1 Accounts Payable, Accounts Receivable and Fund Balance with Treasury Weekly Status Review September 30, 2008 National Aeronautics and Space Administration

2 All times Central Status of Critical Contact Center Systems Telephone System is operational Called NSSC123, listen to recording and menu and connect to an agent. Daily at 7:00 a.m. Remedy Help Desk is operational Logged in and checked the Console, Flashboards and Bulletin Board. Daily at 7:00 a.m. Centergy Server is upChecked Quickcom and the Reader Board.Daily at 7:00 a.m. Centergy Manager is operationalLogged in.Daily at 7:00 a.m. Voic – After Hours Messages – cleared Checked voice message light to confirm messages have been read and deleted. Daily at 7:00 a.m. Emergency After Hours Requests entered into Remedy Checked Remedy to confirm any after hours inquiries have been input. Daily at 7:00 a.m. After Hours Telephone messaging system is operational Called NSSC123 after hours recording. Verify option 1 rolls to voice mail and option 2 rolls to after hours on-call Manager. Daily at 7:00 p.m. Quality and Accuracy of InformationRandomly selected live calls and responses reviewed.Daily Time to AnswerReviewed time to answer Centergy and Report.Daily

3 Customer Contact Center Metrics Calls by Inquiry

4 Customer Contact Center Metrics Aging Help Desk Tickets

5 Status of Critical IT Systems SYSTEMSTATUSDOWNTIMEUPTIMECOMMENTS AWMSGREEN IAWGREEN ACaRTGREEN KOFAX-IRGREEN PCCGREEN PAY.GOVGREEN CIDTGREEN REMEDYGREEN SAPGREEN S-FTPGREEN TechDocGREEN

6 Workload - AP Document Imaging Volumes (All Input Sources - Mail, Fax, , FTP)

7 Workload - AP Document Imaging Volumes (All Input Sources - Mail, Fax, , FTP)

8 Note: Data includes interest payments paid via FI Invoice. Performance Metrics for Key Indicators as of September 26, 2008

9 Wave 3 Transition Metrics as of September 26, 2008

10 Wave 4 Transition Metrics as of September 26, 2008

11 Note: Data includes interest payments paid via FI Invoice. Interest Performance Metrics September 26, 2008

12 ARC Interest Breakdown as of September 26, 2008

13 DFRC Interest Breakdown as of September 26, 2008

14 GRC Interest Breakdown as of September 26, 2008

15 GSFC Interest Breakdown-Cont. as of September 26, 2008

16 GSFC Interest Breakdown as of September 26, 2008

17 GSFC Interest Breakdown-Cont. as of September 26, 2008

18 JSC Interest Breakdown as of September 26, 2008

19 JSC Interest Breakdown –Cont. as of September 26, 2008

20 KSC Interest Breakdown as of September 26, 2008

21 LaRC Interest Breakdown as of September 26, 2008

22 MSFC Interest Breakdown as of September 26, 2008

23 MSFC Interest Breakdown (Cont.) as of September 26, 2008

24 HQ\NMO Interest Breakdown as of September 26, 2008

25 NSSC Interest Breakdown as of September 26, 2008

26 SSC Interest Breakdown as of September 26, 2008

27 Discounts Performance Metrics as of September 26, 2008

28 Lost Discounts Performance Metrics as of September 26, 2008

29 Transition Status of FI Invoices as of September 26, 2008

30 Current Status of Invoices as of September 26, 2008

31 Look Ahead September 29 - October 6, 2008

32 Wave 4 Pre-Transition Summary as of July 29, 2008

33 Wave 4 Pre-Transition Status as of September 26, 2008

34 GSFC Pre-Transition Potential Issues

35 GSFC Pre-Transition Potential Issues Continued

36 HQ Pre-Transition Potential Issues

37 Outstanding IssuesCenterPOCOpen Req. Due Date Complete AWMS Enhancements Currently identified 54 Center & NSSC enhancements Ongoing effort to prioritize enhancements during week of June 30 th After prioritization the NSSC will identify the level of effort required to implement the changes Schedule implementation Centers/ NSSC Henry Daniels 6/13/08 6/16/08 7/29/08 9/19/08 6/27/08 7/11/08 8/08/08 6/24/2008 7/11/08 8/08/08 SR # Discrepancy with the GenPRT3 Report Status: In Process SSC Henry Daniels 4/2/084/04/08 SR# – Request for Refund Process to be Updated in EPSS Status: Pending Agency BPS Approval JSC/ARCHenry Daniels 6/17/086/28/08 Accounts Payable Outstanding Issues

38 Outstanding IssuesCenterPOCOpen Req. Due Date Complete Transition to require Vendors to use the Central Contract Registration (CCR) for updated banking/payment information. All Henry Daniels 6/26/083/31/09 SR# – Request for additional field in SAP for Lost Discount Reason Code Status: HOLD All Henry Daniels 9/10/0810/10/08 SR# REQUEST SQ01 QUERY REPORT TO SHOW THE PAYMENT TERMS FOR EACH CONTRACT Status: Hold AllHenry Daniels 9/16/0810/20/08 Accounts Payable Outstanding Issues

