DHS Response

8/4/2019 DHS Response

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The Honorable Darrel lssaRe: lnformation On Electronic Bu sin ess SystemsAttachment - Page 11. Identify and briefly describe each of your agency's business and accounting systems. If

separate di visions, bureaus, or offices of your agency use separate systems, identify whichdi visions, bureaus, or offices use each system.Response: Please see attached Table I , "Electronic Business and Accounting Systemsincluding Procurement".

2. Explain how the business and accounting systems identified in response to Request No. Iinteract with one another.Response: Please see attached Table I, "E lectronic Business and Accounting Systemsincluding Procurement".

3. For each system identified in response to Request No. I, state whether information found i:lthat system is regularly or periodically submitted to any of the government-wide accountingsystems maintained by the Department of the Treasury, e.g., GFRS, FACTS I, FACTS II ,IFCS, etc., and explain how and at what intervals those submissions occur, includingdescriptions of both manual and automated processes.Response: In 2008, the Department of Homeland Security (DHS) implemented the DHSTreasury Information Executive Repository (DHSTIER) and CFO Vision (CFOV)applications at the Department. DHSTIER is a Government Off-the-Shelf (GOTS)application developed at the United States Department of Treasury (Treasury), and CFOV isa Commercial O f f ~ t h e - S h e l f (COTS) application.DHSTIER is an application that receives monthly uploaded financial accounting andbudgetary data from each DHS component. The DHSTIER application generates rawextracts that are fed into CFOV. CFOV uses this data to produce formatted reports that


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The Honorable DarrellssaRe: Infonnation on Electronic Business SystemsAttachment - Page 2

6. In addition to your agency's submissions to government-wide accounting systems maintainedby the Department of the Treasury and OMB, as described in response to Requests Nos. 3and 4, does your agency publish any of the same information online for public viewing? Ifso, describe how and in what format that information is published.Response: The following reports and information is available publically on DBS.gov:

.. Perfonnance and Accountability Reports: I) Annual Financial Report, 2) AnnualPerformance Report;.. Summary of Performance and Financial Information

.. Budget in Brief

.. Congrcssional Budget Justification

.. High Dollar Overpayments Report7. Identify and briet1y describe each system that your agency uses to manage grants. directloans andior loan guarantees, If separate divIsions, bureaus, or offices of your agency use

separate systems, identify which divisions,Response: DBS supports 96 active financial assistance programs described in the Catalog ofFederal Domestic Assistance (CFDA). DBS relies on numerous legacy financial assistancesystemsimanual processes to manage these programs, DHS uses a mix offul! systems,partial systems, and manual processes describe in the table below. DHS organizations insupport of grant administration include distinct major grant program directorates in FEMA, amajor directorate in DBS Headquarters, and smaller grant program offices throughout DHSComponents,


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The Honorable Danet IssaRe: Int,mnatiQn on Electronic Business SystemsAttachment - Page 3

8. For each system identifIed in response to Request No.7, explain how it interacts with anybusiness or accounting system identified in response to Request No.1.

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9. For each system identified in response to Request No.7, state whether information found inthat system is regularly or periodically submitted to the Catalogue of Federal DomesticAssistance (CFDA), and deseribe how and at what intervals those submissions occur,including descriptions of both automated and manual processes.


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The Honorable Darrel IssaRe: Information on Electronic Business SystemsAttachment - Page 4

award triggers the required reporting intervals for the various reporting Components.USASpending.gov submissions are certified by the Components before being em ailed toFAPO. FAPO then reviews and performs a quality check to prevent obvious errors oromissions. The submissions are reviewed by the DHS Security and Privacy offices as a precaution in case any recipient data should not be released and then forwarded toUSASpending.gov.11. For each system identified in response to Request No.7 , describe recent, current, and

planned migration or modernization projects.Response: Financial assistance spending data is both core financial data and financialassistance program data. The Department is working to determine the most effective pathforward to establish a consolidated Grants Management Integrated Environment (GMIE)system to support all DHS grant programs.

12. In addition to your agency's submissions to government-wide grants management andreporting systems, described in response to Requests Nos . 9 and 10, does your agencypublish any of the same information online for public viewing? If so, describe how and inwhat format that information is published.Response: DHS publishe s financial assistance award information in press releases on theFEMA.govwebsite. DHS also publishes award data to targeted communities on the websitewww.firegrantssuppOlt.com for selected grants. These awards are presented by fiscal yearand awardees for the following programs: Assistance to Firefighters Grants Staffing for Adequate Fire and Emergency Response Grants The Fire Prevention and Safety Grants
http:///reader/full/USASpending.govhttp:///reader/full/USASpending.govhttp:///reader/full/FEMA.govhttp:///reader/full/www.firegrantssuppOlt.comhttp:///reader/full/USASpending.govhttp:///reader/full/USASpending.govhttp:///reader/full/FEMA.govhttp:///reader/full/www.firegrantssuppOlt.com


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The Honorable Dan-ellssaRe: Infon-nation on Electronic Business SystemsAttachment - Page 5and at what intervals those submissions occur, including descriptions of both automated andmanual processes.Response: Please see attached Table 2, "Electronic Contract Business Systems".

