NIH Business System Update

1
NIH Business System Update

• Presented at the AMC Symposium
• November 9, 2004

2
Agenda

• What is the NIH Business System?
• NIH Business System Scope
• What is Ahead- Tracks 3 4
• NBS Governance Structure
• NBS Features
• NBS Acquisition Roles
• NBS Acquisitions Workflow
• NBIS and nVision
• External Factors

3
What is the NIH Business System (NBS)?

• The NBS
• Is a web-based system that will replace the
  ADB
• Uses off-the-shelf business software to
  automate integrate
• NIHs administrative processes, resources,
  financial information
• Incorporates best practices from private
  industry and
• Is a priority management initiative for NIH.

NBS
NBS Past
Coming Early FY06
9/1/03

• Released NBS Travel System to electronically
  prepare, route, sign Travel documents.
• Processed in FY04
• 70,000 Travel Authorizations
• 57,000 Travel Vouchers
• 6,500 Local Travel Vouchers
• Established the NBS Management Center
• Logged 15,000 calls in FY04
• Implemented NBS General Ledger supplemental
  financial management/budget entry software
• Released Accounts Payable Receivable modules to
  support Travel functions

• Additional Finance Budget features
• Property
• Supply Chain
• Contracts
• Simplified Acquisition
• Supply/Inventory

10/1/03
4
NIH Business System (NBS) Scope
Established in Track 1 and updated through all
Tracks
Track 2
Track 4
Track 4
Track 4
Track 5
Track 3
Financial Mgt.
Acquisition
Supply Mgt.
Travel Mgt.
Service Supply Funds
Property Mgt.
Commercial Accounts

• SSFAS

• ACS
• CAS

• ADB Travel

• OFM Payables
• Loan
• Repayment
• Fellowship Payment
• Vendor
• Request
• Inter-Agency
• Agreements

• RQM
• Central
• Procurement
• Source Agreement
• DELPRO
• Receiving
• P-Card System
• RD Contracts

• Inventory Mgt.
• Self Service
• Stores
• RIMS

• PMIS

Early FY06
TBD
10/1/03
9/1/03

• Each NBS business area is assigned a Track,
  which is implemented in phases.

CAS Replacement post Track 5
5
What is Ahead Tracks 3 4
TODAY
2006
2005
Deploy 8/05 - 1/06
Finalize Design, Development, Testing 7/04 -
8/05
User Support 1/06 - 6/06
Final Testing 9/05 11/05
Training 8/05 12/05
Go-Live 12/051/06
Bus. Transformation Role Mapping 1/05 10/05
Risk Management 7/04 1/06
Communications Activities 7/04 - 6/06
6
NBS Governance Structure

• Formal lines of authority
• Informal lines of authority
• IC/OD employees, serving NBS in ad
• hoc capacity
• AMSSC Governing body providing policy and
  oversight to NBS project.

Administrative Management Systems Steering
Committee (AMSSC)
Acceptance Board (NIH IC/OD)
Acting Project Manager Patrick Williams (NBS)
Acting Project Manager Patrick Williams (NBS)
IVV Independent Verification and Validation
Acceptance Teams (NIH IC/OD)
CMAC (NIH IC/OD) Change Management Advisory Commit
tee
Acting Functional Manager Patrick Williams (NBS)
Systems Integrator Tom Breuer (BearingPoint)
CM Director Susan Corey (NBS)
NBS Mgt. Center (NMC) Director Diane
Charuhas (NBS)
Technical Manager Carol Perrone (CIT)
Functional, Technical, CM Teams (BearingPoint)
Functional Teams (NBS)
Technical Team (NBS)
CMT (NBS)
NMC Team (NBS)
7
Roles Responsibilities for Tracks 3 4

• Administrative Management Systems Steering
  Committee (AMSSC)
• Executive direction-setting and decision-making

NBS Project Management NBS project oversight
and guidance
NBS Acceptance Board Ensures NBS design meets
NIH business requirements
NBS Acceptance Teams Ensure NBS performs as
designed
NBS Functional Teams Define new business
processes using best practices Validate new
business processes with acceptance
groups Configure NBS software according to new
business processes
8
AMSSC Acceptance Board Members

• AMSSC Co-Chairs
• Colleen Barros - NIH
• Don Christoferson - NIH/NHLBI
• Members
• Al Graeff - NIH/CIT
• Patrick Williams - NIH/OD/NBS
• Judy Duff - NIH/NEI
• Tom Hooven - NIH/NICHD
• George Kunos - NIH/NIAAA
• Marilyn Kunzweiler - NIH/NIAID
• David Ramos - NIH/OD/OM/OA
• Jane Steinberg - NIH/NIMH
• Ken Stith - NIH/OFM
• Richard Turman NIH/OD/OB
• Richard G. Wyatt - NIH/OD/OIR
• David Elizalde - NIH/NCI
• Ex-Officio Members

• Acceptance Board Co-chairs
• David Ramos - NIH/OD/OM/OA
• Kenneth Stith - NIH/OD/OFM
• Acceptance Board
• Allan Benton - NIH/NIEHS
• Robert Best - NIH/NHLBI
• Jack Campbell - NIH/NCI
• Diane Frasier - NIH/OD
• Patricia Gibbons - NIH/NLM
• Charles Grewe - NIH/NIAID
• Sydney Jones - NIH/CC/OPC
• Melissa Richardson - NIH/OD/ORF
• Linda Adams - NIH/NHGRI
• Richard Fields - NIH/OLAO
• Extramural Rep.
• NBS Liaisons
• Patrick Williams - NIH/OD/NBS

