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Navy Breakout25 APRIL 201912:30 – 5:001
Opening RemarksDR. RYAN DICKOVER & THOMAS WARDWELL2
Dashboards inTableauSAMANTHA NANGIA3
DON Procurement ToolkitDON PDS Pre-Val PDS Contract Validations(DON Specific & OSDService)Daily Transaction Monitor Search Daily Procurement TransactionsNavy AnalyticDashboards Build, Schedule, and Distribute TransactionLists Visibility for Navy ProcurementData Append Error/WarningMessages Ad-Hoc Reporting and DynamicDashboardsSABRS LOA BuilderPIID Check Convert LOAs into the SABRSFormat Check for PIID Usage inExisting Contracts (FPDSNG & Daily TransactionData) Build SABRS LOA from LOASegmentsPPMAP ToolLOA Parsing Global View of All PPMAP Activityand Results Upload/Paste and Parse LOAs withDefinitions Bulk Uploads and Exporting to Exceland CSVDoDAAC Search Review Contract Files Provides Data Associated withEach DoDAAC4
DASN Tableau Analytics EnvironmentDashboard developedin Tableau Desktopand uploaded toTableau ServerAPI Automated dataupdates in Postgresdatabase newreports arereceived (whereverpossible) Live data availableon Tableau ServerInteractive, standarddashboards availablefor reuse by multipleusers in TableauServerBenefits Standard dashboards available on demandCentralized, “authoritative” sourceLarge data sets processed more quicklyLess manual intervention and potential for errorsDashboard turnaround times in an hour or less
Tableau, cont’dStandard Postgres Database tables areautomatically loaded and updated as newdata is receivedTableau Server accesses the database tables toupdate standard dashboards and generate adhoc dashboards in real-timeDashboards are interactive and allow fordynamic drilling and data analysis/ decisionmakingDatacall response time hasto minutes from daysbeen reducedData-driven decision making is enabled throughrobust visualization
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PIEE and IAEKATRIN DILLI18
In a NutshellIAE Stay tuned for upcoming changes: Transitioning form the DUNS number to a Unique EntityIdentifier (UEI) WDOL – Scheduled for Q3FY19 implementation FBO & FPDS-NG --Implementation scheduled for Q1FY20 Will continue to send information from DPC to distribution lists,please make sure to add new personnel.PIEE V6.0 coming out 19 May 2019 EDA Modernization New SPM module to replace CORT Tool SAM Single Sign On19
We did not forget about yourrequests Schedule Next Round of Calls with PIEE POCs for all BSOs starting in MayCommon RequestsSolution (NAVSUP BSC Support)Provide PIEE InformationBi-weekly emailsHow to pick PIEE RolesStart Quite Guide, changes to GAM functionalityare comingQ&AsSchedule PIEE Calls (quarterly?)ReportingScheduled 101 Sessions (quarterly)20
Meet the BSC TeamBremerton, WAMechanicsburg, PANAVSUP BSC – Navy eBusiness Technical Project Lead, Mr. Ken FordNAVSUP BSC DASN Support.fct@navy.mil
Denise RandolphDIRECTOR OF POLICY DASN (AP)22
23Click to edit Master title styleContract Vendor Pay RequirementsOverviewApril 2019
24Procureto Pay(P2P)Master– EnhanceNavyERP Functionality for CVPClickto t WritingSPSNavy ERPADSNavy ERPSeaPortOnePayCDSPR portingGL PostingDisbursementDCASPurchaseRequestNavy ERPSABRSIMPSSTARS- FLMSC-FMSDWASDIFMSMOCAS (Contract Admin)CARSWAWFMultiple external systems Numerous interfaces Decreased process controlFutureStateNavy ERP 50% of MOCAS contractinsertions fail: Rework and manual effort Data integrity issuesePSPotential Declinationof Workload byDCMA 25% full eCommerce rate: Manual effort Increased processingcostsNavy ERPContract Admin TBDPAMHigh UMTs: Auditability issues ReworkNavy ERPCARSWAWF (Vendor Invoicing only)IT Systems:DOND-LevelTreasury
