NASA Shared Services Center NSSC I3P Business Office Road Show October 2011 National Aeronautics and Space Administration

NASA Shared Services Center

NSSC I3P Business Office Road Show

October 2011October 2011

National Aeronautics and Space Administration

www.nasa.gov



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Agenda

• I3P Business Office Overview

• I3P Contracts

• Budget and Funding

• Funds Submission

• Invoice Reconciliation & Review

• Bulk Upload Templates & Funding

• Dashboard and Analytics Licenses



Background

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•NASA is in the process of transitioning new Agency-wide contracts for IT services in support of the IT Infrastructure Integration Program (I3P)

•Technical oversight and direction for each contract will be provided by a Service Office at designated Centers

•Business Operations for the I3P Contracts will be performed by a single consolidated business office located at the NSSC



I3P Business Office Functions

• Contract Administration• Resources Management / IPAC

Processing• Contract Funding• Monthly Invoice Reconciliation• Center Billing• Contract Costing• Monthly / Annual Utilization

Coordination and Reporting Cross Functional Performance and Utilization Coordination / Reporting

• PPBE Budget Processing• Survey Administration, Analysis, and

Reporting• NSSC SLA Administration

I3P Service Office Functions

• Contract Technical Management• Service Integration Support• IT Security Oversight and Compliance

Monitoring• Specific Service Performance

Monitoring• Operations / Service Element

Oversight• Enterprise Architecture Management• Customer Relationship Support• Line of Sight Support Functions• Contract PEB Support • I3P Contract SLA Administration• Service Catalog Management

Services related to Contract Administration, funding, invoice reconciliation, and performance monitoring and reporting across the I3P Contracts

Services related to technical service delivery, specific contract performance monitoring, operations of service area components

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I3P Business Office vs. Service Offices



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I3P Contracts

• ACES

– Agency Consolidated End-user Services - includes NASA desktops, cell phones, Personal Digital Assistants (PDAs), Agency-wide Active Directory, e-mail and calendaring functionality

• EAST

– Enterprise Applications Service Technologies - includes applications services associated with the NASA Enterprise Applications Competency Center (NEACC) and Agency-wide collaboration services including NASA’s Identity, Credentialing, and Access Management (ICAM) in addition to new intranet environments and applications

• NICS/ GSA Networx

– NASA Integrated Communications Services - includes data, voice, video, LAN and WAN services

• WEST

– Web Enterprise Service Technologies - includes public-facing website hosting and applications.



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Transition Timeline

• ACES

– Administration at NSSC now, using PR process

– Transition into I3P Business Office & change to WCF process on November 1, 2011

• EAST

– Transition to NSSC on October 1, 2011

– Use PR process until WCF approval

• NICS/GSA Networx

– Transition to NSSC on April 1, 2012

• WEST

– TBD



I3P Business Office Organization Chart

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Budget for FY12

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• Budget development occurred over short timeframe

• OCFO requirement for SF132 Spend authority required quick turnaround

• Details by Center/MD/OCIO and I3P Contract needed to finalize budget

• Final Product becomes Request for Spend Authority

• Budget becomes Funding Requirement

• Funding Schedule for FY12 based on Centers transition into the I3P Contracts

and/or into the WCF

• Centers advance fund the I3P Contracts based on the funding schedule

• Last quarter/month IPACs adjusted based on current spending profile

• Remaining funds unexpired become advance for next fiscal year

• Expiring funds are returned to Center in time to be used for other Center

requirements



PPBE14 Schedule

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• Oct 28 - Data call package distributed to Centers / MDs with final FY11 utilization

• Nov 16 - All Center submits due to the NSSC

• Nov 21 - Consolidated utilization sent to Functional Managers

• Dec 2 - Functional Managers complete validation and submit to Ops & Budget

• Dec 6 - Final/validated data sent back to Centers/MDs for review and comment- Formal PPBE Data Call to SP for PPBE14 estimate

• Dec 13 - SP estimate to support validated utilization submitted to Ops & Budget

• Jan 9 - Service rates and resulting chargebacks completed

• Jan 31 - NSSC management decisions on final rates and chargebacks

• Feb 22 - Host Chargeback Review

• Mar-Apr - Finalize PPBE14- NSSC Budget Rollout VITS- Update MAX website and N2

• Mar-Aug - Support Agency budget formulation activities



WCF Advance and Liquidation Process Flow

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WCF Advance and Liquidation Process Flow (continued)

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Creating a Funds Commitment Document in SAP

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•Detailed instructions for processing the funds commitment document transaction in

