# Presentation: 158473

## NOAA Finance Workshop

- What’s Up with CBS?

## NOAA Finance Workshop

- What’s Been Happening lately with CBS?

- 4/29/2008

## What’s Been Happening with the Financial System?

- Performed Mass Reclass
- Piloting 2 Factor Authentication
- Eliminated PII/Privacy Act data in Dev/Test
- Conducting Recertification of System Access

- 4/29/2008

## Mass Reclass

- Completed on Saturday, March 15, 2008
- Affected Fund Codes 82 (PAC) and 83 (ORF)
- Only 3 Line Offices participated (NOS, NWS, and OAR)
- 12 old Program Codes moved into 20 new/different Program Codes
- Many CSTARS documents were not moved
- Program was designed to exclude the documents
- Manual changes by AGO in their system
- System adjustments by Finance necessary to complete the move of these records
- Lessons learned:
- Concern with the delay in implementing the MR process

- 4/29/2008

## Piloting 2 Factor Authentication

- NOAA’s efforts to comply with OMB Dir M06-16 requires that remote users who have access to PII /Privacy Act data employ 2 factor authentication
- 2 factors are something you know (like an ID/password) and something you have (a token)
- Users who are not at NOAA IP addresses (as determined by the NOC) or are working off-site will require authentication
- Affects CBS, MARS, NDW, etc.
- Full implementation dependent upon funding

- 4/29/2008

## Eliminate PII/Privacy Act Data from Dev/Test

- In compliance with OMB and Departmental policy and guidelines, Bureaus and applications are to minimize use of PII/Privacy Act data
- Non-production environments are to eliminate this data
- CBS has complied with this policy
- Ensures for LO’s that employee data (SSNs, bank account info, home addresses, etc) are not exposed in Dev/Test and training environments

- 4/29/2008

**Notes:**
In compliance with OMB and Departmental policy and guidelines, Bureaus and applications are to minimize use of PII/Privacy Act data.  Non-production environments are to eliminate this data and CBS has complied with this policy.  This ensures for the LO’s that Employee data (SSNs , back account info, home addresses, etc) are not exposed in Dev/Test and training environments.

## Recertification of System Access

- Annual process to recertify all system users
- Complies with Federal Information System Controls Audit Manual (FISCAM)
- Access recertified for:
- Travel and Relocation
- Labor
- Purchase Card
- CFS
- NDW and Discoverer
- Scheduled to be completed by May 2008

- 4/29/2008

## NOAA Finance Workshop

- Changes in the Wind

- 4/29/2008

## Changes in the wind

- Upgrade To Travel Manager / Obligate Travel
- Bank Card Load/Sweep/Pay
- Implement SmartPay II
- Reengineer Leave/Benefits Allocation Processes
- Server Con / Web Migration
- Training
- Move To Germantown

- 4/29/2008

## Upgrade to Travel Manager

- What’s Changing?
- New version of Travel Manager 9.0 scheduled for July 2008
- Web Based rather than Client/Server application
- Look and feel of the screens are different – but the functionality is basically the same
- Electronic Routing capability will be fully utilized NOAA wide
- Electronic Routing Maintenance
- FMC/LO will be responsible for maintaining electronic routing profiles within Travel Manager

- 4/29/2008

**Notes:**
New version of Travel Manager 9.0 scheduled for July 2008
Web Based rather than Client/Server application 
The look and feel of the screens is different – but the functionality is basically the same
 End User training will be required
Electronic Routing capability will be fully utilized NOAA wide
Authorization and Voucher approvals will occur by electronic routing in 	addition to signed paper documents
Electronic Routing will be linked with email applications. Messages are automatically sent to reviewing/approving officials to alert them that there are travel documents awaiting approval
Electronic Routing will only be implemented on Travel Authorizations for Invitational Travelers. Electronic approvals on Travel Vouchers will be handled by the servicing Finance Office
Travel Manager interface into CFS will be:
  Near Real Time posting  for Travel Authorizations
  Batch processed for Travel Vouchers
Electronic Routing Maintenance
FMC/LO will be responsible for maintaining electronic routing profiles within Travel Manager
Electronic routing profiles must be established in accordance with Travel Policy
Approving Official’s assigned to profiles must be authorized to obligate funds
Pre-Audits
Documents will be subject to pre-audit validations upon electronic stamping (Similar to the Web T&A validation process)
		1 – Audit Failures (Errors) will require corrections prior to the 		document moving forward
		2 – Audit Flags (Warnings) will require acknowledgement 			prior to the document moving forward
Business Rule and Travel Policy changes
To be determined based on workflow process and business process reengineering