39 Outstanding IssuesCenterPOCOpen Req. Due Date Complete SR# – Update Dunning Letters in SAP Status: Assigned Release Date 12/11/08 All Henry Daniels 7/28/088/15/08 SR# – Verify Correct Access to Customer Master file for AR Service Providers Status: Impact Assessment AllHenry Daniels 8/5/088/28/08 Accounts Receivable Outstanding Issues

40 Outstanding IssuesCenterPOCOpenDueComplete Create a process to ensure timely payment of all utility bills. All Henry Daniels 7/07/089/8/08 SR # – Change Grants/HHS Process Originally submitted by GSFC Status: Needs work verification. Release date: 9/30/2008 All Henry Daniels 12/14/051/9/08 SR # – Review of Interface which brings across Treasury confirmation document during processing of payment proposals. Originally submitted by Travel Status: Approved AllHenry Daniels 11/6/0611/26/06 Other Outstanding Issues

41 Outstanding IssuesCenterPOCOpenDueComplete SR # – Travel Payment Files to AFC. Originally submitted by NSSC Travel Status: Letters attached to change bulk file processing for ARC, DFRC & GRC. Release date 10/08/08 All Henry Daniels 4/18/075/11/06 SR # – 1099 Interest Program – Compliance with FMR. Originally submitted by GRC. Status: Pending Impact Assessment AllHenry Daniels 9/19/079/28/07 Other Outstanding Issues

42 Days Aged Number$ In ThousandsExplanation IPACs Pending Center action - IPAC rejections Pending Center correction – wrong account # RFC Payments DIT Deposits Advance – Center to post Pending PCC correction NSSC AR working with Center to correct (collection from Grantee) Pending PCC correction; Belongs to DFRC Advance Center to post Pending account correction by Center ARC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

43 Daily Reconciliation Status DFRC FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation IPACs Pending cost action from Center Pending Center receipt of goods Pending cost action from Center FedMil – pending NSSC processing FI pending Center processing Posting error pending Center correction FI to be processed by Center FedMil pending Center processing Posting error pending Center correction GSA pending Center processing FI pending Center processing IPAC rejection pending Center correction FI pending Center processing

44 Days Aged Number$ In ThousandsExplanation RFC Payments DIT Deposits Pay.gov transaction – pending posting Posting error pending Center correction DFRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

45 Days Aged Number$ In ThousandsExplanation IPACs Pending NSSC AR action Personal property; pending GRC processing Pending center cost action Personal property; pending GRC processing RFC Payments Deposits Pay.gov Pending NSSC AR processing Pay.gov GRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

46 Daily Reconciliation Status GSFC FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation IPACs Rejected 9/29/08 Pending cost; 103/105 issue Pending cost Partially posted IPAC needed additional cost Received backup documentation on 9/29/08 Pending Funding: GSFC researching Pending Funding; GSFC researching RFC Payments DIT Reclearing of FY 2005 reversal by GSFC Deposits $81K cleared on 9/29/08 Manual deposit; NSSC AR to process NSSC AR working Pay.gov NSSC to process Credit Deposit offset to August NMO deposit; PCC switch to clear

47 Daily Reconciliation Status HQ FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation IPACs Pending additional funding at the center FBI Pending supporting documentation at the center (2) Pending funding at the center (1) Pending supporting documentation Pending cost action at the center (1) Pending cost action at the center (1) Pending supporting documentation Pending funding at the center Pending NSSC AR processing (1) FBI (1) NSSC over posting (2) FBI (1) Pending supporting documentation Rejected belongs to JSC FBI Payroll; Dept of Interior Pending additional funding at the center Pending supporting documentation at the center Pending NSSC AR Processing Pending supporting documentation at the center Pending additional funding at the center FBI Pending supporting documentation at the center Payroll; Dept of Interior (6) FBI (1) Pending supporting documentation (1) Pending funding FBI (2) Pending NSSC AR Processing (1) Pending valid PO # Pending supporting documentation at the center Pending NSSC AR Processing

48 Daily Reconciliation Status HQ FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation RFC Payments Deposits Pending NSSC AR processing Refund; pending approval Advance; pending center processing Pay.gov requested transfer

49 Days Aged Number$ In ThousandsExplanation IPACs Pending documentation Pending Center Cost action To be processed by NSSC AP (1) Pending Center Cost action (1) To be processed by NSSC AP GPO – Pending documentation (1)Center to post (1) Pending Center Cost action GPO – Pending documentation Pending Center Cost action (6) GPO - Pending documentation (3) Pending Center Cost action GPO - Pending documentation To be processed by NSSC AP Pending Center Funding action To be processed by NSSC AP (1) GPO – Pending documentation (1) Pending Center Funding action Pending documentation Pending Center Cost action GPO – Pending documentation Pending Center Cost action GPO - Pending documentation Pending Center Cost action To be processed by NSSC AP Pending Center Cost action IPAC waiting on credit JSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