SAP can be found in the Enterprise Performance Support System (EPSS) at the

following link https://epss.nasa.gov/gm/workplace

•Refer to the “FMZ1 – Create Funds Commitment Document (Non-Travel)” Job Aid at

the following path in EPSS:

– SAP – Core Financials

– Accounts Payable

– Sub Process Area

– NSSC Advance Process

•Required SAP Role

– Z:AGTRAUPR – Agency AP Travel Authorization Processor

– Z:APFCOMPR – AP Funds Commitment Processor

– A:APTRAUPR – AP Travel Authorization Processor

https://epss.nasa.gov/gm/workplace



Creating a Funds Commitment Document in SAP (continued)

•Helpful Hints

– One funds commitment document can contain up to 999 line items

– One line must be created for each Cost Center, Fund, WBS, GL Account combination

– Required GL Accounts

» NSSC Services – 6100.2511: OPEXP Contract Management and Professional Support Services

» Training Purchases – 6100.2527: Training for Civil Servants

» I3P Services – 6100.2572 – IT Operation and Maintenance of Equipment

» Note: Funding for all three of these items can’t be submitted on the same funds commitment document line item due to different GL accounts; however, they can all three be submitted on one funds commitment document.

– Required Vendor Numbers

» NSSC Services and Training Purchases – 139217

» I3P Services - 157375

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Sample Funds Commitment Document

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WCF Advance Payment Request - NSSC Form 76

•One form should be submitted for each funds commitment document (8XXXXXXXX)

•The form will be accessible on the NSSC Accounts Payable website under “Forms” on

October 1, 2011 – www.nssc.nasa.gov/ap

•Form 76 can be submitted to NSSC by:

– E-mail to [email protected]

– Fax to 866-209-5415

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http://www.nssc.nasa.gov/ap

mailto:[email protected]



WCF Advance Payment Request - NSSC Form 76 (continued)

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BW Reporting

•BERPT2 View After Advance is Processed

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No DrilldownBusiness Area Vendor Commitment Obligation Cost Disbursement

76 0000139217 NASA SHARED SERVICES CENTER $ 280,000.00 $ 280,000.00 $ 280,000.00 $ 280,000.00

Result $ 280,000.00 $ 280,000.00 $ 280,000.00 $ 280,000.00

Drilldown by G/L AccountBusiness Area Vendor G/L Account Commitment Obligation Cost Disbursement

76 0000139217 NASA SHARED SERVICES CENTER Disburse and Adj USGL/1010.6100 $0.00 $0.00 $0.00 $0.00

Adv & Prepayments USGL/1410.0000 $0.00 $0.00 $0.00 $0.00

Advances to the NSSC USGL/1410.2000 $ 280,000.00 $ 280,000.00 $ 280,000.00 $ 280,000.00

Contr Mgmt & Profes USGL/6100.2511 $0.00 $0.00 $0.00 $0.00

Result $ 280,000.00 $ 280,000.00 $ 280,000.00 $ 280,000.00

Result $ 280,000.00 $ 280,000.00 $ 280,000.00 $ 280,000.00



BW Reporting (continued)

•BERPT2 View After Liquidations are Processed against Advances

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No DrilldownBusiness Area Vendor Commitment Obligation Cost Disbursement

76 0000139217 NASA SHARED SERVICES CENTER $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13

Result $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13

Drilldown by G/L AccountBusiness Area Vendor G/L Account Commitment Obligation Cost Disbursement

76 0000139217 NASA SHARED SERVICES CENTER Disburse and Adj USGL/1010.6100 $0.00 $0.00 $0.00 $0.00

Adv & Prepayments USGL/1410.0000 $0.00 $0.00 $0.00 $0.00

Advances to the NSSC USGL/1410.2000 $ 90,628.13 $ 90,628.13 $ 90,628.13 $ 90,628.13

Contr Mgmt & Profes USGL/6100.2511 $ 4,257,610.00 $ 4,257,610.00 $ 4,257,610.00 $ 4,257,610.00

Training USGL/6100.2527 $ 1,111,467.00 $ 1,111,467.00 $ 1,111,467.00 $ 1,111,467.00

Result $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13

Result $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13 $ 5,459,705.13



Funds Validation

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•Centers submit funds via Funds Commitment Document (FCD)

– Identifies Cost Center, WBS, Funds

– Many ALI’s on one FCD

• I3P Business Office

– Creates Advance in SAP

– Downloads funding information daily for interface with ESRS

– Creates Sales Order to establish Center funding in WCF

– Creates PR using WCF to add funds to the I3P Contracts

Fund Center

Cost Center

WBS Fund Date Advance G/L Acct FCD # Line Items

21 21SST 811073.02.09.02.21 SCEX22009D 10/1/2010 4,995.00 2511.2520 1558779 00121 21PK 859103.06.01.04 SCEX22010D 10/1/2010 6,838.89 2511.2520 1558779 002

