Agency/Industry Day Presentation National Finance Center 1.

Agency/Industry Day

Presentation

National Finance Center

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Agenda•USDA Team/Organization•Solution•Current Services and Products•Future Services and Products

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The USDA Team

•Ranked by Gartner as #1 Systems Integrator for SAP•Strong base of SAP experience in the federal market (U.S. Army, NASA, DLA)•1,500+ SAP engagements conducted annually•30 year+ alliance relationship with SAP •36,000+ SAP skilled resources•Deep experience in support shared services projects

Accenture

Experience

Deloitte

•Ranked by Kennedy #1 in Global Consulting Marketplace Report•Serve more than 500 clients with SAP Center of Excellence (COE) services.•1,700 SAP engagements delivered globally•9,600 dedicated SAP practitioners•Global Services Partner with SAP since 1994.•Supported USDA in multiple SAP initiatives since 2008

Deloitte

Experience

Delivering a fully integrated core financial management system that enables improved decision-making and planning with a modern SAP system.

USDA Experience

USDA and our teaming partners work together to provide SAP end-to-end solutions, supported by extensive experience in business and implementation services.

• Over 100,000 employees across the country

• Implemented 29 Agencies in a state of the art Federal ERP System

• Maintained our clean audit opinion

USDA NFC Shared Services Team Experience

• USDA has implemented 29 organizations into our SAP “FMMI” system through 3 deployments from 2009-2012

• The FMMI system has disbursed over $39 billion since going live in 2009 and processed over 4.9 billion General Ledger postings

• Developed with Agencies over 100,000 master data fields to track budget and expenses and developed over 51 financial reports

• FMMI currently has over 6,300 financial system users conducting financial management operations on a daily basis

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USDA Value Proposition• State of the art ERP system, operational, providing auditable financial

results

• Continuous process improvements, operational and organizational improvement for shared services

• Strong Industry Partnership: Flexible, scalable, customizable service offerings focused on providing what the customer needs, when the customer needs it with the right level of detail

• Large financial shared service provider today with extensive accounting experience, knowledge in reimbursables, and the use of working capital fund, and grants

• Powerful and flexible Financial Management and Reporting

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National Finance Center (NFC) Organization Structure

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Agenda•USDA Team/Organization•Solution•Current Services and Products•Future Services and Products

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Solution Features

eAuthentication LoginFMMI System

• Web-based access• Single sign-on integrated with USDA’s

eAuthentication• Single integrated application with

access to financial transactions and reporting

• Role-based access control• Real-time business transactions• FMMI Online Help and Context-

sensitive Help to training materials, simulations, and job aids

SAP Portal

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Enterprise Solution

SAP

IAS

GovTripTRVL

IPP

Treasury

PIPayrollSAM

Banks

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Unique USDA Core Financials Capabilities

BPMS

HANA Database

Shorthand Code (SHC)

Grants Management

Electronic Inter-Agency Agreement

(eIAA)

GL Transaction

Model

Core Financials in SAP

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Agenda•USDA Team/Organization•Solution•Current Services and Products•Future Services and Products

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Financial Reporting Services

• General Ledger Reconciliations

– Cash

– Property

• Proprietary/Budgetary Relationship Analysis

• Financial Statements and Year End Support

• Internal Reporting

– SAP BI Warehouse

– HANA

• External Reporting

– Government wide Treasury Account Symbol Adjusted Trial Balance (GTAS) Reporting

– Business Event Type Code (BETC)

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Customer Support Services

• Master Data Management– Vendors/Customer Data– Accounting Elements

• Dedicated Staff– Helpdesk – Agency Advocate

• Documentation– Directives (Policy) – Online Help Procedures

• Communication– Operations and Maintenance Meetings– Email Notifications

• Customer Performance– Service Level Agreement Metric Reporting– Survey

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Consulting Service

• Identify improvements in processes and services that will deliver better quality, timely, and cost-effective business processes.

