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Financials Intro

Financials Intro. Enter Presenter Name & Contact Information Here (Calibri 16, Bold). FAwa1-10Jun-FB-1. ECSS: What is It?. ECSS is an initiative to improve logistics support to Warfighters by Transforming Air Force Logistics business processes Leveraging ongoing initiatives and capabilities.

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Financials Intro

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  1. Financials Intro Enter Presenter Name & Contact Information Here (Calibri 16, Bold) FAwa1-10Jun-FB-1

  2. ECSS: What is It? • ECSS is an initiative to improve logistics support to Warfighters by • Transforming Air Force Logistics business processes • Leveraging ongoing initiatives and capabilities Applying best business practices to Air Force Logistics

  3. ECSS: What is It? (cont’d) “The Air Force maintained its commitment to transforming logistics business practices, including total asset visibility and associated information technology, by protecting funds associated with fielding the first increment of the Expeditionary Combat Support System.” ̶ USAF 2010 Posture Statement (emphasis added)

  4. ECSS: How Big is It? >1 Million Transactions/Day 250,000 Users Login: 600+ Sites 100Ks of Items ECSS effects will be visible and felt across the Air Force Logistics Enterprise

  5. Readiness Retrograde Quality Assurance Mission Planning Installation Mgmt. Finance Reporting Supply Workflow Force Planning Logistics Acquisition Materials Management Training Qualifications Force Management Maintenance What Will It Do? • ECSS is an Enterprise Resource Planning (ERP)initiative that will revolutionize AF Logistics performance • Process-centric transformation • The way AF Logisticians accomplish their work • The support AF Logisticians provide to Warfighters • Leverages cutting-edge technology and best business practices to create enterprise view Creates global visibility of assets/equipment and enterprise data ownership

  6. How Will It Do That? • ECSS accomplishes this by: • Establishing a real-time, modernized information system • Using commercial ERP software • Horizontally integrating business practices across the enterprise • Includes: • 600+ AF locations • 3 DFAS sites • 250,000+ users ECSS replaces hundreds of legacy systems so organizations can more easily communicate with each other and replaces many current processes with reengineered processes

  7. Release Schedule R1- Development R1-MS B R1-MS C OA ECSS Technology Development R1 Fielding R1 EMD R1Pilot A R1Pilot B R1 Pilot C R1 IOT&E Tools/Equipment/Vehicle Management and Base-Level Materiel Management R1 Fielding (600 Locations): R2 - 4 Gap Analysis & Risk Reduction Activity D1 D3 D2 I2 I1 Designed D3 D2 I2 I1 D1 Available Oracle Development & Integration Enhancements Timing of R2-4 will depend on FY12 POM R2 -Development R2-MS C R2-MS B • Enterprise Planning and • Materiel Management • R2 Fielding (7 Locations): • ALC(3): OO, OC, WR • WPAFB - HQ AFMC • AFGLSC • Scott AFB • Langley AFB • Peterson AFB R2 Pilot R2Fielding R2IOT&E R2 EMD R3 -Development R3-MS C R3-MS B Heavy Mx & Planning R3 Fielding (6 Locations): ALC(3): OO, OC, WR WPAFB - HQ AFMC DFAS(2) R3IOT&E R3Fielding R3 EMD R3 Pilot R4 -Development R4-MS B R4-MS C Flightline Mx & Ammo Mgt R4 Fielding (200+ locations) R4 Pilot R4 EMD R4 IOT&E R4Fielding Version 8.6 – 7 Jun 10

  8. Intro to LogFins

  9. Logistics Financials Introduction • Logistics Financials or “LogFins” refers to the Air Force Logistics financial operations portion of ECSS. • LogFins will allow ECSS to be the system of record for the Air Force Working Capital Fund (WCF) and a critical feeder system for the Air Force General Fund (AF GF). • ECSS will help Air Force Logistics financial operations improve in three vital areas: • Efficiency • Effectiveness • Ability to Comply with Chief Financial Officer mandates 9

