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ESC PRISM Briefing - Slide 1

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					    One DOT Integrated
   Procurement Solution:
“ESC PRISM” Project Update
      Briefing for the DOT CIO Council by

            Denise P. Wright
    Acting Senior Procurement Executive
                Larry Neff
       Deputy Chief Financial Officer
                 April 3, 2008

                                            Simplify your work
    Agenda
•   ESC: a designated Shared Service Provider (SSP)
•   DOT’s Business Transformation initiative
•   PRISM today at DOT
•   ESC PRISM – project scope and definition
•   Service Oriented Architecture (SOA)
•   GAO deployment strategy – Phases 1 and 2
•   ESC PRISM at DOT
    –   Meets DOT DP2 requirements
    –   Standard configuration and benefits

                               2              Simplify your work
  Enterprise Services Center (ESC)
Background
• 1 of 4 financial management Shared Service Providers
  (SSPs) designated by OMB in Feb. 2005
• ESC provides: (1) the Delphi financial system,
  (2) expert accounting services, (3) a large professionally-
  run data center & Help Desk
• 850 employees at FAA’s Mike Monroney Aeronautical
  Center in Oklahoma City
   – Mix of Federal employees & contractors
• Serves all DOT OAs plus external customers:
   – Delphi & accounting services for GAO, CFTC, IMLS & NEA
   – PCS moves for Dept. of Education


                                  3                  Simplify your work
Business Transformation
• Multi-year effort across DOT programs
  & organizations
• Streamline, standardize, consolidate
  & re-engineer business processes
• Better link costs to strategic goals
  & program performance metrics
• Plan for & implement new standardized
  business processes & data requirements
  from OMB & Treasury
• Plan for major Oracle system changes
• Have developed Workgroup structure
  & established governance/oversight

                      4            Simplify your work
Current PRISM Licenses & Use




                5         Simplify your work
ESC PRISM - Project Scope
1. Configure, develop, test & implement a
   standard PRISM system integrated with
   Delphi using Service Oriented Architecture
   (SOA) technology
  –   Based on documented DOT requirements (DP2)
  –   Implementing at GAO in 2 phases
2. OAs & M-60 conduct gap analysis
  –   Modify/test as needed
  –   Offer to the OAs as a service from ESC

 Joint effort by M-60, S-80, B-30 & ESC

                           6                   Simplify your work
What is SOA technology?
• Reduces business events to standard,
  reusable, decoupled processes
  – Commitments, obligations, etc.
  – Lower cost of developing & maintaining interfaces
• Best suited for event-driven, real-time
  integration between systems
• Web services already used for U.S. Bank
  (purchase credit card) and GovTrip (travel
  credit card) interfaces to Delphi
• Other candidates: grants, payroll, etc.

                         7               Simplify your work
Deployment Strategy at GAO

• Phase 1 of ESC PRISM – partial
  integration with Delphi implemented
  in September 2007 for GAO
• Phase 2 of ESC PRISM – full integration
  with Delphi

• Include ESC PRISM with scheduled
  Delphi releases

                     8            Simplify your work
Phase 1 in Production at GAO
Automated Processes
   1. Accounting string Lookup/Validation
   2. Synchronization of the supplier/vendor table
Manual Processes
   1. Validation of funds by Budget Offices
   2. GAO prints and mails Requisitions and Award
      documents to ESC for manual entry into Delphi

 Jeff Thomas of FHWA’s Acquisition Office
  helped GAO with business process mapping,
  changes & implementing best practices


                           9               Simplify your work
Phase 1 – System Flow
            V                                           V
            A                                           A
            L                                           L
            I                                           I
            D                                           D
            A   Account Lookup         Account Lookup   A
            T                                           T
            I                                           I
            O                                           O
            N                                           N
            S                                           S




   Delphi                        SOA                        PRISM
                  Vendors                  Vendors
            T                                           T
            R                                           R
            A                                           A
            N                                           N
            S     Vendor Sites         Vendor Sites     S
            A                                           A
            C                                           C
            T                                           T
            I                                           I
            O                                           O
            N                                           N
            S                                           S