16. For each system identified in response to Request No. 13, describe recent, current, andplanned migration or modernization projects.

Response: Please see attached Table 2, "Electronic Contract Business Sys tems".17. In addition to your agency's submissions to government-wide contract management andreporting systems, described in response to Request No. 15, does yo ur agency publish any ofthe same information online for public viewing? If so, describe how and in what format thatinformation is published.

Response: DHS publishes a listing of the Agency's Service Contract Inventory. Thisinformation, in spreadsheet format, is downloaded from FPDS and is publically available onthe DHS.gov website.

18. Briefly describe your agency's efforts to comply with OMB's memorandum on th e OpenGovernment Directive - Federal Spending Transparency, dated April 6, 20 10. In particular,describe whether and how your agency has beglill to collect and report sub-award data, asrequired by the memorandum, and describe how your agency's reports on OMB's data qualitymetrics, as required by the memorandum, are generated.Response: To comply with the Open Government Directive, the DHS is implementing its"Data Quality Plan to Support the Open Government Directive" (May 2010). The plan


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The Honorable Darrel IssaRe: Infoanation on Electronic Business SystemsAttachment - Page 6

DBS ChiefProcurement Offlcer (CPO) issued policy and guidance to increase contractingcommunity awareness of Open Government and the Federal Funding Accountability andTransparency Act (FFATA) requirements in anticipation of the issuance in July 2010 of theinterim Federal Acquisition Regulation rule, DHS CPO issued Acquisition Alert 10-21 onAugust 23, 2010 requiring prime contractors to report data by the end of the month followingthe month of a first-tier subcontract and annually thereafter. Prime contractors are requiredto report their information at the FFATA Subaward Reporting system (FSRS), ContractingOfficers review contractor reports on a quarterly basis [0 ensure information reported isconsistent with contract information,19. If your agency interacts directly with USASpending,gov, in addition to submittinginformation to the systems that feed CSASpending,gov, describe the nature, frequency, andpurposes of that interaction,

Response: DHS Procurement offices do not submit data directly to USASpending,gov,USASpending,gov extracts data from the FPDS, Per the Federal Acquisition Regulation(FAR) agency contract award data is submitted to the FPDS, Most data is electronicallysubmitted to the FPDS from the various DHS contract \\Titing systems, Any data notsubmitted via the contract writing systems is submitted tluough the FPDS web portal.For financial assistance data, DBS uses manual spreadsheets to consolidate and submit itsmonthly data to USASpending.gov. Also.. DBS frequently interacts with the administrators ofUSASpending,gov to discuss validation rules, seek guidance and resolve unforeseenvalidation issues,
http:///reader/full/USASpending.govhttp:///reader/full/USASpending.gov


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The Honorable Darre! !ssaRe: In!onnation on Electronic Business SystemsAttachment - Page 7electronic FPDS data checks that look for inaccuracies in the FPDS data to allow forcorrection.For financial assistance awards, DBS established a certification process, so all DBSComponent's USASpending.gov data submissions must include a certification of timeliness,accuracy and completeness from a desigttatcd officiaL Officials began celiifyingUSASpending.gov data submissions for timeliness, accuracy and completeness on December1,2010.

21. State whether all of your agency's current grants, contracts, and loans are accurately reflectedon USASpending.gov, and, if not, estimate the percentage of current grants, contracts, andloans that are not accurately reflected. using both the number of transactions and dollarfigures.Response: Based on the data quality validation process perfomled as of September 30, 2010(described above), DHS estimates that the Department reflected approximately 60 percent (or$20.8 billion) of the DHS financial system data that is required to be reflected onUSASpending.gov (or $32,5 bi1\ion in obligations after netting out certain excludedcategories not required to be reported in USASpending,gov), Most orlhe underreportedamounts in L'SASpending.gov pertain to financial assistance data, for which the Departmentis implementing corrective actions including standardized business model and processes.

22. State whether your agency incurs any reporting burdens or costs as a result of its obligationsunder the Federal Financial Assistaoce Transparency Act ("FFATA") that it does not incur asa result of other reporting obligations, and estimate those burdens and costs in worker-hoursand dollars,
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