****Procurement**
** ****Source ****  Agreement**
** ****DELPRO**
** ****Receiving**
** ****P-Card System**
** ****R&D Contracts**

**10/1/03**

**9/1/03**

**Track 3**

**Property Mgt.**

** ****PMIS**

**FY07**

**TBD**

- Each NBS business area is assigned a “Track”, which is implemented in phases.

*** **CAS Replacement post Track 5

## NBS Tracks 3 & 4 Timeline

- NBS Tracks 3 & 4 Timeline

**6/06**

**4/06**

**8/06**

**12/06**

**10/06**

**2/07**

**4/07**

**6/07**

**8/07**

**7/06**

**5/06**

**9/06**

**1/07**

**11/06**

**3/07**

**5/07**

**7/07**

**Role Mapping A/P**

**Data Collection **
**A/P**

**Role  Mapping S/R**

**Data Collection **
**S/R**

**Training**

**Post Go-Live Support**

**Communications Activities**

**Deployment Readiness (****Role Mapping, Data Conversion, Training, Hardware)**** **

**10/07**

**9/07**

**Supply & Replenishment**

**Acquisitions & Property**

**Go Live**

**Go Live**

**Register for Training**

**Register for Training**

**Training**

## NIH Staff involved in NBS Tracks 3 & 4

**Acceptance **
**Teams**

**Process**** **
**Owners**

**Project Decisions**

**C**
**M**
**A**
**C**

**Advocate**

**IC/**
**OD**

**AO Advisors**

**N**
**B**
**S**

**CMT**

## Who are the Advocates?

| Olga, Acosta-Polsten NIAID 
 | Anita Brooks OD LEAD
 | Linda Fitzwater NINR | Billie Kulp NCRR 
 | Patty Runyon NICHD  | Carol Vogel NLM 
 |
| --- | --- | --- | --- | --- | --- |
| Linda Adams OIR 
 | Laurie Bullman ORS/OD  | Ken Goodling NIDA  | Darlene Lee NEI 
 | Pat Parks NIAAA 
 | Donna Wade OER/OD
 |
| Ron Adams CC 
 | Angela Burks NIBIB 
 | Sabrina Ferguson NINDS  | Kathy Lightbody NHLBI  | Lauren Sikes FIC 
 | Robert Willcoxon NIMH 
 |
| Marina Amoroso NHGRI  | Ethel Carson OLAO/OD
 | Sandra Hemp NIAMS  | Richard McKay CSR 
 | Kevin Sullivan CIT 
 |  |
| Bob Barber NCI 
 | Steve Casady NCCAM 

 | Crystal James NIGMS  | Pat Porter EO/BFMO/OD
 | Anne Sumner NIDCD  |  |
| Ginger Betson NIDCR  | Denise Fioravante NIA | Francie Kitzmiller NIDDK  | Nancy Powell NIEHS  | Ana Velez NCMHD 
 |  |

## Who are the Business & Process Owners?

- Business Owners – Diane Frasier, NIH Head of the Contracting Activity and Kenneth Stith, NIH Deputy Chief Financial Officer
- Process Owners:
- Acquisitions/Contracts: Robert Best and Sherley Mizzell
- Purchase Cards: Georgiann Wilson
- Blanket Purchase Agreement (BPA) Set Ups: Cole Stathes
- Purchase Orders/BPA Calls/Task & Delivery Orders/Requisitions: Laurie Weker

## Major changes for NBS Tracks 3 & 4 

- Mandatory electronic log for purchase card acquisitions.
- Mandatory requisitions for all other acquisitions.
- Capture of property information in requisitions.
- One NIH-wide acquisition document generating system for synopses, solicitations, awards, and close out.
- Limits on tolerances.
- Payments require receiving – no more *quick pay*.
- No more ADB, including nodes and order types, e.g., repair, reprint, professional service orders
- No interfaces to legacy systems such as AMBIS and PERT.
- Enforcement of CCR requirements for vendors.

