Integrated Logistics Management System

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Integrated Logistics Management System
(ILMS) for Interagency Committee on Property
Management July 28, 2005
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Agenda

ILMS Background
Asset Management
Benefits
Next Steps
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What is ILMS?
ILMS (Integrated Logistics Management System) a
global logistics solution for the Department of
State.
Provides modern and standardized functionality
for an end-to-end supply chain for worldwide
requisitioning, procurement and contracting,
warehouse management, transportation, property
management, customer support and process
management.
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Employee Base
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Why Did We Need ILMS?
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Logistics Reengineered

• Warehouse consolidation
• Expedited Logistics Program (ELP)
• Purchase card
• On-line catalogs

• Consolidated logistics function for DoS
• Customer Advocate
• Cross-functional teams
• Technical/business training

• Customer focus
• Mission identification
• Creating a culture for change

• Performance measurement
• Strategic/business planning
• Benchmarking
• Customer involvement

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Missing Piece of the Puzzle
The past environment had 20 stand alone systems
that did not support our business needs. Because
these systems did not share data, they were
resource intensive to maintain and operate.
Asset Management (aka Property Management)
Acquisition Management
Distribution
Distribution
Ordering
Ordering
Procurement
Procurement
Material/Property
House Effects
Determine Agency Needs
Decide What to Requisition
Receive Service or Asset
Transport Authoriz-ation
Transfer Assets
Inspect and Accept
Data Mgmt Reporting
Complete Requisition
Obligate Funds
Obtain Authoriz-ation
Fulfill Require-ments
Research Markets
Identify Ownership
Accept Accountability
Identify Sources
EAPCS
WWPDS
Stock Control
MSE/DPM WAN/ERS
NEPA
AVIS
WWRS
BOM
CLAIMS
SARS
WPAS
SACONS
PRSM
(A/FBO)
LMIS
SACONS
SACONS
RAPS
(A/OPR/
(RPSO)
STATS
PAMS
RIA
ACQ)
BONN
TMS
SACONS
SACONS
(RPSO)
(
DTS
-PO)
MIAMI
State-of-the-art technology is critical to
achieving the efficiencies identified in the
reengineering efforts.
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A Global Logistics Solution

• Uses Commercial Off the Shelf products to
  integrate the logistics supply chain
• Makes data accessible across the supply chain
• Modernizes and streamlines business processes
• Measures performance
• Integrates financial and logistics systems

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ILMS Components
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Program Benefits

• Eliminate Redundancies
• eCommerce
• Integrated Supply Chain
• Best Practices
• Standard Tracking Number
• Reduced Cycle Time
• Reduced Costs
• Demand Forecasting

• Automated Requisitioning
• Electronic Catalogs
• Integration with Finance
• Purchase Card Management with Automated
  Reconciliation
• Status at Desktop
• Faster Delivery

• Asset Visibility
• Performance Measurement Data
• Managers Dashboard
• Integrated Data for Better Decision-Making
• Automated Department-Wide Reporting

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Completed Deployments
2002
2003
2004
2005
Full Deployment
Pilot
Inventory to Springfield Warehouses Asset
Management for Motor Vehicles Central WPAS
Inventories Asset Management Domestic Bureau
Pilot Motor Vehicle Survey DPM Overseas
Pilot Ariba Overseas Pilot Ariba Catalogs 2
service catalogs
Ariba/PD to Patrick AFB, RPSO-Florida, and
Florida Regional Center DPM Overseas
Deployment Asset Management to Domestic
Bureaus EPM Pilot with DPM Transportation
Pilot Implementation of additional Ariba catalogs
Ariba/ Procurement Desktop (PD) Pilot Regional
Procurement Office Frankfurt Germany Asset
Management Pilot Embassy London
DPM Pilot (classified facility) DPM
(non-classified facility) Ariba to Domestic
Bureaus PD to AQM Receiving and Shipping to
Warehouses
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Agenda

ILMS Background
Asset Management
Benefits
Next Steps
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Department of State Assets

• Department of State tracks a wide variety of
  property around the world.

