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March 28, 2008 All times Central Status of Critical Contact Center Systems Telephone System is operational Called NSSC123, listen to recording and menu and connect to an agent. Daily at 7:00 a.m. Remedy Help Desk is operational Logged in and checked the Console, Flashboards and Bulletin Board. Daily at 7:00 a.m. Centergy Server is upChecked Quickcom and the Reader Board.Daily at 7:00 a.m. Centergy Manager is operationalLogged in.Daily at 7:00 a.m. Voic – After Hours Messages – cleared Checked voice message light to confirm messages have been read and deleted. Daily at 7:00 a.m. Emergency After Hours Requests entered into Remedy Checked Remedy to confirm any after hours inquiries have been input. Daily at 7:00 a.m. After Hours Telephone messaging system is operational Called NSSC123 after hours recording. Verify option 1 rolls to voice mail and option 2 rolls to after hours on-call Manager. Daily at 7:00 p.m. Quality and Accuracy of InformationRandomly selected live calls and responses reviewed.Daily Time to AnswerReviewed time to answer Centergy and Report.Daily
Citation preview
March 28, 2008
Accounts Payable, Account Receivable and
Fund Balance with Treasury
Weekly Status Review
National Aeronautics and Space Administration
March 28, 2008
Agenda Slide
• Status of Critical Contact Center Systems• Customer Contact Center Metrics• Status of Critical IT Systems• Invoice Workload - Daily Document Imaging Volumes• AP Daily Performance Metrics• AP-AR Outstanding Issues• FbwT Daily Reconciliation Status• FBwT Outstanding Issues• FBwT Outstanding Issues Trend Chart• Internal Controls• Audit Activity• Feedback• Weekly-Status of ORR Action Items - NSSC• Weekly-Status of ORR Action Items - Dryden, Marshall, SSC• Weekly-Upcoming Events
March 28, 2008All times Central
Status of Critical Contact Center Systems
Telephone System is operational Called 1-877-NSSC123, listen to recording and menu and connect to an agent. Daily at 7:00 a.m.
Remedy Help Desk is operational Logged in and checked the Console, Flashboards and Bulletin Board. Daily at 7:00 a.m.
Centergy Server is up Checked Quickcom and the Reader Board. Daily at 7:00 a.m.
Centergy Manager is operational Logged in. Daily at 7:00 a.m.
Voicemail – After Hours Messages – cleared Checked voice message light to confirm messages have been read and deleted. Daily at 7:00 a.m.
Emergency After Hours Requests entered into Remedy
Checked Remedy to confirm any after hours inquiries have been input. Daily at 7:00 a.m.
After Hours Telephone messaging system is operational
Called 1-877-NSSC123 after hours recording. Verify option 1 rolls to voice mail and option 2 rolls to after hours on-call Manager.
Daily at 7:00 p.m.
Quality and Accuracy of Information Randomly selected live calls and email responses reviewed. Daily
Time to Answer Reviewed time to answer Centergy and Report. Daily
March 28, 2008
Customer Contact Center Metrics Calls by Inquiry
Cumulative Total
Reporting Period Total Routed to Level 1 Routed to Level 2 Routed to Level 3 Open
Resolved/Closed Aging
Number of Contacts 570 69Number Tickets Opened 570 69 20 48 1 22 47 15AP 465 63 13
IPAC 3 Employee Inquiry 92 9 3 6 9
Vendor Inquiry 302 43 15 28 18 25 11Vendor Change 5 3 1 2 3
Cost 8 2 2 1 1 1Workflow 9 1 1 1
Other 46 5 1 4 1 4 1AR 33 3 0
IPAC 4 Customer Inquiry 12 1 1 1
Billing Inquiry 2 Collection Inquiry 5 1 1 1
Check Claim Customer Change 1
Cost Other 9 1 1 1
FBWT 32 0 1AP Inquiry 2 AR Inquiry 1
Payroll Inquiry 1 Grants Inquiry 2 Other Inquiry 26 1
System Support Calls 40 3 1AWMS 35 2 2 1 1
Pay.gov aCART 5 1 1 1 1
SAP Workaround Kofax-IR
CIDT
Customer Inquiries- Calls by Inquiry Type - 3/21/08 - 3/27/08
March 28, 2008
Customer Contact Center MetricsAging Help Desk Tickets
9
001
3
010
1000
0000 00000
2
4
6
8
10
12
14
16
18
20
>1 <=4 >4 <=7 >7 <=30 >30 <=60 >60
AP AR FBWT Other
March 28, 2008
Status of Critical IT Systems
SYSTEM STATUS DOWNTIME UPTIME COMMENTS
AWMS GREENGREEN
IAW GREENGREEN
ACaRT GREENGREEN
KOFAX-IR GREENGREEN
PCC GREENGREEN
PAY.GOV GREENGREEN
CIDT GREENGREEN
REMEDY GREENGREEN
SAP GREENGREEN
S-FTP GREENGREEN
March 28, 2008
Workload - AP Document Imaging Volumes(All Input Sources - Mail, Fax, Email, FTP)
Weekly AP documents processed
452
719 718
339
648 603
730618
0100200300400500600700800
2/1/2008 2/9/2008 2/15/2008 2/22/2008 2/29/2008 3/7/2008 3/14/2008 3/21/2008
Week ending date
total processed Linear (total processed)
.
