National Aeronautics and Space Administration 1 Accounts Payable, Accounts Receivable and Fund Balance with Treasury Daily Status Review April 8, 2008

1National Aeronautics and Space Administration

Accounts Payable, AccountsReceivable and Fund Balance with Treasury

Daily Status ReviewApril 8, 2008


AP/AR/FBwT Daily Status ReviewAgenda

•Status of Critical Contact Center Systems •Askew

•Customer Contact Center Metrics •Askew

•Status of Critical IT Systems •Kilgore

•Invoice Workload – Daily Document Imaging Volumes •Kilgore

•Daily Performance Metrics for Key Indicators – Accounts Payable •Caldwell/Epperson

•Accounts Payable Performance Trend Charts •Caldwell/Epperson

•Daily reconciliation Stats and Outstanding Issues – Fund Balance

with Treasury

•Mosteller

•Outstanding Issues – Fund Balance with Treasury Trend Chart •Mosteller

•Internal Controls •Mosteller

•Status of ORR Action Items – NSSC •Daniels/Mosteller

•Feedback


AP/AR/FBwT Daily Status ReviewAgenda

•Weekly Slides (Brief on Monday of Each Week)

•Weekly Performance Metrics AR-FBwT •Mosteller

•February 2008 Reporting Requirements •Mosteller

•Status of ORR Action Items – NSSC •Daniels/Mosteller

•Status of ORR Action Items – Dryden, Marshall, SSC •Center Reps

•Monthly Slides (Briefed 30 Days After Go Live)

•Customer Contact Center Monthly Trend Charts •Askew

•Monthly Performance Metrics FBwT – Supplementals and State of

Differences

•Mosteller

4National Aeronautics and Space AdministrationAll times Central

Status of Critical Contact Center Systems

Telephone System is operationalCalled 1-877-NSSC123, listen to recording and menu

and connect to an agent.Daily at 7:00 a.m.

Remedy Help Desk is operationalLogged 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 InformationRandomly selected live calls and email responses

reviewed.Daily

Time to Answer Reviewed time to answer Centergy and Report. Daily


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 690 44Number Tickets Opened 690 44 3 40 1 17 27 27AP 554 39 21

IPAC 3Employee Inquiry 113 8 8 2 6 6

Vendor Inquiry 358 22 1 21 8 14 8Vendor Change 5

Cost 8Workflow 13 4 1 3 1 3

Other 54 5 5 5 7AR 40 1 2

IPAC 4Customer Inquiry 15 1 1 1 2

Billing Inquiry 2Collection Inquiry 8

Check ClaimCustomer Change 1

CostOther 10

FBWT 48 1 0AP Inquiry 2AR Inquiry 1

Payroll Inquiry 1Grants Inquiry 4Other Inquiry 40 1 1 1

System Support Calls 48 3 4AWMS 43 3 3 3 4

Pay.govaCART 5

SAP WorkaroundKofax-IR

CIDT

Customer Inquiries- Calls by Inquiry Type - 4/4/08 - 4/7/08


Customer Contact Center Metrics

Aging Help Desk Tickets

14

10

3

7

101

0000 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


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


Workload - AP Document Imaging Volumes(All Input Sources - Mail, Fax, Email, FTP)

documents received & processed last six days

251

103

159

115 123

242

0 3 0 1 0 30

50

100

150

200

250

300

3/31/2008 4/1/2008 4/2/2008 4/3/2008 4/4/2008 4/7/2008

Processed Backlog Linear (Processed)

Weekly AP documents processed

452

719 718

339

648 603730

618 603

751

0100200300400500600700800

Week ending date

total processed Linear (total processed)

.


Performance Metrics For Key Indicators Accounts Payable

April 1 - 7, 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 73 $ 5,101,209.61 1 $ 5.65 99% $ 1 MSFC 254 $ 81,094,389.26 26 $ 16,566.35 90% $ 204 SSC 43 $ 4,939,084.48 2 $ 195.85 95% $ 40

TOTAL 370 $ 91,134,683.35 29 $ 16,767.85 92% $ 184


Interest Performance Metrics April 1 - 7, 2008

Note: Data includes interest payments paid via FI Invoice.