25CVPTo BeConceptFunctionality FocusClickto Processedit MastertitleandstyleContract/ ModContract Administration System7Navy ERP2 4 Commit funding Obligate fundingGenerate PurchaseRequisition Check against PO Perform 3-way match Check against delivery Confirm funding Process GR or SES Certify invoiceGenerate PurchaseOrderReceive Goods &Services1Contract WritingSystem3Receive Invoice5 86ContractCloseoutTreasury Generate pay filePrepareDisbursementDisburse Payment9 WAWFContract/ ModInvoiceVendorReceiveContractDeliver Goods& ServicesSubmit MIRR/ASN or ServiceConfirmationSubmit InvoiceReceive PaymentKey Functionality Areas1 PO structure2 Posting Logic4 CIP/WIP5 SPI/Contract Financing7 Contract Admin8 Interim Cost Vouchers3 Contract Structure6 R&A and Invoicing9 Cross Disbursing
26KeyAreasClickFunctionalityto edit Mastertitle style251 CVP requirements submitted; of those 152 represent ‘Gaps’ and 99 represent ‘Fits’AreaRequirements DescriptionRequirements Count1PO Structure PO generated in ERP with sufficient detail to enable complex payments.PR, PO, and Contract alignment24 Requirements(17 Gaps, 7 Fits)2Posting Logic Ensure timely and accurate posting to proper USSGL accounts54 Requirements(45 Gaps, 9 Fits)3ContractStructure Ensure appropriate relationships for CLIN/SLIN/ACRN during PR/POprocess to enable automated administration, payment, and closeout22 Requirements(17 Gaps, 5 Fits)4CIP/WIP Identify capital assets from expense transactions and utilize unique CLINs inthe PR/PO process32 Requirements(30 Gaps, 2 Fits)5SPI & ContractFinancing Unique requirements for special pay instructions and contract financingenable payment reconciliation and reduce manual allocations Leverage standard SAP CIP/WIP accounts for contract financing20 Requirements(19 Gaps, 1 Fit)6R&Aand Invoicing R&A process and workflow capabilities will be brought in to ERP ERP will have the ability to receive all invoice types from WAWF52 Requirements(36 Gaps, 16 Fits)7Contract Admin Enable future state contract administration to be performed outside ofMOCAS for DCMA administered contracts9 Requirements(6 Gaps, 3 Fits)8Interim CostVouchers Receipt and acceptance will not be required in ERP to make payment,simply authorization to pay.10 Requirements(9 Gaps, 1 Fits)9Cross Disbursing Utilize multiple payment offices to accommodate non-Navy LOAs Navy will only pay Navy LOAs15 Requirements(10 Gaps, 5 Fits)
27PotentialPolicyEffectsfromCVP ChangesClick to editMastertitlestyleTopicDescriptionUse of Info SLINSProvide guidance for use of Info SLIN to reduce payment and finance complexitiesMultiple Pay OfficesDFARS policy reform enabling multiple pay offices on a single contract to eliminatecross disbursementsDCMA Admin, ERP PayDON MOU with DCMA to administer and manage DON contracts while DON usesERP for payment.Receipt & Acceptance in ERPPolicy to require all receipt and acceptance to occur within DON ERP to improveauditabilityUnit of MeasureProvide guidance for UoM selection. Current functionality for Goods receipt in NavyERP requires changeDCMA Contract ModificationsDON MOU with DCMA to require all administrative modifications interface with ePSto ensure data integrity and reduce manual contract insertion.Progress PaymentsRecommend updates to require CLIN level invoicing. White paper to discuss SF 1443 as required by FAR 53.232 and challenges it introduces to auditability.Scalable ContractingPolicy to mandate alternative contracting solutions to minimize cross disbursementsand to enable each procuring organization to establish their own DO/TO.
