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iManage Projects – OverviewConnecting Our People, Simplifying Our Work, Liberating Our Data Standard Accounting and Reporting System (STARS):STARS provides DOE with a modern, comprehensive, and responsive financial management system that isthe foundation for linking budget formulation and execution, financial accounting, financial reporting, costaccounting, and performance measurement. The system processes DOE accounting information, includingGeneral Ledger, Purchasing, Accounts Payable, Accounts Receivable, and Fixed Assets. The system alsoincludes budget execution functionality for recording appropriations, apportionments, allotments, allocations,and provides funds control for commitments, obligations, costs, and payments.STARS is used by all DOE HQ and Field Organizations except for the Power Marketing Administrations(PMA). STARS generates the Department’s Consolidated Financial Statements, which includes the PMAdata. STARS uses Oracle Federal Financials, version 11.5.10 (planning upgrade to Release 12). Corporate Human Resource Information System (CHRIS):CHRIS is a single, integrated Human Resource (HR) system that provides HR information and services to theDepartment’s executives, managers, and employees. It has two major components: a web-based commercialoff-the-shelf (COTS), PeopleSoft 9.1, which runs on an Oracle relational database and an automatedrecruitment support COTS, Monster’s Hiring Management.The primary objectives of CHRIS are to enhance operational efficiencies, reduce paperwork, eliminateredundant information systems, eliminate non-value added work, and provide information for informed HRmanagement decisions. CHRIS is DOE’s system of record for official personnel and training transactionprocessing.iportal.doe.gov30

iManage Projects – OverviewConnecting Our People, Simplifying Our Work, Liberating Our Data Strategic Integrated Procurement Enterprise System (STRIPES):STRIPES encompasses activities required or directly associated with planning, awarding, andadministering various unclassified acquisition and financial assistance instruments. In generalterms, the required activities are comprised of the following functions: acquisition/financialassistance planning; pre-solicitation documentation generation; solicitation development;evaluation and award; administration, including approving payment requests; and instrumentcloseout.Additional functions provided, which are directly associated with the planning, awarding, andadministering of the instruments, include: interfacing with internal and external systems, suchas STARS, the iManage Data Warehouse, FedBizOpps, FedConnect, and the CentralContractor Registration, Grants.Gov; workload management; workflow capabilities; andappropriate reporting capabilities for both internal and external purposes. STRIPES willeliminate 30 or more existing, redundant electronic tools, streamline the process, improve thequality and timeliness of acquisition and financial assistance award information, and improveinteroperability and information sharing with other DOE and external systems.STRIPES is based on Compusearch PRISM version 6.5 service pack 2. STRIPES also usesOracle Application Server's Enterprise Service Bus (ESB) component to facilitate integrationwith STARS, and integrations with the Power Marketing Administration (PMA) financialmanagement systems.iportal.doe.gov31

iManage Projects – Overview Connecting Our People, Simplifying Our Work, Liberating Our DataiBudgetThe primary objectives for iBudget are to automate the budget formulation process, modernize the budgetdistribution process, improve integration of budget and performance, and automatically publish theDepartment’s budget highlights/volumes. When fully implemented, iBudget will help standardize andstreamline the budget formulation and execution processes, provide much improved budget analyticalcapabilities, and integrate with other business management and field systems.Funds Distribution/Budget Execution, is currently being supported by a legacy system (Funds DistributionSystem). This system is being migrated off of the Department’s mainframe and modernized to providecontinued support. A special team is being established to review the funds distribution processes. Decisionpending on long-term future of Funds Distribution System or a replacement system. eTravel (GovTrip):eGov Travel is a GSA-managed government initiative providing a collaborative, interagency program foragency travel services. Its purpose is to realize cost-savings and increased service associated with acommon, automated, and integrated approach to managing the travel function of the federal government’scivilian agencies. eTravel services are commercially hosted to minimize technology costs to the governmentand guarantee refreshed functionality.GovTrip was selected as the DOE eTravel solution. GovTrip is owned and operated by Northrop GrummanMission Systems (NGMS) and hosted at their facility. The next generation travel provider has been awardedby GSA, and is currently under protest. DOE will be positioned to act quickly as soon as the protest has beenresolved.iportal.doe.gov32