Technician delay (NSSC) 01 Delay in Receipt of Cost 11

Late receipt of PO/Contract 02 Late Receipt of Invoice 12

Late Goods Receipt 04 Late Approvals 13

Other (Requires Explanation) 05 Funds Not Available 14

SAP /Software Related 07 Treasury Delays 15

CMM /Software Related 08 PO/Contract Requires Corrections 16

Calculation Error 09 Failure To Notify Vendor of Improper Invoice 18

Misdirected Invoice 10 Technician Delay (Center) 20

*Interest Reason Codes

Reason Codes

Total # of Interest

PaymentsTotal $ Amount of Interest Payments

% of Total Count

% of Total Dollar Amount

1 5 11,170.80$ 17% 67%5 2 481.02$ 7% 3%7 1 5.65$ 3% 0%

11 1 1.68$ 3% 0%12 4 411.48$ 14% 2%13 16 4,697.22$ 55% 28%

Total 29 16,767.85$ 100% 100%


Discounts Performance Metrics April 1 - 7, 2008

Center# of Discounts

Taken$ Amt. of Discounts

Taken# of Discounts

Lost$ Amt. of

Discounts LostDFRC 2 476.18$ 0 -$ MSFC 0 -$ 8 2,065.54$ SSC 1 1,452.73$ 1 1,032.39$ Total 3 1,928.91$ 9 3,097.93$


Wave 1 Current Status of Invoicesas of April 7, 2008

Total # of Unpaid

Invoices Total $ of Unpaid

Invoices # Parked

# Awaiting Payment (Posted)

Potential Issues

DFRC 143 8,169,779.02 77 66 22MSFC 459 61,226,664.87 227 232 43SSC 65 12,105,091.07 28 37 1Grand Total 667 81,501,534.96$ 332 335 66

Note: Total invoices excludes IPAC(s), FI invoices, and Reversals.

Payment due date for overdue invoices is based on the invoice receipt date.

Parked invoices includes invoices that are awaiting VIP or VPP action, out for cost/funding, 103/105 input, and approval.


DFRC Issues Invoices Breakdown

Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600872841 66127661678161 NND06AA22P 3/08 Overdue WOA 04/03 -346.31 04/03/2008Parked 5600840347 NND07AA32P 5315 Overdue RETURNED 3/11 -3,450.00 02/27/2008Parked 5600830548 NND07AC55P 00089005 Overdue c-notes -530.16 02/07/2008Parked 5600840469 NND08AA29P 8-334459 Overdue C-notes -936.60 01/04/2008Parked 5600854615 NND05AA94P 90183144 Overdue 3/27 C-EMAIL ATTACHED -5,593.00 03/26/2008Parked 5600867448 NND08AA82I 4414 Overdue 105 3/31 -2,567.00 03/17/2008Parked 5600843456 NND07AD59P 1000157055 1/14/2008 Overdue 105 3/3 3/20 3/28 50075868361000157055 2/13 -1,220.20 03/01/2008Parked 5600854652 NND08AA27P 302106 Overdue 105 03/25 -258.62 03/19/2008Parked 5600843448 NND08AA27P 298202 Overdue 105 02/21 ,03/13 -145.15 03/01/2008Parked 5600850854 NND08AA37P 2618210R Overdue 103/105 3/21 c-attached email -12,319.57 03/21/2008Parked 5600858349 NND07AD59P 1000157055 2/14/2008 Overdue 103/105 3/20 4/1 -526.39 04/03/2008Parked 5600858595 NND08AA78D AW02080188 Overdue $ 3/5 WOA 3/5 RETURNED 3/11 -32.27 04/04/2008Parked 5600859950 NND07AC52C/4600000188 5440672994R Overdue $ 3/13 WOA 3/13 RETURN 3/14 -94,444.44 03/21/2008Parked 5600855378 NND06AG03T 60303 Overdue $ 03/12, 3/17, 03/25, 3/28, 04/02, 04/07 -11,133.00 03/29/2008Posted 5600874175 BC2408/03/25R000 Overdue 168.10 03/25/2008Posted 5600874177 BC2408/03/25R000 Overdue 87.59 03/25/2008Posted 5600874176 BC2408/03/25R000 Overdue 12.99 03/25/2008Posted 5600874174 BC2408/03/25R000 Overdue 80.00 03/25/2008Posted 5600874178 BC2408/03/25R000 Overdue 11.99 03/25/2008Posted 5600874249 BC2408/03/25R000 Overdue 29.90 03/25/2008Posted 5600874173 BC2408/03/25R000 Overdue 19.59 03/25/2008Parked 5600873482 NND06AE54D 3040 Overdue -12,000.00 04/02/2008