documents received & processed last six days
8697
117104
122 129
0 0 0 0 3 20
20406080
100120140
3/20/2008 3/21/2008 3/24/2008 3/25/2008 3/26/2008 3/27/2008
Processed Backlog Linear (Processed)
March 28, 2008
Performance Metrics For Key Indicators Accounts PayableMarch 1 - 26, 2008
Note: Data includes interest payments paid via FI Invoice.
Center# of
Payments Total $ Amount# of Interest Payments
Total Interest Amount
% On Time
Interest per $1M
DFRC 181 $ 11,721,621.10 29 $ 964.02 84% $ 82 MSFC 645 $ 233,919,540.98 106 $ 31,206.00 84% $ 133 SSC 101 $ 17,838,912.19 4 $ 912.35 96% $ 51
TOTAL 927 $ 263,480,074.27 139 $ 33,082.37 85% $ 126
March 28, 2008
Interest Performance Metrics March 1 - 26, 2008
Technician delay/FMO 01 Delay in Receipt of Cost 11Late receipt of PO/Contract 02 Late Receipt of Invoice 12Late Certificate of Performance 03 Late Return From Approving Official 13Late Goods Receipt 04 Funds Not Available 14Other 05 Treasury Delays 15SAP /Software Related 07 PO/Contract Requires Corrections 16CMM /Software Related 08 Discount Taken in Error 17Calculation Error 09 Failure To Notify Vendor of Improper Invoice 18Misdirected Invoice 10 Other Delays Within Paying Office 19
*Interest Reason Codes Note: Data includes interest payments paid via FI Invoice.
Reason CodesTotal # of Interest
PaymentsTotal $ Amount of Interest Payments
% of Total Dollar Amount % of Total Count
1 25 19,242.87$ 58% 18%2 3 55.33$ 0% 2%
3 & 13 62 4,210.69$ 13% 45%4 1 10.86$ 0% 1%5 5 1,095.88$ 3% 4%7 6 5,908.20$ 18% 4%10 1 21.98$ 0% 1%11 14 946.71$ 3% 10%12 21 772.64$ 2% 15%15 1 817.21$ 2% 1%
Total 139 33,082.37$ 100% 100%
March 28, 2008
Discounts Performance Metrics March 1 - 26, 2008
Center# of Discounts
Taken$ Amt. of Discounts
Taken# of Discounts
Lost$ Amt. of
Discounts LostDFRC 2 852.30$ 3 3,222.36$ MSFC 1 2.55$ 3 253.06$ SSC 4 6,070.09$ 1 0.19$ Total 7 6,924.94$ 7 3,475.61$
March 28, 2008
Wave 1 Current Status of InvoicesMarch 1 – 26, 2008
Total # of Unpaid Invoices
Total $ of Unpaid Invoices
Potential Issues
DFRC 151 12,589,527.13 13MSFC 504 96,885,443.44 84SSC 61 8,362,312.07 2Grand Total 716 117,837,282.64$ 99
Note: Total invoices excludes IPAC(s), FI invoices, and Reversals. Parked invoices includes invoices that are awaiting VIP or VPP action, out for cost/funding, 103/105 input, and approval. Payment due date for overdue invoices is based on the invoice receipt date.