iManage Projects – OverviewConnecting Our People, Simplifying Our Work, Liberating Our Data iManage Data Warehouse (IDW) and Portal (iPortal):IDW is a corporate enterprise system integrating financial, budgetary, procurement, personneland program information. It is a central data warehouse linking common data elements frommultiple DOE corporate business systems including human resources, payroll, procurement,financial management and financial management legacy systems. This data is integrated,aggregated and summarized to provide mission critical reporting and query capability.The iPortal is/will provide personalized dashboards, messaging (thresholds/alerts), discussionboards, collaboration capabilities, news, reporting, graphing, and data exchange capabilities toDOE executives, managers and staff.Access to the iPortal and IDW is available via the DOE corporate network.IDW uses an Oracle Enterprise Database (10gR2 & 11g) and Oracle Data Warehouse/BusinessIntelligence software.iportal.doe.gov33

Connecting Our People, Simplifying Our Work, Liberating Our DataFive Year Roadmapiportal.doe.gov34

iManage Transition (1.0 – 2.0)Connecting Our People, Simplifying Our Work, Liberating Our DataiManage 1.0iManage 2.02003 - 2010Focus on replacing,integrating diaOperationalData Procurement (STRIPES) fullydeployed across DOECustomersPartnersReportsE-mail STARS (financial), CHRIS(HR), and IDW (datawarehouse) lowProcess Payroll –Outsourced Travel – Acquiring servicesfrom ETS (NGMS) will betransitioned to ETS2“Connecting Our People, Simplifying Our Work, and Liberating Our Data” Budget (iBudget) – Will soonlook at solution forformulation/publication and tomodernize/enhance FDS fordistribution/execution iPortal deployed, continues to evolve2010 and beyond Improved access to experts/peers through iPages (People Profiles) Transformation and enhanced decision support Enabling technologies for exception based management, dashboards, alerts, workflow Transition to Service Oriented Architecture (SOA)iportal.doe.gov3535

Key iManageRoadmap ObjectivesConnecting Our People, Simplifying Our Work, Liberating Our Data1.Expand Business Process Improvement Services(DOE Strategic Plan 2011-- Achieve Operational and TechnicalExcellence)2.Transition from Data Analysis to Business Intelligence(DOE Strategic Plan 2011– Implement a Performance-Based Culture)3.Integrate Planning, Programming, Budgeting and Execution acrossDOE(DOE Strategic Plan 2011– Implement a Performance-Based Culture)4.Proactively Analyze, Manage and Control Enterprise Resource Risks(DOE Strategic Plan 2011– Management Principles)5.Prepare to Leverage Maturing Shared Services and CloudTechnologies(Continuous OMB guidance and industry technical direction)iportal.doe.gov36

iManage RoadmapConnecting Our People, Simplifying Our Work, Liberating Our Dataiportal.doe.gov3737

iManage BlueprintConnecting Our People, Simplifying Our Work, Liberating Our OVERNANCE AND COMPLIANCEGOVERNANCE AND RISK /BEARSINTEGRATEDBUDGETFORMULATION& APSappropriationCOMPLIANCE (FMA)budgetINTEGRATEDPPBEPROCESSES& SYSTEMSPROGRAMMING BUDGETINGprogramsiManage 2018BUSINESS SINTEGRATED DATA AND ANALYSIS (IDW)strategicgoalsINTEGRATED DATA AND ANALYSIS (IDW)PORTFOLIO ANALYSIS(NA-14 ONLY)BUDGETING PROGRAMMINGiManage 2015strategicthemeallocationsEXECUTIONiManage 2012PLANNINGPLANNINGmission38

Getting ThereConnecting Our People, Simplifying Our Work, Liberating Our Data1. Clearly identify thebusiness goals2. Link the business goals toprocess improvement/systems3. Continual training anduser feedback to improvesystem usability andreturn on investmentiportal.doe.gov39

Connecting Our People, Simplifying Our Work, Liberating Our DataSTARS – The DOE AccountingSystemiportal.doe.gov40

