Cindy Epperson & Shelley Meredith March 29, 2005 NSSC Functional Review Finance Division
Overview/Introduction <ul><li>The Financial Management (FM) Division will be responsible for performing the inherently gov...
NSSC Functional Content <ul><li>Accounts Payable </li></ul><ul><li>Accounts Receivable </li></ul><ul><li>Travel </li></ul>...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Aug-05 Accountant, Payroll GS-13/14 510 Lead, Accountant 18 Au...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Dec-05 Accountant/Auditor/Certifying Officer--Domestic GS-09/1...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jan-06 Financial Program Specialist, Interpretation of regulat...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Feb-06 Quality Control Specialists/Audit Liaison GS-13/14 510 ...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jun-06 Certifying Officer GS-11/12 501 Financial Mgmt. Special...
2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jan-07 Accountant, SF 224/GL GS-11/12 510 Accountant 42 Jan-07...
Process Flows <ul><li>Travel (Domestic and Foreign) </li></ul><ul><li>Change of Station </li></ul><ul><li>Payroll </li></u...
FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal reviews. 98% of the val...
FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal review Process delinquen...
FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal reviews 99% of the valu...
FM Metrics Source: Section J-3 RFP Review of payment, reports and random sampling, findings from internal reviews Calcula...
Functional Training Requirements <ul><li>SAP Required Courses </li></ul><ul><li>Travel Manager Required Courses </li></ul>...
Status of Open Action Items <ul><li>Labor Distribution System </li></ul><ul><li>Process Flows </li></ul><ul><li>Property F...
Update of Open Risks <ul><li>Failure to achieve NSSC SAP Configuration changes for Transitioning Activities </li></ul><ul>...
Additional Information <ul><li>Staffing </li></ul><ul><ul><li>All PDs written and submitted to HR for first round </li></u...
Issues/Opportunities <ul><li>IFM Resources </li></ul><ul><ul><li>Obtain Accenture Support </li></ul></ul><ul><li>IFM Stabi...
<ul><li>BACK UP </li></ul>
Update of Open Risks <ul><li>IFM System Operational Effectiveness </li></ul><ul><li>Based on benchmarking, IFM expects sta...
Update of Open Risks <ul><li>e-Gov - LOB Shared Service Center Implementation </li></ul><ul><li>Functional Mgrs/Leads shou...
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NASA Shared Services Center Cindy Epperson

Published on: Mar 3, 2016
Source: www.slideshare.net


Transcripts - NASA Shared Services Center Cindy Epperson

  • 1. Cindy Epperson & Shelley Meredith March 29, 2005 NSSC Functional Review Finance Division
  • 2. Overview/Introduction <ul><li>The Financial Management (FM) Division will be responsible for performing the inherently governmental functions transitioning to the NSSC, such as travel, E-Payroll, SF224/GL reporting. This organization will oversee the FM work performed by the Service Provider to ensure that the products provided by the Service Provider meet NASA’s requirements. The FM Division will be staffed with 45 full time and 2 term civil servants. </li></ul><ul><li>Source: NSSC Staffing Plan </li></ul>
  • 3. NSSC Functional Content <ul><li>Accounts Payable </li></ul><ul><li>Accounts Receivable </li></ul><ul><li>Travel </li></ul><ul><ul><li>Domestic </li></ul></ul><ul><ul><li>Foreign </li></ul></ul><ul><ul><li>Permanent Change of Station </li></ul></ul><ul><li>Payroll </li></ul><ul><li>Property Financial Reporting by Contractors </li></ul><ul><li>Quality Assurance </li></ul>