## Upgrade to Travel Manager

- Travel Manager interface into CFS will be:
- Near Real Time posting  for Travel Authorizations
- Batch processed for Travel Vouchers
- Pre-Audits
- Documents will be subject to pre-audit validations upon electronic stamping (Similar to the Web T&A validation process)
- Business Rule and Travel Policy changes to be determined based on workflow process and business process reengineering

- 4/29/2008

**Notes:**
New version of Travel Manager 9.0 scheduled for July 2008
Web Based rather than Client/Server application 
The look and feel of the screens is different – but the functionality is basically the same
 End User training will be required
Electronic Routing capability will be fully utilized NOAA wide
Authorization and Voucher approvals will occur by electronic routing in 	addition to signed paper documents
Electronic Routing will be linked with email applications. Messages are automatically sent to reviewing/approving officials to alert them that there are travel documents awaiting approval
Electronic Routing will only be implemented on Travel Authorizations for Invitational Travelers. Electronic approvals on Travel Vouchers will be handled by the servicing Finance Office
Travel Manager interface into CFS will be:
  Near Real Time posting  for Travel Authorizations
  Batch processed for Travel Vouchers
Electronic Routing Maintenance
FMC/LO will be responsible for maintaining electronic routing profiles within Travel Manager
Electronic routing profiles must be established in accordance with Travel Policy
Approving Official’s assigned to profiles must be authorized to obligate funds
Pre-Audits
Documents will be subject to pre-audit validations upon electronic stamping (Similar to the Web T&A validation process)
		1 – Audit Failures (Errors) will require corrections prior to the 		document moving forward
		2 – Audit Flags (Warnings) will require acknowledgement 			prior to the document moving forward
Business Rule and Travel Policy changes
To be determined based on workflow process and business process reengineering

## Obligate Travel

- What’s Changing?
- Obligating TDY Travel will begin in July 2008
- Travel Authorizations will be created and approved in Travel Manager
- Approved Authorization will be subject to ACCS validation and funds availability checking

- 4/29/2008

**Notes:**
Obligating TDY Travel will begin in July 2008
Travel Authorizations will be created and approved in Travel Manager
Approved Authorization will be subject to ACCS validation and funds availability checking
If it passes ACCS and funds checking, it will 
Interface into CFS as two separate Approved obligations:  
1 - To cover the common carrier expenses billed through Centrally Billed Account (AdTrav/Citibank)
2 - To cover the expenses that are reimbursable to the traveler
Drawdown available funds
Post an Undelivered Order (UDO) transaction in the CFS General Ledger

Obligating TDY Travel 
Invoiced Common Carrier Ticket Costs (GTA) will be liquidated against the UDO.  This may reduce the need for year end accruals
Travel Voucher claims will be created and approved in Travel Manager
Travelers will still be required to send paper copies of vouchers and receipts to their servicing Finance Office for reimbursement
Approved Travel Vouchers will be subject to ACCS validation and funds availability checking against the UDO
If Travel Voucher charges are within the tolerance thresh hold, the voucher will be processed for payment
If Travel Voucher charges exceed the tolerance thresh hold, the voucher will not be processed for payment until a change order to increase the amount is received
Approved Travel Vouchers will be liquidated against the UDO

## Obligate Travel

- If authorization passes ACCS and funds checking, it will:
- Interface into CFS as two separate Approved obligations:
- To cover the common carrier expenses billed through Centrally Billed Account (AdTrav/Citibank)
- To cover the expenses that are reimbursable to the traveler
- Drawdown available funds
- Post an UDO transaction in the CFS General Ledger
- Invoiced Common Carrier Ticket Costs (GTA) will be liquidated against the UDO
- May reduce the need for year end accruals

- 4/29/2008

## Upgrade to Travel Manager / Obligate Travel

- Travel Voucher claims will be created and approved in Travel Manager
- Travelers will still be required to send paper copies of vouchers and receipts to their servicing Finance Office for reimbursement
- Approved Travel Vouchers will be subject to ACCS validation and funds availability checking against the UDO
- If Travel Voucher charges are within the tolerance thresh hold, the voucher will be processed for payment
- If Travel Voucher charges exceed the tolerance thresh hold, the voucher will not be processed for payment until a change order to increase the amount is received
- Approved Travel Vouchers will be liquidated against the UDO

- 4/29/2008

## Upgrade to Travel Manager / Obligate Travel

- What’s Changing for PCS Travel?
- PCS documents will continue to be processed in the Integrated Relocation Manager (ITMR) System by the servicing Finance Office
- ITMR interface will be modified to post two separate obligations into CFS
- To cover common carrier costs billed through the Centrally Billed Account (CBA) and payable to Citibank
- To cover all other relocation expenses payable to the traveler or third party
- Invoiced Common Carrier Ticket Costs (GTA) will be liquidated against the UDO

