NIH Business System NBS Update: Preparing for NBS Tracks 3

1
NIH Business System (NBS) UpdatePreparing for
NBS Tracks 3 4

• Presented at the NIH Simplified Acquisition
  Symposium
• Thursday, April 27, 2006

2
Agenda

• Scope of NBS Tracks 3 4
• NBS Tracks 3 4 Timeline
• NIH Staff involved in NBS Tracks 3 4
• Major changes for NBS Tracks 3 4
• How to prepare for NBS Tracks 3 4
• How to stay informed about NBS Tracks 3 4

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Scope of NBS Tracks 3 4
Established in Track 1 and updated through all
Tracks
Track 2
Track 4
Track 4
Track 4
Track 5
Track 3
Financial Mgt.
Supply Mgt.
Travel Mgt.
Projects
Property Mgt.
Acquisition
Commercial Accounts

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

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

• Inventory Mgt.
• Self Service
• Stores
• RIMS

• ACS
• CAS

• ADB Travel

• PMIS

• SSFAS
• Central VRP

FY07
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
4
NBS Tracks 3 4 Timeline
6/06
4/06
8/06
12/06
10/06
2/07
4/07
6/07
8/07
7/06
5/06
9/06
1/07
11/06
3/07
5/07
7/07
10/07
9/07
Supply Replenishment
Data Collection S/R
Role Mapping S/R
Training
Register for Training
Go Live
Acquisitions Property
Data Collection A/P
Role Mapping A/P
Register for Training
Training
Go Live
Deployment Readiness (Role Mapping, Data
Conversion, Training, Hardware)
Post Go-Live Support
Communications Activities
5
NIH Staff involved in NBS Tracks 3 4
AO Advisors
CMT
Project Decisions
Process Owners
C M A C
N B S
Advocate
IC/ OD
Acceptance Teams
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Who are the Advocates?
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Who are the Business Process Owners?

• Business Owners Diane Frasier, NIH Head of the
  Contracting Activity and Kenneth Stith, NIH
  Deputy Chief Financial Officer
• Process Owners
• Acquisitions/Contracts Robert Best and Sherley
  Mizzell
• Purchase Cards Georgiann Wilson
• Blanket Purchase Agreement (BPA) Set Ups Cole
  Stathes
• Purchase Orders/BPA Calls/Task Delivery
  Orders/Requisitions Laurie Weker

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Major changes for NBS Tracks 3 4

• Mandatory electronic log for purchase card
  acquisitions.
• Mandatory requisitions for all other
  acquisitions.
• Capture of property information in requisitions.
• One NIH-wide acquisition document generating
  system for synopses, solicitations, awards, and
  close out.
• Limits on tolerances.
• Payments require receiving no more quick pay.
• No more ADB, including nodes and order types,
  e.g., repair, reprint, professional service
  orders
• No interfaces to legacy systems such as AMBIS and
  PERT.
• Enforcement of CCR requirements for vendors.

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How to prepare for NBS Tracks 3 4

• 1. Business Transformation Readiness
• 2. Data Readiness
• 3. Training Readiness
• 4. Hardware Readiness

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Business Transformation Readiness

• 1. NBS will orient the IC/OD Advocates to Role
  Mapping (RM) so that IC/OD Advocates will be
  prepared to facilitate the completion of role
  mapping tasks.
• 2. IC/OD Advocates will select local resources
  to serve as the IC/OD RM Team to assist with RM
  tasks and will email to the NBS the list of these
  resources.
• 3. NBS will conduct RM workshops in order to
  provide the RM team members with detailed
  information on NBS roles and the process for
  entering role mapping results in the NBS portal
  role mapping application.
• 4. The IC/OD Advocates will coordinate and
  monitor role mapping progress. The NBS will
  provide role mapping progress reports to assist
  with this function.
• 5. The IC/OD Advocates will confirm that staff
  have been informed of the pre-requisites and
  possess the appropriate knowledge and skills.

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Data Readiness

• 1. NBS will orient the IC/OD Advocates to Data
  Conversion (DC) so that the IC/OD Advocates will
  be prepared to facilitate DC tasks.
• 2. The IC/OD Advocates will select local
  resources to serve as the IC/OD DC Team to assist
  with DC tasks and will email to the NBS the list
  of these resources.
• 3. NBS will conduct DC workshops to walk the DC
  team through their assigned activities.
• 4. NBS will provide each IC/OD Advocate with a
  listing of the records requiring collection and
  the IC/OD Advocate will distribute the records to
  the appropriate DC team members.
• 5. The IC/OD Advocate will coordinate and
  monitor data collection and data validation
  progress.

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Training Readiness

• 1. NBS will orient the IC/OD Advocates to
  training registration and completion activities
  so that the IC/OD Advocates will be prepared to
  facilitate training tasks. Topics introduced at
  orientation Training Registration, Training
  Timeline, Training Policies, Training Courses and
  Post Training Assessments.
• 2. IC/OD Advocates will be given weekly reports
  on the registration status of their users and are
  expected to ensure that each role mapped user
  enrolls in their assigned training courses during
  the training registration timeframe.
• 3. IC/OD Advocates will verify that all role
  mapped users have accessed and completed the
  pre-training online in order to gain an
  understanding of the NBS and system navigation so
  they will be prepared to attend NBS training.
• 4. The IC/OD Advocate will monitor training
  completion progress for his/her IC/OD to ensure
  each role mapped user has completed required NBS
  training.
• 5. The IC/OD Advocate will verify each role
  mapped and trained user can demonstrate
  proficiency in the NBS.

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Hardware Readiness

• 1. IC/OD Advocates will select local resources to
  assist with hardware readiness tasks and email to
  the NBS the list of these resources.
• 2. NBS will conduct a workshop to orient
  hardware readiness resources to hardware
  readiness activities.
• 3. NBS will provide a list of role mapped users
  to the hardware team to ensure all NBS users will
  have the appropriate hardware and software
  necessary to perform their role functions at go
  live.
• 4. The hardware team will ensure that role
  mapped users have credentials to log in to the
  NBS MS Outlook Exchange email addresses to
  receive NBS communications, notifications and
  alerts a printer that is loaded in the Oracle
  database in order to print from the NBS
  appropriate backup measures in place to address
  downtime in the event of a computer failure.

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How to stay informed about NBS Tracks 3 4

• The Training Communications Community Portal
  Page (TCCP) is a one-stop resource for NBS Tracks
  3 4 activities.
• Log on to http//my.nih.gov
• Select "My Communities" at the top of the page
• Choose "Training and Communications" from the
  drop down menu.

TAKE THE TOUR VISIT OFTEN!
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Q A

• ANY
• QUESTIONS?