9
Acceptance Teams

• Business areas represented
• Acquisition
• Supply
• DEAS representation is being solicited
• Responsibilities
• Assist with development validation of
• detailed design, as necessary
• Assist in development validation of test
• scenarios and data
• Run acceptance tests to ensure NBS
• performs as designed
• Report findings to Acceptance Board
• recommend System acceptance

• Job series/roles represented
• Administrative Officers
• Purchasing Agents
• Contract Specialists
• DELPRO Agents
• P-Card
• Property Custodians
• Budget Officers

• Property
• Finance

Deploy 8/05 - 1/06
Finalize design, development, testing 7/04 -
8/05
User Support 1/06 - 6/06
10
In the NBS

• All procurement activities begin with an
  iProcurement Requisition
• An NBS mechanism that
• Initiates
• BPA Calls
• Task/Delivery Orders for an Internal or External
  Contract
• Purchase Orders
• Contracts
• Orders for inventory goods
• Certifies and commits funds in real-time
• Serves as an electronic P-Card log
• Captures property OC information for DPPS
• Creates the initial property shell record
• Captures work order information
• Allows 3-way invoice matching for receiving

11
In the NBS

• All Purchase Orders, BPA Calls, Task
  Orders/Delivery Orders and
• contracts are created, reviewed, and
  approved in Prism
• The software application that Buyers and
  Contracting Officials will use for the
  acquisition and contract document creation
  processes.
• Prism
• Facilitates the creation of acquisition and
  contracts documents
• Links to the Oracle Financial System for receipt
  of requisitions and invoice payment information
• Certification/commitment and obligation of funds
  in real-time through interface with Oracle
  Financials
• Enables document routing for review and approval
• Contains links to DCIS/FPDS-ng, FedBizOps, and
  the latest FAR and HSSAR clauses

12
The NBS will not

• Replicate all of NIHs current business practices
• NBS uses Commercial Off the Shelf (COTS)
  software, which contains best practices
• For NIH to get the most benefit, the NBS project
  minimizes custom changes to the COTS
• NIH is changing some business processes to
  accommodate the COTS
• Automate all of NIHs business processes, e.g.,
• NBS does generate a solicitation for easy loading
  to FedBizOps
• NBS does not automatically email contractors
  about delinquent deliverables
• Eliminate the need for a skilled workforce
• NBS provides checks and balances and reports, but
  users must take responsibility for getting the
  desired output from the System
• Solid technical, policy, procedural, and
  analytical skills are needed
• Federal, HHS, and local policies must still be
  followed
• Data entry must be performed in a accurate and
  timely manner
• NBS data-entry and document flow processes look,
  feel, and sequence differently from the ADB and
  other current NIH legacy systems

13
NBS Acquisition Roles

• Requisitioner Enters initial
  internal/external purchase or contract
• information into NBS via an iProcurement
  Requisition
• Requisition Reviewer (optional) Reviews
  iProcurement Requisitions in NBS
• Requisition Approver Approves iProcurement
  Requisitions in NBS,
• committing NIH funds
• Buyer (Acquisitions) Turns iProcurement
  Requisitions into Prism Purchase
• Orders, BPA calls, or Task Order/Delivery
  Orders from Internal/External
• Contracts routes these documents for
  appropriate review/approval,
• obligating NIH funds
• Contract Specialist (Contracting) Turns
  iProcurement Requisitions into
• Prism Contracts routes these documents for
  appropriate review/approval,
• obligating NIH funds

14
NBS Acquisitions Workflow
Requestor
Create, Review, Approve P-Card, Internal Order
and IAG transactions
Obligation of Funds
Oracle
Initiates Action
Requisition Reviewer/Approver
Buyer Acquisitions
Requisitioner
Create, Review, Approve Purchase Orders
Enters Requisition
Approves Requisition
Obligation of Funds
Commitment of Funds
Prism
Oracle iProcurement
Oracle iProcurement
Contract SpecialistContracting
Create, Review, Approve Contracts
Obligation of Funds
Prism
15
NBIS nVision

• The NIH Business Intelligence System (NBIS)
• Provides a centralized, authoritative, and
  integrated repository for administrative data
  reporting (not transaction processing)
• Adopts COTS business intelligence products
• nVision
• NBIS module Supports reporting needs of NBS and
  other NIH Business areas.
• Currently provides reports for Travel
• Currently developing reporting capability for
  Supply Chain and Property functions
• Schedule linked to NBS Supply Chain and Property
  deployments of early FY 2006
• Management and Governance
• Managed by CIT
• Business Intelligence Advisory Committee (BIAC)
  and other groups provide user input but have no
  oversight role

16
External Factors

• NBS Merge with UFMS Accounting System
  Consolidation
• UFMS Plan All Agencies run accounting
  operations on single software configuration
  maintained by DHHS
• NIH transfers from NIH to DHHS software Study
  underway
• e-Travel Initiative
• DHHS selected Northrop Grumman Gov Trip
• NBS and DHHS/Northrop Grumman staff jointly
  exploring implementation strategy
• NIHs target implementation date June 2006 PSC
  goes first February 2005
• One Travel Management Center will be used
  DHHS-wide
• 3-month study underway to examine e-Travel/UFMS
  merge and timing implications
• DHHS Acquisition Integration Modernization
  (AIM)
• DHHS-wide workgroups standardizing elements of
  the procurement systems (consolidation not ruled
  out)
• DHHS will go with one configuration of Opdiv
  acquisition software, consisting of iProcurement
  and PRISM modules (NIH is compliant)
• Sunflower implementation scheduled for May 2005
  NIH not affected yet
• ARAC
• ARAC initiative and NBS deployment have been
  coordinated by senior management
• ARAC will be final before NBS deployment,
  enabling NBS to incorporate ARACs organizational
  structure