OAS Accountability Is In Everything We Do

OAS DEFINES AND IMPLEMENTS ACCOUNTABILITY ACROSS ALL ORGANIZATION LEVELS

THROUGHOUT THE COMPLETE ACQUISITION LIFERCYCLE

SEPTEMBER 2014

ACCOUNTABILITY EXISTS THROUGHOUT OAS

• In System Structure

• In System Set-up

• In Integration

• In Financial Monitoring & Controls

• In Reporting

SYSTEM STRUCTURE

• OAS structure accommodates any organization– Enterprise > Organizations > Contract Offices > Contracting Officers > Buyers– Multiple systems can be exported to a database to create a single enterprise

• Detail available to line item level• Buyers create Projects• Projects enable orders• Orders composed of line items

• OAS structure enables tracking & comparisons of acquisition information at every level (from Enterprise to Project) thereby providing accountability at every level

SYSTEM SET-UP

• OAS accountability is enhanced by matching features and approval settings to organization policies and processes– Individual users granted feature access in accord with organizational policy

• E.g., activities allowed by payment type, purchase method, product categories, etc.– WorkFlow templates customize approvals and routings

• Single or multiple approvals for orders• Orders limited by dollar or unit levels• Funding information can be assigned to projects by Resource Managers• Virtually unlimited number of templates creates customization for any organization

– System features support mission objectives• Sole sourced orders and justifications• Socio-economic business goals• Price reasonableness

INTEGRATION

• OAS enhances accountability through integration with legacy and external financial systems– Data feeds to OAS integrate data generated outside OAS into a single database for

efficient use of all data– OAS can integrate with government legacy systems such as CCR, FPDS, GSA

Advantage, FBO, and more- inputs or outputs• Saves time, increases accuracy , and provides consistency with legacy systems (which

enhances accountability)– OAS integrates with external financial systems in many ways, including:

• Input to finance systems• Integration with government billing and payment systems to automate receipt and

payment management• Accommodate xBRL to meet government mandates of the Digital Accountability and

Transparency Act (DATA)

FINANCIAL MONITORING & CONTROLS

• OAS builds financial monitoring and control is into the system through the Projects function:– All orders chargeable to a fund item/budget must be assigned to a Project in

OAS. A project can be something as simple as a product category such as office supplies, or as complex as required.

– Complex requirements can be accommodated by use of a comprehensive numbering and/or naming system.• Thousands of separate projects can be set up as electronic files to contain data• Projects can be exported to an Excel spreadsheet, and then modified and sorted to

create an accurate financial picture• Control is established by creating one or more funding items for each project• OAS tracks spending against the funding and limits spending (order creation)

against each funding item.

FINANCIAL MONITORING & CONTROLS (2/2)

– Complex requirements can be accommodated by use of a comprehensive numbering and/or a naming system (cont’d) .• Funding can be set up for each fiscal year budget• Projects can be established to provide buckets for other lifecycle costs such as

environmental or opportunity costs– As these non-accounting costs become clearer (such as environmental clean up costs)

amounts entered into specific projects for anticipated costs can be used as budgets or for longer range planning

• Unspent funds by project are available as a starting point for next year’s acquisition plan

REPORTING

• OAS reports mirror OAS functionality:– User requirements– System workflow– Management requirements

• User Requirements Reports– Support user defined responsibilities - enable daily accountability efforts

• System Workflow Reports– Available within OAS at strategic points to support requirements for all

operational users

• Management Requirements Reports– Support management analysis, audit, action, and planning