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Forest Service
Incident Business Solutions Team
Incident Business Processes for 2006
and Beyond
June 1, 2006
2 Incident Business Solutions Team – February 2006
Agenda
• Executive Summary – Long Term vision
• Incident Business in 2006
• 2006 and 2007 Roll Out Plan
• 2006 Test and Pilot Timeline
• Logical Architecture Model
3 Incident Business Solutions Team – February 2006
Executive Summary
• Overview– The Incident Payment Center began migration to the ASC in February 2006 to
streamline incident accruals, payments, and billings processes.– Centralized Business Operations relies upon data from a variety of manual
and electronic sources.– The Incident Business Solutions Project has designed a business process
that utilizes a number of automated systems in order to reduce duplication and data entry errors, and improve the timing and accuracy of incident accruals and payments.
• Impact on the field should be reduced once all systems are implemented.
4 Incident Business Solutions Team – February 2006
Executive Summary (con’t)
• Long Term Vision– Align People, Processes, and Technology by improving the management
of information from end-to-end.
– Improve internal controls and audit performance by improving acquisition processes, providing appropriate documentation for costs, and eliminating processing errors such as duplicate payments
– Create an infrastructure to provide ongoing analysis, cost reviews, and process improvements.
– Enable Business Operations to successfully support F&AM utilizing core financial data.
– Reduce costs by utilizing fewer people to enter data and process accrual and payment data.
– Utilize proven, existing technology to build an infrastructure that enables data exchange between disparate Fire & Aviation, Acquisition Management and Financial Management applications.
5 Incident Business Solutions Team – February 2006
Executive Summary (con’t)
• By 2007:– EERA and Aviation Contract data will be entered and
managed in the EaTIS application – Data from EaTIS will populate ROSS, contracts and
agreements module – The I-Suite database can be populated from ROSS – Aviation Business System (ABS) will be utilized to record flight
use, provide daily accruals, and electronic invoicing to the ASC and aviation reporting.
– I-Suite exports will provide accrual, and EERA payment data directly to the ASC; and Casual (AD) payment data to DOI-National Business Center Casual Pay System
– FireCode Job Code creation will be automated– ASC- Incident Payment Center workflow will be automated
and data electronically transferred to FFIS for payment
6 Incident Business Solutions Team – February 2006
Executive Summary (con’t)
Re-use of data throughout
EaTIS (Contracts Database)
ROSSISuite or Web-122
IBDB at the ASC
FFISFAIRS
Current State
Future State
ES
B
• Current and Future State
7 Incident Business Solutions Team – February 2006
Incident Business in 2006
• To assure adequate testing and field training, Incident Business systems will not be implemented nationwide until FY 2007.
• Incident Business Systems will be pilot tested during 2006 in Regions 1, 5 and 6 as outlined in the attached rollout plan.
• Manual processes for incident-related payments will be followed in non-pilot Regions.
• EERA and Casual Pay processing remains at Ogden Pay Center for 2006. All other payments (BPAs, aviation, showers, caterers, etc.) have migrated to the ASC.
• Cooperative Agreements payments and billings have migrated to the ASC. ASC will be soliciting point-of-contact information from Regions.
• Pay documents from Incident Management Teams will be directly submitted to the ASC.
8 Incident Business Solutions Team – February 2006
Incident Business in 2006 - Summary
• Short term – 2006 Incident Season:• Selected areas (Regions 1, 5, 6) will pilot the EaTIS application for
“proof of concept” in 2006 to assure the system has been thoroughly tested and is ready for a 2007 National rollout.
• EERA data will be manually entered into ROSS pre-season.
• I-Suite users may import resource data from ROSS.
• I-Suite users will continue to generate daily accrual data, but can now be electronically transmitted to the I-Suite data repository.
• I-Suite users can electronically transmit Casual (AD) and EERA payment data to the I-Suite data repository.
• Flight data for Region 1, 5, & 6 aviation contracts will be recorded in ABS. Accruals, invoicing and reporting will be electronic.
– The ASC-Incident Payment Center workflow will be automated.
9 Incident Business Solutions Team – February 2006
2006 Pilot Test Plan
• EaTIS: Equipment and Training Inventory System
– EaTIS – EERAs – released 2/21/06
– EaTIS – Aviation – Test in June; Release in June, 2006
• ROSS & ISuite enhancements – April 2006
• ABS: Aviation Business System (“Web-122”) – Test in June, Release for pilot test July, implement National
10/06
– Includes Disconnected Client & OAS 23’s
• FireCode > Job Code – test in May, implement in June
• IBDB: Incident Business Database –Pilot test in June with full functionality planned for 10/1/06.
11 Incident Business Solutions Team – February 2006
2006 – EaTIS - EERAs
• Regions 1, 5 and 6 and test BLM units will utilize EaTIS full functionality to issue EERAs for engines, tenders, buses. Includes:– Solicitation, Inspection, & Award
• Non-pilot units:– will award EERA’s implementing standard method of hire
– Populate ROSS with EERA data
• ROSS – Units will manually populate ROSS, as in the past.
12 Incident Business Solutions Team – February 2006
2006 – EaTIS – Aviation Contracts
• All Regions will record Aviation Contract data in EaTIS
• Full functionality of EaTIS for contract solicitation, inspection and award will not be utilized until 2007.
• As contracts expire, standardized contract provisions will be implemented.
.
13 Incident Business Solutions Team – February 2006
2006 ABS – Aviation Business System
• Aviation contracts contracts in Regions 1, 5 and 6 and all Air Tankers will be tracked in the Aviation Business System (ABS). (contract list will be distributed)– Air resource manager enters flight data in ABS or
Disconnect client
– Daily accrual data flows to IBDB
– COR and Vendor approves invoice summary electronically
– Data transmitted to ASC for payment.
– Daily costs posted on the web
– Aviation contracts issued in non-pilot units will be tracked manually and required accrual information transmitted to the ASC daily.
14 Incident Business Solutions Team – February 2006
2006 – ROSS AND ISUITE
• Additional contract data fields have been added to ROSS.
• All units will manually populate ROSS with EERA and Aviation contract data. ISuite data can be exported to the data warehouse
• ASC will obtain accrual data as well as EERA and Casual Payments from the data warehouse.
15 Incident Business Solutions Team – February 2006
2006 – Changes for IMT’s for 2006 season
• Aviation Managers track pilot unit contracts in ABS.• Accruals – FS will access accrual information from
data repository. • EERAs utilized on FS incidents
– EERA packages that are payment ready can be sent from the incident to Pay Center in Ogden, UT.
• OF-288s Casual Hires – hired by the FS– OF-288 and supporting documentation can be sent from
the incident to the Pay Center in Ogden, UT if return travel can be accurately estimated.
• ISuite data sent to the repository nightly if you have connectivity.
16 Incident Business Solutions Team – February 2006
FS Payment Contact Information
EERA & Casual Hire PaymentsUSDA Forest ServiceIncident Payment Center324 25th Street, Room 1114Ogden, UT 84401EERA questions – 801-625-5544Casual hire questions – 801-625-5493FAX: 801-625-3862
Accruals, Contracts, BPAs & Coop PaymentsUSDA Forest ServiceAlbuquerque Service Center – Incident Business101 B Sun Avenue NEAlbuquerque, NM 87109Phone: 877-372-7248Fax: 866-816-9532
IMT – Emergency Contact – Tina Ledger Cell: 505-366-8191