March 28, 2008
DFRC Issues Invoices Breakdown
Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600840469 NND08AA29P 8-334459 Overdue C-notes -936.60 01/04/2008Parked 5600830548 NND07AC55P 00089005 Overdue c-notes -530.16 02/07/2008Parked 5600840347 NND07AA32P 5315 Overdue RETURNED 3/11 -3,450.00 02/27/2008Parked 5600843448 NND08AA27P 298202 Overdue 105 02/21 ,03/13 -145.15 03/01/2008Parked 5600843456 NND07AD59P 1000157055 1/14/2008 Overdue 105 3/3 50075868361000157055 2/13 -1,220.20 03/01/2008Parked 5600845661 NND08PP08T 515S-001-002 Overdue REjected 2/15 -97,010.25 03/08/2008Parked 5600864942 NND07AC19I 4306 Overdue 105 03/21 -25,019.00 03/16/2008Parked 5600850854 NND08AA37P 2618210R Overdue -12,319.57 03/21/2008Parked 5600859950 NND07AC52C/4600000188 5440672994R Overdue $ 3/13 WOA 3/13 RETURN 3/14 -94,444.44 03/21/2008Parked 5600864968 NND07AB60I 4323 Overdue 103/105 3/20 -89,232.00 03/23/2008Parked 5600864985 NND07AC19I 4324 Overdue 103/105 03/21 -118,702.00 03/23/2008Parked 5600868532 NND07OR01I Overdue 000005 -4,876,000.00 03/25/2008Parked 5600854615 NND05AA94P 90183144 Overdue 90183144 -5,593.00 03/26/2008
March 28, 2008
MSFC Potential Issues Breakdown
Stat DocumentNo Reference DD Text LC amnt Net due dtOpen 5600853547 NNM08AB93P 1240 Overdue WOA 03/12 1240 -37,200.00 03/21/2008Open 5600866699 NAS8-01140 422 Overdue 422 2 days late Delay Code-7 -1,070,370.00 03/21/2008Parked 5600819314 MI0502-03T00192 Overdue -5,524.48 01/02/2003Parked 5600819316 MI0502 03T00440 Overdue WOA 03/26 -14,128.94 03/06/2003Parked 5600854697 MI0305-R48228 Overdue -10,068.52 03/09/2007Parked 5600854695 MI0305-R0000048230 Overdue -14,200.69 08/11/2007Parked 5600791700 MI0402 07T01327 Overdue 07T01327 WOA 2/25 -18,591.12 09/30/2007Parked 5600807894 NNM06AA92D 652 Overdue $03/12 WOA03/12 inv amt. $520.86 652 -0.11 12/08/2007Parked 5600869641 NNM08AA68D 12172095 Overdue WOA 03/26 INVOICE RECEIPT DELAYED BY MARSHALL -3,400.00 12/26/2007Parked 5600819317 MI0502 03T00690 Overdue WOA 03/26 -6,966.85 01/04/2008Parked 5600819318 MI0502 04T00385 Overdue WOA 3/26 -2,455.04 01/04/2008Parked 5600819529 MI0502-04T01080 Overdue WOA 2/25 -3,143.97 01/04/2008Parked 5600819530 MI0502-05T01040 Overdue WOA 3/26 -629.38 01/04/2008Parked 5600819534 MI0503-04T01081 Overdue WOA 3/26 -4,273.65 01/04/2008Parked 5600820226 NNM08AB14D-12183499 Overdue WOA 03/18 12183499 -30,970.08 01/06/2008Parked 5600863611 NNM08AA17D 686 Overdue $ 03/20 WOA 03/20 inv amt 6031.55 -0.11 01/09/2008Parked 5600825172 NNM07AB36D 695 Overdue $ 03/17 emailed c terrell -479.14 01/19/2008Parked 5600829927 NNM07AB36D 709 Overdue $ 03/17 EMAILED FOR ADDITIONAL MODS inv 1142.62 -0.11 02/03/2008Parked 5600837171 H36955D-701 Overdue WOA 03/12 701 -6,531.20 02/03/2008Parked 5600869631 NNM07AA99T 0004 Overdue 0004 - CM, waiting for invoice to take against 35,861.23 02/05/2008Parked 5600831427 NNM08AB14D-12234831 Overdue $03/11 WOA 03/18 inv. amt.$31,031.52 12234831 -0.11 02/09/2008Parked 5600836157 NNM08AB14D-12261248 Overdue WOA 03/18 12261248 -860.00 02/17/2008Parked 5600836284 MI0402 07T01021RESUBMITTED Overdue 07T01021RESUBMITTED WOA 2/25 -12,784.61 02/17/2008Parked 5600836286 MI0402 07T00539RESUBMITTED Overdue 07T00539RESUBMITTED WOA 2/25 -12,717.11 02/17/2008Parked 5600836288 MI0402 07T00679RESUBMITTED Overdue 07T00679RESUBMITTED -7,886.63 02/17/2008Parked 5600836296 MIO402 07T00872RESUBMITTED Overdue 07T00872RESUBMITTED WOA 2/25 -13,145.02 02/17/2008
