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Customer Board Meeting September 21, 2011

United States Department of Agriculture Office of the Chief Financial Officer National Finance Center. Customer Board Meeting September 21, 2011. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center. Old Business Updates.

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Customer Board Meeting September 21, 2011

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  1. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Customer Board MeetingSeptember 21, 2011

  2. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Old Business Updates

  3. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Status of Remedy

  4. Remedy Status (GESD Initiatives) • Future (Fiscal Year 2011/2012) • Remedy Requester Console • Pilot Implementation - 7/30/2011 • DoJ Pilot Successful - 8/26/2011 • Future Implementations planned through 2nd Qtr. FY12 • Administrative Billings and Collections (ABCO)/Claims Help Desks • GESD Final Signoff – 8/9/2011 • Production Implementation - 8/15/2011 • Change Management (SCRs) • User Acceptance Completed - 9/9/2011 • Production Validation In Progress - 9/12/11 thru 9/30/11 • Go Live 10/17/11 (After CY11 PP20 SSR Implementation)

  5. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Help Desk Consolidation

  6. GESD Help Desk Consolidation • Help Desk Consolidation • Developed Actionable Design and Implementation Plan • Pegged implementation timeframe as 8 to 12 months • Set Design Phase to begin in November 2011 • Benefits • Improved service delivery • One universal telephone number for all customers • Expanded hours of operations as needed • Enhanced contact channels (e.g., phone, email, web) • Enhanced self-service capabilities

  7. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Risk Mitigation for Legacy Payroll/Personnel System

  8. Risk Mitigation for Legacy Payroll/Personnel System • Current Initiatives • Procure tools and implement development environment on the mid-tier • Mainframe assessment study recommends accelerating this task to reduce mainframe load • Procure and implement an Application Portfolio Management Tool • Procure service provider for conversion • Setup test environment for conversion • Next Steps • Determine application(s) to convert • Establish Project Conversion Team • Conduct assessment and inventory for payroll/personnel applications

  9. Risk Mitigation for Legacy Payroll/Personnel System July – Oct 2011 Aug – Nov 2011 Nov - Dec 2011 Dec - Jan 2012 Jan – Mar 2012 Mar – May 2012 May – June 2012 June 2012 July 2012

  10. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Enterprise Reporting Solution

  11. Enterprise Reporting SolutionConceptual Design Phase Conceptual Design Activities Conceptual Design NFC is currently completing the following activities to develop the future-state high-level conceptual model for the reporting solution including: • Assessing the current reporting state including infrastructure, architecture, security and reporting output (e.g. standard reports, queries, etc.) • Designing the future state architecture and business intelligence conceptual design • Defining the high-level business and functional requirements for the reporting solution based on available functionality and customer needs via an interactive series of in-person and virtual customer workshops • Developing the change management strategy and plan to equip stakeholders with the capabilities they need to be successful with the new solution • Refining the reporting solution business case and implementation roadmap based on conceptual design

  12. Enterprise Reporting SolutionCustomer RequirementWorkshops As part of the conceptual design, NFC is conducting an iterative series of in-person and virtual requirement workshops with customers to define, review and refine the high-level business and functional requirements for the enterprise reporting solution Conceptual Model Requirements Approach • NFC has conducted the first series of in-person and virtual requirements workshops (all customers were invited to identify a representative to participate in the workshops) • Customer representatives are currently reviewing the consolidated requirements matrix from the workshops and providing feedback • The refined requirements matrix will be incorporated into the conceptual model and architecture in preparation for the first build in FY12 Assess Current Reporting Environment (August) Conduct In –Person & Virtual Customer Workshops (Early September) Review Current State Define Business Requirements Define Functional Requirements Collaborate with Customers to Review, Refine and Integrate Requirements into Technical Model (September) We Are Here

  13. Enterprise Reporting SolutionTimeline During the month of October, NFC will finalize the Conceptual Model, and prepare to launch Build 1 of the Enterprise Reporting Solution The roadmap depicts the multi-year approach we will use to determine customer requirements and deploy enhanced system functionality Conceptual Design Build 1 Build 2 Customer Workshops &Validation We Are Here Build 3 Build 4 Implementation Timeline Build 5 Build 6 Operate & Maintain Core Payroll & Personnel Functionality Additional Core and Non-Core Functionality

  14. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Managing Employee Debts

  15. Managing Employee Debts • Debts delinquent over 180 days are to be referred to Treasury Offset Program (TOP) • Those that are over 2 years delinquent are to be written off as Currently Not Collectible (CNC) unless documented and justified to OMB in consultation with Treasury. Collection is still pursued through offset. Agency approval required before NFC can take action • Agencies may elect to delay, defer, put on hold the process for collection of debts • ABCO has over 2,600 debts that are classified as delinquent that need to be reviewed by ABCO personnel and customer agencies to determine eligibility for transfer to Claims for eventual referral to TOP

  16. Managing Employee Debts • NFC Plan of Action • Work through CAPPS and seek agency assistance to resolve delinquent debts • Obtain standard reporting requirements from agencies and determine methods of delivery • Finance Charges on Delinquent Debts • Except for a few agencies, finance charges on delinquent debts belong to Treasury • NFC has requested that an accounting point of contact (POC) be provided to us from the agencies that we service • Currently NFC has received POCs from 72 of the 145 agencies in which a POC is required • A workgroup will be established between these POCs and NFC to obtain valid accounting for the agencies in order to properly account for these finance charges

