DFAS presentation template

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DCAS Phase 3B The Replacement of FRS
Michael Morthland DCAS Program Manager
DON Financial Management Conference, San
Diego February 1-3, 2005
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Introduction
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Introduction
What is the Financial Reporting System (FRS)?
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Introduction
Background

• FRS is the Navy legacy Financial Management
  Information Processing System which
• Classifies, Edits, Balances, and Validates all
  cash transactions
• Provides edit file update, general maintenance
  and error processing

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Introduction
HIGH COSTS
Under the current Financial Reporting System, old
technology has started to erode the overall
usefulness of the system.
POOR INTERNAL CONTROLS
LACK OF QUALITY
LABOR INTENSIVE
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Introduction
What is the Defense Cash Accountability System
(DCAS)?
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Introduction

• DCAS is the migration system in the BEA to be the
  single cash accountability system for DoD
• DCAS will meet the need to consolidate Finance
  Accounting information by
• collecting, reporting and distributing
  disbursements and collections through a single
  system.
• DCAS replaces several cash accountability and
  treasury reporting systems

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Justification
How will DCAS benefit the Department of the Navy?
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Justification

• DCAS will
• Reduce operating costs
• Strengthen internal controls
• Improve quality of products and services
• Consolidate and modernize systems

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Benefits

• Reduce operating costs
• Automates several manual processes
• Reduces rework

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Description of Changes

• Strengthen Internal Controls
• Improve transaction audit trails
• Provide linking of summary transactions to detail
  transactions paid by Cleveland/Kansas City
  networks (e.g., DD 1329/1400, DD 2657, SF
  1219/1220)
• Enhance balancing process
• Ensure separation of duties
• Additional Duties to Users
• RCA Reporting Center Administrator
• RCA Staff Reporting Center Administrator Staff
• SDA Source Data Administrator
• SDA Staff Source Data Administrator Staff

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Description of Changes

• Strengthen Internal Controls (contd)
• Enhance edits
• Augment correction of data at source
• Revalidate automatically when errors are
  corrected
• Provide visibility of files requiring user
  intervention

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Description of Changes

• Improve Quality of Products and Services
• Enhance or create usable products
• Eliminate unnecessary products
• Add flexibility for ad hoc queries
• Reduce problem transactions (e.g., Suspense,
  Undistributed, In-transit) by correcting at
  source
• Provide required visibility, standardized
  handling, and aging of problem transactions

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Description of Changes

• Improve Quality of Products and Services
  (continued)
• Streamline/re-engineer processes to reduce
  workarounds and rework
• Standardize edits between DCAS Phase 1 and DCAS
  Phase 2 so the transactions are only touched once
• Move towards providing customers with 1 (one)
  system for performing their cash accountability
  work

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Description of Changes

• Consolidate and Modernize Systems
• Provide flexibility
• Table driven where feasible
• Easy file handling for test and new production
  files
• Eliminate passing transactions back and forth
  between systems
• Provide complete and accurate documentation,
  including on-line help
• Capture, process, and track files automatically

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Description of Changes

• Consolidate and Modernize systems (continued)
• Provide infrastructure improvements
• Expanded user access
• Better performance
• Increased capacity for storage and archival
• Web-enabled facilities
• Supports the Business Enterprise Architecture
  (BEA)

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What is the DCAS Approach?
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Approach - Phased Functionality

• Phase 1 July 1999
• Electronic distribution of cross disbursement
  transactions
• MS III January 2000
• Phase 2 April 2003
• Treasury reporting - Cleveland network
• CERPS, UDL, DUNES, DIE, IFCDRS
• Phase 3 August 2005
• 3A Reconciliation - deferred by ABL May 2004
• 3B FRS replacement August 2005
• FRS CMET
• Phase 4 FY2006
• Treasury reporting - Indianapolis Network
• HQARS
• Phase 5 TBD
• Treasury reporting - Denver network
• MAFR, DCMS
• Miscellaneous Cash Systems Future
• TBO/TFO, SAMS, CRS, RECERT, IBOP, UTP, NPPI, DRO,
  DIT, FOS, SABRS EC, DFRRS, TSP, SORS, WYPC,
  Xdisp RECON, CHOOSE, WITS