  • 4. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Aug-05 Accountant, Payroll GS-13/14 510 Lead, Accountant 18 Aug-05 Accountant, Travel GS-13/14 510 Lead, Accountant 27 Aug-05 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 7 Aug-05 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 6 Aug-05 Collection Agent GS-07/09 501 Financial Mgmt. Specialist 16 Aug-05 Lead, Accounts Payable and Accounts Receivable GS-13/14 510 Lead, Accountant 5 Jul-05 Chief, Payroll/Travel Office GS-14/15 510 Supervisory, Accountant 17 Jun-05 Chief, Financial Accounting GS-14/15 510 Supervisory, Accountant 35 Jun-05 Chief, Financial Services GS-14/15 510 Supervisory, Accountant 4 Jun-05 Director, Financial Services GS-15 510 Supervisory, Accountant 1 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 5. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Dec-05 Accountant/Auditor/Certifying Officer--Domestic GS-09/11 501 Financial Mgmt. Specialist 33 Dec-05 Accountant/Auditor/Certifying Officer--PCS GS-11/12 501 Senior, Financial Mgmt. Specialist 29 Dec-05 Accountant/Auditor/Certifying Officer--PCS GS-11/12 501 Senior, Financial Mgmt. Specialist 28 Dec-05 Accountant/Auditor/Certifying Officer--PCS GS-09/11 501 Financial Mgmt. Specialist 32 Dec-05 Accountant/Auditor/Certifying Officer--PCS GS-09/11 501 Financial Mgmt. Specialist 31 Dec-05 Accountant/Auditor/Certifying Officer--PCS GS-09/11 501 Financial Mgmt. Specialist 30 Oct-05 Accountant, SF 224/GL GS-12/13 510 Accountant 40 Oct-05 Administrative Specialist GS-09/11/12 301 Administrative Specialist 3 Oct-05 Secretary GS-07 318 Secretary 2 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 6. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jan-06 Financial Program Specialist, Interpretation of regulations and policy GS-07/09/11 501 Financial Program Specialist 21 Jan-06 Financial Program Specialist, Interpretation of regulations and policy GS-07/09/11 501 Financial Program Specialist 20 Jan-06 Financial Program Specialist, Interpretation of regulations and policy GS-07/09/11 501 Financial Program Specialist 19 Dec-05 Accountant, Property GS-12/13 510 Senior, Accountant 46 Dec-05 Accountant, Property GS-11/12 510 Accountant 47 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 7. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Feb-06 Quality Control Specialists/Audit Liaison GS-13/14 510 Senior, Quality Control Specialist 36 Feb-06 Quality Control Specialists/Audit Liaison GS-07/09 510 Quality Control Specialist 39 Feb-06 Quality Control Specialists/Audit Liaison GS-11/12 510 Quality Control Specialist 38 Feb-06 Quality Control Specialists/Audit Liaison GS-11/12 510 Quality Control Specialist 37 Jan-06 Accountant, Labor GS-12/13 510 Senior Accountant 23 Jan-06 Accountant, Labor GS-12/13 510 Senior Accountant 22 Jan-06 Accountant, Labor GS-11/12 510 Accountant 26 Jan-06 Accountant, Labor GS-11/12 510 Accountant 25 Jan-06 Accountant, Labor GS-11/12 510 Accountant 24 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 8. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jun-06 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 13 Jun-06 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 12 Jun-06 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 11 Apr-06 Collection Agent GS-07/09 501 Financial Mgmt. Specialist 10 Apr-06 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 9 Apr-06 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 8 Feb-06 Accountant/Auditor/Certifying Officer--Domestic GS-09/11 501 Financial Mgmt. Specialist 34 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 9. 2 nd Level Org/Staffing Source: Consolidated Staffing Plan Jan-07 Accountant, SF 224/GL GS-11/12 510 Accountant 42 Jan-07 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 15 Jan-07 Certifying Officer GS-11/12 501 Financial Mgmt. Specialist 14 Jan-07 Financial Mgmt. Specialist, SF 224/GL GS-09/11 501 Financial Mgmt. Specialist 45 Jul-06 Accountant, SF 224/GL GS-11/12 510 Accountant 43 Jul-06 Accountant, SF 224/GL GS-12/13 510 Accountant 41 Jul-06 Financial Mgmt. Specialist, SF 224/GL GS-09/11 501 Financial Mgmt. Specialist 44 Desired On-Board Date Job Title Series-Grade Series Position Title Job #
  • 10. Process Flows <ul><li>Travel (Domestic and Foreign) </li></ul><ul><li>Change of Station </li></ul><ul><li>Payroll </li></ul><ul><li>Labor Distribution </li></ul><ul><li>Accounts Receivable </li></ul><ul><li>Accounts Payable – Grants (being finalized) </li></ul><ul><li>Accounts Payable – Other </li></ul><ul><li>Property Financial Reporting by Contractors </li></ul>
