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Business ApplicationsSolution (BAS) ProgramCommon Solution Kick OffUNITED STATES DEPARTMENT OF COMMERCEOFFICE OF FINANCIAL MANAGEMENTOCTOBER 1, 2020
ExpectedStructure.UnexpectedFlexibility.THE PURPOSE OF THECOMMON SOLUTION KICKOFFIS TO PROVIDE THEDEPARTMENT OF COMMERCEBAS PARTICIPANTS WITH THEPROJECT OBJECTIVES,TIMELINE, ROLES ANDRESPONSIBILITIES OF THEUPCOMING SPRINT SESSIONSAS WE PREPARE FOR THE BASDEPLOYMENT.
GLOBAL DESIGN TAKEAWAYSGD ARTIFACTS TO SERVE AS THE BASELINE FOR CSThe Global Design Workshops supported the following key takeaways to prepare forCommon Solution SprintsKEY DESIGN DECISIONS Confirmed KDDs by workstream Identified differences amongbureaus as part of workshops KDDs will drive CS businessprocess recommendationsREQUIREMENTS Used as baseline forWorkshops Reviewed post-workshop toprepare for Common Solution Small subset identified asrequiring additionalconfirmation as part of CSBACKLOG From workshops, list ofitems to review duringCommon Solution Tracked non-functionalrequirements (technical,reporting)EXIT CRITERIA Review of workshop exitcriteria by bureaustakeholders Identified additional CStopics Initial list of data calls tosupport demos
GD IS GONE – CS IS HERE!WHAT IS COMMON SOLUTION AND WHAT DOES THAT MEAN?What’s coming? Deep Dive Sessions‒ CS will review the BAS requirements, configurations, and future capabilities in iterativesprints‒ Three CS sprints will build upon each other with functionality reviewed each quarterthroughout the year Attend CS sessions – invites will be sent shortly‒ CS activities will take place from October 2020 to the end of FY2021 Data Calls – enhance the Sprints‒ Respond to data calls to provide DOC-specific data for our demonstrations
BAS SOLUTION OVERVIEWCORE APPLICATION: FINANCE, ACQUISITION, ASSET MANAGEMENTORDER TO CASHPROCURE TO PAYPLAN TO REPORTACQUIRE TO LADMININSTRATORREAL PROPERTYPROJECTBILLINGREQUISITIONSGENERAL LEDGERFLEETPROJECTMANAGEMENTSOURCINGCASH MANAGEMENTPERSONAL PROPERTYEXTERNAL INTEGRATION*TREASURY: GTASDATA ACTTREASURY: ASAPTREASURY: IPACCWT: TRAVELTREASURY: PAMCITIBANK SMARTPAYTREASURY: DNPNFC PAYROLLTREASURY: PAY.GOVGSA SAMFPDS-NGGSAXcessFRPPFAST VLDCONTRACT AWARDSPURCHASINGAt a high level,the BAS Solutionis comprised ofthe following: Core Applications ReportingEnvironmentINTERNAL INTEGRATION*ACCOUNTS PAYABLEGMISmoveLINQGOLBUREAUSPECIFIC / OTHERSHFM*Note: Additional integrationscould be identified throughoutthe project lifecycle.PAYMENTSREPORTING ENVIRONMENTFINANCIALMANAGEMENTSTANDARD REPORTSACQUISITIONMANAGEMENTSTANDARD REPORTSASSETMANAGEMENTSTANDARD REPORTSENTERPRISE DATAWAREHOUSEBI REPORTING &ANALYTICS External and InternalInterfaces
THINGS TO KEEP IN MINDTRANSITIONING FROM GD TO CSA FEW REMINDERSAS WE PIVOTTO THECS FRAMEWORK1Be open and accepting of standardization2Opportunity to make financial, acquisition, andasset management operations and processes veryrobust3Please keep an open mind and forward-thinkingperspective throughout Common Solution andduring the future Sprint Sessions4Think about the future – our discussions anddecisions during CS will shape the to-be BASexperience5Before we begin rolling out the system in fall 2022(and beyond), we will provide training andcommunications to help your staff understand BASand become comfortable with the system
DRIVING TOWARDS BAS BENEFITSBAS WILL IMPROVE DEPARTMENT OF COMMERCE’S FINANCIAL,ACQUISITION, AND ASSET MANAGEMENT, OPERATIONS, E Enhances financialmanagement reporting Simplifies andstandardizes businessprocesses Improves access to andavailability of moredetailed financial,acquisition, and assetinformation Improves the quality ofProgram related financialdataCONTROL &COMPLIANCE Enables greatertransparency Increases automation ofbusiness processes Enhances ability tocomply with reportingregulations Integrates data andprocesses Automates internalcontrols Enterprise-wide reporting
