NASA Shared Services Center

1. National Aeronautics and Space Administration NASA Shared Services Center NSSC I3P Business Office Road Show October 2011 www.nasa.gov

2. Agenda • I3P Business Office Overview • I3P Contracts • Budget and Funding • Funds Submission • Invoice Reconciliation & Review • Bulk Upload Templates & Funding • Dashboard and Analytics Licenses

3. Background • NASA is in the process of transitioning new Agency-wide contracts for IT services in support of the IT Infrastructure Integration Program (I3P) • Technical oversight and direction for each contract will be provided by a Service Office at designated Centers • Business Operations for the I3P Contracts will be performed by a single consolidated business office located at the NSSC

4. I3P Business Office vs. Service Offices Services related to technical service delivery, specific contract performance monitoring, operations of service area components Services related to Contract Administration, funding, invoice reconciliation, and performance monitoring and reporting across the I3P Contracts

5. I3P Contracts • ACES • Agency Consolidated End-user Services - includes NASA desktops, cell phones, Personal Digital Assistants (PDAs), Agency-wide Active Directory, e-mail and calendaring functionality • EAST • Enterprise Applications Service Technologies - includes applications services associated with the NASA Enterprise Applications Competency Center (NEACC) and Agency-wide collaboration services including NASA’s Identity, Credentialing, and Access Management (ICAM) in addition to new intranet environments and applications • NICS/ GSA Networx • NASA Integrated Communications Services - includes data, voice, video, LAN and WAN services • WEST • Web Enterprise Service Technologies - includes public-facing website hosting and applications

6. Transition Timeline • ACES • Administration at NSSC now, using PR process • Transition into I3P Business Office & change to WCF process on November 1, 2011 • EAST • Transition to NSSC on October 1, 2011 • Use PR process until WCF approval • NICS/GSA Networx • Transition to NSSC on April 1, 2012 • WEST • TBD

7. I3P Business Office Organization Chart

8. Budget for FY12 • Budget development occurred over short timeframe • OCFO requirement for SF132 Spend authority required quick turnaround • Details by Center/MD/OCIO and I3P Contract needed to finalize budget • Final Product becomes Request for Spend Authority • Budget becomes Funding Requirement • Funding Schedule for FY12 based on Centers transition into the I3P Contracts and/or into the WCF • Centers advance fund the I3P Contracts based on the funding schedule • Last quarter/month IPACs adjusted based on current spending profile • Remaining funds unexpired become advance for next fiscal year • Expiring funds are returned to Center in time to be used for other Center requirements

9. PPBE14 Schedule • Oct 28 - Data call package distributed to Centers / MDs with final FY11 utilization • Nov 16 - All Center submits due to the NSSC • Nov 21 - Consolidated utilization sent to Functional Managers • Dec 2 - Functional Managers complete validation and submit to Ops & Budget • Dec 6 - Final/validated data sent back to Centers/MDs for review and comment - Formal PPBE Data Call to SP for PPBE14 estimate • Dec 13 - SP estimate to support validated utilization submitted to Ops & Budget • Jan 9 - Service rates and resulting chargebacks completed • Jan 31 - NSSC management decisions on final rates and chargebacks • Feb 22 - Host Chargeback Review • Mar-Apr - Finalize PPBE14 - NSSC Budget Rollout VITS - Update MAX website and N2 • Mar-Aug - Support Agency budget formulation activities

10. WCF Advance and Liquidation Process Flow

11. WCF Advance and Liquidation Process Flow (continued)

12. Creating a Funds Commitment Document in SAP • Detailed instructions for processing the funds commitment document transaction in SAP can be found in the Enterprise Performance Support System (EPSS) at the following link https://epss.nasa.gov/gm/workplace • Refer to the “FMZ1 – Create Funds Commitment Document (Non-Travel)” Job Aid at the following path in EPSS: • SAP – Core Financials • Accounts Payable • Sub Process Area • NSSC Advance Process • Required SAP Role • Z:AGTRAUPR – Agency AP Travel Authorization Processor • Z:APFCOMPR – AP Funds Commitment Processor • A:APTRAUPR – AP Travel Authorization Processor

13. Creating a Funds Commitment Document in SAP (continued) • Helpful Hints • One funds commitment document can contain up to 999 line items • One line must be created for each Cost Center, Fund, WBS, GL Account combination • Required GL Accounts • NSSC Services – 6100.2511: OPEXP Contract Management and Professional Support Services • Training Purchases – 6100.2527: Training for Civil Servants • I3P Services – 6100.2572 – IT Operation and Maintenance of Equipment • Note: Funding for all three of these items can’t be submitted on the same funds commitment document line item due to different GL accounts; however, they can all three be submitted on one funds commitment document. • Required Vendor Numbers • NSSC Services and Training Purchases – 139217 • I3P Services - 157375

14. Sample Funds Commitment Document

15. WCF Advance Payment Request - NSSC Form 76 • One form should be submitted for each funds commitment document (8XXXXXXXX) • The form will be accessible on the NSSC Accounts Payable website under “Forms” on October 1, 2011 – www.nssc.nasa.gov/ap • Form 76 can be submitted to NSSC by: • E-mail to NSSC-AccountsPayable@nasa.gov • Fax to 866-209-5415

16. WCF Advance Payment Request - NSSC Form 76 (continued)

17. BW Reporting • BERPT2 View After Advance is Processed

18. BW Reporting (continued) • BERPT2 View After Liquidations are Processed against Advances

19. Funds Validation • Centers submit funds via Funds Commitment Document (FCD) • Identifies Cost Center, WBS, Funds • Many ALI’s on one FCD • I3P Business Office • Creates Advance in SAP • Downloads funding information daily for interface with ESRS • Creates Sales Order to establish Center funding in WCF • Creates PR using WCF to add funds to the I3P Contracts