859103.06.01.04 SCEX22011D 10/1/2010 6,553.00 2511.2520 1558779 00321 21XY 031102.02.01.39.906B.11 CASX12011R 10/1/2010 4,500.00 2511.2520 1558779 004

031102.02.01.39.906C.11 CASX12011R 10/1/2010 2,700.00 2511.2520 1558779 005031102.02.01.39.906D.11 CASX12011R 10/1/2010 2,700.00 2511.2520 1558779 006031102.02.01.39.906E.11 CASX12011R 10/1/2010 2,700.00 2511.2520 1558779 007



Funds Validation (Continued)

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•Resource Analysts (RA) approval

– RA’s must complete a NAMS request for authorization to approve orders

– Centers will determine Cost Centers authorized by the Resource Analysts

– I3P Business Office will maintain Cost Center authorizations

– RA’s will only have access to Cost Centers identified

– RA’s will be responsible for defining the method of liquidating funds on the FCD

» Liquidate in sequential order

» Liquidate on a percentage allocation

– RA’s will only be able to select Cost Centers with funding provided through the FCD

– RA’s are notified upon approval if insufficient funds are available for the selected Cost Center



Invoice Reconciliation

• I3P Vendor

– Submits monthly electronic invoice and supporting documentation by order number

•NSSC Document Imaging

– Invoice and supporting documents received electronically

– Agency Accounts Payable (AP) approval process initiated

» Invoice sent to AP via Agency Workflow Management System (AWMS)

•NSSC Accounts Payable

– Initiates the invoice approval process

– Routes invoice and supporting documents to Contracting Officer (CO) for approval via SAP Workflow

– Routes to I3PBO for cost via AWMS

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Invoice Reconciliation (continued)

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Invoice Reconciliation Period 1 Invoice # 10X07258 Contractor: ACES

Order Number

Service Recurring Period Cost center AmountOrder

NumberService Amount

Adjust ment

PeriodDisposition

Period 1Order 1 Desktop Recurring 1 21SST 100 1 Desktop 96 -4 3 $ Adj acceptOrder 2 Desktop Recurring 1 21PK 100 2 Desktop 96 -4 3 $ Adj acceptOrder 4 Desktop Recurring 1 21PK 100 4 Desktop 96 -4 3 $ Adj accept

5 Desktop 96 Exception reject384

Invoice Authorized Payment 288Invoice Amount Rejected 96

384

• FCaRT

– Automatically reconciles matching orders from the invoice supporting documents and ESRS

– Exceptions for mismatched items will be identified

– I3PBO will reconcile exceptions and disposition in FCaRT

– Reconciling items will be posted in FCaRT by order number




• I3PBO

– Provides/routes invoice reconciliation report to the CO/COTR

» CO/COTR routes invoice reconciliation report to Center SME for review and validation

» Center SME reviews reconciliation report and provides concurrence to CO/COTR for

approval of Centers invoice

•CO/COTR

– Review invoice and invoice reconciliation report

– Recommends adjustments

– Approves invoice for appropriate amount

– Routes updated invoice reconciliation report to I3PBO

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• I3PBO

– Reconciles and makes adjustments according to CO/COTR input

– Adjustments are made in FCaRT

– Records costs in SAP for the approved amount of the Liquidation Report

– Cost request to AP is completed in AWMS

•NSSC AP

– AP receives the approval notification from the CO in SAP workflow and the completed cost request in AWMS from the I3PBO

– Pays the invoice

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Monthly Costing and Accruals

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•Service Definition Repository (SDR) will define the cost for each service item

•As orders are placed, the SDR will determine the appropriate I3P Contract and cost for the

order

•Upon RA approval, ESRS will decrement funds available for the selected Cost Center

• If funding within the selected Cost Center is insufficient to fulfill the order:

– The RA will receive immediate notification at the time of approval

– Notification will also be sent to the I3P Business Office to initiate request for additional funding via FCD

– Insufficient funding will not preclude the order from being routed to the appropriate I3P Service Provider



Monthly Costing and Accruals (Continued)

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•Detailed Validation Report will be furnished to Center Resource Analysts monthly

•Centers will validate and identify any funding adjustments within 2 business days

•Center adjustments will be entered into FCaRT by I3P Business Office

•FCaRT will generate monthly reports for funds liquidation, and costing against the I3P