  • 11. FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal reviews. 98% of the value of the subsidiary accounts must support the control accounts by the end of the month with the balance corrected before the end of the following period. Grants-Establish and maintain subsidiary accounts 3.1.1.2 Review of reports and random sampling, findings from internal reviews 98% of the letters of credit shall be reconciled by the end of the month with the balance reconciled before the end of the following period. Grants-Letter of Credit reconciliation 3.1.1.2 Review of payment, reports and random sampling, findings from internal reviews Process 100% of dollar value of contract payments accurately and on-time; late/inaccurate payments shall not exceed 5% of dollar value per month. Process payments 3.1.1.1 Review of payment, reports and random sampling, findings from internal reviews Process 99% of payments accurately and timely not to exceed 10 total errors per month. Process payments 3.1.1.1 Review of Documents, Reports 98% of audit responses shall be provided accurately on due date as negotiated with the customer. Provide documentation to support internal and external audits 3.1
  • 12. FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal review Process delinquent demand (dunning) letters accurately and at prescribed intervals with no more than 5 instances per month processed late or with errors. Process delinquent payments 3.1.2 Review of reports and random sampling, findings from internal review 95% of accounts receivable subsidiary ledger accounts shall be reconciled monthly with the balance reconciled the following period Reconcile subsidiary ledger 3.1.2 Review of reports and random sampling, findings from internal review 95% of the amount of monthly reimbursable agreement advances shall be accurately liquidated. Liquidate Advances 3.1.2 Review of deposit and collections register, random sampling, findings from internal reviews Deliver cash or check payments received before 2:00 pm daily local time to the NASA Collection Agent in time for the daily deposit. Collections 3.1.2 Review of reports and random sampling, findings from internal review Prepare 95% bills accurately and timely. Prepare Bills 3.1.2 Review of reports and random sampling, findings from internal reviews Process 95% billings and collections accurately and timely. Process Billings and Collections 3.1.2
  • 13. FM Metrics Source: Section J-3 RFP Review of reports and random sampling, findings from internal reviews 99% of the value of contractor-held PP&E received shall be accurately recorded in the SGL monthly with the balance recorded before the end of the following period. SGL control accounts 3.1.4 Review of reports and random sampling, findings from internal reviews Reconcile and validate financial information contained on 98% of contractor property reports within 5 business days after receipt. Reconcile information on contractor property reports 3.1.4 Review of reports and random sampling, findings from internal reviews Process pay and leave adjustments accurately and forward to DOI for processing within the pay period requested with no more than 5 pay and leave adjustment errors per pay period. Payroll / Time & Attendance Processing 3.1.3 Review of reports and random sampling, findings from internal reviews Process 99.9% Payroll/Time & Attendance accurately and on-time. Payroll / Time & Attendance Processing 3.1.3
  • 14. FM Metrics Source: Section J-3 RFP Review of payment, reports and random sampling, findings from internal reviews Calculate and pay withholding tax allowance (WTA) to customers within 5 business days of receipt of WTA documentation. Withholding Tax Allowance processing 3.1.5.2 Review of reports and random sampling, findings from internal reviews Process 95% bills of collection to customers when appropriate within 3 business days with none to exceed 5 business days. Bills for Collection 3.1.5.1 & 3.1.5.2 Review of reports and random sampling, findings from internal reviews Process 90% travel payments in the SAP system within 1 business day of receipt with no payment to exceed 2 business days. Voucher payments 3.1.5.1 & 3.1.5.2   Validate