28KeyRisksDependenciesClickAssumptions,to edit MastertitleandstyleAssumptionsRisksDependencies Receipt, acceptance, and payment processing will occur solely in DON ERP in the future state;access and ability to perform tasks from new users and outside stakeholders Implementation of ePS will be coordinated with CVP requirements and timelines Future state capabilities of external system implementations (ePS, TDD, G-Invoicing) will driveproject complexity Defense Pricing and Contracting (DPC), DMCA, DCAA, vendors, other government agencies,and acquisition community impacted by future state process may not conform to change Timing for ePS implementation date must be considered to identify necessary interfaces intoDON ERP from current CWS DCMA support for DON’s contract administration activities Availability of required resources, SMEs, stakeholders during each phase (i.e. plan/analyze,testing, implementation, training, etc). Competing for same command expertise incomptroller/acquisition for multiple projects
29Click to edit Master title styleAppendix
30P2PClickTimelineto edit Master title styleFY18Q4FY19Q1Q2FY20Q3Q4Q1Q2Q3FY21Q4Q1Q2Navy Payment Processing Working SessionNAVSEA MeetingNAVAIR MeetingDFAS Deep DiveSUPSHIP MeetingSPAWAR MeetingScope & PlanDCMAMeetingProcurement Functions in ERP Memo (30 Oct)Executive BPR Kick OffCharter and POAMWorkshop 1: To-Be ConceptExecutive UpdateContract andVendor PayCapability in ERPDeadlineWorkshop 2: SAP Demo and Use CasesRequirements Session 1: SPAWARRequirementsDevelopmentRequirements Session 2: NAVSEARequirements Session 3: NAVAIRRequirements Session 4: NAVSUPRequirements Draft (1 Mar)Stakeholder Review/ValidateRequirements Final to FMP-6 (31 Mar)Review and refine requirements (FMP-6)Develop ROM (BSC/PMW-220)Technical Solution Working sessions (FMP-6 TBDTBDTBDTODAYTBDCompleted MilestoneScheduled MilestoneP2P BPR team is focused on October 1, 2020 CapabilitiesQ3
31StakeholderFeedbackClick to editEngagementMaster titleandstyleStakeholderOCMODASN (AP)DCMADFASFMOFMPPMW-220 During the working sessions, functionaland subject matter expertise support:- Gathering requirements for specifictransaction use cases- Addressing CVP policies- Identifying changes (and level ofcomplexity) required for the to-beconceptNAVSEA BSO and AcquisitionNAVAIR BSO and AcquisitionSPAWAR BSO and AcquisitionNAVSUP BSO and AcquisitionNAVFAC BSO and AcquisitionRequirements document has been reviewed by selected commands to ensure their inputs areappropriately captured.
Navy ePS UpdateNavy Breakout sessionP2P Training Symposium25 April 2019DISTRIBUTION X.CLASSIFICATION (U)
Agenda Navy ePS TeamProgram OverviewProduct SuiteePS FunctionalityInterfacesHostingData MigrationImplementation ScheduleLimited Deployment SitesHelp DeskTraining PlanHCA preparations/Support requirementsCLASSIFICATION (U)33
Navy ePS TeamePS Assistant Program Management APMPMW 220 Program ManagerOther Matrixed SupportErin LambertShannon SeayContracts (Terry Coley, Cametra Puryear)BFM (Michelle Ross)DAPMPMW 220 Deputy Program ManagerMichael BrownEd QuickPMW 220 Technical ManagerBrandon WehlerCost (Ron Beheler)Audit (John Braden)NIWC LANT Team LeadSharetta MaynorCORMaria MoralesSchedulerSchedulerAcquisition Analyst(Alt COR)Jeff BernhardCost Analysis/EVMComms AnalystTechnical Division Lead: Mark Carter (PMW220 CHENG: Pete Kassal)Deployment & Sustainment Lead : Joe GryderPMW220 CyberLeadSteve KougouresPMW220 T&E LeadDavidRodenbergerePS SystemEngineeringMark CarterPMW220 InterfaceLeadRebecca GatelyArchitecture LeadKatherine ChuHickmanPMW220 CM LeadNeil CiavattoneePS RequirementsLeadMario RosalePS Data LeadVacantCyber AnalystDeputy T&EVacantSW AnalystMolex SimeusInterface AnalystWill SimmonsArchitectureAnalystePS CM ManagerValerie JacksonRequirementsAnalystT&E AnalystVacantSE AnalystInterface AnalystArchitectureAnalystData AnalystMorganneLamberthCM AnalystTechnicalArchitectCM AnalystSE AnalystT&E AnalystSE AnalystePS ImplementationePS Logistics LeadLeadJamaal ShepardJoe GryderImplementationAnalystLogistics AnalystProcurementAnalystData AnalystCM AnalystT&E AnalystT&E AnalystGOV Competency AlignedT&E Analyst(Cyber)GOV PMW220 AlignedGOV NIWC AlignedGOV ePS AlignedCSSCLASSIFICATION (U)34