MSFC Potential Issues Breakdown

Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600083838 H33913D-141609 Overdue -623.42 07/30/2003Parked 5600837170 H36950D-701 Overdue WOA 03/27 -39,609.56 02/21/2008Parked 5600854697 MI0305-R48228 Overdue 2007 INV PARKED BY MSFC -10,068.52 03/09/2007Parked 5600836286 MI0402 07T00539RESUBMITTED Overdue INV NOT IN AWMS SENT VIAL EMAIL 03/29 IAW 04/01 -12,717.11 02/17/2008Parked 5600836288 MI0402 07T00679RESUBMITTED Overdue WOA 03/27 IAW 03/27 -7,886.63 02/17/2008Parked 5600836284 MI0402 07T01021RESUBMITTED Overdue WOA 03/27 IAW 03/27 -12,784.61 02/17/2008Parked 5600791700 MI0402 07T01327 Overdue 2007 INV PARKED BY MSFC -18,591.12 09/30/2007Parked 5600857780 MI0402 08T00611 Overdue woa 3/19 -13,961.12 04/03/2008Parked 5600840759 MI0410 39 Overdue WOA 03/26 -5,672.26 02/24/2008Parked 5600847603 MI0410 40 Overdue woa 3/19 -6,182.62 03/12/2008Parked 5600819316 MI0502 03T00440 Overdue 2003 INV PARKED BY MSFC -14,128.94 03/06/2003Parked 5600819317 MI0502 03T00690 Overdue 2003 INV PARKED BY MSFC -6,966.85 01/04/2008Parked 5600819318 MI0502 04T00385 Overdue 2004 INV PARKED BY MSFC -2,455.04 01/04/2008Parked 5600819314 MI0502-03T00192 Overdue 2002 INV PARKED BY MSFC -5,524.48 01/02/2003Parked 5600819529 MI0502-04T01080 Overdue 2004 INV PARKED BY MSFC -3,143.97 01/04/2008Parked 5600819530 MI0502-05T01040 Overdue 2005 INV PARKED BY MSFC/NON CONCUR IAW 03/26 -629.38 01/04/2008Parked 5600847598 MI0503 08T00481 Overdue woa 3/19 -7,168.98 03/12/2008Parked 5600867659 MI0801 I001012261 Overdue I001012261 -2,605.93 03/24/2008Parked 5600836296 MIO402 07T00872RESUBMITTED Overdue -13,145.02 02/17/2008Parked 5600859060 NNM04AE20P 38475355 Overdue $ 04/04 -0.11 04/04/2008Parked 5600846854 NNM05AA15C 1V-2798 Overdue waiting NTL 03/12 1V-2798 -39,309.73 03/09/2008Parked 5600857761 NNM06AB30C 036 Overdue WOA 04/0/7 -0.11 04/02/2008


