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Forest Service Incident Business Solutions Team Implementation of the Aviation Business System March 12, 2007. Agenda . Executive Summary Incident Business in 2007 2007 ABS Implementation ABS Overview. Executive Summary . Vision
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Forest Service Incident Business Solutions Team Implementation of the Aviation Business System March 12, 2007
Agenda • Executive Summary • Incident Business in 2007 • 2007 ABS Implementation • ABS Overview
Executive Summary • Vision • Align People, Processes, and Technology by improving the management of information from end-to-end. • Improve internal controls and audit performance by improving acquisition processes, providing appropriate documentation for costs, and eliminating processing errors such as duplicate payments • Create an infrastructure to provide ongoing analysis, cost reviews, and process improvements. • Enable Business Operations to successfully support F&AM utilizing core financial data. • Reduce costs by utilizing fewer people to enter data and process accrual and payment data. • Utilize proven, existing technology to build an infrastructure that enables data exchange between disparate Fire & Aviation, Acquisition Management and Financial Management applications.
Re-enter data Re-enter data Re-enter data Re-enter data Executive Summary - Current and Future State Current State ROSS ISuite or Web-122 IBDB at the ASC FFIS FAIRS FTRS EaTIS (Contracts Database) ESB Re-use of data throughout Future State
2007 – EaTIS – Aviation Contracts • All Regions will record Aviation Contract data in EaTIS • Full functionality of EaTIS for aviation contract solicitation, inspection and award will not be developed. The new VIPR application will provide that functionality in 2008 (est.). • As contracts expire, standardized contract provisions will be implemented. .
2007 ABS – Aviation Business System • Contracted Aviation including Air Tankers will be tracked in the Aviation Business System (ABS). • Air resource manager enters flight data in ABS or Disconnect client • Daily accrual data flows to IBDB • COR and Vendor approves invoice summary electronically • Data transmitted to ASC for payment. • Daily costs posted on the web
2007 ABS Implementation Schedule • April 2, 2007 • Regions 3 (Southwestern), 8 (Southern) and National Large Airtanker and Smokejumper Aircraft Contracts. • May 1, 2007 • Regions 5 (Pacific Southwest), 9 (Eastern), and 10 (Alaska) • May 15, 2007 • Regions 2 (Rocky Mountain) and 4 (Intermountain) • June 1, 2007 • Regions 1 (Northern), 6 (Pacific Northwest) and National Call-When –Needed Helicopter Contracts
ABS Overview • ABS is a web based application that will be used by the Forest Service to electronically document and process all contract aviation costs currently documented on FS-6500-122 Flight Use Invoice (invoice). • Can be accessed by any user with a UDSA e-Authentication ID and password.
ABS Overview Role based functionality • Data Entry – Enter flight and cost data into ABS • CO/COR - Data entry, invoice approval, package/summary creation, • Vendor - Review, approve or request changes to packages • Helpdesk – View only
ABS Overview • WORKFLOW Data is entered into ABS. • The appropriate Contracting Officer (CO) or designated Contracting Officer’s Representative (COR) will review and approve each invoice. • The CO or COR will electronically select approved invoices to be packaged for payment and approve the package using a Personal Identification Number (PIN) to indicate approval. • After approval by the CO or COR, the vendor will receive notification that a package is ready for approval.
ABS Overview • After successful review, and application of a PIN by the Vendor, the package will be submitted to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing of the payment. • If the vendor requests any changes to the payment package the changes will be reviewed by the CO/COR, the changes accepted or rejected and notification of the results sent to the vendor. The package is then submitted directly to the ASC IBDB for payment.
ABS Overview • The ABS Internet site address is http://www.fs.fed.us/business/abs • You will find there: • A system introduction. • Instructions to apply for an e-Authentication ID and password. • ABS Training tutorials for all roles. • Printable training documentation. • “Getting Started” tips • Frequently asked questions. • Links to related sites
ABS Overview • FS-6500-122 data should be entered daily • This is not a change from current process. • Accruals will be generated by ABS nightly for submission to FFIS • If data cannot be entered daily because of remote location • it can be entered in the disconnected client and transmitted to the web-based program as often as possible. • or tracked on paper and then entered into ABS as often as possible.
ABS Overview Miscellaneous • AMIS – Once all Regions and NIFC have implemented ABS, entry into AMIS will no longer be needed. • Reports- • The FAMWEB Data Warehouse currently in development by Fire and Aviation Management will provide reporting for ABS. Approx. completion May 2007. • During the interim, 4/2/2007 until FAMWEB is completed, critical reports have been developed for ABS and will be posted to the web daily for field use.
