1. Implementing GFEBS in Michigan
Michigan Department of Military and Veterans Affairs – State Operations

2. Mission, Vision & Values
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.

3. 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

4. COMBINATION STATE & FED
Classified State Employees
LOCATION
TOTAL
100% GF/GP
COMBINATION STATE & FED
Headquarters 53 16 37
Armory Maintenance 22
Youth Challenge 32
Camp Grayling 61
Fort Custer 21
AASF/USPFO/CSMS 11
Alpena CRTC 41
Battle Creek ANG 47
Selfridge ANG 17
Veterans Affairs Directorate 3
Veterans Trust Fund 5
Grand Rapids Home
410
Jacobetti Home
153
Total
876
835
Only 41 of 876 are fully funded with GF the others are 100% federal or a combination of funds 4

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

6. 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

7. Objective
Discuss the implementation of GFEBS in Michigan from a State’s perspective
Provide opportunity to discuss issues, concerns and best practices related to GFEBS

8. Briefing Outline GFEBS Implementation in Michigan Discussion
Purpose & Related Information
Implementation in Michigan
Roles & Responsibilities
USPFO Training
SF270 Processing
Discussion

9. GFEBS - Purpose
GFEBS is a commercial-off-the-shelf financial management system built by SAP to replace the Army’s legacy Standard Financial System (STANFINS) to serve as the Army’s 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

10. 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:

11. 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
It was all an unknown. Federal Program Managers along with USPFO Staff were attending training. Each time we were told,

12. 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
It was all an unknown. Federal Program Managers along with USPFO Staff were attending training. Each time we were told,

13. Implementation Lack of Available Training for State Employees
We didn’t know what we didn’t 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
It was all an unknown. Federal Program Managers along with USPFO Staff were attending training. Each time we were told,

14. Implementation
ADVANCES PAYMENTS
States with advances don’t 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
It was all an unknown. Federal Program Managers along with USPFO Staff were attending training. Each time we were told,

15. 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

16. 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

17. 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

18. SF270 Processing
Ability to process transaction didn’t 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…

19. 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)

20. How’s It Going?
Communication, Coordination & Cooperation (USPFO, PMs and SMD)
Continue to Strengthen Relationships
Revenue is starting to flow in on a regular basis

21. 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/reconciliations in GFEBS?
Training provided for new employees?