NCBC & FCCA Conference August 2016 Why JIFMS? Why Now? 2 What - PowerPoint PPT Presentation

NCBC & FCCA Conference August 2016

Why JIFMS? Why Now? 2

What is JIFMS?  Judiciary Integrated Financial Management System Background  Official financial and procurement system of record  Single, Judiciary-wide financial management system that supports all aspects of Vision the Judiciary financial community How is JIFMS Different?  Consolidates 95 separate financial reporting systems into 1 instance Single  Provides numerous benefits and supports Judiciary goals Instance  Enhanced, web-based version of Momentum (i.e. upgraded version of the FAS4T Modern product) with new features and functionality System 3

What's in it for the Judiciary? JIFMS will enhance internal controls and reduce the risk of liability Web-based system with Ability to attach Streamline transaction Ad-Hoc Reporting – single sign-on (JENIE) – documents – processing – Improve management Ease of access from Repository for financial Greater staff efficiencies and analysis tools anywhere documents Disbursements by U.S. Treasury and Electronic Ability to adopt current Streamline Audits Funds Transfer (EFT) – regulations Central disbursing 4

JIFMS Focus & Impact JIFMS Acquisition Accounting JIFMS unifies not only the courts, but also the entire Judiciary onto one Financial Management system Judiciary Reporting Leveraging automation when Data repository that is used for data • • appropriate pulls Strengthening security posturing Removes duplicative data entry • • Insight and visibility into multiple • types of data needed to make informed business decisions 5

JIFMS Operational Changes 6

JIFMS Interfaces System 7

Major changes have been made in several functional areas. The JIFMS Team will discuss the specific business process changes with court units and FPDOs at the Wave Kickoff Meetings. – Obligations and Accrued Expenditures – Disbursements – Treasury Off-set – Tax Reporting & Withholding – Other Financial Reporting – Vendor Management – Security Administration 8

Budget What has changed? • Creating budgets is no longer a manual process. This is handled using the automated Budget Budget Builder Interface (BBI). • BBI supports: o Supplementals o Returns o Withdrawals o Inter-fund and Inter-unit reprogrammings 9

Purchasing Cycle Solicitation Receipt Requisition Payment Award/Order 10

Business Process Changes SAM Vendors Publishing SAM vendors from the SAM Connector is a simple and fast process – Find the vendor in the SAM Connector, click View to open the • record, and then click Submit Search JIFMS using the vendor's DUNS number to verify the • vendor published successfully JIFMS automatically assigns a vendor code to the SAM vendor 11

Business Process Changes - Non-Sam Vendors AO Creation of Non- MANL/FPD Vendors SAM Vendors Court/FPDO MANL and FPD AO will contact enters the vendors will be the court/FPDO vendor data and available once if any additional submits the they are vendor applicable non- approved by the information is SAM vendor data AO needed to entry form in approve non- JIFMS, attaching SAM vendors the applicable documentation 12

Treasury Disbursing Cycle Disbursement Cycle Example: Monday: A GPC document is approved by the court for • payment. Tuesday: The approved payment document is selected for • disbursement and included in the disbursement file that is transmitted to Treasury. Wednesday: The payment will be deposited in the payee bank • account or the check will be mailed to the payee. 13

CCAM Disbursements in JIFMS Move all disbursing to Treasury disbursing. Eliminate the requirement to maintain check stock. Eliminate the District requirement to issue and mail checks. 14

Financial Reporting and Reports JIFMS Software Changes: Reports • o Enterprise Data Warehouse (EDW) – is a database used for reporting and data analysis. o Courts users will have access to the following:  JIFMS Financial Data Mart  Ad hoc functionality for data reporting and analysis  Ability to set up a variety of custom settings for each scheduled report such as recurrence, report parameters, and output formats  Run reports based on their security roles/permissions All reporting data can be saved in Excel, CSV or PDF format • 15

1099 Reporting • Once a Court has been in JIFMS for the entirety of a calendar year (CY) the AO will issued all 1099M forms. • The AO is finalizing the strategy and is evaluating current solutions for conversion years and will have a solution by the end of summer for 1099M and 1099INT • The AO will send the usual 1099 notifications and necessary steps to satisfactorily complete the 1099 process. 16

JIFMS Implementation 17

JIFMS Program Milestones Phases 1 and 2 of the JIFMS Program were successfully completed August 2013 July 2015 December 2017 TBD Phase 1 Phase 4 Phase 3 Phase 2 AO FAS 4 T Debt Judicial District Circuit Migration Management • Upgrade Core • Migrate Core Functionality • Migrate Core Functionality • Migrate CCAM to the Debt Functionality to to Momentum 7.0.2 for to Momentum 7.0.2 by Management Module in Momentum 7.0.2 for Circuit Users Judicial District JIFMS for District Court AO FAS 4 T Users Users

Phase 3 of JIFMS Implementation Core financial functionality migration of the 94 Judicial Districts to Momentum 7.0.2 will conclude December of 2017. 19

94 District Courts Live on JIFMS JIFMS Core Financials 20

Sample Implementation Timeline: Prod Sim Each Wave lasts about 4 months JIFMS ELMs Users JIFMS Teams are on-site during Production Simulation and Go Community Meetings Live Week 12 Week 1 Week 16 Week 13 Mock Kick-Off Go-Live Production Conversion Meeting Week Simulation Week 15 Weeks 8 Week 8 Conversion thru 13 Ready State Training Complete 21

JIFMS Knowledge Library (JKL) JIFMS launched the JKL web page April 18, 2016 as a single point of contact for the JIFMS Community. 22

The Future of JIFMS 23

Modification Requests Focused on hearing the voice of the customer System Modification and including customers in driving change Requests placed by customers into the MR Database Solicit continuous feedback Review of MR provided by SMEs Change Control Board process and quarterly review Verification of MR provided by SMEs 24

JIFMS Governance 25

JIFMS Roadmap CJA Legacy Data and Heat Data in EDW Legacy Environment ICE Version 10 Technical Refresh – begins July 1 IPP CCAM 2.0 JETS Implementation implementation at Planning 94 District District courts Jury Meetings courts live on complete Compensation JIFMS pilot court live 2017 2018 2019 2020 2016 2020 eVoucher to JIFMS Judiciary CCAM 2.0 integration Financial implementation complete Forum commences Upgrade to Pay.gov latest version of Momentum Interface JFinSys Momentum implementation System complete Optimization Automated Sessions Collection Register implementation complete 26

CCAM 2.0 is the debt management solution, and will be deployed in Phase 4. Mirrors legacy CCAM system • Design requirements are already known • Addresses security and technical obsolesce concerns Less change management Minimal training needed for court users • Can be delivered quickly and will save about $3 million/year • Eliminates need for parallel systems (FAS4T and JIFMS) to achieve savings • Can be delivered in a faster timeframe compared to building a new and more comprehensive Debt Management solution 27

QUESTIONS? Questions 28