Standard Accounting and ReportingSystem (STARS)Connecting Our People, Simplifying Our Work, Liberating Our DataOracle Federal Financial Modules Implemented:1.2.3.4.5.6.General LedgerFederal AdministratorPurchasingAccounts PayableAccounts ReceivableFixed Assetsiportal.doe.gov4141

iManage STARS InterfaceChartConnecting Our People, Simplifying Our Work, Liberating Our DataInternal InterfacesExternal InterfacesPrior Yr Adjustments /Carryforward via DBLinkHQ allotments/apportionments using DBLinkFDSObligations, costs, andPayments data via SFTPObligations via SFTPNon-IntegratedContractor Cost DriverCHRISCosts, Receivables (GL), andAssets (GL) data via SFTP or SSLAllocations and obligations using SFTPFCDS also provides commitmentsCost and Accrual dataNative driver connectvia specific open portsFDS / BEARS / FCDSIntegratedContractorVIPERS / VIASObligations (from STARS)Payments (to STARS) viaPoint to Point interfaceEmployee Data via DBLinkDOE InfoSTARS reporting dataVia DBLinkiPortal/IDWFMS / ASAP (Grants)STARSMonthly Financials(Spreadsheet input)GL Journal Entries via SFTPWCFCommitments and obligations,(approved contracts to POmodule) via Oracle ESBSTRIPESPMA(Spreadsheet Input)Payment files to TreasuryPoint to Point interfaceDirect Connect to specificIP addressesFMS / Host-to-Host(H2H)Travel Authorizations (obligations),Vouchers (costs/payments) via SFTPGov Tripiportal.doe.gov4242

STARS OverviewConnecting Our People, Simplifying Our Work, Liberating Our DataSTARS Oracle FederalFinancials al.doe.govBudgetary andProprietaryAccountBalancesOracle AccountingFlex-Field (AFF)Inside STARSFund codeThe Oracle Federal FinancialsApplications consist of a GLmodule, with various sub-ledgersPO, AP, AR, FA that hold modulespecific information and feedjournal records (debits/credits) forposting in the GL.Approp. Yr.The logical key for all of theserecords is the Accounting FlexField (AFF), which ties theaccounting transactions from thesub-ledgers back to the postedbalances in GL.AllotteeReptg EntityU.S. SGLObject ClassProgramProjectWFOLocal UseFuture4343

Connecting Our People, Simplifying Our Work, Liberating Our Data STARS KeyRelease 12 FeaturesNew User InterfaceFunctional ArchitectureSub-ledger Accounting ArchitectureXML Publisheriportal.doe.gov44

Connecting Our People, Simplifying Our Work, Liberating Our DataSTARS R12Sub- Ledger AccountingArchitectureSubledger Accounting ArchitectureCentral Repository and Engine for Bookkeeping Oracle Sub Ledger accounting (SLA) is an accounting hub in OracleApplication Release 12 Federal Transaction Code based accounting is replaced by SLA Benefits– Efficiently Create Accounting for Multiple, HeterogeneousSource Systems– Quickly Update Accounting Rules to Meet New Requirements– Enhance Internal Controls– Accelerate the Monthly Closeiportal.doe.gov45

Connecting Our People, Simplifying Our Work, Liberating Our DataSTARS R12Upgrade Timeline First migration with FY11 data only has beencompleted Targeted for FY14iportal.doe.gov46

Connecting Our People, Simplifying Our Work, Liberating Our DataSTRIPES – The DOE ProcurementSystemiportal.doe.gov47

Strategic Integrated ProcurementEnterprise System (STRIPES)Connecting Our People, Simplifying Our Work, Liberating Our DataPRISM Modules Implemented:1.2.3.4.5.6.7.8.AcquisitionAdvance Procurement PlanSolicitationFunding OpportunityRequisitionGrantsPurchase CardFedConnectiportal.doe.gov4848

STRIPES OverviewConnecting Our People, Simplifying Our Work, Liberating Our DataStrategic Integrated ProcurementEnterprise System Improves the efficiency and effectiveness of awarding andadministering acquisition and financial assistanceinstruments. Improves the ability of all program offices to perform DOEmissions. Utilizes existing enterprise financial managementfunctionality to provide an integrated, comprehensivesolution.iportal.doe.gov4949

Connecting Our People, Simplifying Our Work, Liberating Our Dataiportal.doe.goviManage STRIPES InterfaceChart5050

Connecting Our People, Simplifying Our Work, Liberating Our DataExpand Business ProcessImprovement ServicesImplement BPI as a service to the entireDOE communityImplement process improvements that:o Reduce cycle and lag timeso Eliminate redundant and unnecessary stepso Improve quality and transparencyo Improve manually intensive processesRepeat the process used successfully at the Office of Science (Financial Assistance) and theBudget Office (Funds Distribution PAT’s).Allowing DOE to: Shift funding/staff to higher priorities or additional enhancements Reduce mission support costs Recover from mass retirements Reduce re-work, project duration Improve outcome predictabilityiportal.doe.gov5151