and process 90% foreign and PCS/TCS travel vouchers within 5 business days of receipt with no voucher to exceed 7 business days. Foreign & PCS/TCS Travel Voucher processing 3.1.5.1 & 3.1.5.2 Review of reports and random sampling, findings from internal reviews Validate and process 90% domestic travel vouchers within 3 business days of receipt with no voucher to exceed 5 business days. Domestic Travel Voucher processing 3.1.5.1 Review of reports and random sampling, findings from internal reviews For vouchers that are selected for statistical sampling inform the customer of the result of the examination within 10 business days of receipt of requested information. Domestic Travel Vouchers 3.1.5.1
  • 15. Functional Training Requirements <ul><li>SAP Required Courses </li></ul><ul><li>Travel Manager Required Courses </li></ul><ul><li>Appropriation Law </li></ul><ul><li>Certifying Officer </li></ul><ul><li>Prompt Payment Act </li></ul><ul><li>DOI Training </li></ul><ul><li>Reconciliation Training—NASA Provided </li></ul><ul><li>Federal Travel Regulations </li></ul><ul><li>Change of Station </li></ul><ul><li>Treasury Training (IPAC, SF224, FACTS) </li></ul><ul><li>See Handout </li></ul>Source: Training Plan
  • 16. Status of Open Action Items <ul><li>Labor Distribution System </li></ul><ul><li>Process Flows </li></ul><ul><li>Property Financial Reporting </li></ul><ul><li>Scanning of Documents </li></ul><ul><li>Cash Collections </li></ul><ul><li>Travel Reimbursement Receipts </li></ul><ul><li>Receipt of Invoices </li></ul><ul><li>Training </li></ul><ul><li>Source: Project Plan, Staff Mtg Action List and FM Action List </li></ul>
  • 17. Update of Open Risks <ul><li>Failure to achieve NSSC SAP Configuration changes for Transitioning Activities </li></ul><ul><li>Ensure IFM Competency Center is fully engaged in the NSSC activities. </li></ul><ul><li>(Upgraded to Medium Risk by K. Newton on 11/09/04) – Medium Risk </li></ul><ul><li>Mitigation: </li></ul><ul><ul><li>IFM established NSSC as a project </li></ul></ul><ul><ul><li>Hold bi-weekly telecons with the Competency Center </li></ul></ul><ul><ul><li>Designated NSSC BPL </li></ul></ul><ul><ul><li>Obtain full time IFM team support for Finance and Procurement </li></ul></ul><ul><li>Source: NSSC Risk Matrix and Functional Identified Risks </li></ul>
  • 18. Additional Information <ul><li>Staffing </li></ul><ul><ul><li>All PDs written and submitted to HR for first round </li></ul></ul><ul><li>Telecons </li></ul><ul><li>Meetings with Procurement </li></ul><ul><li>Joint Procurement/Finance Teams </li></ul><ul><ul><li>Scanning </li></ul></ul><ul><ul><li>Checklist </li></ul></ul><ul><ul><li>Workflow </li></ul></ul><ul><li>FM meetings as needed </li></ul><ul><li>Bi-weekly telecons with Agency DCFO </li></ul>
  • 19. Issues/Opportunities <ul><li>IFM Resources </li></ul><ul><ul><li>Obtain Accenture Support </li></ul></ul><ul><li>IFM Stabilization/Upgrade </li></ul><ul><ul><li>Continue to monitor </li></ul></ul><ul><li>Core Financial—Fully Operational </li></ul><ul><li>Standard WBS </li></ul><ul><li>Standard Compliance with FMR </li></ul><ul><li>Manual Grant Process </li></ul><ul><ul><li>Continue to Monitor </li></ul></ul><ul><ul><li>Notify Service Provider </li></ul></ul><ul><li>Segregation of Duties </li></ul>
  • 20. <ul><li>BACK UP </li></ul>
  • 21. Update of Open Risks <ul><li>IFM System Operational Effectiveness </li></ul><ul><li>Based on benchmarking, IFM expects stabilization by year #3 of operations </li></ul><ul><li>Medium Risk </li></ul><ul><li>Mitigation: </li></ul><ul><li>Source: NSSC Risk Matrix and Functional Identified Risks </li></ul>
  • 22. Update of Open Risks <ul><li>e-Gov - LOB Shared Service Center Implementation </li></ul><ul><li>Functional Mgrs/Leads should stay engaged in LOB SSC discussions/planning. Determine potential of NSSC to participate as bidder to provide gov't-wide services. </li></ul><ul><li>Medium Risk </li></ul><ul><li>Mitigation: </li></ul><ul><ul><li>Continue to monitor </li></ul></ul><ul><li>Source: NSSC Risk Matrix and Functional Identified Risks </li></ul>

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