March 28, 2008
MSFC Potential Issues BreakdownContinued
Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600869410 NAS8-40894 82 Overdue 82 -141,200.00 02/17/2008Parked 5600869646 NNM08AA68D 12267240 Overdue WOA 03/26 INVOICE RECEIPT DELAYED BY MARSHALL -4,000.00 02/17/2008Parked 5600836925 NNM05AB35C 451828 Overdue WOA 03/17 $ 03/17 15450.83 -0.11 02/21/2008Parked 5600837156 H36049D-703 Overdue WOA 03/14 703 -649,793.87 02/21/2008Parked 5600837158 NNM07AD52D 701 Overdue WOA 3/14 -77,155.79 02/21/2008Parked 5600837169 NNM07AD53D 701 Overdue WOA 3/14 -8,466.53 02/21/2008Parked 5600837170 H36950D-701 Overdue WOA 03/12 701INV AMT $39,609.56 -39,609.56 02/21/2008Parked 5600837172 H36956D-701 Overdue WOA 03/12 701 -4,715.20 02/21/2008Parked 5600837173 H36957D-701 Overdue WOA 03/13 701 -107,405.69 02/21/2008Parked 5600837174 H36958D-701 Overdue WOA 03/11 701 -53,657.56 02/21/2008Parked 5600839239 NNM07AA64C 10006-03 Overdue 10006-03 have certifiction-awaiting NTL 03/05/08 -33,302.00 02/23/2008Parked 5600840759 MI0410 39 Overdue WOA 03/26 -5,672.26 02/24/2008Parked 5600841410 NAS8-03045 5763-12 Overdue WOA 03/14 5763-12 -77,188.17 02/27/2008Parked 5600849200 NNM08AA11P 012808 Overdue 012808 WOA 03/03 -400.00 02/27/2008Parked 5600848639 NAS8-02047 4100-73A Overdue WOA 03/14 4100-73A -82,310.00 02/28/2008Parked 5600846785 NNM06AA91D 733 Overdue WOA 03/20 733 -938.46 02/29/2008Parked 5600846786 NNM05AA94D 731 Overdue WOA 03/20 731 -1,211.11 02/29/2008Parked 5600846870 NNM06AA92D 734 Overdue $03/04 WOA 03/05 Inv. Amt 465.57 734 -0.11 02/29/2008Parked 5600848678 NNM04AA15C DNAS.040086.41F Overdue DNAS.040086.41F WOA 03/04 -30,869.00 02/29/2008Parked 5600850684 NNM05AD21D 5018-29 Overdue 5018-29 WOA 03/04 -118,872.71 03/01/2008Parked 5600844041 NNM06AB29T 38177 Overdue woa 3/20 -40,045.00 03/05/2008Parked 5600822807 NNM08AB14D-12183797 Overdue WOA 03/18 12183797 -30,432.80 03/09/2008Parked 5600837157 NNM07AD50D 701 Overdue woa 3-20 701 -38,221.89 03/09/2008Parked 5600846657 NNM08AB14D 12291250 Overdue $ 03/14 WOA 03/18 12291250 inv amt 319344.56 -0.11 03/09/2008Parked 5600846683 NNM07AB96D 726 Overdue WOA 03/19 726 -201.71 03/09/2008Parked 5600846711 MI0408 08T00484 Overdue woa 3/19 -11,491.07 03/09/2008
March 28, 2008
MSFC Potential Issues BreakdownContinued
Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600846725 MI0402 08T00482 Overdue woa 3/19 -16,108.99 03/09/2008Parked 5600846772 NNM04AE20P 38339730 Overdue $ 03/12 fund iss-see email 3-12 38339730 -440.00 03/09/2008Parked 5600846826 NNM07AA28C 902023407789 Overdue woa 03/20 902023407789 -302,000.00 03/09/2008Parked 5600846854 NNM05AA15C 1V-2798 Overdue waiting NTL 03/12 1V-2798 -39,309.73 03/09/2008Parked 5600846888 NNM07AA28C 902023396159 Overdue woa 3-12 902023396159 -300,000.00 03/09/2008Parked 5600846896 NNM07AB36D 727 Overdue $ 03/20 woa 3/20 5369.68 727 -0.11 03/09/2008Parked 5600846936 NNM07AA88C/4600000130 38 76198 Overdue $03/18 WOA03/12 3876198 -10,259.50 03/09/2008Parked 5600847591 RETURN 08R01082 Overdue 08R01082 -4,689.48 03/09/2008Parked 5600850731 NNM08AB14D 12308693 Overdue WOA 03/26 -15,146.00 03/09/2008Parked 