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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

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
slide5
Army National Guard

CALUMET

  • Two Army National Guard training sites
  • 43 State-owned Armories
  • 8976 Soldiers
  • 6 Major Commands, 14 Battalions
slide6
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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