Implementing GFEBS in Michigan

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Implementing GFEBS in Michigan

• Michigan Department of Military and Veterans
  Affairs State Operations

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Mission, Vision Values

• Mission
• Provide relevant and ready operational military
  forces, consistent with our values, in support of
  our state and nation.
• Provide support to military personnel, civilian
  employees, families, retirees, and veterans.

• Values
• Loyalty
• Duty
• Personal Courage
• Selfless Service
• Honor
• Integrity
• Respect
• Integrity First
• Service Before Self
• Excellence In All We Do

• Vision
• Acknowledged as a premier military and
  veterans organization meeting state and national
  requirements. Recognized as the destination of
  choice for full spectrum operations and
  four-season joint training.

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Military and Civilian Employees

• Military Personnel - 11,704
• Army Guard 8,976
• Full Time 1,215
• Air Guard 2728
• Full Time 803
• Total Full Time Personnel 2,018

• Civilian Personnel 1,231
• State Employees 876
• Federal Workforce 355

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Classified State Employees
LOCATION TOTAL 100 GF/GP COMBINATION STATE FED
Headquarters 53 16 37
Armory Maintenance 22 22 0
Youth Challenge 32 0 32
Camp Grayling 61 0 61
Fort Custer 21 0 21
AASF/USPFO/CSMS 11 0 11
Alpena CRTC 41 0 41
Battle Creek ANG 47 0 47
Selfridge ANG 17 0 17
Veterans Affairs Directorate 3 3 0
Veterans Trust Fund 5 0 5
Grand Rapids Home 410 0 410
Jacobetti Home 153 0 153
Total 876 41 835
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Army National Guard
CALUMET

• Two Army National Guard training sites
• 43 State-owned Armories
• 8976 Soldiers
• 6 Major Commands, 14 Battalions

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Michigan Air National Guard
Alpena CRTC

• 3 Bases
• Selfridge ANGB
• Battle Creek ANGB
• Alpena CRTC
• 2728 Airmen
• 3 Aircraft Types
• A-10
• C-21
• KC-135
• 1 Command Control Group

Selfridge ANGB
Battle Creek ANGB
Lansing Headquarters
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Objective

• Discuss the implementation of GFEBS in Michigan
  from a States perspective
• Provide opportunity to discuss issues, concerns
  and best practices related to GFEBS

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Briefing Outline

• GFEBS
• Purpose Related Information
• Implementation in Michigan
• Roles Responsibilities
• USPFO Training
• SF270 Processing
• Discussion

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GFEBS - Purpose

• GFEBS is a commercial-off-the-shelf financial
  management system built by SAP to replace the
  Armys legacy Standard Financial System
  (STANFINS) to serve as the Armys enterprise
  resource planning system.
• Will bring the Army in compliance with the CFO
  Act and the Federal Financial Management Act
• Replaces 80 of overlapping interface
  requirements and functionality.
• Replaces 75 Army systems/interfaces and 48 others

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GFEBS - Purpose (Cont.)

• Provides standardized and real-time financial
  asset, and accounting data and information
  integrates financial systems and functions
• Over 79,000 Army users Worldwide
• More than 200 locations
• A Million Transactions A Day
• Used by Active Army, USARNG and USAR
• Annual Budget 140 Billion
• GFEBS Training Provided for User Roles Within the
  System (Program Managers, Budget Analysts and
  Activity Directors)

Source www.gfebs.army.mil
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Implementation

• Training Online for Program Managers (PM) and
  Federal Personnel
• Planned to run both STANFINS and GFEBS because
  SMD received Advance Payments
• SMD decided to forgo advance payments
• Allowed to fully implement GFEBS

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Implementation

• There were many stops and starts before funding
  was in place
• PMs were told to load funds in both systems
• PMs had to move FY12 Funds to GFEBS

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Implementation

• Lack of Available Training for State Employees
• We didnt know what we didnt know (preparation
  difficult)
• Lack of Reimbursements
• No GFEBS account coding, No funds letters, No
  STANFINS
• Did not start receiving reimbursements until
  March 2012
• We made the decision to make the conversion and
  not Kick the can down the road

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Implementation

• ADVANCES PAYMENTS
• States with advances dont have to make the
  conversion until October 2012
• Mississippi is 1 of 5 test State for advance
  processing in GFEBS
• In Nebraska GFEBS is used for all transactions
  except for cooperative agreements
• Hampers management of MCA regarding advances and
  other payments to State Military Departments
• Cash Management and the Single Audit
• We made the decision to make the conversion and
  not Kick the Can down the road

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USPFO Training

• Routing Changes (Flow of Paper)
• Funds Commitment Sheets/Line of Acctg (LOA)
• State Certifying Official Block 13
• Federal Program Manager Responsibilities
• Grant Officer Representative
• Validates compliance with MCA
• USPFO Commercial Accounts
• Process SF270

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Roles Responsibilities

• USPFO-Michigan
• Comptroller Provided training, Set up accounts,
  Process vouchers
• GOR Track SF270, recently received access to
  GFEBS
• Federal Program Managers
• Provide to State the Funds commitment sheets
• Load accounts with Commitment Lines of Accounting
  (LOA)
• Approve SF270
• Must keep State up to date on changes to the
  funding levels and new lines of accounting

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Roles Responsibilities

• State Military Department
• Correctly bill SF270 with the new requirements
• What is reported on the Face of the SF270 changed
• Cage codes Running totals Match requirements
  and Program income Reported on SF270

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SF270 Processing

• Ability to process transaction didnt occur until
  February 2012
• February we submitted test SF270 to get a
  understanding of the flow and make sure it worked
• Established template for each funds commitment
  sheet
• The order of the Lines of Accounting (LOA) of the
  SF270 must match the order of the LOA on the
  Funds Commitment Sheet otherwise

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SF270 Processing

• Pen Ink Changes No Longer Allowed
• Slower reimbursements (Avg 23 days compared to 7)
• Bundled Payments
• Must track by Point Accounts
• All Expenditures for 1 appendix are reported
  together - An appendix may have 2 PMs, 2 FCS (5
  and 7)

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Hows It Going?

• Communication, Coordination Cooperation (USPFO,
  PMs and SMD)
• Continue to Strengthen Relationships
• Revenue is starting to flow in on a regular basis

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DISCUSSION
How did the Conversion to GFEBS work in your
State?

• States with Advances Have you found the
  solution to Advance Payments in GFEBS?
• GFEBS Year-End Close
• How to perform year-end close functions/reconcilia
  tions in GFEBS?
• Training provided for new employees?