BAS PROJECT TEAMA TEAM EFFORT INVOLVING BROAD PARTICIPATION GOVERNANCEDOC BAS PMOSenior Executive CommitteeCo-Executive LeadsChange Control BoardExecutive Council DOC BAS Team System Implementation Team(contractors)DECISIONMAKING FORUM Nominated by Leadership SMEs in financial,procurement, and acquisitionprocesses and systems Change Champions fromacross DOC to fostercommunications with staffCSPARTICIPANTS Review configurations andrequirements viaConfiguration DemonstrationSessions Review business processflows
ROLES AND RESPONSIBILITIESCOMMON SOLUTION EXPECTATIONSROLERESPONSIBILITYDECISIONMAKINGFORUM CSPARTICIPANTS Represent the requirements of the User CommunityIdentify changes to policy and proceduresParticipate in the deep dive discussions to align configurations and businessprocess to DOC policy requirementsCoordinate data calls for Configuration Demonstration SessionsIdentify potential issues/gaps vs. the current processIdentify process improvements and potential workaroundsWork with business community members to resolve Sprint Sessions parking lotitemsReview recommended business processes during ConfigurationDemonstration ONSXXXXReview existing business processes within respective organization andunderstand similarities and differences between other functional areasReview recommended business processes during ConfigurationDemonstration SessionsXDOC BAS PMO Introduces the day’s agenda, ground rules, and attendees in the CS sessionsServe as DOC BAS functional POCCoordinate issue tracking and management as well as backlog closeoutXBAS COREAPPS TEAM Lead Deep Dive process discussionsLead the execution of the Configuration Demonstration SessionsRespond and/or follow-up on Sprint Sessions questionsCaptures the requirement changes, issues, parking lot items and gapsXXXXX
BAS DEPLOYMENT TIMELINEBY PHASEOUTCOMESFY20 Q3 – Q4Global Design Key Design Decisions, System Configuration Catalog Matrix RecommendationCommonSolution Sunflower RP,Fleet, PP FY21Q1 – Q3 Real Property Sprint FY21Q2– Q3 Fleet SprintFY22 Q1 – Q4NOAA NOAA Conversion NOAA User Acceptance Test Personal Property Standardization Sprint NOAA Training FY22Q4 NOAA DeploymentFY23 Q1 – Q4NIST NIST Conversion NIST User Acceptance Test NIST Training FY23 Q4 NIST DeploymentFY24 Q1 – Q4CENSUS Census Conversion Census User Acceptance Test Census Training FY24 Q4 Census DeploymentFY21 Q1 – Q4Baseline ConfigurationsSystem Demonstration to validate business process and configurationsReports – Interface – Conversion – Extension – Workflow (RICEW) Development of Common SolutionIdentify above & beyond requirements
SPRINT SESSIONSHOW WILL THE SPRINT SESSIONS SESSION WORK?12Facilitator will guideattendees through scenarios,bringing up key discussionpointsSMEs provide feedback onthe design andconfiguration of the BASsystem 43Identify unique issues andrequirements how thesystem configuration mayaffect processes Capture Sprint Sessionsbacklog topicsfor future discussionsSME FEEDBACK WILL HELP FURTHER VALIDATE THE DOC BUSINESS REQUIREMENT BASELINES ANDWILL SERVE AS WILL SERVE AS INPUT FOR REMAINING DESIGN PHASE ACTIVITIES
CS SPRINT CADENCEBREAKDOWN BY SPRINTCOMMON SOLUTION SPRINTSMONTH 1 DEEP DIVE SESSIONSEach Sprint aligns to a 3-monthduration which repeatsthroughout the CommonSolution phaseBased on GD KDDs and exit criteria, dedicated workshops will review policy and DOCrequirements to confirm CS configurations before Sprint Sessions / demos (1 – 2hours; sessions scheduled for Month 1).MONTH 2 DATA CALLSpecific data asks to prepare business process scenarios for demonstration purposesto mimic real business cases (Request via email; no meeting required). During Month2, the Core App Team will digest the details to prepare for Sprint Sessions.MONTH 3 CONFIGURATION DEMONSTRATION SESSIONSFunctional application demonstrations based on CS configurations and confirmedbusiness process flows as reviewed in GD and CS Deep Dive sessions (2 – 4 hours;sessions scheduled for Month 3 per topic).