Navy ePS Program OverviewOverview Navy ePS is a BCAT II, DBS (01 Feb 2019)DON’s End-to-End (E2E) Contract Writing System (CWS). It willprovide the Navy and Marine Corps contracting community with a fullcontract writing management capability and facilitate integration withfederally mandated systems, DON financial systems, and industry.Navy ePS will utilize Department of Defense (DoD) standards andsupport auditability. Navy ePS will address existing CWS challengesincluding outdated architecture, limited capabilities, scalabilityconcerns, and existing legacy systems.Navy ePS will consist of three components: 1) a COTS CWS solution;2) a COTS middleware interfacing capability, known as an EnterpriseService Bus (ESB); and 3) Gap-closure methodologiesResource Sponsor: OPNAV N41Integrator: CGI FederalFINANCIALMANAGEMENTE L E C T R O N I C P R O C U R E M E N TS Y S T E M ( e P S MPROCUREMENT INSTRUMENTCLOSEOUT15,500UsersENTERPRISE SERVICES &AUTHORITATIVE DATASOURCESAccomplishments 445 SitesWorldwideDONCONTRACTINGINDUSTRYUpcoming Key Dates/MeetingsJan 2017: Request for Proposal (RFP) Release Decision DABMar 2017: ePS Designated as ACAT IACJul 2017: RFP Released (N00039-17-R-0002)Jul 2017: Solicitation Open for response; comments receivedDec 2017: Proposals receivedFeb 2019: Designated as BCAT IIMar 2019: Contract Award (N00039-19-C-0004)April 2019: Kick-Off Meeting with Vendor 29 Apr 19: T&E WIPT 14 May 19: PSM WIPT May 19:Requirements Validation Sessions May 19:Interface WIPT May 19:ePS Drumbeat Q4 FY19: Build Technical Review (BTR) Q3 FY20: User Acceptance Testing (Limited Deployment Sites) Q3 FY20: Limited Deployment (LD) ATP Q3 FY21: Release 1 ATP Q3 FY22: FD/CS Release 2 ATPCLASSIFICATION (U)35
Navy ePS Program ScheduleCLASSIFICATION (U)36
Navy ePS Deployment ScheduleLimited DeploymentGo Live Q3FY20Release 1Go Live Q3FY21SitesSitesSitesNSWC Carderock,Navy Oceanography,MARFORRES, SSP, NRLNAVSEA, NAVAIR, SPAWAR,ONR, MSC, USMC I&L,MARCORSYSCOMNAVFAC, NAVSUP, All otherBSOsFunctionalityCOTS functionalityFunctionalityInitial gap closureFunctionalityFinal gap closure (100%)including all deral IntegratedAcquisitionEnvironment (IAE),DoD, and WAWFeBusiness Suite systeminterfaces that comewith the COTS out-ofthe-box CWSRemaining Federal IAE,DoD, and WAWFeBusiness SuitesystemsFinancial Interfaces:Financial Interfaces:Navy ERPPR BuilderSABRS310 Critical UsersFinancial Interfaces:NESTIMPSDIFMSMSC-FMSSYMIS MF COSTMAT MFSTARS-FL3,644 Critical UsersRelease 2Go Live he number of deployment phases,timing of each phase, and thedesignation of which contractingactivities/offices will be included in eachphase is based on a number of factors,including: Interface development Data archiving readiness Potential opportunities to retirelegacy contract writing systems Site-specific functional requirements Training strategy/costsImplementation will be via a phaseddeployment to 10 Head ContractingActivities (HCA) and field officesacross the Navy and Marine Corps. Limited Deployment (LD) –COTSfunctionality to a limited user baseReleases 1 and 2 – full functionality2,466 Critical Users*Note Release timeframes include post-deployment OSSCLASSIFICATION (U)37
Notional Legacy CWS System SunsetTimelineCLASSIFICATION (U)38
Product Suite Contract Writing System– Momentum (CGI) Acquisition Module Business Process Modeling (workflow)– PEGA User Assist Tool– Walk me Enterprise Service Bus– webMethodsCLASSIFICATION (U)39