- 4/29/2008

## Upgrade to Travel Manager / Obligate Travel

- Training Approach for TM 9.0
- Starts June 2008
- Hands on classes will be offered
- Training Manuals will be available on line for ready reference
- Instructor led on-line classes will be offered (June/July 2008)
- Register through the Commerce Learning Center

- 4/29/2008

## Bank Card Load/Sweep/Pay

- Why the Change?
- Due to a Treasury mandate to eliminate “suspense” accounts by July 2008, we need to change our process for paying the monthly CPCS invoice while still taking advantage of the increased rebates in paying within 3 days of the invoice

- 4/29/2008

## Bank Card Load/Sweep/Pay

- Our current monthly process:  Load/Pay/Reconcile/Sweep
- Load the Citibank invoice
- Finance pays the invoice to Citibank using a “suspense” ACCS within the 3-day turn around
- During the month, cardholders and approvers reconcile charges
- Reconciled charges are posted to CFS as accrual (unpaid expenditure) transactions
- CPCS sweep process is run at the end of the month
- Any unreconciled/unapproved charges are posted to the cardholder’s default ACCS
- Charges are reversed from suspense and the reconciled charges move from unpaid to paid expenses
- Charges reconciled after the sweep process create a PM006 document level adjustment in CFS
- After Finance approval, paid expenses are moved from the default  ACCS to the reconciled ACCS

- 4/29/2008

## Bank Card Load/Sweep/Pay

- Our new process Load/Sweep/Pay/Reconcile (effective May 2008)
- Load the Citibank invoice
- Immediately after the invoice load, run the CPCS sweep process
- Post all charges to the cardholder’s default ACCS  in CFS as accrual (unpaid expense) transactions
- Finance will pay the invoice to Citibank within the 3 day turnaround
- Upon confirmation of the disbursement from Treasury, charges will be recorded as paid expenses
- During the month cardholders and approvers reconcile charges
- Post as an approved PM006 document level adjustment in CFS
- Move the paid expenses from the default to the reconciled ACCS

- 4/29/2008

## Bank Card Load/Sweep/Pay

- What are the Impacts?
- CPCS transactions are posted to LO ACCS’ in CFS and funds are drawn down earlier
- Even if the transaction posts to the cardholder’s default ACCS and needs to be changed, the majority of transactions will likely be in the correct fund and program
- PM006 adjustments will automatically post as approved in CFS
- ACCS changes for reconciled charges will be reflected in the Data Warehouse within 1 day of adjustment
- Potential funds availability issues depending on when the transactions are reconciled and the PM006 transactions are posted in CFS

- 4/29/2008

## Implement SmartPay II

- November FY 2009 implementation
- Credit card provider for CBA/GTA, Purchase Card and Fleet Cards consolidated
- Changed from CitiBank to JP Morgan/Chase
- DoC and Bureaus are working out details

- 4/29/2008

## Reengineer Leave/Benefits Allocation Processes

- CFO requested a review of the leave and benefits surcharge processes in an attempt to simplify
- Reviewed leave/benefits only
- Consistency in LO O/H processes undergoing separate review
- Proposal has been created and is currently being vetted through various user groups
- Evaluating concerns of groups as received
- Next Steps:
- Review with CFO
- Review with Business Rules group
- Anticipating FY 09 go-live

- 4/29/2008

## Server Con/Web Migration

- Server consolidation at the Census Bureau has been abandoned
- DoC currently reviewing available options
- Go to commercial provider
- Bring purchased equipment home to Bureaus
- Combination of 2 scenarios

- 4/29/2008

## Server Con/Web Migration

- Migration to Oracle version 10g on hold until determination is made about hosting site and equipment distribution
- Development and testing of 10g code continuing while determination is made

- 4/29/2008

## Training

- Classes will be available in CLC, including typical CBS courses
- Revised schedule will be available soon
- Classes on Web, TM9.0, SmartPay II, etc.
- E-Learning available now for Data Warehouse
- Continuing to work on e-Learning development
- Focus was on web migration screens
- Special training requests should be submitted to _[CBS.TrainingServices@noaa.gov](mailto:CBS.TrainingServices@noaa.gov)_

- 4/29/2008

## Move to Germantown

- Finance Systems Division relocating to Germantown, MD from Gaithersburg, MD
- Anticipated date for move is August 08 or November 08 (depending on renovation schedule)
- Training facility _will_ be maintained at new site

- 4/29/2008