Contracts

Cost Center WBS Fund Period Order # Service Customer Contractor Amount21PK

859103.06.01.04 SCEX22010D 2 2 Desktop P. Davis ACES Mthly Recurring 100859103.06.01.04 SCEX22010D 2 4 Desktop C. Billet ACES Mthly Recurring 100859103.06.01.04 SCEX22010D 2 10 Desktop N. Pierce ACES New Recurring 100

21PK 859103.06.01.04 SCEX22010D Balance 6,338.89 21PK 859103.06.01.04 SCEX22011D Balance 6,553.00 21PK 859103.05.01.02.11 SCEX22011D Balance 7,776.00 21PK Balance 20,667.89



• After adjustments are entered in FCaRT, the I3PBO provides NSSC AP the Center Liquidation Report

• Monthly reporting by I3P Contract, by Center for liquidating WCF advances

• Ad hoc reporting– Center RA’s can query and extract funding information by Org Code, Cost Center,

WBS and Fund Levels– I3P BO RA’s can query and extract information needed to reconcile FCaRT to SAP

Liquidation Process

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Cost Center

WBS Fund Amount Period 1 FCD #Line

Item #GL

Account

21SST 811073.02.09.02.21 SCEX22009D -100 1 1558779 001 2511.252021PK 859103.06.01.04 SCEX22010D -200 1 1558779 002 2511.252021XY 031102.02.01.39.906B.11 CASX12011R -100 1 1558779 004 2511.252021XY 031102.02.01.39.906C.11 CASX12011R -250 1 1558779 005 2511.252021XY 031102.02.01.39.906D.11 CASX12011R -75 1 1558779 006 2511.252021XY 031102.02.01.39.906E.11 CASX12011R -75 1 1558779 007 2511.2520



Liquidation Process (continued)

• NSSC AP processes all liquidations to record cost against the Center FCD

by the end of the month

• I3PBO processes all Center liquidations to record revenue on the Sales Order by the

end of the month

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I3PBO Performance and Utilization Report

• I3PBO

– Develops monthly bills based on validated FCaRT Liquidation Reports for Centers, MDs, and OCIO

– Consolidates monthly bills with I3PBO Performance and Utilization Metrics

– I3PBO Performance and Utilization Report will be posted and distributed to Centers via NSSC Customer Service Website

•Pcard orders

– Pcard order details will be extracted and furnished to the Pcard holder on a monthly basis for reconciliation

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I3PBO Performance and Utilization Report (continued)

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Bulk Upload Templates

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• Centers populate templates for ACES requirements

• Template forwarded to ACES Contractor for scheduling and fulfilling orders

• Cost Center data populated on template becomes basis for funding

• Templates assume resource approval PRIOR to receipt by the NSSC

• Templates uploaded into ESRS

– Remedy Ticket Numbers assigned/uploaded

– Ticket Numbers coordinated with ACES Contractor

– Becomes basis for e-invoicing and reconciliation

– Funding allocation based on original Cost Center assignment

– Center Resource Analyst must ensure funding methodology established prior to first months accrual

– I3P BO Resource Analyst will estimate total monthly cost based on populated template

– Center will be required to advance fund based on the funding schedule unless the estimate from the template is greater in which case funding must cover the estimated cost



Bulk Upload Template

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Dashboard and Analytics Licenses

Dashboard and Analytics Licenses

Quantity

Original ESD Order for Licenses

a. I3P Contractor Allocation 2 each 8

b. ESD/ACES SO Office _ 2_

Total 10

Additional Requested by ESD

a. Center Allocation 2 each 20

(Note these are for SIL's and SME's)

b. OCIO Allocation (ES&I & SE's) 3

c. SIM Allocation 1

d. COTRS EAST WEST NICS _ 3_

Total 27

I3P BO Allocation

a. Allocation for Business Office Internal 8

b. Allocaton for Center Personnel 1 each _10

Total 18

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ACES Base Services

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• ACES

– Base Services

» Email & Collaborative Calendaring

» Active Directory

» Loaner Pool Management

» Print Queue Infrastructure Management

» IT Security-related Management

» Data At Rest

» Emergency-Related Management

» Software License Management

» Instant Messaging

» Two-Factor User Authentication Token Distribution



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FY12 Spend Authority – All I3P Contracts



FY12 I3P Contract Funding by Month

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FY12 ACES Funding

38

Base Services

Demand Services

TOTAL FY12 ACES: $95,696,694



FY12 EAST / WEST Funding

39



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FY12 NICS Funding

Documents

NASA Shared Services Center NSSC I3P Business Office Road Show October 2011 National Aeronautics and Space Administration