CS APPROACHGLOBAL DESIGN ARTIFACTS TO DRIVE CS KEY ACTIVITIESGD artifacts serve as the CS baseline upon which we will review and build the CommonSolution baseline in an iterative fashion via Sprints SessionsGLOBAL DESIGNDEPLOYMENTYEARCOMMON SOLUTIONREVISEDGD WORKSHOPCS DEEP DIVESCONFERENCE ROOM PILOTSFEEDBACKKDDsFEEDBACKPROCESS FLOWSCONFIGSVALIDATETESTSCRIPTSTRAINING STRATEGYTRAINING IT CRITERIATD / FDVALIDATEUPDATEBACKLOGDATA CALLREVISEDPROCESS VALIDATERTMANALYSISREVISEDRTMDESIGNTESTTRAIN
SUNFLOWER KEY ACTIVITIESHIGHLIGHTED PHASES FOR SF DEPLOYMENT FOR CS
CS APPROACHAFTER10/2021,DEPLOYMENTYEAR 1FOLLOWSFOR MON SOLUTIONMay-21Jun-21Jul-21Aug-21Aug-21CONVERSION g-21Sep-21Sep-21OCM STANDARDSTECH / CLOUD 1Nov-21Dec-21Jan-22Feb-22ATO -21May-21Aug-21Sep-21Oct-21Nov-21Dec-21Jan-22
CS SPRINTS PER APPLICATIONFEATURED TOPICSSPRINT 1 FY2021 Q1PRISMEBSSFINT Advanced Acquisition, Requisitions AP: Invoices, Approval Hierarchies,AR: Reimbursables, BillingGL: Ledger Overview, ACS, CVRPA: Cost Allocation, BAS DataStandardization, Object Classes, LaborCostsSPRINT 2 FY2021 Q2 Pre-Solicitation/Solicitation Award Management AP: Payments, PAM, CTA AR: Receipts, Collections,Adjustments, Reporting GL: Journal Approval, Budget, SoF PA: IAA, Billing / RevenueSPRINT 3 FY2021 Q3 Award ManagementPost Award ManagementCloseoutSecurity GroupG-InvoicingAP: Vendor E-Portal, P-Card, Payroll,G-Invoicing AR: G-Invoicing, Consolidated Billing GL: DATA Act, Month-End Close,Year-End Close PA: Advances, Expenditures,Reporting Real Property: Acquisition, Utilization,Finance Treatment, Disposals,Reporting / Interfaces Fleet: Acquisition, Utilization, FinanceTreatment, Disposals, Reporting /Interfaces Personal Property: Acquisition,Utilization, Finance Treatment,Disposals, Reporting / Interfaces SAM PRISM – EBS Sunflower – EBS Grants (GOL, GMIS, ASAP)TravelPCardsPAM/DoNotPayNFC Labor/EmployeeTreasury Pay.govmLINQ relocation managerIPAC (G-Invoicing)
KEY DELIVERABLES BY PHASECOMMON SOLUTION DELIVERABLE EXPECTATIONSGLOBAL DESIGNCOMMON SOLUTIONFY2020 Q3 – Q4 Design WorkshopsDefault ConfigurationConfirm RequirementsIdentify Common Solution vs. BureauSpecific DiscussionsRequirements Traceability MatrixSystem Configuration Catalog MatrixImplementation PlanTHE COMMON SOLUTIONPURPOSE IS TO VALIDATETHE CONFIGURATIONSAND REQUIREMENTS FORTHE DEPARTMENT-WIDESOLUTION.DEPLOYMENT YEARSFY2021 Q1 – Q4 Validate Common SolutionIdentify above and beyond requirementsTargeted demonstrationsUpdated Implementation PlanUpdated RTMFit / Gap AnalysisSolution DesignConversion StrategyDeployment Plan (Conversion, Interface)Interface Strategy (Design, Requirements)Test Strategy (Test Scripts, Test Plan)Decommission ApproachBAS SOPs, Functional CONOPSTraining PlanFY2022 – FY2024 Review Additional Efforts Needs (INT,CNV)Training NeedsUpdated RTM (Application Requirements,Configurations)Fit / Gap AnalysisSolution DesignConversion Strategy (Design, Code, MockTest Results)Deployment Plan (Conversion, Interface)Interface Strategy (Design, Requirements,Test Results)Test Strategy (Test Scripts, Test Plan, TestResults, Test Analysis Report)Decommission ApproachBAS SOPs, Functional CONOPS,Interface SOPsTraining PlanFinancial Audit StrategyGo Live Plan
