ICASS SOFTWARE REBUILD

1. ICASS SOFTWARE REBUILD Budget Workshops FY2011

2. Planning Schedule • Phase 1 (for FY13) now includes: • Moving ICASS out of Web.PASS • Incorporating two new residential security cost centers • Developing a “proof of concept” for the “central distribution module” (distribution of Washington costs) • Out-year enhancements will focus on post software

3. Goals for Out-Year Enhancements • Improve usability by incorporating business processes/policies/procedures • Integrate workload data collection, approval, budget entry and final reporting • Eliminate off-line modifications and weighting • Streamline data entry and improve accuracy • Incorporate budget & accounting rules • Eliminate need for manual budget checking

4. Goals, cont’d. • Provide timely/accurate information for equitable cost sharing and mgmt decision making • Streamline/consolidate cost distribution system • Facilitate data sharing • Upgrade programming language

5. Proposal An integrated software platform that: • Covers the same basic ICASS services • Provides an appropriate “lite” methodology for small posts • Simplifies the data gathering and entry • Improves functionality and ease of use

6. Proposal, cont’d. • Calculates all modifications & weighting • Implements budgeting by property/compound • Requires location budgeting in certain circumstances: • All missions that serve multiple posts • All cost centers for Building Operations (78XX) and Local Guard (58XX) • Facilitates workload data collection through collaboration with HQ system owners

7. Two Proposed Methodologies/Same Principles: iStandard and iLite • Maintain simplicity for certain posts • iStandard/iLite designations will be made in Washington based on size of post, size of budget, presence of an FMO, and the operating environment • Add two mandatory cost centers • Health, and Security Services • Eliminate sub-cost centers and replace with “unique” cost centers (UCCs) (except 78XX & LGP 58XX)

8. iStandard Will have 29 cost centers (excluding Miscellaneous Costs and Non-ICASS Dual Positions) • Adds two new residential guard cost centers • Combines Vouchering, Accounts & Records, and Cashiering into one Financial Management Services cost center with no change to distribution factors • Budget & Planning and Payrolling Services remain separate cost centers • Eliminates Reproduction Services

9. iLite Will have 17 cost centers (excluding Miscellaneous Costs and Non-ICASS Dual Positions) • Adds two new residential guard cost centers • Service “bundles” remain with two changes • Human Resources (will include Payrolling) • General Services (will allow activation of up to three iStandard GSO cost centers) • These iStandard cost centers will use iStandard distribution factors

10. Handling Other Sub-Cost Centers • MEDEVAC sub-cost centers (scc) will be created as separate cost centers at four designated posts • ICASS cell/long distance charges will be budgeted in Miscellaneous Costs (no scc!) • Dedicated Storage scc will be incorporated in budgeting approach for Building Operations

11. Out-Year Enhancements • Auto-fill capitation counts • Service Level Agreement/MOU • Subscription Matrix • Local Compensation Module • Other Budget Items Worksheet • Budgeting for Building Operations and Guard Services

12. Auto-Fill Capitation Counts • Simplify data entry for head counts by using auto-fill capability for capitation-based cost centers • Validate counts using the existing capitation report

13. Sample SLA Report

14. Sample SLA Report Signature Block

15. Sample SLA ReportWorkload Counts

16. Sample Matrix

17. LE Staff and LGP Pay and Benefits 1. Compensation module • Benefits sub-objects can be used multiple times with unique names (i.e. 1219-A Food Allowance, 1219-B Meal Allowance, etc) • Comment feature to describe allowance/benefit • Pay increase rate and effective date feature • EFM compensation plans pre-loaded with pay and taxes and updated with reference tables • Printable report • Adjust prior budget stage data without reverting

18. LE Staff and LGP Pay and Benefits 2. LE Staff and LGP Positions Worksheet • “Form based” budget by employee • Drop down box with position title or section name • (i.e. GSO Procurement, FMO Voucher Examiner) • Working position title • A sub-object can be used in both compensation module and LE Staff Position Worksheet • Comment feature by employee to note unique benefits • Data sortable by key data fields (name, job title, position number)

19. Time Allocation • Re-formatted Time Allocation reports to facilitate review and validation • Sort capabilities by name, cost center, section, etc. • Add data field for section • Use standard naming conventions for sections/employee titles • Link position costs with time allocation

20. Sample Time Allocation Report

21. Other Budget Items (OBI) • OBI costs “form based” by cost center • One “form” per cost center • Cost (time) allocation built into the software • Common sub-object codes pre-entered (i.e. 2641-Med Supplies in Health Svc) • Sub-object codes are blocked by cost center (i.e., 1186/1187-Awards budgeted only in Miscellaneous Costs or LGP Budget Items)

22. Budgeting for Building Operations and Local Guard Costs • Use a “form-based” approach to budget for each property/compound • Data inputs for occupants (agency & square meters), utilities, contracts, LGP costs, etc. • Will include all data required for the warehouse cost pool using a series of questions • Work with OBO to coordinate data entry requirements for ICASS and RPA

23. QUESTIONS?