• Provide subject-matter expertise. – Collaborate to define requirements – Design and develop– Test and implement– Post implementation confirmation

Documentation

Security

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Compliant with Federal Guidelines and Regulations • Fedramp Compliant• Adherence to NIST Standards• OMB A-123, Federal Information System Controls Audit Manual

(FISCAM)• Improper Payments Information Act of 2002• Authorization and Accreditation (A&A)

• Plan & Analyze• Design• Build• Test• Deploy

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USDA Flexible Services

USDA understands that not all customers will require the full complement of services and developed a plan to bundle services

based on customer requirements:

Representative Timeline of Implementation Activities- 16 Mo. - 15 Mo. - 14 Mo. - 13 Mo. - 12 Mo. - 11 Mo. - 10 Mo. - 9 Mo. -8 Mo. - 7 Mo. - 6 Mo. -5 Mo. - 4 Mo. - 3 Mo. - 2 Mo. - 1 Mo. +1 Mo.

Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Manage Data Gathering for Mock Test and Go Live

Verify Mock Conversion Test & Production Conversion Results

Post Production Support

Go-Live

Legend:Purple = Functional/TestingGray = Data Cleansing/ConversionRed = Change ManagementGreen = Technical ArchBlue = Implementation

Conduct 100-400 Level Training

Support Design, Participant in Design Reviews

Conduct Deployment Monitoring Checkpoints

Map Users to Roles

Support User Test

Convert Data*

Operational Readiness Test

Go/No Go Decision

Support Build Activities

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Conversion Approach

Data Cleansing Data Conversion Data Validation

GO-LIVE

Mock 3 – Master Data and Transactional Data

Mock 2 – Master Data and Transactional Data

Mock 1 – Master Data and Transactional

Extract all Legacy Data from Source

Update Master Data

Crosswalks

Load Data into SAP

Validate Content in SAP

Determine Data Type & Form for

Cleansing / Conversion

• Data Conversion is the migration of data from the legacy systems to the NFC Solution

• NFC will convert open transactions and supporting details• Data Conversion involves 3 steps:

Training and Performance SupportUSDA training approach uses a multi-level, building-block approach to

transition users to the system.

SAP Online Help(Job Aids, Simulations,

Quick Reference Guides)

Help Desk

Web-based Training (WBT)

Instructor-led Training (ILT) via

Classroom or Auditorium

SMEs

Understan

d

Buy-

In

Com

mit

Before Transition• Define roles for SAP users based on

Business Process Re-Engineering• Work with Agencies to map SAP users to

roles based on BPR• Develop instructor-led and web-based

training

During Transition• Develop SAP training schedule with

Agencies• Deliver on-site classroom training at

DOL locations• Deliver web-based training

After Transition• Provide online help and job

aids for users • Provide coaching from

Agency SMEs• Provide onsite support (Help

Desk)

Change Discussions

Role Mapping Workshops

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Post Production Support

• Communications• On-Site support from USDA• Help Desk

• Online Help− Simulations: simulated SAP transactions that provide users a safe environment to

practice and learn how to process transactions in SAP. They also serve as great performance support materials for users.

− Online Help Procedures (OLHPs): step-by-step instructions for the user on how to complete specific transactions. The document contains screen shots, steps, and required fields that need to be entered in order to complete the transaction.

− Job Aids: simple “quick reference” tools that are training take-aways to help users perform their jobs once back in their home location.

Access Online Help from the Help link

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Disaster Recovery/COOP Plans

• Purpose– Government initiative– Continuation of essential functions

• Result– Orderly recovery after disaster has occurred– Minimized disruption of operations– Ensured level of organization stability

• COOP Site– Bossier City, LA– Approximately 5 hours NW– Data replication to geographically dispersed “warm site”

Agenda•USDA Team/Organization•Solution•Current Services and Products•Future Services and Products

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• USDA has chosen a lease option versus buy option, limiting investment requirements.

• USDA will leverage a private sector cloud environment, mitigating risk by sharing costs across a larger base.

• Flexibility will be increased with the ability to expand and/or contract as conditions demand.

• Expansion requires a small increase in USDA workforce. Deloitte/ Accenture are able to expand and contract more fluidly, providing capacity where needed.

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Cloud Environment

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