About Financial Management Data

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Business Intelligence Dashboard
Naked Truth

• About Financial Management Data

Presented by Chrissy Martinez and Kim
Prendergast, ONR
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The Naked Truth

• Exposing the Dark Side of FM (Kim)
• Unveiling Bare Facts
• Creating a Transparent FM
• Revealing Tools for Success (Kim)
• Stripping Away Future Uncertainties (Kim)
• Questions

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Exposing the Dark Side

• Initial efforts concentrated on end-state budget
  execution to meet external reporting needs
• Answered Where are we now?

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Exposing the Dark Side

• Lean Six Sigma Analysis of FM process
• Unveiled FMs business process (Cross Functional
  Process Map).
• Uncovered non-value added and duplicative steps.
• Revealed systemic and process issues driving long
  cycle times.
• Highlighted best practices

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• Exposing the Dark Side
• LSS Results Before, During After

FM Cycle Time September 2007 N 204 Mean
11.132 Median 4.000 1st Quartile 0.000
FM Cycle Time June 2006 N 195 Mean
25.646 Median 19.000 1st Quartile 7.000
FM Cycle Time End of FY 2008 N 1223 Mean
5.359 Median 3.000 1st Quartile 1.000
150
125
100
75
50
25
0
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Unveiling Bare Facts Getting Started

• Create workload management tool (BI Dashboard) to
  capture all work in process (WIP) and completed
  work.

Each tab provides a different display of the
workload information based on the users needs.
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Unveiling Bare Facts FM Cycle Time

• Cycle time is the number of business days
  required to process a document once received in
  FM.

• Total days in FM excludes weekends, Holidays and
  days when the clock is purposely STOPPED.

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Unveiling Bare Facts FM Cycle Time

• Why stop the clock?

• Provides true FM cycle time for documents held
  pending external intervention. Examples include
• Insufficient funds
• Statement of work (SOW) issue
• System problem requiring Helpdesk ticket
• Measures responsiveness of external players in
  resolving issues.
• Identifies systemic issues to address and/or
  correct.
• Cancelling a document and starting over is not in
  the best interest of the Command.
• Creates more work
• Increases overall cycle time impacting execution

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Unveiling Bare Facts FM Cycle Time

• Stopping the clock

Provides ability to create reports and identify
reoccurring issues and length of time to resolve.
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Creating Transparency

• The Dashboard provides visibility into all FM
  transactions.
• Anyone with access to ONRs intranet has access
  to the dashboard and can track the status of a
  document in Finance.
• Data is displayed based on the user needs. Users
  include
• Working Level
• Management
• Customer

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Creating Transparency Working Level

• Work In Process (WIP) provides
• Number of outstanding transactions
• current status and
• visibility into how your team is doing.

• User clicks a name for detailed transactions

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Creating Transparency Working Level

• Detailed transactions
• Lists all transactions currently in process
  (WIP).
• Oldest transaction automatically appears on top.
• prioritizes workload for the user

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Creating Transparency Working Level

• Completed Workload since 1 Oct
• Provides accomplishments (metrics and volume)

• Completed Workload by Month
• Identifies surge for planning purposes

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Creating Transparency Management Level

• Summary of Work In Process (WIP)

• WIP by Department
• Level of support required

• Future WIP by Dept
• Anticipated workload

WIP by Year and Document Type
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Creating Transparency Management Level

• Summary of Completed Workload

Total completed - provides volume and metrics
Completed by Dept shows level of support
provided
By month - identifies document surges
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Creating Transparency Customer Level

• Ad Hoc report provides the customer with the
  ability to check the status of a document day or
  night.

• Date document arrived in FM

• FM POC

• Date document completed

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Revealing Tools for Success

• Committed management
• Keep the customer in mind
• Keep long term goals in mind
• Know your business process (LSS)
• Create business rules for exceptions
• Marry the data to the process steps (data clean
  up)
• Keep employees in mind and involve them in
  implementation
• Set metrics that employees
• organization can reasonably achieve

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Stripping Away Future Uncertainties

• Near-term workload management
• Trend seasonal workload
• Long-term staffing
• Benchmarking for ERP Implementation

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Business Intelligence

• Questions

Contact Info Chrissy Martinez at
703-696-8731 Chrissy.Martinez_at_navy.mil Kim
Prendergast at 703-696-6837 Kim.Prendergast_at_navy
.mil