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IMPROVING DOD’S INTER/INTRA-GOVERNMENTAL FINANCIAL REPORTING. Phase 1 – Campaign Plan To Improve The End-to-end Process For Reimbursable Activity. Does your agency transact with DoD?. Section 1. Introduction and Issue Identification. Introduction.

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IMPROVING DOD’S INTER/INTRA-GOVERNMENTAL FINANCIAL REPORTING


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    1. IMPROVING DOD’S INTER/INTRA-GOVERNMENTAL FINANCIAL REPORTING Phase 1 – Campaign Plan To Improve The End-to-end Process For Reimbursable Activity

    2. Does your agency transact with DoD?

    3. Section 1 Introduction and Issue Identification

    4. Introduction The U.S. Department of Defense (DoD) is one of the largest and most complex organizations in the world.

    5. Introduction $558 billion in net cost of operations $2.179 trillion in assets Source: U.S. Department of Defense Agency Financial Report for FY 2013 (pages 65-66)

    6. Introduction Source: U.S. Government Accounting Office, High-Risk Series: An Update, GAO-12-283 (February 2013)

    7. Introduction One of the key material weaknesses is DoD’s inability to reconcile inter/intra-governmental (IGT) activity and balances.

    8. IGT is also known as… Military Interdepartmental Purchase Requests (MIPRs) Reimbursables Buy/Sell Transactions Interagency Agreements

    9. Why is IGT a material weakness? X Servicing Agency Requesting Agency Goods and/or services Out of balance

    10. Why is IGT a material weakness? IncompatibleSystems Decentralized Worldwide Lack of Standards High Volumes

    11. Solutions to the Material Weakness Financial Management Systems Data Standards Reporting

    12. What is the scope of the issue? In 4th quarter FY 2013, DoD’s IGT imbalances with civilian agencies alone were over $10 billion.

    13. Why is it important to solve the issue? “A major reason for the disclaimer is the government’s inability to adequately account for and reconcile intra-governmental transactions between departments and agencies. This reform activity supports effective financial management through the achievement of a clean audit opinion; the elimination of material weaknesses; and the production of timely, accurate financial information to help guide decision-making.” Office of Management and Budget, Executive Office of the President Source: Federal Financial Management 2009

    14. DoD Challenges and Requirements

    15. What is your agency’s top challenge with IGT?

    16. Section 2 DoD STRATEGIC DIRECTION AND POLICY

    17. Areas of Focus Data Requirements Standards & Policy Metrics Change Management To tackle this significant material weakness issue and bring about an enterprise wide change, DoD worked with the Treasury Department and OMB in these four areas.

    18. Key Strategic Goals • Improve visibility by using a central repository for all transactional information. • Reduce intra-governmental imbalances by using a “clearing house” or hub to share accounting information with trading partners. • Reduce reconciliation and elimination efforts by associating all related transactions. • Reduce chargebacks by establishing a clear agreement at each stage in the life cycle prior to settlement.

    19. Invoice Processing Platform To enable the reimbursable IGT process reengineering effort, DoD is adopting the IPP, an automated electronic invoicing shared service that enables federal agencies to manage reimbursables more efficiently with their trading partners.

    20. Project Charter and August 5, 2013 Memo During the spring of 2013, DoD developed a project charter outlining proposed project governance, project management, strategies and controls that team members could use during the IPP IGT implementation. On August 5, 2013, DoD issued a memorandum announcing its partnership with the Treasury Department to implement IPP as DoD’s core system to manage all inter- and intra-governmental reimbursable transactions and documentation.

    21. Section 3 LESSONS LEARNED AND ENABLERS TO SUCCESS

    22. Communication and Documentation Trading partners must communicate and document they are in agreement before settlement takes place  Servicing Agency Requesting Agency Goods and/or services

    23. Chargebacks and Reconciliation IPP will help trading partners communicate and document they are in agreement before settlement takes place Reduced disputes and chargebacks Less time on reconciliation

    24. Key Enablers to Success

    25. Interagency Agreement (IAA) • The IAA is a standard paper form for conducting buy/sell transactions between Federal trading partners • The IAA was developed to • Define the data structures required to effectively process intragovernmental buy/sell transactions • Provide agencies with an interim solution until the process could be automated • Lay the foundation for the automation of the standard processes and data

    26. One Form with Two Parts • General Terms and Conditions (GT&C) - 7600A • Captures partnership/relationship between parties • Identifies trading partners entering into agreement, authorities, agreement action, period, and type • Order Requirements and Funding Information (Order) - 7600B • Reduces effort as GT&C information is captured once and used with many orders • Contains specific information on products/services being exchanged, funding and accounting information, bona fide need, funding, shipping, authorization, points of contact, etc.

    27. Interagency Agreement (IAA) Part A

    28. Interagency Agreement (IAA) Part A

    29. Interagency Agreement (IAA) Part B

    30. Interagency Agreement (IAA) Part B

    31. Interagency Agreement (IAA) Part B

    32. To-Be Environment

    33. Section 4 NEXT actions

    34. IPP Governance Board

    35. Collaboration with Acquisition Committee for E-Government (ACE)

    36. Timeline Phase 3 completed(implementationapproach/plan for USMC) 2014-Apr Official program kick-off held 2014-Jan Phase 1 completed (project initiation/discovery)2013-May Strategic planningsession held 2013-Nov 2014-Jun Wave 1.2 initiated; Release 3.2deployed (includes PO upload) 2013-Aug OUSD(C) memo issued 2013-Dec Collaborative Agency Working Group (CAWG) meeting held; Release 3.1 deployed (includes invoice download/upload, PO download, notifications) 2014-Apr Phase 2 completed (requirements identification and fit-gap analysis) 2012 IPP IGTproof-of-conceptconducted

    37. DoD IGT Functional Strategy

    38. Questions?

    39. Thank you Mary L. Kemp is Deputy Director and senior accountant in the Business Integration Office, Office of the Under Secretary of Defense (Comptroller). She has 30+ years of service as an auditor, budget analyst, accountant, and systems analyst with Department of the Army, Defense Finance and Accounting Service and OUSD(C). She is a past president of ASMC’s CNY Leatherstocking Chapter, a Lean 6 Sigma Green Belt, Certified Defense Financial Manager, and DoD Financial Management Level 3 certified. She is currently pursuing her Master's Degree at National Defense University.

    40. Thank you Michael Bolin is a veteran of the United States Army (Active Duty), having served ten years. He worked for JP Morgan Chase for one year and has been with Department of Treasury’s Bureau of the Fiscal Service for eight years. Mr. Bolin served as the EagleCash Program Manager, leading the roll out of the system to numerous deployed areas overseas. He currently heads Treasury’s IPP Intra-governmental deployment effort as the Program Manager, working closely with DoD. He has a Bachelor’s degree in business from Villanova University and is finishing an MBA/MPP from the University of Maryland College Park. Mr. Bolin also holds a PMP certification.