nasa shared services center 1 cindy epperson & shelley meredith march 29, 2005 nssc functional...

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NASA Shared Services CenterNASA Shared Services Center

Cindy Epperson & Shelley MeredithMarch 29, 2005

NSSC Functional ReviewFinance Division

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Overview/Introduction

• The Financial Management (FM) Division will be responsible for performing the inherently governmental functions transitioning to the NSSC, such as travel, E-Payroll, SF224/GL reporting. This organization will oversee the FM work performed by the Service Provider to ensure that the products provided by the Service Provider meet NASA’s requirements. The FM Division will be staffed with 45 full time and 2 term civil servants.

Source: NSSC Staffing Plan

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NSSC Functional Content

• Accounts Payable• Accounts Receivable• Travel

– Domestic

– Foreign

– Permanent Change of Station

• Payroll• Property Financial Reporting by Contractors• Quality Assurance

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2nd Level Org/Staffing

Source: Consolidated Staffing Plan

Job #

Position Title SeriesSeries-Grade

Job TitleDesired On-Board Date

1 Supervisory, Accountant 510 GS-15 Director, Financial Services Jun-05

4Supervisory, Accountant 510

GS-14/15 Chief, Financial Services

Jun-05


GS-14/15 Chief, Financial Accounting

Jun-05


GS-14/15 Chief, Payroll/Travel Office

Jul-05

5Lead, Accountant 510

GS-13/14

Lead, Accounts Payable and Accounts Receivable

Aug-05

16Financial Mgmt. Specialist 501

GS-07/09 Collection Agent

Aug-05


GS-11/12 Certifying Officer

Aug-05



Aug-05


GS-13/14 Accountant, Travel

Aug-05


GS-13/14 Accountant, Payroll

Aug-05

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Job #



2 Secretary 318 GS-07 Secretary Oct-05

3Administrative Specialist 301

GS-09/11/

12 Administrative Specialist

Oct-05

40Accountant 510

GS-12/13 Accountant, SF 224/GL

Oct-05


GS-09/11 Accountant/Auditor/Certifying Officer--PCS

Dec-05



Dec-05



Dec-05

28Senior, Financial Mgmt. Specialist 501


Dec-05

29Senior, Financial Mgmt. Specialist 501


Dec-05


GS-09/11 Accountant/Auditor/Certifying Officer--Domestic

Dec-05

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Job #



47

Accountant 510GS-

11/12 Accountant, Property Dec-05

46

Senior, Accountant 510GS-

12/13 Accountant, Property Dec-05

19 Financial Program Specialist 501

GS-07/09/

11Financial Program Specialist, Interpretation of regulations and policy Jan-06


GS-07/09/



GS-07/09/


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Job #



24Accountant 510

GS-11/12 Accountant, Labor

Jan-06

25Accountant 510


Jan-06

26Accountant 510


Jan-06

22Senior Accountant 510


Jan-06

23Senior Accountant 510


Jan-06

37Quality Control Specialist 510

GS-11/12 Quality Control Specialists/Audit Liaison

Feb-06



Feb-06



Feb-06

36Senior, Quality Control Specialist 510


Feb-06

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Job #




GS-09/11

Accountant/Auditor/Certifying Officer--DomesticFeb-06



Apr-06



Apr-06


GS-07/09 Collection Agent

Apr-06



Jun-06



Jun-06



Jun-06

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Job #




GS-09/11

Financial Mgmt. Specialist, SF 224/GLJul-06

41Accountant 510


Jul-06

43Accountant 510


Jul-06


GS-09/11

Financial Mgmt. Specialist, SF 224/GLJan-07



Jan-07



Jan-07

42Accountant 510


Jan-07

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Process Flows

• Travel (Domestic and Foreign)

• Change of Station

• Payroll

• Labor Distribution

• Accounts Receivable

• Accounts Payable – Grants (being finalized)

• Accounts Payable – Other

• Property Financial Reporting by Contractors

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FM Metrics

3.1 Provide documentation to support internal and external audits

98% of audit responses shall be provided accurately on due date as negotiated with the customer.

Review of Documents, Reports

3.1.1.1 Process payments Process 99% of payments accurately and timely not to exceed 10 total errors per month.

Review of payment, reports and random sampling, findings from internal reviews

3.1.1.1 Process payments Process 100% of dollar value of contract payments accurately and on-time; late/inaccurate payments shall not exceed 5% of dollar value per month.


3.1.1.2 Grants-Letter of Credit reconciliation

98% of the letters of credit shall be reconciled by the end of the month with the balance reconciled before the end of the following period.

Review of reports and random sampling, findings from internal reviews

3.1.1.2 Grants-Establish and maintain subsidiary accounts

98% of the value of the subsidiary accounts must support the control accounts by the end of the month with the balance corrected before the end of the following period.

Review of reports and random sampling, findings from internal reviews.

