Financial and Business Management System (FBMS)

Financial and Business Management System (FBMS)

DOI Financial Assistance Training SeminarPhoenix, AZ

June 10, 2009

2

“FBMS is the cornerstone of a fully integrated business management system, supporting DOI as a world-class organization acknowledged for management excellence and effective mission delivery”

FBMS Executive Steering Committee

FBMS Vision

3

FBMS Defined

•The Financial and Business Management System (FBMS) is a comprehensive approach for improving DOI business functions.

•FBMS will integrate the department’s financial management and administrative systems across all bureaus.

•FBMS will integrate the DOI onto a single information system to manage a variety of business functions, including:

4

D4 Starting Baseline

• Manage Accounts Receivable• Process Reimbursable Transactions• Perform Funds Mgmt• Process Asset Transactions• Perform Project Planning and

Project Accounting• Perform Internal and External Auditing

• Perform General Ledger Accounting• Process Labor Cost Distribution Transactions• Process Grants Transactions• Process Charge Card Transactions• Manage Accounts Payable• Perform Cost Allocation/

Perform Activity Based Costing

• Conduct Advanced Procurement Planning

• Prepare Purchase Requisitions

• Conduct Market Research

• Develop Requirements

• Solicit Quotations/Formal Sealed Bids/Proposals

• Order Goods and Services

• Administer Contracts & Orders

• Receive, Inspect & Accepts Goods & Services

• Process Payments & Contract Closeout

• Maintain Suppliers

• Manage Programs• Manage Applications, Awards, &

Amendments• Manage Reporting & Close Out• Manage Correspondence, Audits, &

Site Visits• Manage Payments to Grantees

• Provide Currently Deployed Reporting

Core Finances

Financial Assistance

Acquisition

EMIS

5

D4 Scope: New Functionality

Personal Property

Enhanced EMIS

Fleet Management

• Provide Reporting Capability for New Functional Scope

• Perform PP&E Financial/Accounting for Capitalized Personal Property

• Manage Personal Property Accountability & Control

• Administer Direct Lease Assets• Perform Personal Property Acquisition &

Receiving• Monitor Personal Property Utilization• Conduct Personal Property Transfers• Conduct Personal Property Disposals• Manage Personal Property Inventory• Manage Personal Property

Environmental, Greening & Recycling• Manage Personal Property Projects• Manage Historical & Museum Objects• Manage Personal Property Board of

Survey• Perform Personal Property Reporting• Financial Assistance Property Record

Creation

• Manage Fleet Assets

• Manage Fleet (Vehicle) Asset Portfolio

• Manage Heavy Equipment Asset Portfolio

• Manage License Plate Accountability & Control

• Manage Repair Process

• Perform Utilization Reporting

• Interfaces to GovTrip:

• Disbursements Management

• Validate Accounting Codes and Funds Availability

• Post TDY Travel Vouchers

• Validate Accounting Codes and Funds Availability

• Post TDY Travel Vouchers

• Interface to GovTrip

• Post Awards

• Receive Bids

• Receive Proposals and Quotes from Vendors

• Provide Direct Interface to Fed Biz Ops

E-Gov Travel

FedConnect

6

FBMS Deployment Schedule

7

FBMS Organization

A deployment can’t happen without every level of a Bureau’s organization being committed to success.

• System Owners – Debra Sonderman/Dan Fletcher• Executive Steering Committee member• Bureau Lead• Change Lead• Team Leads

• Financial• Acquisition• Property – Personal, Fleet, Real Estate• Financial Assistance / Grants• Travel/PCS

8

Reality Check - Paradigm Shifts

• FBMS represents two significant paradigm shifts1. FBMS consolidates multiple functional areas into one

system more tightly integrating these functions

2. FBMS moves from Bureau scope/Bureau operated systems to a Department scope/Cooperatively operated system

• What does this mean to you?• Begin to examine your business processes now.