MSFC Potential Issues BreakdownContinued

Stat DocumentNo Reference DD Text LC amnt Net due dtParked 5600839239 NNM07AA64C 10006-03 Overdue 10006-03 have certifiction-awaiting NTL 03/05/08 -33,302.00 02/23/2008Parked 5600874680 NNM07AA88C/4600000130 38 77040 Overdue WOA 04/07 $04/04 -no cost to route for approval -26,217.30 04/02/2008Parked 5600863611 NNM07AB36D 686 Overdue INV EXCEEDS OBS/INVALID DELIVERY ORDER # -6,031.55 01/09/2008Parked 5600846896 NNM07AB36D 727 Overdue $ 03/20 woa 3/20 5369.68 727 -0.11 03/09/2008Parked 5600869684 NNM07AB54T 0008 Overdue woa 03/26 -96,004.80 04/02/2008Parked 5600852484 NNM07AB65P F0149026 Overdue $ 03/11 INV AMT 881.08 FOREIGN VENDOR/AWAITING PR -0.11 03/22/2008Parked 5600831427 NNM08AB14D 12234831 Overdue $03/11 inv. amt.$31,031.52 WOA OF CREDIT MEMOS -0.11 02/09/2008Parked 5600846657 NNM08AB14D 12291250 Overdue $ 03/14 WOA 03/18 12291250 inv amt 319344.56 -0.11 03/09/2008Parked 5600850780 NNM08AB14D 12317421 Overdue WOA 04/04 -1,860.00 03/16/2008Parked 5600853291 NNM08AB14D 12325398 Overdue Requested MOD -30,946.24 03/26/2008Parked 5600860060 NNM08AB14D 12343019 Overdue Waiting on mod 4/3 -0.11 03/30/2008Parked 5600822807 NNM08AB14D-12183797 Overdue WOA 03/18 12183797 -30,432.80 03/09/2008Parked 5600852977 NNM08AB47P 59S337 Overdue WIRE TRANSFER -1,078.91 03/26/2008Posted 5600850850 NNM06AB32T 38293 Overdue -1,375.45 03/20/2008Posted 5600869667 NNM07AB30T 0008 Overdue LATE REASON CODE 05 (SEE NOTE TAB) -30,548.95 04/01/2008Posted 5600869679 NNM07AB33T 0008 Overdue Late reason code 5 (See note tab) -33,511.83 04/01/2008Posted 5600859814 NNM07AD30P 5215267 Overdue 103/105 04/03 -86.00 04/04/2008Posted 5600859869 NNM07AE43P 6305 Overdue WOA 04/03 INVOICE LATE REASON CODE #13 -4,800.00 04/04/2008Posted 5600853280 NNM08AA13D 758 Overdue 758 $ 03/04 -386,374.77 03/25/2008Posted 5600872881 NNM08AB55P 124255 Overdue Late code-5 See notes -6,618.00 03/28/2008Posted 5600870840 NNM08AC08D 8022 Overdue late code 01- 5 days late -23,127.51 04/04/2008


SSC Potential Issues Breakdown

Stat DocumentNo Reference DD Text LC amnt Net due dtPosted 5600871855 BC6408/03/25R000 Overdue 8.99 03/25/2008


Wave 1 Look AheadApril 8 – 14, 2008

Total # of Unpaid

Invoices Total $ of Unpaid

Invoices # Parked

# Awaiting Payment (Posted)

DFRC 9 247,620.46 9 0MSFC 33 4,326,254.47 19 14SSC 3 414,364.88 3 0Grand Total 45 4,988,239.81$ 31 14

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.


Accounts Payable Outstanding Issues

Outstanding Issues Center POC Open Due Complete

AWMS Enhancements

Status: Pending approval concurrence

DFRC Henry Daniels

2/21/08 4/18/08

SR #136526 Invoice Status Report Modified

Status: Report regarding testing updated in SR. Awaiting Comp Center action.

All Henry Daniels

2/15/08 4/18/08

SR # 139739 Discrepancy with the GenPRT3 Report

Status: In Process

SSC Henry Daniels

4/2/08 4/11/08

SR # 139880 Changes to Interest Reason Codes

Status: Open

All Henry Daniels

4/2/08 4/11/08


Days

Aged

Number $ In Thousands

Explanation

IPACs

RFC Payments

Deposits

SSC FBWT/FMS 224 Reconciliation AgingDaily Reconciliation Status



SR # 137738 Investigate why 7 out of 11

amended bills did not process correctly.