20. Funds Validation (Continued) • Resource Analysts (RA) approval • RA’s must complete a NAMS request for authorization to approve orders • Centers will determine Cost Centers authorized by the Resource Analysts • I3P Business Office will maintain Cost Center authorizations • RA’s will only have access to Cost Centers identified • RA’s will be responsible for defining the method of liquidating funds on the FCD • Liquidate in sequential order • Liquidate on a percentage allocation • RA’s will only be able to select Cost Centers with funding provided through the FCD • RA’s are notified upon approval if insufficient funds are available for the selected Cost Center

21. Invoice Reconciliation • I3P Vendor • Submits monthly electronic invoice and supporting documentation by order number • NSSC Document Imaging • Invoice and supporting documents received electronically • Agency Accounts Payable (AP) approval process initiated • Invoice sent to AP via Agency Workflow Management System (AWMS) • NSSC Accounts Payable • Initiates the invoice approval process • Routes invoice and supporting documents to Contracting Officer (CO) for approval via SAP Workflow • Routes to I3PBO for cost via AWMS

22. Invoice Reconciliation (continued) • FCaRT • Automatically reconciles matching orders from the invoice supporting documents and ESRS • Exceptions for mismatched items will be identified • I3PBO will reconcile exceptions and disposition in FCaRT • Reconciling items will be posted in FCaRT by order number

23. Invoice Reconciliation (continued) • I3PBO • Provides/routes invoice reconciliation report to the CO/COTR • CO/COTR routes invoice reconciliation report to Center SME for review and validation • Center SME reviews reconciliation report and provides concurrence to CO/COTR for approval of Centers invoice • CO/COTR • Review invoice and invoice reconciliation report • Recommends adjustments • Approves invoice for appropriate amount • Routes updated invoice reconciliation report to I3PBO

24. Invoice Reconciliation (continued) • I3PBO • Reconciles and makes adjustments according to CO/COTR input • Adjustments are made in FCaRT • Records costs in SAP for the approved amount of the Liquidation Report • Cost request to AP is completed in AWMS • NSSCAP • AP receives the approval notification from the CO in SAP workflow and the completed cost request in AWMS from the I3PBO • Pays the invoice

25. Monthly Costing and Accruals • Service Definition Repository (SDR) will define the cost for each service item • As orders are placed, the SDR will determine the appropriate I3P Contract and cost for the order • Upon RA approval, ESRS will decrement funds available for the selected Cost Center • If funding within the selected Cost Center is insufficient to fulfill the order: • The RA will receive immediate notification at the time of approval • Notification will also be sent to the I3P Business Office to initiate request for additional funding via FCD • Insufficient funding will not preclude the order from being routed to the appropriate I3P Service Provider

26. Monthly Costing and Accruals (Continued) • Detailed Validation Report will be furnished to Center Resource Analysts monthly • Centers will validate and identify any funding adjustments within 2 business days • Center adjustments will be entered into FCaRT by I3P Business Office • FCaRT will generate monthly reports for funds liquidation, and costing against the I3P Contracts

27. Liquidation Process • After adjustments are entered in FCaRT, the I3PBO provides NSSC AP the Center • Liquidation Report • Monthly reporting by I3P Contract, by Center for liquidating WCF advances • Ad hoc reporting • Center RA’s can query and extract funding information by Org Code, Cost Center, WBS and Fund Levels • I3P BO RA’s can query and extract information needed to reconcile FCaRT to SAP

28. Liquidation Process (continued) • NSSC AP processes all liquidations to record cost against the Center FCD by the end of the month • I3PBO processes all Center liquidations to record revenue on the Sales Order by the end of the month

29. I3PBO Performance and Utilization Report • I3PBO • Develops monthly bills based on validated FCaRT Liquidation Reports for Centers, MDs, and OCIO • Consolidates monthly bills with I3PBO Performance and Utilization Metrics • I3PBO Performance and Utilization Report will be posted and distributed to Centers via NSSC Customer Service Website • Pcard orders • Pcard order details will be extracted and furnished to the Pcard holder on a monthly basis for reconciliation

30. I3PBO Performance and Utilization Report (continued)

31. Bulk Upload Templates • Centers populate templates for ACES requirements • Template forwarded to ACES Contractor for scheduling and fulfilling orders • Cost Center data populated on template becomes basis for funding • Templates assume resource approval PRIOR to receipt by the NSSC • Templates uploaded into ESRS • Remedy Ticket Numbers assigned/uploaded • Ticket Numbers coordinated with ACES Contractor • Becomes basis for e-invoicing and reconciliation • Funding allocation based on original Cost Center assignment • Center Resource Analyst must ensure funding methodology established prior to first months accrual • I3P BO Resource Analyst will estimate total monthly cost based on populated template • Center will be required to advance fund based on the funding schedule unless the estimate from the template is greater in which case funding must cover the estimated cost

32. Bulk Upload Template

33. Dashboard and Analytics Licenses

34. ACES Base Services • ACES • Base Services • Email & Collaborative Calendaring • Active Directory • Loaner Pool Management • Print Queue Infrastructure Management • IT Security-related Management • Data At Rest • Emergency-Related Management • Software License Management • Instant Messaging • Two-Factor User Authentication Token Distribution

35. FY12 Spend Authority – All I3P Contracts

36. FY12 I3P Contract Funding by Month

37. FY12 ACES Funding Base Services Demand Services TOTAL FY12 ACES: $95,696,694

38. FY12 EAST / WEST Funding

39. FY12 NICS Funding