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What is the DCAS 3B Approach?
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General Design Schematic
Cleveland/ Kansas City Expenditure Reporting Netwo
rk Users
Disbursing, Entitlement, Bill Settlement, and
Departmental Reporting Source Systems
Web CMET
DCAS Phase 3B
Intra-DoD Paying Network Users
Accounting Source Systems
Paying Network Users
Accounting Network Users
Other Users
Improved Distribution
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General Design Schematic

• DCAS Phase 3b users
• Paying Network users represent Navy and DFAS
  Cleveland disbursing and entitlement stations
• Intra-DoD Paying Network users represent DFAS
  Indianapolis, DFAS Denver, and DFAS Columbus
  Paying Networks disbursing and entitlement
  stations
• Accounting Network users represent Navy and DFAS
  Cleveland accounting stations
• Cleveland/Kansas City Expenditure Reporting
  Network users represent Cleveland Central
  Reporting Office and Cross-Disbursing branch, and
  Kansas City Fiscal Reporting Section
• Other users represent those needing view-only
  capabilities, such as auditors, headquarters
  oversight, Department of the Treasury, etc.

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What is the Timeline of DCAS 3B?
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Timeline

• Events
• Concept Elaboration Completed December 2003
• High Level Requirements
• Detailed Requirements Development Completed
  June 2004
• MOAs Drafts Completed January 2005
• Design/Development Complete by March 2005
• Testing Complete by June 2005
• SIT April 30, 2005
• SQT/SAT May 2005
• Compliance Testing
• FFMR June 2005
• Security June 2005
• Training Complete by June-July 2005
• Deployment August 1, 2005

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Timeline - Training

• DCAS PMO - Training
• Type of Training
• Classroom Training (Lecture and Demonstration)
• 4 Day Session
• Proposed Training Sites
• Cleveland
• Charleston
• San Diego
• Norfolk
• Pensacola
• Souda Bay

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Timeline - Training

• DCAS PMO Training (cont.d)
• Time Frames
• Train SAT Participants May 9-13, 2005
• Train population of proposed DCAS SDA users
  identified (currently 200) June-July 2005

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DCAS Other Initiatives
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Other Initiatives

• CMET
• TSO-PE assumed maintenance of the WEB CMET
  effective November 04
• Merge the FRS CMET into the WebCMET system
• DFAS Cleveland will continue to support the
  ancillary distribution until some future time TBD
• Supports the concept of the Global Edit Table
  (GET)
• Standard Edits in DCAS

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Other Initiatives

• Improved Distribution
• Ensure cash transaction detail gets distributed
  to the right field-level accounting installation
  and only to that accounting installation
• DCAS will be modified to have the capability to
  directly distribute cash transaction details to
  accounting stations
• DCAS will provide controls to support
  undistributed transactions
• Systems that today receive their cash
  transactions from the STARS-FL splitter will
  continue to receive exactly what they get today,
  but will receive it directly from DCAS instead of
  the STARS-FL splitter
• DCAS will implement positive controls in daily
  and monthly processing to guard against systemic
  errors in distribution

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Other Initiatives

• Improved Distribution (contd)
• DCAS will be enhanced to provide standard queries
  that will
• for a given cash transaction detail, identify the
  distribution products within which the subject
  transaction has been included to date
• for a user-selected pair of distribution
  products, differences in the set of cash
  transaction details included in those products
• for a given reporting month, transactions that
  were included in no distribution product
• for a given Treasury reporting month, a breakdown
  showing the distribution status of cumulative and
  current month for CL transactions reported to
  Treasury by the Cleveland center

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Conclusion
Discussion and Questions
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DFAS Your Financial Partner _at_ Work