                                  10                        Simplify your work
    Phase 2 – Testing Underway
Automated Processes –
ESC PRISM fully integrated with Delphi
    1.   Accounting string Lookup/Validation
    2.   Synchronization of the vendor/supplier table
    3.   Real-time funds validation
    4.   Requisitions in PRISM automatically flow to Delphi
    5.   Award documents generated in PRISM automatically
         flow to Delphi
Manual Processes – None
•   ESC is currently completing system testing
    for Phase 2

                               11                Simplify your work
Phase 2 – System Flow
          V                                            V
          A   Funds Checker           Funds Checker    A
          L                                            L
          I                                            I
          D                                            D
          A   Account Lookup          Account Lookup   A
          T                                            T
          I                                            I
          O                                            O
          N      Lookups                 Lookups       N
          S                                            S




 Delphi                         SOA                           PRISM
                Vendors                   Vendors

          T                                            T
          R     Vendor Sites          Vendor Sites     R
          A                                            A
          N                                            N
          S                                            S
          A                                            A
          C                                            C
          T                                            T
          I                                            I
          O      Requisitions         Requisitions     O
          N                                            N
          S                                            S


                  Awards                Awards




                                 12                        Simplify your work
Standard Configuration

• PRISM modules: Base, APP and Receiving
• Standard PRISM functionality
  – No customizations/changes to COTS software
• Standard functional setup at the global level
• Business flows as shown on Phase 2 chart
• MarkView (invoice imaging & workflow
  system) will be used for 2-way matching
• PRISM Acceptance module can be used for
  3-way matched invoices to enter receipts

                        13             Simplify your work
 System Architecture


          Delphi                                    ESC PRISM


Set-of-     Set-of-      Set-of-            Site         Site         Site
 Books       Books        Books


      Global Set-Up                            Agency Set-Up
Single Production Instance               Single Production Instance

 Each Delphi Set-of-Books will be connected to that OA’s PRISM Site

                                                            Simplify your work
 ESC PRISM meets DP2 Requirements

• Departmental Procurement Platform
  (DP2) Draft RFP, dated June 2006:
  – ESC PRISM meets 16 out of 16 requirements


• Delphi Integration Requirements, dated
  June 2006:
  – ESC PRISM meets 14 out of 14 requirements



                       15           Simplify your work
Benefits of ESC PRISM for DOT
• Automatically enter commitments into
  Delphi
  – Improve value of Status of Funds report for
    program managers
  – Enable them to eliminate “Cuff Record” systems
• Eliminate manual funds checking
• Eliminate redundant manual entry of
  obligations into Delphi
  – Significantly reduce cost of accounting services
  – Eliminate need to reconcile PRISM & Delphi
• Synchronize/share PRISM vendor/Delphi
  supplier table

                           16               Simplify your work
Benefits of ESC PRISM for DOT

• Accommodate FAR and FAA’s AMS policies
• Replace multiple stand-alone PRISM systems
  with a standardized, integrated, consolidated
  procurement solution
  – Reduce system hosting, operation & support costs
  – Reduce annual software maintenance costs
  – Relieve OAs of the burdens of Exhibits 300,
    Certification & Accreditation (C&A), Disaster
    Recovery, etc., for PRISM



                          17              Simplify your work
Challenges and next steps
• Document “To-be” business process flows
  and work with OAs to conduct gap analysis
• Coordinate the Integrated Procurement
  Solution Workgroup with the Financial
  Management Business Council (FMBC)
• Establish governance structure
  –   Include procurement & finance
  –   Set up Change Control Board (CCB) process
  –   Select pilots & further implementation sequence
  –   Develop Service Level Agreement (SLA)
  –   Select method for allocating O&M costs

                            18              Simplify your work
Questions?

   Denise P. Wright
   Acting Senior Procurement Executive
   (202) 366-4263
   Denise_P._Wright@dot.gov



   Larry Neff
   Deputy Chief Financial Officer
   (202) 366-2335
   Larry.Neff@dot.gov



                         19         Simplify your work

				
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