5600846864 NNM04AD70P FFP-0049 Overdue WOA 03/17 FFP-0049 -32,112.00 03/10/2008Parked 5600847054 NNM07AA28C 902023407788 Overdue woa 3-12 902023407788 -1,464,524.60 03/12/2008Parked 5600847598 MI0503 08T00481 Overdue woa 3/19 -7,168.98 03/12/2008Parked 5600847603 MI0410 40 Overdue woa 3/19 -6,182.62 03/12/2008Parked 5600847630 MI0502 08T00480 Overdue woa 3/19 -8,144.43 03/12/2008Parked 5600862444 NAS8-36300 519 Overdue 519 230,206.81 03/13/2008Parked 5600849184 NNM08AA11P 120707 Overdue WOA 03/26 -1,500.00 03/14/2008Parked 5600865975 NNM06AA86T 5035-021 Overdue 5035-021 -128,388.64 03/14/2008Parked 5600859420 NNM07AA97C/4600000121 53121 Overdue WOA 03/20 53121 -175,070.32 03/15/2008Parked 5600868613 NNM08AC22P 410445REVISED Overdue 410445REVISED -29,857.00 03/15/2008Parked 5600850752 NNM08AB14D 12308701 Overdue -37.50 03/21/2008Parked 5600850780 NNM08AB14D 12317421 Overdue -1,860.00 03/21/2008Parked 5600850782 MI0201 AR081136 Overdue woa 3/19 -18,038.78 03/21/2008Parked 5600850850 NNM06AB32T 38293 Overdue WOA 03/19 38293 -1,375.45 03/21/2008Parked 5600852484 NNM07AB65P F0149026 Overdue $ 03/11 F0149026 INV AMT 881.08 -0.11 03/22/2008Parked 5600859108 NNM06AB35C 11 Overdue woa 03/20 -22,050.00 03/23/2008
March 28, 2008
MSFC Potential Issues BreakdownContinued
Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600867659 MI0801 I001012261 Overdue I001012261 -2,605.93 03/24/2008Parked 5600868512 NNM08AC19D 8187 Overdue -25,191.80 03/25/2008Parked 5600868521 NNM08AC19D 8186 Overdue -24,447.08 03/25/2008Parked 5600852977 NNM08AB47P 59S337 Overdue 59s337 -1,078.91 03/26/2008Parked 5600852980 NNM04AG00P 35 Overdue RETURN 35 -7,794.86 03/26/2008Parked 5600853291 NNM08AB14D 12325398 Overdue Requested MOD -30,946.24 03/26/2008Parked 5600869344 NNM07AA01C/4600000093 00000029 PP2Overdue $ 2/25 Partial Payment 2 -29,075.06 03/26/2008
March 28, 2008
SSC Potential Issues Breakdown
Stat DocumentNo Type Reference DD Text LC amnt Net due dtParked 5600852891 RE NNS06AA13C 024-FINAL Overdue WOA 02/26 -210,278.60 03/26/2008Parked 5600859992 RE NNS07AB79T 1013685 Overdue WOA 03/11 -37,720.00 03/26/2008
March 28, 2008
Wave 1 Look AheadMarch 27 – April 3, 2008
Total # of Unpaid
Invoices Total $ of Unpaid
Invoices # Parked
# Awaiting Payment (Posted)
DFRC 27 2,176,590.82 14 13MSFC 75 20,500,443.63 47 28SSC 9 538,900.20 1 8Grand Total 111 23,215,934.65$ 62 49
Note: Total invoices excludes IPAC(s), FI invoices, and Reversals. Parked invoices includes invoices that are awaiting VIP or VPP action, out for cost/funding, 103/105 input, and approval.
March 28, 2008
Outstanding Issues0 Center POC Open Due Complete
SR #135198 Invoice status report in i-View Status: Competency Center has assigned this SR to an individual to work.
All Henry Daniels 2-15-08 3/8/08
Invoice Concurrence 3 days Overdue NotificationStatus: Reached agreement on changes. Expected completion is now March 26, 2008
DFRC Henry Daniels 2-21-08 3/8/08
SR #136526 Invoice Status Report ModifiedStatus: Report regarding testing updated in SR. Awaiting Comp Center action.
All Henry Daniels 2-15-08 3/8/08
Accounts Payable
Outstanding Issues
March 28, 2008
Outstanding Issues Center POC Open Due Complete
Investigate why 7 out of 11 amended bills did not process correctly.Status: Awaiting Center testing.