Status: Awaiting Center testing. NSSC

Commit date 4/11/08

SSC Henry Daniels 3/3/08 4/18/08

Accounts Receivable Outstanding Issues


Daily Reconciliation Status

Days

Aged


Explanation

IPACs

RFC Payments

Deposits

DFRC FBWT/FMS 224 Reconciliation Aging


Daily Reconciliation StatusMSFC FBWT/FMS 224 Reconciliation Aging

Days

Aged


Explanation

IPACs

RFC Payments

Deposits


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



Fund Balance with TreasuryOutstanding Issues


Outstanding Issues Aging Report

Fund Balance with Treasury

0

0

11

< 3 Days

3-5 Days

5-10 Days

> 10 Days


Internal Controls

Fund Balance With Treasury

Recommendation 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

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

Status of resolution – NSSC Transitioning Process Design Assessment


Internal Controls

Accounts Payable


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

Status of resolution – NSSC Transitioning Process Design Assessment


Accounts Payable


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


Audit Activity

No open audit activity.


Monthly Slides


Accounts Payable

Customer Contact Center

Daily Trend Chart by Activity

0

5

10

15

20

25

30


Accounts Receivable



0

5

10

15

20

25

30





0

5

10

15

20

25

30


Other



0

5

10

15

20

25

30


Accounts Receivable

DRFC MSFC SSC

Late Billings by Type (NSSC, other) 0 0 0

Overdue Collection Notices 0 0 3

Number of Journal Voucher Entries 2 0 6

Monthly Performance Metrics

For Key Indicators

March 2008


Report Description Status Due DateRelease

DatePOC

MTS #2 – MTS Fund Balance with

Treasury (CMP)On target 4/12/08 4/12/08

Peggy

Mosteller

MTS #3 - Fund Balance with Treasury

(CMP)On target 4/12/08 4/12/08

Peggy

Mosteller

MTS #4A – MTS Amount in

Suspense (FIDO)Completed 4/7/08 4/7/08

Peggy

Mosteller

MTS #4B - Amount in Suspense

(FIDO)Completed 4/7/08 4/7/08

Peggy

Mosteller

MTS #5 - Delinquent AR from Public

(FIDO)Completed 4/7/08 4/7/08 Henry Daniels

MTS #6 Treasury Report on

Receivable (TROR)Completed 4/7/08 4/7/08 Henry Daniels

AP/AR/FBWT Reporting Requirements

March 2008


Report Description Status Due DateRelease

DatePOC

MTS #7 – Electronic Payments to

Vendors (FIDO)Completed 4/7/08 4/7/08 Henry Daniels

MTS #8 - % Late Payments (FIDO) Completed 4/7/08 4/7/08 Henry Daniels

MTS #9 - $ of Interest Penalties

Paid (FIDO)Completed 4/7/08 4/7/08 Henry Daniels

MTS #13 – Accuracy of Reporting On targetAs requested

by DABPeggy Mosteller

MTS #14 – Timeliness of Reporting

by ALCCompleted 4/3/08 4/3/08 Peggy Mosteller

MTS #18 – Reconciliations On target 4/12/08 Peggy Mosteller

MTS #19 – Aging of Open Item

Balances (CMP)On Target 04/12/08 4/12/08 Henry Daniels

AP/AR/FBWT Reporting RequirementsMarch 2008 - Continued



Supplemental

DFRC

MSFC

SSC


For Key Indicators



Statement of Differences –

Expenditures

DFRC 110K

MSFC -275K

SSC 189k

Statement of Differences –

Collections

DFRC 0

MSFC -1K

SSC 1K

Monthly Performance Metrics For Key Indicators



Suspense <= 3 Months > 3 Months 6 Months

DFRC-As of March Month End

.05 0 16K 16k

MSFC-As of March Month End

0 .08K 116K 116K

SSC-As of March

Month End0 -12K 0 -12K


For Key Indicators


• OCFO

• Core Transition Team Members

• Wave 1 Center CFOs, DCFOs

• Wave 1 Center On-Site Representatives

• NSSC

Feedback


Documents

National Aeronautics and Space Administration 1 Accounts Payable, Accounts Receivable and Fund Balance with Treasury Daily Status Review April 8, 2008