BAS 101FUNCTIONAL COMPONENTS OF BASThe BAS implementation will provide the following capabilities from the applicationsidentified here: Oracle E-Business Suite: Financials Unison PRISM: Acquisition Sunflower Systems: Asset Management
WHAT ARE SPRINT SESSIONS?WORKING TOGETHER TO DETERMINE THE BAS CSWHAT SPRINT SESSIONSARE FOR PARTICIPANTSWHAT SPRINT SESSIONSARE FOR DOC BAS: An opportunity for key SMEs andbusiness owners to review aninitial configuration of the BASsoftware to identify gaps to beaddressed Series of design sessions thatallow the team to view an initialconfiguration of the softwarepackage and validate thoseconfigurations A chance for key SMEs andbusiness owners to provide inputinto the future development ofproduct test scripts, To-Beprocesses, user training, etc. An approach for assessing thestandard business processes ofthe software functionality Opportunity to review field-by-fieldof the recommended businessprocesses via guided scenariosand scripts using DOC dataWHAT SPRINT SESSIONSARE NOT: A training class A hands-on interactive session A one-sided presentation ofsoftware functionality A demonstration of the finalsoftware solution A system configured for externalinterfaces A system with customizations orextensions A system integrated with thirdparty applications A “sandbox” in which to play
SPRINT SESSIONS DEMOSWHAT WILL WE BE SEEING? Initial configuration of the BAS software‒ Based on validated requirements and key design decisions from Global Design‒ Using standard out-of-the-box system functionality from Oracle E-Business Suite, UnisonPRISM and Sunflower Assets and Sunflower Real Property Numerous scenarios for each business process area‒ Scenarios provide a sense of how the system works‒ Scenarios are designed to review the configuration of the solution and assess how it meetsrequirements Real time views of the system screens‒ Actual working software‒ Ability to enter data and navigate in real time
SPRINT SESSIONS GROUND RULESRULES OF THE GAME User participation‒ The session should be a dialogue between the BAS Core Apps Team and the participants‒ Avoid side conversations: the conversation you might be having with the person offline aboutpotential impacts is exactly the type of dialogue that makes the Sprint Sessions a success Open Communication‒ Questions are encouraged and discussions are integral components of the Sprint Sessions Met, Mod, or Move On‒ Avoid getting mired down in discussion, limit lengthy discussions.‒ Those items that cannot be resolved within a reasonable timeframe will be placed on theparking lot for further review and follow-up to be addressed in a later session or follow-updiscussion.
