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ICASS SOFTWARE REBUILD. Budget Workshops FY2011. 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)
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ICASS SOFTWARE REBUILD Budget Workshops FY2011
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
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
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
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
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
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)
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
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
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
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
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
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
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)
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
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)
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