Source: Section J-3 RFP

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FM Metrics

3.1.2 Process Billings and Collections

Process 95% billings and collections accurately and timely. Review of reports and random sampling, findings from internal reviews

3.1.2 Prepare Bills Prepare 95% bills accurately and timely. Review of reports and random sampling, findings from internal review

3.1.2 Collections Deliver cash or check payments received before 2:00 pm daily local time to the NASA Collection Agent in time for the daily deposit.

Review of deposit and collections register, random sampling, findings from internal reviews

3.1.2 Liquidate Advances 95% of the amount of monthly reimbursable agreement advances shall be accurately liquidated.

Review of reports and random sampling, findings from internal review

3.1.2 Reconcile subsidiary ledger

95% of accounts receivable subsidiary ledger accounts shall be reconciled monthly with the balance reconciled the following period


3.1.2 Process delinquent payments

Process delinquent demand (dunning) letters accurately and at prescribed intervals with no more than 5 instances per month processed late or with errors.



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FM Metrics

3.1.3 Payroll / Time & Attendance Processing

Process 99.9% Payroll/Time & Attendance accurately and on-time.


3.1.3 Payroll / Time & Attendance Processing

Process pay and leave adjustments accurately and forward to DOI for processing within the pay period requested with no more than 5 pay and leave adjustment errors per pay period.


3.1.4 Reconcile information on contractor property reports

Reconcile and validate financial information contained on 98% of contractor property reports within 5 business days after receipt.


3.1.4 SGL control accounts 99% of the value of contractor-held PP&E received shall be accurately recorded in the SGL monthly with the balance recorded before the end of the following period.



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FM Metrics

3.1.5.1 Domestic Travel Vouchers

For vouchers that are selected for statistical sampling inform the customer of the result of the examination within 10 business days of receipt of requested information.


3.1.5.1 Domestic Travel Voucher processing

Validate and process 90% domestic travel vouchers within 3 business days of receipt with no voucher to exceed 5 business days.


3.1.5.1 & 3.1.5.2

Foreign & PCS/TCS Travel Voucher processing

Validate and process 90% foreign and PCS/TCS travel vouchers within 5 business days of receipt with no voucher to exceed 7 business days.

3.1.5.1 & 3.1.5.2

Voucher payments Process 90% travel payments in the SAP system within 1 business day of receipt with no payment to exceed 2 business days.


3.1.5.1 & 3.1.5.2

Bills for Collection Process 95% bills of collection to customers when appropriate within 3 business days with none to exceed 5 business days.


3.1.5.2 Withholding Tax Allowance processing

Calculate and pay withholding tax allowance (WTA) to customers within 5 business days of receipt of WTA documentation.



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Functional Training Requirements

• SAP Required Courses

• Travel Manager Required Courses

• Appropriation Law

• Certifying Officer

• Prompt Payment Act

• DOI Training

• Reconciliation Training—NASA Provided

• Federal Travel Regulations

• Change of Station

• Treasury Training (IPAC, SF224, FACTS)

• See Handout

Source: Training Plan

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Status of Open Action Items

• Labor Distribution System• Process Flows• Property Financial Reporting• Scanning of Documents• Cash Collections• Travel Reimbursement Receipts• Receipt of Invoices• Training

Source: Project Plan, Staff Mtg Action List and FM Action List

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Update of Open Risks

• Failure to achieve NSSC SAP Configuration changes for Transitioning Activities

• Ensure IFM Competency Center is fully engaged in the NSSC

activities. • (Upgraded to Medium Risk by K. Newton on 11/09/04) – Medium

Risk• Mitigation:

– IFM established NSSC as a project– Hold bi-weekly telecons with the Competency Center– Designated NSSC BPL– Obtain full time IFM team support for Finance and Procurement

• Source: NSSC Risk Matrix and Functional Identified Risks

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Additional Information

• Staffing– All PDs written and submitted to HR for first

round

• Telecons• Meetings with Procurement• Joint Procurement/Finance Teams

– Scanning– Checklist– Workflow

• FM meetings as needed• Bi-weekly telecons with Agency DCFO

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Issues/Opportunities

• IFM Resources– Obtain Accenture Support

• IFM Stabilization/Upgrade – Continue to monitor

• Core Financial—Fully Operational

• Standard WBS

• Standard Compliance with FMR

• Manual Grant Process– Continue to Monitor

– Notify Service Provider

• Segregation of Duties

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BACK UP

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• IFM System Operational Effectiveness• Based on benchmarking, IFM expects stabilization by year #3 of

operations • Medium Risk • Mitigation:


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• e-Gov - LOB Shared Service Center Implementation• Functional Mgrs/Leads should stay engaged in LOB SSC

discussions/planning. Determine potential of NSSC to participate as bidder to provide gov't-wide services.

• Medium Risk • Mitigation:

– Continue to monitor