  10. LogFins Functionality in R1 Pilot C 05/2011 IOT&E 11/2011 Systems Impacted Pilot A 07/2010 Pilot B 12/2010 • Vehicle/Equipment • Management • Capture vehicle usage data • Set up and maintain vehicle maintenance Bill of Materials • Capture maintenance cost and support billing process • Schedule work orders and capture materials consumed and AF Maintainers performing work on AF and non-AF vehicles • Pilot A + • Manage and depreciate capital assets • Support budget formulation by reporting asset depreciation data • Track equipment accountability • Set up and maintain equipment maintenance Bill of Materials • Pilot A + B + • Capture, report • and bill maintenance costs • Transfer financial ownership • of assets Targeted Systems: OLVIMS, AFEMS: AIM & Table of Allowance Interfaced Systems: AFWAY, DAISY, DSS, CICP, IDE/AV, Small Arms DB, AFEMS(C ), DRRS, CERC, AFDS, OWRMRS, ERS • Pilot A + • Manage equipment inventory accounts to include CACRLs • Create and maintain item master records for equipment • Support budget formulation by reporting inventory data Targeted Systems: TC-MAX, TAS, SPIRES, DoDAAC(AF), ILS-S, ILS-S-SATS, ECC, SRWP, AFLSW, MICAS • Tool/Inventory • Management • Track accountability and maintain inventory of tools and equipment • Record inspection and calibration (preventive maintenance) • Identify and dispose of excess items • Pilot A + B + • Requisition inventory • material from Federal • Agencies and local suppliers • Cost, manage , control, and track item inventory and mobility assets • Supply inventory to maintenance and other • services • Financial/ • Supporting • Capabilities • Establish Chart of Accounts • Manually record personnel and certifications • Establish maintenance plans for preventive maintenance • Cost collection report • Create and maintain item master records for vehicles • Pilot A + B + • Perform financial accounting • and reporting • Process AR/AP transactions • Perform cost accounting • Perform budget execution • Pilot A + • Report depreciation of capital assets • Update and maintain personnel and certifications Targeted Systems: SMAS (Partial) Pilot Phase, Hanscom AFB Release 1 Current as of 17 May 10

  11. How ECSS will Improve AF LogFins

  12. How ECSS will Improve AF LogFins • The following slides gives examples of current Air Force Logistics Financials areas for improvement and how ECSS will impact them: • United States Standard General Ledger • Funds Control • Defense Logistics Management System (DLMS) format for incoming Interfund Bills • Prevention of Duplicate Payments 12

  13. United States Standard General Ledger • Improvement Opportunity • Currently there is no Air Force-wide visibility of logistics financial transactions. • Air Force legacy systems use General Ledger accounts that do not always comply with the Treasury Financial Manual. • Currently there is difficulty in system reconciliation between the General Ledger and the subsidiary ledgers at the line-item level. 13

  14. United States Standard General Ledger • ECSS Impact • ECSS will provide a central repository for logistics financial transactions, resulting in total financial visibility. • ECSS will provide General Ledger accounts that comply with the Treasury Financial Manual. • ECSS will dramatically improve systematic reconciliations between the General Ledger and subsidiary ledgers. ECSS will result in total financial visibility 14

  15. Funds Control • Improvement Opportunity • There is an inadequate validation of funds based on policy requirements and business rules. • Current processes permit financial transactions to exceed available funds. • There are minimal controls to prohibit obligations in advance of an appropriation. 15

  16. Funds Control • ECSS Impact • ECSS will provide visibility of the type and amount of funds available for use and validate their use against business rules and policy requirements. • ECSS will validate the requested funds against the available funds to mitigate Anti-Deficiency Act violations. • ECSS will provide for the commitment of funds for request of goods and services and the automatic de-commitment and obligation when contracts/purchase orders are awarded. ECSS will provide visibility and validation 16

  17. DLMS • Improvement Opportunity • Current legacy systems call for old Military Standard Billing System (MILBILLS) format which requires duplication of fields due to limitation of characters. This calls for intricate knowledge of legacy data format to decipher transaction. • Currently there are three systems involved in making payment and posting general ledger for requisitions initiated to the Primary Inventory Control Activity (PICA) after bills are received from the Defense Automated Address System (DAAS). 17

  18. DLMS • ECSS Impact • ECSS will meet the DoD requirement for ERPs to accept DLMS formatted transactions which provide more detailed information eliminating duplication of fields. • ECSS will modernize the payment process by providing visibility of supplier and buyer detail. • ECSS will receive the DLMS 810L record (bill) directly from DAAS reducing interface errors. • ECSS will transform the interfund process in that the requisition, payment, and general ledger will now reside in one system. 18

  19. Prevention of Duplicate Payments • Improvement Opportunity • There is currently no central repository for logistics invoices. • The entitlement systems are disparate. • Contract modifications that change the pay station have caused duplicate payments. 19

  20. Prevention of Duplicate Payments • ECSS Impact • ECSS will be the central repository for Air Force Logistics invoices, regardless of the entitlement system. • ECSS will have a duplicate invoice validation on the vendor, including pre-validation invoices. These invoices will be matched to a Contract Line Item Number (CLIN) so that the available balance can be validated and a receipt can be obtained if required. ECSS will serve as the central repository for AF Logistics invoices 20

  21. Summary • This briefing introduced you to the Expeditionary Combat Support System (ECSS) and explained how ECSS will affect Air Force LogFins in the areas of: • United States Standard General Ledger • Funds Control • DLMS format for incoming Interfund Bills • Prevention of Duplicate Payments Visibility and integration are key benefits

  22. Stay Informed Learn more! • https://www.ecss.wpafb.af.mil • Talk to your local ECSS representative Questions?

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