SSC Henry Daniels 3/3/08 3/12/08
Accounts Receivable
Outstanding Issues
March 28, 2008
Outstanding Issues Center POC Open Due Complete
Other
Outstanding Issues
March 28, 2008
Days
Aged
Number $ In Thousands
Explanation
IPACs 012579
12142930333536
1112331121133
2011-.38.334-9
-1181.224
119
TimingTimingTimingFunctional area workingFunctional area workingCleared suspense item to be reversed by NSSC Waiting on costWaiting on costGSA Sales pending SSC posting, expect to clear for MarchGSA Sales pending SSC posting, expect to clear for MarchGSA Sales pending SSC posting, expect to clear for MarchGSA Sales pending SSC posting, expect to clear for MarchGSA Sales pending SSC posting; Cleared suspense item to be reversed by NSSC
RFC Payments
0 3 -5,841 DIT
Deposits 58
28
111
31.91
Functional area researchingDeposit to SSC – s/b to MSFCTreasury correction to appropriate ALC (Deposit should have been to MSFC)
SSC FBWT/FMS 224 Reconciliation AgingDaily Reconciliation Status
March 28, 2008
Daily Reconciliation Status
Days
Aged
Number $ In Thousands
Explanation
IPACs 012568
19202133434650
1112215122115
-17-181-.05-57-5-.7-31-1-.3-29-.2-3-2
FI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by DrydenSuspense reversal; 09/07 IPAC reversalSuspense reversal ; FI invoice to be processed by Dryden09/07 IPAC reversalFI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by DrydenFI invoice to be processed by Dryden
RFC Payments
020
31
-152-2
DIT DIT technical issue, resolved 3/27
Deposits 0 0 0
DFRC FBWT/FMS 224 Reconciliation Aging
March 28, 2008
Daily Reconciliation StatusMSFC FBWT/FMS 224 Reconciliation Aging
Days
Aged
Number $ In Thousands
Explanation
IPACs 0156
38
125
2012
2242439-3015
4-12
TimingTimingFTS-functional area working with MSFCResearching-12k Auburn University check; $.01 Feb SOD on SR 134041
RFC Payments
06
81
-2575-.1
DITsCleared
Deposits 68
28
111
38-.9-1
Functional area workingDeposit to SSC – s/b to MSFCTreasury correction to appropriate ALC (Deposit s/b to MSFC)
March 28, 2008
Center Blank ALC Blank Functional Area
Blank Business Area
Blank Commitment Item
SSC No variance No variance No variance No variance
DFRC No variance No variance No variance No variance
MSFC No variance No variance No variance No variance
Fund Balance with Treasury/Control Monitoring Package Activities
Daily Reconciliation Status
March 28, 2008
Outstanding Issues Center POC Open Due Complete
Fund Balance with TreasuryOutstanding Issues
March 28, 2008
Outstanding Issues Aging Report
Fund Balance with Treasury
0
0
11
< 3 Days
3-5 Days
5-10 Days
> 10 Days
March 28, 2008
Internal ControlsFund Balance With TreasuryRecommendation Proposed Resolution Status
NASA should consider strengthening its communications with the centers by developing and implementing a communication plan that keeps the centers up to date on control monitoring requirements.
The NASA OCFO will respond. Open
The FBwT Service Delivery Guide and process narratives should be updated as the process evolves. Additionally, NSSC and Center process owners should standardize the names of roles and process steps and conduct training sessions to gain a clear understanding of their roles and responsibilities in the processes.
After further discussion with PWC, there appeared to be confusion with the accounting functional Service Provider role titles and the IT Service Provider role titles. The NSSC updated the FBWT SDG to clarify the accounting functional Service Provider role title by changing the title from “Service Provider” to “FBWT Service Provider”. Training, of both civil service and Service Provider personnel, on the SDG processes began December 4th and ended January 31st. Training was conducted twice weekly for approximately eight hours each day.
Closed
In accordance with Treasury's rules and regulations regarding suspense accounts, NASA should consider modifying the SAP to Treasury reconciliation process to eliminate suspense Journal Voucher (JV). NASA should request a waiver from Treasury to be able to post to suspense until NASA can update the process and eliminate the need to post to suspense
The NASA OCFO will respond. Open
Blank Fund Review-NSSC should consider performing the CMP/PMC review of blank commitment items and functional area as recommended in the FMR, Volume 19, Chapter 22.
The NSSC will perform blank fund, blank ALC, blank commitment item and blank functional area reviews on a daily basis. The SDG will be updated to reflect the addition of daily blank commitment item reviews.
Closed
Status of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Internal ControlsAccounts PayableRecommendation Proposed Resolution Status
The NSSC should designate an individual within the Center's Accounts Payable or Procurement department to update the NSSC Vendor Invoice Processor of changes regarding Center's authority listing. In addition, a back-up designee should be assigned for each Center.
The NSSC AP will obtain invoice approval lists from Center Procurement and Finance and implement a process to receive the POC list for Contract Assignments from Center Procurement. Procedure will require regular updates from and follow-ups to Procurement and Finance to ensure both lists are kept up to date.
Open
All incoming vendor and FI invoices should be submitted to the NSSC directly from the vendor to be uploaded into SAP. Each Contracting Officer (CO) or Contracting Officer Technical Representative (COTR) should approve his/her invoices daily to verify goods have been received and services performed. This change in the process will require a control to be put in place that will detect invoices sent to the centers for approval have been returned to the NSSC for processing.
This was a Center observation. All incoming vendor and FI invoices that are received at the NSSC will be scanned and routed through the Accounts Payable Work Management System (AWMS). AWMS will allow the NSSC to track status of invoices, to identify aged invoices, invoices not returned/approved, etc. and to follow-up with approving officials to ensure accurate and timely processing of invoices. After the transition go-live date, some of the invoices will be incorrectly sent to centers instead of to the NSSC. The Centers will need to send these invoices to the NSSC for processing. The NSSC will coordinate with the Centers to ensure that all of these invoices are accounted for. These invoices will be logged and tracked. During the transition stabilization period, there will be daily meetings with the Centers. Status of invoices will be one of the topics of discussion.