SPRINT SESSIONS: A DAY IN THE LIFECORE APPS TEAMDOC BAS PMORESULTS Perform and review initialconfiguration Discuss, review, and validate initialconfiguration settings and values Updated Requirements TraceabilityMatrix Fit Gap Analysis Perform walkthrough of systemtransaction flow Discuss, review and validatetransaction flow with SMEs Discuss and provide direction forconfiguration options Assess system roles andresponsibilities and access To-Be Business ProcessSolution DesignTest StrategyTraining Plan3 Identify RICEW and systemconfiguration integration points Discuss and confirm RICEW designapproach Validate RICEW integration points intothe overall BAS solution RICEW Functional / Technical DesignsPotential RICEW Scope ChangesFinal RICEW InventorySolution Design4 Provide configuration options andalternatives to meet requirements Discuss and agree on configurationoptions12 Updated Requirements TraceabilityMatrix
CS NEXT STEPSROLENEXT STEPSDOC BAS PMO Confirm CS Calendar Distribute Meeting Invites Materials for any deep dive will be provided at least 3 business days ahead ofscheduled meeting Publish list of to-be terminologies cross walk and acronyms for BAS Department-wide progress updates throughout Common Solution to track theSprint progress and successesDECISIONMAKINGFORUM Review the documentation before the deep dive session to provide use caseand business scenarios during the deep dives Respond to data calls to support the Configuration Demonstration Sessions Validate configurations aligned to BAS business process recommendationsCSPARTICIPANT Respond to future meeting invites for Configuration Demonstration SessionsFOR ANY QUESTIONS OR ADDITIONAL FEEDBACK IN THE INTERIM,PLEASE CONTACT: BASPROJECT@DOC.GOV
Q&A
CS SUPPLEMENTAL INFORMATIONADDITIONAL INFORMATION FOR YOU TO REVIEW AHEAD OF CS MEETINGSSunflower Fleet Personal PropertyUnison PRISMOracle E-Business SuiteBAS Acronyms
INTRO TO SUNFLOWER – FLEET PPCOMMON TERMSKey Terms and ConceptsCatalogsComplex FieldsConfigurationCustomizationFinal EventInitial EventMenu BarOngoing EventOrganizationOrganization - ManagerOrganization - OwnerOrganization - StewardRegistered UserRegistered User RolesSiteStatus BarStructural Level 1Structural Level 2Sunflower FormsSunflower Welcome PageTerm LayerToolbarUDFs (User Defined Fields)User (Person)DefinitionCombination of Manufacturer, Model Number, Official Name other details assigned to each asset. Catalogs can be one to many assets.Fields indicated with an asterisk (*).A set of rules and parameters within an application that provide pre-defined decision points or values that determine key functions such as security andadministration.Changes made to the base code of the system affecting standard screens, workflows, or functionality. In a COTS environment, customization isundesirable since it makes system upgrades more complex and time consuming.Used to specify the final disposition of an assets.Used to identify how new assets were acquired.Main navigation method in Sunflower forms. Each main menu item has an expandable list of functions.Used to specify and record changes on assets.Organization in Sunflower. Can be assigned to one or more organizational purposes within Sunflower. In example: Dell ManufacturerManaging organization; ultimately responsible for managing the assets.Financially responsible organization, typically the highest level organization.Physically responsible for assets; can capture organizational hierarchy in a series of parent-child relationships among steward organizations.This is a profile in Sunflower that is assigned to a person record which will allow for roles to be assigned.Roles that provide a user (person) with specific rights within the Sunflower application.Top level of the location hierarchy.Provides a status of transactions, or helpful hints.Second level of the location hierarchy. Comprised of a type and value. Ex. Type Building, Value HCHBThird level of the location hierarchy. Comprised of a type and value. Ex. Type Room, Value C300Web enabled form where transactions are executed. Requires Java in order to open.Main landing page after logging into Sunflower where forms and reports can be accessed.Layer of customer specific nomenclature for fields that is applied on top of Sunflower core field names. Example: Manager Bureau or RegionEach icon on the toolbar performs a specific action when you select them. Each toolbar button replicates menu bar action. You can place your mouseover each button, and they will provide you with a tool tip.UDFs allow you to tailor your Sunflower Assets application to define and capture additional asset information that is unique to your organization.Represents a person record in Sunflower. In order to be granted access a person record must, exist, however, this person record does not need to be asystem user. They can be who an asset is assigned to or represent contacts of an organization.
INTRO TO ORACLE E-BUSINESS SUITEKEY TERMSThe Application Toolbar is a collection of iconic buttons and a list of shortcuts that replication commonly usedmenu items.Key Terms and ConceptsDefinitionAccounting Code Structure (ACS)Naming convention that supports the traceability of financial information for budgeting, financial accounting, andreporting. Triggered by financial transactions, it appears as a string of
Fleet, PP FY21Q1 –Q3 Real Property Sprint FY21Q2–Q3 Fleet Sprint FY22 Q1 –Q4 NOAA NOAA Conversion NOAA User Acceptance Test Personal Property Standardization Sprint NOAA Training FY22Q4 NOAA Deployment FY23 Q1 –Q4 NIST NIST Conversion NIST User Acceptance Test NIST Training FY23 Q4 NIST Deployment FY24 Q1 –Q4 CENSUS
