Forest Service Incident Business Solutions Team Incident Business Processes for 2006 and Beyond June 1, 2006.

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.

10 Incident Business Solutions Team – February 2006

Logical Architecture Model

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