IT/ Telecommunications
Heritage Assets
Department of State Assets
Vehicles
Furniture
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A/LM Property Management Applications
Worldwide Property Accountability Systems (WPAS)
- Property application that tracks IT and secure
communications equipment at overseas posts and
program offices.
ILMS Asset Management (AM) Centrally
located, web-based application designed to
handled all the departments assets regardless of
location or type.
Automated Vehicle Information System (AVIS) -
Property application that tracks program vehicles
at overseas posts.
Nonexpendable Property Application (NEPA) -
Personal property application that tracks
administrative and residential property at
overseas posts and domestic sites.
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Asset Management Deployment Progress
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Asset Lifecycle at Department of State
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Program Integration
Warehouse/ Receiving/ Transportation
Procurement
Property Management

• CAPTURES
• Asset Business Unit
• Geographic Bureau
• Profile ID
• Description
• Item ID
• Manufacturer
• Quantity
• Cost
• Fiscal Data

• CAPTURES
• Asset ID
• Manufacturers Part Number
• Serial ID (if included on asset)
• Tag Number (when applicable)
• Location Code
• Acquisition Code
• Replacement Date

• CAPTURES
• Asset Status
• Tag Number (when applicable)
• Location Code change
• Custodian (if applicable)

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ILMS Portal Logon Page
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ILMS Portal
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Asset Management Home Page
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Scanners

• Provides onscreen validation and reconciliation
  of assets
• Option of performing a detailed or simplified
  physical inventory
• Updates made to assets on the scanner are
  automatically uploaded at the completion of the
  reconciliation process

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Agenda

ILMS Background
Asset Management
Benefits
Next Steps
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Key Features

• Automatically populates Asset Shells for items
  procured through ILMS
• Automates Disposal Authorization and Survey
  Reports
• Provides extensive audit trail through unique
  Asset ID
• Automatically depreciates capitalized assets
• Provides real-time inventory reconciliation
• Automated financial integration

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Property Manager Benefits

• Follows all Federal and DoS regulations
• Standardizes business processes
• Supports Property Management reporting
• Allows world-wide access
• Eliminates redundant data entry
• Increases visibility of excess property
• Provides detailed disposal and reinstatement
  records

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Agenda

ILMS Background
Asset Management
Benefits
Next Steps
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Future ILMS Deployment Schedule
2005
2006
2007
Upgrade of Ariba and Procurement Desktop GFMS
Integration Transportation Full
Deployment Overseas Pilots of Ariba and Asset
Management Full EPM Implementation Secure
ILMS Integration with other DoS Systems Continued
work with US AID
Overseas Deployments of Ariba and Asset
Management Phase 2 Integration with GFMS (Merge
of GFMS and RFMS)
Asset Management to Domestic Bureaus (replacing
NEPA) DPM Overseas Deployments Expanded
implementation of Ariba Pcard purchasing Pilot of
Asset Management Integration with other
Department systems USUN Deployment
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Upcoming Capabilities of PeopleSoft 8.9

• Enterprise Asset Management to include
• Centralized repository to handle all asset
  classes (i.e., IT, property, plant equipment)
• Complete history of acquisition details,
  maintenance history, and cost history
• Enhanced warranty tracking
• equipment cost analysis, hazardous materials
  flag, self-service requests, preventative
  maintenance
• Extends GL and multi-GAAP functionality
• Book codes enabling users to handle multiple
  GAAPs within the same ledger
• Automates Impairment of Assets process through
  use of Impairment Worksheet.
• Define cash generating units
• IT Asset Management to include
• license usage and contracts statistics
• reconcile physical and financial data against
  asset repository
• performs automatic inventory of items on the
  network
• Real Estate to include
• space management
• lease administration
• property taxes
• budgeting and forecasting

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For More Information
Contacts Joe Howard howardj3_at_state.gov Dan
Young youngds_at_state.gov ILMS_at_state.gov