Closed
Status of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Accounts PayableRecommendation Proposed Resolution Status
The NSSC Vendor Payment Processor should validate that services have been rendered and the IPAC was approved by the applicable CO or COTR before posting to SAP.
The NSSC sees the process differently. At the time the IPAC is received by NASA the U. S. Treasury has already reduced NASA's funding by the amount of the IPAC transactions so there is little need to hold these transactions out of the accounting system pending some additional approval. Posting the valid and complete transactions upon receipt actually allows NASA records to remain in balance with U. S. Treasury records. Currently the NSSC performs the following IPAC validations based on downloaded information from GOALS: Purchase Order Number, Obligation Amount in SAP, Type Payment, Originating ALC, Customer ALC, Document Reference Number, Dollar Amount, Accomplish Date. After validation, the IPAC is posted to SAP. For Goods Receipt related IPACs the NSSC also checks SAP to ensure the goods receipt transaction has been processed in SAP. For services related IPAC the NSSC posts the IPAC transactions upon receipt/validation and then notifies the responsible activity of the posting and asks for confirmation/approval of services claimed on invoice/IPAC. If the responsible activity disapproves the posting the NSSC will work with the charging entity to reverse the IPAC or take other required action. The NSSC recognizes that not all NASA Centers are using an approval prior to posting process for IPAC. Therefore the NSSC will develop a standard IPAC posting procedure and coordinate it with the OCFO to standardize the process across NASA.
Open
Internal ControlsStatus of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Internal ControlsAccounts ReceivableRecommendation Proposed Resolution Status
The Revenue and Receivables Service Delivery Guide and process narratives prepared should be updated as the process evolves. Additionally, NSSC and Center process owners should participate in training sessions to gain a clear understanding of their roles and responsibilities in the processes.
The Revenue and Receivables Service Delivery Guide and process narratives are now and will be in the future updated as the process evolves. Coordination between NSSC and center process owners is ongoing and will continue throughout the workload transition, stabilization and ongoing future operations.
Closed
Intra-Governmental Reimbursable Agreements-The combination the safe(s) should be changed on a semi-annual basis to maintain security integrity.
A work order has been established to provide locksmith service to change the safe combination upon employee departure or at six month intervals. The applicable Service Delivery Guide has also been updated to include this requirement and the procedure for requesting locksmith service.
Closed
There should be an additional documented review and reconciliation of the deposit log, Paper Check Conversion (PPC) Summary Report, check batch listing, SF-215, and CA$HLINK Report by the Deposit Processor Supervisor.
The additional documented review and reconciliation of the deposits using PCC Summary Report, check batch listing, SF-215 and Cash link report will be completed by the Senior Reimbursable Accountant at least weekly. This requirement has been documented in the applicable Service Delivery Guide.
Closed
Status of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Internal ControlsAccounts Receivable ContinuedRecommendation Proposed Resolution Status
Non-Federal Reimbursable Agreements-The combination the safe(s) should be changed on a semi-annual basis to maintain security integrity.
A work order has been established to provide locksmith service to change the safe combination upon employee departure or at six month intervals. The applicable Service Delivery Guide has also been updated to include this requirement and the procedure for requesting locksmith service.
Closed
There should be an additional documented review and reconciliation of the deposit log, Paper Check Conversion (PPC) Summary Report, check batch listing, SF-215, and CA$HLINK Report by the Deposit Processor Supervisor.
The additional documented review and reconciliation of the deposits using PCC Summary Report, check batch listing, SF-215 and Cash link report will be completed by the Senior Reimbursable Accountant at least weekly. This requirement has been documented in the applicable Service Delivery Guide.
Closed
Status of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Internal Controls
Accounts Receivable ContinuedRecommendation Proposed Resolution Status
Customer File Maintenance-There should be a documented review of the new customer accounts once input into the Customer Maintenance File to verify that entries were correctly made. The review should be performed by the Customer Master Maintainer Supervisor.
New customer accounts for direct accounts receivable will be established by the NSSC. The NSSC process will include an additional review of the new customer accounts once the new account has been established. New customer accounts for reimbursable accounts receivable are established by the centers. The NSSC procedure has been documented in the applicable Service Delivery Guide.
Closed
There should be a documented review of updates/edits made to an existing customer account once input into the Customer Maintenance File to verify that entries were correctly made. The review should be performed by the Customer Master Maintainer Supervisor.
New customer accounts for direct accounts receivable will be established by the NSSC. The NSSC process will include an additional review of the new customer accounts once the new account has been established. New customer accounts for reimbursable accounts receivable are established by the centers. The NSSC procedure has been documented in the applicable Service Delivery Guide.