  17. Managing Employee Debts • Roles and responsibilities of the agencies and NFC concerning finance charges - The agency POC will send an email request to nfc.gesdrequest@usda.gov, requesting that MASC Table 005 and MASC Table 006 be updated with the new Treasury Accounting Symbol and accounting classification codes - Please include a copy (cc) to the applicable ABCO mailbox ABCO1HS@nfc.usda.gov for Homeland Security; Attention: Accounting Staff ABCO2TR@nfc.usda.govfor Treasury; Attention: Accounting Staff ABCO4OTHERS@nfc.usda.govfor all other agencies; Attention: Accounting Staff

  18. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center PRT Recap from August 2011

  19. Schedule Release Summary As of 7/31/2011 • GESD Projects Scheduled • 137 Projects Scheduled • GESD Projects Unscheduled Breakdown • 34 Projects on Hold • 60 Awaiting Response • 160 FRD in Process • 88 TBD

  20. Schedule Release Summary (Cont.) • TBD Project Breakdown by Line of Business (LOB) as of 7/31/2011

  21. Schedule Release (SR) Status • CY 2011 PP20 Projects • 56 Projects Scheduled • CY 2011/2012 Annual Release Projects • 6 Projects Scheduled • Off Release Projects • 44 Projects Scheduled

  22. Software Change Request Totals • Software Change Requests • 2009: 547 SCRs Completed • 2010: 540 SCRs Completed • 2011: 308 SCRs Completed (as of 7/31/2011)

  23. SPR - Average Age at Closure (Days)

  24. Software Problem Report (SPR) Totals • SPRs • 2009: 1,265 SPRs Completed • 2010: 1,490 SPRs Completed • 2011: 936 SPRs Completed as of July 31, 2011

  25. Payroll/Personnel System Statistics

  26. webTA Hosting Plus – Help Desk Statistics

  27. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center New Business

  28. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Software Change Request(SCR) Statistics for August 2011

  29. SCR Statistics As of 8/31/2011 • GESD Projects Scheduled • 95 Projects Scheduled • GESD Projects Unscheduled Breakdown • 35 Projects on Hold • 69 Awaiting Response • 160 FRD in Process • 102 TBD

  30. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Community-wide Projects

  31. Community-wide Projects • Currently agencies are requesting some system changes and are recommending them to be Community-wide • Economy Act requires NFC to achieve full cost recovery for providing services • NFC is identifying possible methods to meet Economy Act requirement • Agency requesting the project assumes the full cost (Current EmpowHR model) • Multiple agencies with a need for the software change share the cost

  32. Community-wide Projects • NFC would continue to make changes, required by legislation or regulation, and these are included in the base rate • Considerations • Board members would participate with NFC in reviewing projects requested by multiple customers to determine how they should be funded and whether changes will apply to all customers • Not all agencies agree to changes and their business processes may be impacted, if projects implemented for all

  33. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Paperless W-2s and Personal Benefit Statements

  34. Paperless W-2 Requirements • IRS Requirements for Converting to Electronic W-2 Statements (Publication 15-A) • Employee affirmatively consents (electronically or by paper document) to receive electronic W-2 via Employee Personal Page (EPP) • Electronic W-2 process will not be in place until January 2013

  35. Electronic Paperless Personal Benefits Statements • Requirements for Converting Department/Agencies to Electronic Personal Benefits Statements • NFC is moving forward with an initiative to provide Electronic Paperless Personal Benefits Statements through our EPP. OPM has confirmed that they do not require hard copy statements to be mailed to employees • A request must be sent to the NFC GESDREQUEST mailbox by 10/31/2011 referencing to project 10728, and identifying the Department/Agencies that wish to move to the mandatory Electronic Personal Benefits Statements option

  36. Electronic Paperless Personal Benefits Statements • As this is an annual process, Paperless Benefits Statements will be mandatory for all employees in the requested Department/Agencies. There will not be an ability for the employee to opt out and receive a hard copy statement as is available for the bi-weekly Earnings and Leave Statements • Statements can be viewed and printed from the employee’s EPP page in two different formats, PDF and HTML. The PDF version is an image of the printed statement

  37. EmpowHR In-sourcing Project: Update Key Accomplishments Current Activities • August • Continue to assess, hire and on-board all staff required to meet the needs of in-sourcing initiative • Assess and review all requested documentation from current contractor • Conduct knowledge sharing and capability transfer sessions between current federal contractor and NFC current/new staff • NFC staff to attend internal and formal external training (e.g., PeopleSoft) • September • Begin shadowing current contract staff on all identified capabilities (NFC staff) • Attend additional knowledge sharing and training sessions as necessary • Finalized transition contract with current contractor to ensure seamless transition • Completed assessment/interviews for 20 + vacancies (55% of vacancies have been filled, currently selecting candidates for those remaining) • Identified topics, date and participants to attend ~20 Knowledge/ Capability Transfer sessions between current contractor and NFC staff • Successfully developed , tested and implemented enhanced tools to support in-sourcing initiative (e.g., Stat, Control M) • Conducted numerous internal knowledge sharing / trainings sessions • Continuously deploy external communications via NFC website to provide project status to all stakeholders

  38. In-sourcing Timeline We are Here The In-sourcing project is currently on-track to continue transfer of capabilities throughout the 4th Quarter.

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