Implementing gfebs in michigan
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Implementing GFEBS in Michigan. Michigan Department of Military and Veterans Affairs – State Operations. Mission, Vision & Values. Values: Loyalty Duty Personal Courage Selfless Service Honor Integrity Respect Integrity First Service Before Self Excellence In All We Do. Mission:

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Implementing GFEBS in Michigan

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Implementing gfebs in michigan

Implementing GFEBS in Michigan

Michigan Department of Military and Veterans Affairs – State Operations


Mission vision values

Mission, Vision & Values

Values:

Loyalty

Duty

Personal Courage

Selfless Service

Honor

Integrity

Respect

Integrity First

Service Before Self

Excellence In All We Do

Mission:

Provide relevant and ready operational military forces, consistent with our values, in support of our state and nation.

Provide support to military personnel, civilian employees, families, retirees, and veterans.

Vision:

Acknowledged as a premier military and veterans organization meeting state and national requirements. Recognized as the destination of choice for full spectrum operations and four-season joint training.


Military and civilian employees

Military and Civilian Employees

Civilian Personnel – 1,231

State Employees: 876

Federal Workforce: 355

Military Personnel - 11,704

  • Army Guard: 8,976

    • Full Time: 1,215

  • Air Guard: 2728

    • Full Time: 803

  • Total Full Time Personnel 2,018


Implementing gfebs in michigan

Classified State Employees


Implementing gfebs in michigan

Army National Guard

CALUMET

  • Two Army National Guard training sites

  • 43 State-owned Armories

  • 8976 Soldiers

  • 6 Major Commands, 14 Battalions


Implementing gfebs in michigan

Michigan Air National Guard

Alpena CRTC

  • 3 Bases

    • Selfridge ANGB

    • Battle Creek ANGB

    • Alpena CRTC

  • 2728 Airmen

  • 3 Aircraft Types

    • A-10

    • C-21

    • KC-135

  • 1 Command & Control Group

Selfridge ANGB

Battle Creek ANGB

Lansing Headquarters


Objective

Objective

Discuss the implementation of GFEBS in Michigan from a State’s perspective

Provide opportunity to discuss issues, concerns and best practices related to GFEBS


Briefing outline

Briefing Outline

  • GFEBS

    • Purpose & Related Information

  • Implementation in Michigan

    • Roles & Responsibilities

    • USPFO Training

    • SF270 Processing

  • Discussion


Gfebs purpose

GFEBS - Purpose

GFEBS is a commercial-off-the-shelf financial management system built by SAP to replace the Army’s legacy Standard Financial System (STANFINS) to serve as the Army’s enterprise resource planning system.

  • Will bring the Army in compliance with the CFO Act and the Federal Financial Management Act

  • Replaces 80% of overlapping interface requirements and functionality.

  • Replaces 75 Army systems/interfaces and 48 others


Gfebs purpose cont

GFEBS - Purpose (Cont.)

  • Provides standardized and real-time financial asset, and accounting data and information; integrates financial systems and functions

  • Over 79,000 Army users Worldwide

  • More than 200 locations

  • A Million Transactions A Day

  • Used by Active Army, USARNG and USAR

  • Annual Budget $140 Billion

  • GFEBS Training Provided for User Roles Within the System (Program Managers, Budget Analysts and Activity Directors)

Source: www.gfebs.army.mil


Implementation

Implementation

  • Training – Online for Program Managers (PM) and Federal Personnel

  • Planned to run both STANFINS and GFEBS because SMD received Advance Payments

  • SMD decided to forgo advance payments

  • Allowed to fully implement GFEBS


Implementation1

Implementation

  • There were many stops and starts before funding was in place

  • PMs were told to load funds in both systems

  • PMs had to move FY12 Funds to GFEBS


Implementation2

Implementation

  • Lack of Available Training for State Employees

    • We didn’t know what we didn’t know (preparation difficult)

  • Lack of Reimbursements

    • No GFEBS account coding, No funds letters, No STANFINS

    • Did not start receiving reimbursements until March 2012

  • We made the decision to make the conversion and not “Kick the can” down the road


Implementation3

Implementation

  • ADVANCES PAYMENTS

    • States with advances don’t have to make the conversion until October 2012

    • Mississippi is 1 of 5 test State for advance processing in GFEBS

    • In Nebraska GFEBS is used for all transactions except for cooperative agreements

    • Hampers management of MCA regarding advances and other payments to State Military Departments

    • Cash Management and the Single Audit

      We made the decision to make the conversion and not “Kick the Can” down the road


Uspfo training

USPFO Training

  • Routing & Changes (Flow of Paper)

    • Funds Commitment Sheets/Line of Acctg (LOA)

    • State Certifying Official – Block 13

    • Federal Program Manager Responsibilities

  • Grant Officer Representative

    • Validates compliance with MCA

  • USPFO Commercial Accounts

    • Process SF270


Roles responsibilities

Roles & Responsibilities

  • USPFO-Michigan

    • Comptroller – Provided training, Set up accounts, Process vouchers

    • GOR – Track SF270, recently received access to GFEBS

  • Federal Program Managers

    • Provide to State the Funds commitment sheets

    • Load accounts with Commitment Lines of Accounting (LOA)

    • Approve SF270

    • Must keep State up to date on changes to the funding levels and new lines of accounting


Roles responsibilities1

Roles & Responsibilities

  • State Military Department

    • Correctly bill SF270 with the new requirements

    • What is reported on the Face of the SF270 changed

    • Cage codes; Running totals; Match requirements and Program income – Reported on SF270


Sf270 processing

SF270 Processing

  • Ability to process transaction didn’t occur until February 2012

  • February we submitted “test” SF270 to get a understanding of the flow and make sure it worked

  • Established template for each funds commitment sheet

  • The order of the Lines of Accounting (LOA) of the SF270 must match the order of the LOA on the Funds Commitment Sheet otherwise…


Sf270 processing1

SF270 Processing

  • Pen & Ink Changes No Longer Allowed

  • Slower reimbursements (Avg 23 days compared to 7)

  • Bundled Payments

  • Must track by Point Accounts

  • All Expenditures for 1 appendix are reported together - An appendix may have 2 PMs, 2 FCS (#5 and #7)


How s it going

How’s It Going?

  • Communication, Coordination & Cooperation (USPFO, PMs and SMD)

  • Continue to Strengthen Relationships

  • Revenue is starting to flow in on a regular basis


Discussion

DISCUSSION

How did the Conversion to GFEBS work in your State?

  • States with Advances – Have you found the solution to Advance Payments in GFEBS?

  • GFEBS Year-End Close

  • How to perform year-end close functions/reconciliations in GFEBS?

  • Training provided for new employees?


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