## How to prepare for NBS Tracks 3 & 4 

- 1.  Business Transformation Readiness
- 2.  Data Readiness
- 3.  Training Readiness
- 4.  Hardware Readiness

## Business Transformation Readiness

- 1.  NBS will orient the IC/OD Advocates to ***Role Mapping*** (RM) so that IC/OD Advocates will be prepared to facilitate the completion of role mapping tasks.
- 2.  IC/OD Advocates will select local resources to serve as the IC/OD ***RM Team*** to assist with RM tasks and will email to the NBS the list of these resources.
- 3.  NBS will conduct ***RM workshops*** in order to provide the RM team members with detailed information on NBS roles and the process for entering role mapping results in the NBS portal role mapping application.
- 4.  The IC/OD Advocates will ***coordinate and monitor*** role mapping progress.  The NBS will provide role mapping ***progress reports*** to assist with this function.
- 5.   The IC/OD Advocates will confirm that staff have been informed of the ***pre-requisites*** and possess the appropriate knowledge and skills.

## Data Readiness

- 1.  NBS will orient the IC/OD Advocates to ***Data Conversion*** (DC) so that the IC/OD Advocates will be prepared to facilitate DC tasks.
- 2.  The IC/OD Advocates will select local resources to serve as the IC/OD ***DC Team*** to assist with DC tasks and will email to the NBS the list of these resources.
- 3.  NBS will conduct ***DC workshops*** to walk the DC team through their assigned activities.
- 4.  NBS will provide each IC/OD Advocate with a listing of the records requiring ***collection*** and the IC/OD Advocate will distribute the records to the appropriate DC team members.
- 5.  The IC/OD Advocate will ***coordinate and monitor*** data collection and data validation progress.

## Training Readiness

- 1.  NBS will orient the IC/OD Advocates to ***training registration and completion*** activities so that the IC/OD Advocates will be prepared to facilitate training tasks.  Topics introduced at orientation: Training Registration, Training Timeline, Training Policies, Training Courses and Post Training Assessments.
- 2. IC/OD Advocates will be given weekly reports on the ***registration status*** of their users and are expected to ensure that each role mapped user enrolls in their assigned training courses during the training registration timeframe.
- 3. IC/OD Advocates will verify that all role mapped users have accessed and completed the ***pre-training online*** in order to gain an understanding of the NBS and system navigation so they will be prepared to attend NBS training.
- 4. The IC/OD Advocate will ***monitor training completion*** progress for his/her IC/OD to ensure each role mapped user has completed required NBS training.
- 5.  The IC/OD Advocate will verify each role mapped and trained user can ***demonstrate proficiency*** in the NBS.

## Hardware Readiness

- 1. IC/OD Advocates will ***select local resources*** to assist with hardware readiness tasks and email to the NBS the list of these resources.
- 2.  NBS will conduct a ***workshop*** to orient hardware readiness resources to hardware readiness activities.
- 3. NBS will provide a ***list of role mapped users*** to the hardware team to ensure all NBS users will have the appropriate hardware and software necessary to perform their role functions at go live.
- 4.  The hardware team will ***ensure that role mapped users have***: credentials to log in to the NBS; MS Outlook Exchange email addresses to receive NBS communications, notifications and alerts; a printer that is loaded in the Oracle database in order to print from the NBS; appropriate backup measures in place to address downtime in the event of a computer failure.

## How to stay informed about NBS Tracks 3 & 4

- The Training & Communications Community Portal Page (TCCP) is a one-stop resource for NBS Tracks 3 & 4 activities.
- Log on to _[http://my.nih.gov](http://my.nih.gov/)__   _
- Select "My Communities" at the top of the page;
- Choose "Training and Communications" from the drop down menu.

- TAKE THE TOUR & VISIT OFTEN!

## Q & A

- ANY
- QUESTIONS?