Connecting Our People, Simplifying Our Work, Liberating Our DataSTRIPES Financial AssistanceProcess Re-EngineeringBusiness Case for Process Lengthy award cycle times Increased costs during Fiscal Year End Underutilized features in STRIPES causedbottleneck in the STRIPES – STARS integration Ultimately, grantees were not receiving fundsin a timely matteriportal.doe.gov52

Connecting Our People, Simplifying Our Work, Liberating Our DataSTRIPES Financial AssistanceProcess Re-EngineeringFour Categories of Solution Implementation1.2.3.4.Subject to Availability of Funds (SAF) Featureallows awards to be processed before the funding is available inthe financial systemRework Reductiondecrease the need for additional or improved information to therequisition packageAction Itemslist of individual actions collected at team eventLong Term Ideaslist of actions collected at team event, expected to requireadditional time or resourcesiportal.doe.gov53

Connecting Our People, Simplifying Our Work, Liberating Our DataSubject to Availability of Funds(SAF) FeatureUtilization of the SAF feature allows a requisition to beapproved and sent to the acquisition office for processing bythe contract specialist prior to the funds being available in theSTARS Financial System.iportal.doe.gov54

RESULTS!!!Connecting Our People, Simplifying Our Work, Liberating Our Data 54% reduction in cycle time 60% reduction in variation from average Reduction in resource allocation during FY endiportal.doe.gov55

Connecting Our People, Simplifying Our Work, Liberating Our DataThe Enterprise Portal & IDWiportal.doe.gov56

Connecting Our People, Simplifying Our Work, Liberating Our Dataiportal.doe.goviPortal FunctionalBreakout5757

Connecting Our People, Simplifying Our Work, Liberating Our Dataiportal.doe.goviPortal COTSBreakout5858

Connecting Our People, Simplifying Our Work, Liberating Our DataOptions/Cost provided toProgram OfficesOption 1Option 2Option 3Just use it Option 1 Option 1 included inworking capitalfund!incrementalcost fordeveloperlicensescost of customdevelopmentiportal.doe.gov5959

Connecting Our People, Simplifying Our Work, Liberating Our DataIDW Data Governance /Future Stateiportal.doe.gov60

Transition from Data Analysisto Business IntelligenceConnecting Our People, Simplifying Our Work, Liberating Our DataDATA context andconnectiondecisionsINFORMATION experienceKNOWLEDGE e Business Intelligenceas a service to the entire DOEcommunityCreate common identifiersand semantics fororganization structures,project codes, etc.Systems facilitate decisionmaking and visualization,and serve as repositories fordata, information andknowledge. People providethe necessary context,experience, and decisions.IDWDataWarehouseiPortaliManage Web PortalDashboards andDocumentRepositoryBI-PPBEIntegrated BusinessIntelligence connectingPlanning, Programming,Budgeting and ExecutionTrue insight requires full integration of planning, programming,budgeting, execution, acquisition, and workforce management.6161

Connecting Our People, Simplifying Our Work, Liberating Our DataInitiative ScopeThe scope of this project is to createbusiness based subject areas for novice userconsumption that are easy to understandand use with minimal training that tie eachof the primary business systems togetherand provide 5 second average reportingresponse time.iportal.doe.gov62

Initiative GoalsConnecting Our People, Simplifying Our Work, Liberating Our DataFor ALL BI users to say “BI. is easy to use.” provides cross cutting information.” provides me the key information I need.” allows me to manage my business.” is something I use daily.” is something I NEED to do my job.”iportal.doe.gov63

Organization is one of theKeys to Enhanced DataConnecting Our People, Simplifying Our Work, Liberating Our DataDefining common elements across theorganization will enable data to be combinedinto unified reports for cross-cutting analysis.iportal.doe.gov64

Data Integration StrategyHighConnecting Our People, Simplifying Our Work, Liberating Our DataImmediate IntegrationBusiness ValueIntegrate only high value data elementsStand Alone BI with longer term integrationLowStand Alone BILowIntegration Comp

Connecting Our People, Simplifying Our Work, Liberating Our Data The iManage Program is consolidating and streamlining Department-wide efforts to integrate financial, budgetary, procurement, personnel, program and performance information. This unified system is supported by a central data warehouse and portal that links common data elements