Navy ePS FunctionsCreate PurchaseReq.MGMTTECH.DevelopProc. Strat.Award Proc.Inst.Admin.Proc. Inst.Perf.Receipt &Accept.PR Line to FundAwardRFPs, RFQs,IFBsIDVs, Awards,OrdersConcurrent andMultiple ModsPerformReturnsSmall Biz Coord.IntelligentClauseSelectionWeb-basedSupplier PortalAwd ationCriteriaClauses &SupportingDocsSealed BidsCatalogPurchasingStandard ntegrationAdvanceContractPlanningOnline OfferEntry“Best Value”UmbrellaProgramsManageDisburse.Payment TermsMonitorContractExecutionProc. Inst.CloseoutContractCloseoutGFE/GFPIUID / ecklistDefinitize UCAsNovationsCLINs/SLINsClause Recom.Real-TimeObligationGSA IAE (SAM, FBO, etc )Audit ReadinessDoD Clause Logic ServiceFOIABudgetExecutionACRNsPALT &MilestoneTrackingWarrantTransparencyTACManagement ReportingElectronic SignaturesDocument Storage and Records ManagementHS 1CommitFundsProc. Inst.EntitlementComplex PricingPDS / PRDSUsability / 508 ComplianceXML / XBRL Data ExchangeManagement ReportingP2PHandshakeePS REQUIREMENTSFUNCTIONALP2P Op.ProcessHS-2 Funds Val.HS-3 –Record Ob.HS -3 –Record Ob.HS-4 – EvalProc Inst.CLASSIFICATION (U)WorkflowBusiness Process ManagementAccessibilityMobile Platform EnablementHS-9 Closeout.40
Navy ePS InterfacesCLASSIFICATION (U)41
Potential Future State for Navy P2P Navy ERP consolidation efforts of the GF/NWCF systems will make the Navy ePS interfaces less complexNavy ePS is a key to the future state vision of the Navy P2PCLASSIFICATION (U)42
Hosting NAVAIR to serve as Navy Cloud Broker (NCB) AWS GovCloud services (DevOPS & Production) Following the migration of Navy ERP to Amazon Web Services (AWS)GovCloud– Navy ERP’s transition to cloud in CY20 will reduce risk for Navy ePS (e.g.data migration lessons learned, NMCI transport layer, etc.)– Facilitates cloud hosting efficiencies within the PMW 220 portfolio.CLASSIFICATION (U)43
Data MigrationOversight and coordinationProfilingCleansing& MocksAccountsBlack/Bold font is PMO responsibilityBlue/Italics font is vendor responsibilityRed font is HCA responsibility Active and open contacts in electronic CWS Master Data and Work in Progress will be reviewed forMigration Associated electronic files may be eligible for migrationCLASSIFICATION (U)44
ImplementationCostAward to Go Live LDATPContractAwardGo LiveLDHosting SLAOOTBBaselinesConfigurationVendor EnvironmentBTRInitialAllocatedGap AnalysisRisk Management Framework (RMF)ATP LDTransition toNavy CloudFTRUpdatedAllocatedIATTPRRInitialProductRisk Management Framework (RMF)Implement ControlsATOCVAAA TestReviewTestingTest PlanningStabilizeUAT(Including Interfaces)OTRR IOT&EAOCNavy Environment ReadyData CleansingCollaboration withDASN & HCAs forCWS ConfigurationMocks / ConversionsRole MappingAccountCreationCutoverGo LiveLDService DeskStandupTrainingAccountActivationOSSAs of 4/15/19CLASSIFICATION (U)45
Limited Deployment SitesHCASiteLocationUsersInterfacesNAVSEANSWC Carderock (N00167)Carderock, MD60Navy ERPNAVSUPNavy Oceanography (N62306)Stennis, MS16CFMS/SABRSUSMCMARFORRES (M67861)New Orleans, LA14PRB/SABRSSSPSSP (N00030)Washington, DC38Navy ERPONRNRL (N00173)Washington, DC82Navy ERPFACTORSLD Decision Methodology Interface Development Schedule Functionality used by LD location(alignment with COTS vice dev) DODAAC location and Size Data/transaction volumeCLASSIFICATION (U)Identify Potential Sites(representative acrossDON enterprise)Nomination (HCAsnominate themselves)Approved byGovernance Board46
Navy ePS Service Desk ModelNavy ePS Program Management Office (PMO)Tier 0 Self-HelpNavy ePS User CommunityTier 1 Service Desk SupportNavy Enterprise Service Desk (NESD)Tier 2 Service Desk SupportEnterprise HCA (10 HCAs)Tier 3 Service Desk SupportContractor Provided Self-directed Online HelpFrequently Asked QuestionsContract Writing & Procurement Knowledge BaseLocal SME Contact List Receive & Validate IssueDetermine Severity (Triage)Create TicketResolve Issue & Close Ticket or Pass to Tier 2 Diagnose and Provide Resolution on Functional Issues Functional Issues Requiring System Changes Forwarded toFunctional Sponsor for Resolution Resolve System Issues & Close Ticket or Pass to Tier 3 if RequiredSystem Fault- ContractorTeam RepairsCLASSIFICATION (U)ConfigurationIssue – PMOCM Requestfor Change(RFC) ProcessTraining Issue– PMO LogChange toTraining47 page
Navy ERP Prepare Disbursement Contract Writing System Submit Invoice Submit MIRR/ ASN or Service Confirmation Receive Contract Vendor Commit funding Obligate funding Perform 3-way match Confirm funding Certify invoice Check against PO Check against delivery Process G
