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About Financial Management Data

Business Intelligence Dashboard. Naked Truth. About Financial Management Data. Presented by: Chrissy Martinez and Kim Prendergast, ONR. The Naked Truth. Exposing the Dark Side of FM (Kim) Unveiling Bare Facts Creating a Transparent FM Revealing Tools for Success (Kim)

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About Financial Management Data

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  1. Business Intelligence Dashboard Naked Truth About Financial Management Data Presented by: Chrissy Martinez and Kim Prendergast, ONR

  2. The Naked Truth • Exposing the Dark Side of FM (Kim) • Unveiling Bare Facts • Creating a Transparent FM • Revealing Tools for Success (Kim) • Stripping Away Future Uncertainties (Kim) • Questions

  3. Exposing the Dark Side • Initial efforts concentrated on end-state budget execution to meet external reporting needs • Answered: Where are we now?

  4. Exposing the Dark Side • Lean Six Sigma Analysis of FM process • Unveiled FM’s business process (Cross Functional Process Map). • Uncovered non-value added and duplicative steps. • Revealed systemic and process issues driving long cycle times. • Highlighted best practices

  5. 0 15 30 45 60 75 0 20 40 60 80 100 120 FM Cycle Time June 2006 N = 195 Mean = 25.646 Median = 19.000 1st Quartile = 7.000 FM Cycle Time September 2007 N = 204 Mean = 11.132 Median = 4.000 1st Quartile = 0.000 Exposing the Dark Side LSS Results Before, During & After FM Cycle Time End of FY 2008 N = 1223 Mean = 5.359 Median = 3.000 1st Quartile = 1.000 25 50 75 100 125 150 0

  6. Unveiling Bare Facts: Getting Started • Create workload management tool (BI Dashboard) to capture all work in process (WIP) and completed work. Each tab provides a different display of the workload information based on the user’s needs.

  7. Unveiling Bare Facts: FM Cycle Time • Cycle time is the number of business days required to process a document once received in FM. • Total days in FM excludes weekends, Holidays and days when the clock is purposely STOPPED.

  8. Unveiling Bare Facts: FM Cycle Time • Why stop the clock? • Provides true FM cycle time for documents held pending external intervention. Examples include: • Insufficient funds • Statement of work (SOW) issue • System problem requiring Helpdesk ticket • Measures responsiveness of external players in resolving issues. • Identifies systemic issues to address and/or correct. • Cancelling a document and starting over is not in the best interest of the Command. • Creates more work • Increases overall cycle time impacting execution

  9. Unveiling Bare Facts: FM Cycle Time • Stopping the clock: Provides ability to create reports and identify reoccurring issues and length of time to resolve.

  10. Creating Transparency • The Dashboard provides visibility into all FM transactions. • Anyone with access to ONR’s intranet has access to the dashboard and can track the status of a document in Finance. • Data is displayed based on the user needs. Users include: • Working Level • Management • Customer

  11. Creating Transparency: Working Level • Work In Process (WIP) provides: • Number of outstanding transactions; • current status; and • visibility into how your team is doing. • User clicks a name for detailed transactions

  12. Creating Transparency: Working Level • Detailed transactions • Lists all transactions currently in process (WIP). • Oldest transaction automatically appears on top. • prioritizes workload for the user

  13. Creating Transparency: Working Level • Completed Workload since 1 Oct • Provides accomplishments (metrics and volume) • Completed Workload by Month • Identifies surge for planning purposes

  14. Creating Transparency: Management Level • Summary of Work In Process (WIP) WIP by Department • Level of support required Future WIP by Dept • Anticipated workload WIP by Year and Document Type

  15. Creating Transparency: Management Level • Summary of Completed Workload Total completed - providesvolume and metrics Completed by Dept – shows level of support provided By month - identifies document surges

  16. Creating Transparency: Customer Level • Ad Hoc report provides the customer with the ability to check the status of a document day or night. • Date document arrived in FM • Date document completed • FM POC

  17. Revealing Tools for Success • Committed management • Keep the customer in mind • Keep long term goals in mind • Know your business process (LSS) • Create business rules for exceptions • Marry the data to the process steps (data clean up) • Keep employees in mind and involve them in implementation • Set metrics that employees & organization can reasonably achieve

  18. Stripping Away Future Uncertainties • Near-term workload management • Trend seasonal workload • Long-term staffing • Benchmarking for ERP Implementation

  19. Business Intelligence Questions Contact Info: Chrissy Martinez at 703-696-8731 Chrissy.Martinez@navy.mil Kim Prendergast at 703-696-6837 Kim.Prendergast@navy.mil

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