Closed
Status of resolution – NSSC Transitioning Process Design Assessment
March 28, 2008
Internal ControlsStatus of resolution – NSSC Transitioning Process Design Assessment
Accounts Receivable ContinuedRecommendation Proposed Resolution Status
Freedom of Information Act Receivables-The combination the safe(s) should be changed on a semi-annual basis to maintain security integrity.
A work order has been established to provide locksmith service to change the safe combination upon employee departure or at six month intervals. The applicable Service Delivery Guide has also been updated to include this requirement and the procedure for requesting locksmith service.
Closed
There should be an additional documented review and reconciliation of the deposit log, Paper Check Conversion (PPC) Summary Report, check batch listing, SF-215, and CA$HLINK Report by the Deposit Processor Supervisor.
The additional documented review and reconciliation of the deposits using PCC Summary Report, check batch listing, SF-215 and Cash link report will be completed by the Senior Reimbursable Accountant at least weekly. This requirement has been documented in the applicable Service Delivery Guide.
Closed
ePayroll Receivables-There should be a Direct Debt Management Division established at the NSSC that will track all ePayroll receivables for each Center.
As of February 1, 2008, the NSSC is totally responsible for accounts receivable (reimbursable and non-reimbursable) for the Wave 1 centers. This includes: establishing, tracking, monitoring and ensuring collection of all accounts receivables. This function will transfer to the NSSC based on the transition dates for the waves.
Closed
March 28, 2008
Audit Activity
No open audit activity.
March 28, 2008
• OCFO• Core Transition Team Members• Wave 1 Center CFOs, DCFOs• Wave 1 Center On-Site Representatives• NSSC
Feedback
March 28, 2008
March 28, 2008
Weekly Slides
(Briefed on Friday of Each Week)
March 28, 2008
Status of Action ItemsNSSC
Action Item POC Status Date
Dual Processing for FBWT Mosteller
March 28, 2008
Status of Action ItemsDryden
Action Item POC Status Date
Center Readiness Status (Post Transition Cleanup) Data on next slide
Moore
Send Reminder Vendor Letters Moore
Send Reminder Customer Notices Moore
March 28, 2008
Status of Action ItemsDryden (continued)
3/26/2008
# of Items $ of ItemsAR Billing Docs Missing in Accounting 0 $0.00
AR Rejected Amounts 82 ($34,817.85)
AR Unbilled Billing Request 0 $0.00
AR AGING 1310181 - 365 Days 2 295.01 Note: 2 for $211.97 is for employee health benefits set up by DOI (3XXXXX series accounts)1-2 Years 1 $2,036.65 Note: All is employee health benefits set up by DOI (3XXXXX series accounts)> 2 Years 0 $0.00Total 3 $2,331.66
Dryden Summary Report
March 28, 2008
Status of Action ItemsMarshall
Action Item POC Status Date
Center Readiness Status (Post Transition Cleanup) Data on next slide
Black
Send Reminder Vendor Letters Black
Send Reminder Customer Notices Walker - Non-reimbursables Martin-Lalor - Reimbursables
March 28, 2008
Status of Action ItemsMarshall (continued)
3/26/2008
# of Items $ of ItemsAR Billing Docs Missing in Accounting 0 $0.00
AR Rejected Amounts 11 $25,318.06
AR Unbilled Billing Request 0 $0.00
AR AGING 1310181 - 365 Days 11 $11,238.25 Note: 7 for $3434.45 is employee health benefits set up by DOI (3XXXXX series accounts)1-2 Years 11 $277,326.34 Note: 5 for $2199.22 is employee health benefits set up by DOI (3XXXXX series accounts)> 2 Years 2 $21,026.86 Note: 1 for $1245.86 is employee health benefits set up by DOI (3XXXXX series accounts)Total 24 $309,591.45
Marshall Summary Report
March 28, 2008
Status of Action ItemsSSC
Action Item POC Status Date
Center Readiness Status (Post Transition Cleanup) Data on next slide
Guin
Send Reminder Vendor Letters Guin
Send Reminder Customer Notices Sullivan
March 28, 2008
Status of Action ItemsSSC (continued)
3/26/2008
# of Items $ of ItemsAR Billing Docs Missing in Accounting 1 $113,440.51
AR Rejected Amounts 24 $32,290.10
AR Unbilled Billing Request 0 0
AR AGING 1310181 - 365 Days 1 $3,814.72 Note: All employee health benefits set up by DOI (3XXXXX series accounts)1-2 Years 3 $44,754.78 Note: 1 for $625.34 is employee health benefits set up by DOI (3XXXXX series accounts)> 2 Years 2 $1,540.97 Note: All employee health benefits set up by DOI (3XXXXX series accounts)Total 6 $50,110.47
Stennis Summary Report
March 28, 2008
Date Event Location POC
Pre-ORR #15
AP Face-to-Face
ORR #15
Upco
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