• Improve your communications between functions and within a function across the bureau

• Get involved in FBMS now

9

The More a Bureau Prepares, The Less Painful The Transition Will Be

• Data Cleanup

• Get coordinated within the Bureau• Identify your FBMS Leads

• Begin thinking of who should be your Subject Matter Experts (SME’s) including conversion leads

• Examine your communications across functional groups

• Get Involved with FBMS• Be active in Software Advisory Board

• Get detailed to a deploying Bureau• Talk / Visit deployed Bureaus – no amount of reading can substitute

from actually seeing the system and talking to users

FBMS Financial Assistance eGrantsPlus

11

Financial Assistance Key Terminology

ASAP – Automated Standard Application for Payments-Treasury system used for payments to recipients

CCR – Central Contractor Registry eGrantsPlus (eGP) – FBMS Financial Assistance SoftwareGrants.gov – Government-wide Grants Portal (FIND and

APPLY)NOFA – Notice of Funding Availability

12

FA Overview

eGrantsPlus software Interfaces with Grants.gov, FBMS Financial System, CCR,

ASAP Provides support for all phases of the FA process

Pre-Award Award Post-Award Closeout

Generates FAADS Data (FAADS Plus is included in the pending release).

Allows for tracking of Reporting Milestones. Allows for approval/input from all parties in the FA process.

13

FA Overview

FA Business Process

Financial Assistance Business Process

Pre-Award Award Post-Award Close-Out

Create NOFA Create

Announcement Post

Announcement to Grants.gov

Create Peer/Staff Review Panel(s)

Download Applications from Grants.gov

Review and Evaluate Applications

Approve award Commit Funding Obligate Funding Award Financial

Assistance Recipient registers

for payment in ASAP

Amend awards Track Reporting

Milestones Recipients submit

reports Review submitted

reports Schedule and

conduct site visits Record Audit

information

Initiate close-out Reconcile financial

information Close financial

assistance award

14

Create NOFA

NOFAs Tab

15

Create NOFA

Funding Source Tab

16

Create NOFA

Action Reports Tab

Create Reporting Milestones for all awards on this NOFA

Reports can be set an any intervalReporting milestones can also be

set/modified at the individual award level

17

Create Announcement to Post to Grants.gov

Announcement Tab

18

Create Announcement to Post to Grants.gov

Other Information Tab

19

Announcement Posted to Grants.gov

Bureau staff add the application package by logging into Grantor section of Grants.gov (can use existing application package templates)

20

Receive Applications from Grants.gov

21

Receive Applications from Grants.gov

Successfully downloaded applications are assigned an FBMS Application ID (Example 09CS006589)Clicking on the Tracking Number displays the error for unsuccessful downloads

22

Application

23

Application – SF424A

24

Create Panels – Staff Review

All Applications must be assigned to a panel

25

Initial Staff Review – Workload Assignment

Agency→Actions→Approve for Funding

26

Program Review Review – PO, SPO, PODir

27

Fiscal Review and Funds Commitment

Accounting Strings from the NOFA can be selected

Commitment – Not a interface to Core Financials

28

Grants Officer Certification

29

Grants Officer Certification

30

Senior Grants Officer/Obligation/Award

31

Notice of Grant Award

32

Grant interfaced to Core Finance

Interface between eGrantsPlus and Core Finance runs hourly

Spool report shows statusGrant passed - yes/noIf no – displays reason for

failure

33

Grant posted in Core Finance

34

ASAP Enrollment

35

ASAP – Invoice in Core Finance

Posted in Core Finance PO history displays invoice

36

Initiating Amendments - Not requiring an SF424, such as funding corrections

Can be initiated from the:Forms Interface by the

Program Officer or Grants Officer

Web Interface

37

Initiating Amendments - Requiring an SF424 from the recipient

Received from Grants.gov:Marked as

Continuation by recipient

Federal Award Identifier = Grant #

38

Initiating Amendments - Requiring an SF424

Once Downloaded, creates an amendment application for the existing Grant#.

39

FAADS Reporting

40

Financial Status Report

41

Performance Report

42

Site Visits

Site Visits can be scheduled and results recorded, including follow-up items

Correspondence to the recipient can be generated

43

Audits

Audit FindingsQuestioned CostsCompliance IssuesInternal Controls

Ability to record Management Decisions and generate correspondence

44

Notifications

Notifications alert a user that a document requires action.

Links provide easy access to the application.

45

Mailing Labels

Grantee Mailing Labels can be run by:

ProgramApplicant TypeContact Type

46

eGrantsPlus Interfaces

47

Training

Training requirements based on job type:

• Grants Officers – 5 days

• Program Office Staff – 2 days

• Budget Officers – 1 day

• Others (Read Only, Site Visitors, Audit Resolution Managers, etc.) – 3 to 5 days

48

Questions

49

Contacts

FBMS Contacts:

Glenda Pearsall

Business Applications Manager

Glenda_D_Pearsall@fbms.doi.gov

Jennifer Arnold

Financial Assistance Functional Lead

(703) 793-5077

Jennifer_Arnold@fbms.doi.gov