50 Daily Reconciliation Status JSC FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation RFC Payments Cancellation Deposits To be processed by NSSC AR Advance; Center to post To be processed by NSSC AR (1) Erroneous payment to be refunded out of suspense (1) NSSC to correct duplicate posting

51 Days Aged Number$ In ThousandsExplanation IPACs ,525 GSA - Personal Property – pending Center processing Cleared in SAP on 9/29/2008 RFC Payments NO VARIANCE Deposits 11.04Other Receivable; Center to post KSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

52 Days Aged Number$ In ThousandsExplanation IPACs Pending Center Funding action To be processed by NSSC AR Fedlink – Pending documentation Fedmil – pending credit GPO – NSSC AP researching GPO needs approval from Center Need to reject wrong item purchased Pending approval from Center Fedmil – pending credit RFC Payments ,551 1 DIT Cancellation Deposits To be processed by NSSC AR LaRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

53 Daily Reconciliation Status MSFC FBWT/FMS 224 Reconciliation Aging Days Aged Number $ In Thousands Explanation IPACs Pending MSFC processing; cleared 9/29 RFC Payments Cancelled check Deposits Pending NSSC AR processing

54 Daily Reconciliation Status NMO FBWT/FMS 224 Reconciliation Aging Days Aged Number $ In Thousands Explanation IPACs Center to post to Misc. Receipts NMO’s 2007 CAAS to MSFC to be posted by center Refund; Center to post to Miscellaneous Receipts RFC Payments No Variance Deposits

55 Days Aged Number$ In ThousandsExplanation IPACs Center cost all but.85, SR RFC Payments DIT Deposits 1.16Advance center to post SSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

56 CenterBlank ALCBlank Functional Area Blank Business Area Blank Commitment Item ARCNo Variance DFRCNo Variance GRCNo Variance GSFCNo Variance HQNo Variance JSCNo Variance KSCNo Variance LaRCNo Variance NMONo Variance MSFCNo Variance SSCNo Variance FBWT Continuous Monitoring Program Activities Daily Reconciliation Status

57 Outstanding IssuesCenterPOCOpenDueComplete Fund Balance with Treasury Outstanding Issues

58 Outstanding Issues Aging Report

59 Internal Controls Accounts Payable RecommendationProposed ResolutionStatus The NSSC should designate an individual within the Center's Accounts Payable or Procurement department to update the NSSC Vendor Invoice Processor of changes regarding Center's authority listing. In addition, a back-up designee should be assigned for each Center. The NSSC AP will obtain invoice approval lists from Center Procurement and Finance and implement a process to receive the POC list for Contract Assignments from Center Procurement. Procedure will require regular updates from and follow-ups to Procurement and Finance to ensure both lists are kept up to date. Closed Status of resolution – NSSC Transitioning Process Design Assessment

60 Accounts Payable RecommendationProposed ResolutionStatus The NSSC Vendor Payment Processor should validate that services have been rendered and the IPAC was approved by the applicable CO or COTR before posting to SAP. The NSSC sees the process differently. At the time the IPAC is received by NASA the U. S. Treasury has already reduced NASA's funding by the amount of the IPAC transactions so there is little need to hold these transactions out of the accounting system pending some additional approval. Posting the valid and complete transactions upon receipt actually allows NASA records to remain in balance with U. S. Treasury records. Currently the NSSC performs the following IPAC validations based on downloaded information from GOALS: Purchase Order Number, Obligation Amount in SAP, Type Payment, Originating ALC, Customer ALC, Document Reference Number, Dollar Amount, Accomplish Date. After validation, the IPAC is posted to SAP. For Goods Receipt related IPACs the NSSC also checks SAP to ensure the goods receipt transaction has been processed in SAP. For services related IPAC the NSSC posts the IPAC transactions upon receipt/validation and then notifies the responsible activity of the posting and asks for confirmation/approval of services claimed on invoice/IPAC. If the responsible activity disapproves the posting the NSSC will work with the charging entity to reverse the IPAC or take other required action. The NSSC recognizes that not all NASA Centers are using an approval prior to posting process for IPAC. Therefore the NSSC will develop a standard IPAC posting procedure and coordinate it with the OCFO to standardize the process across NASA. Closed Internal Controls Status of resolution – NSSC Transitioning Process Design Assessment

61 Audit Activity

62 Action Items

63 Status of Action Items NSSC Action ItemPOC StatusDate

64 Accounts Receivable Data Clean-Up Completed DRYDEN FLIGHT RESEARCH CENTER MARSHALL SPACE FLIGHT CENTER STENNIS SPACE CENTER KENNEDY SPACE CENTER GLENN RESEARCH CENTER LANGLEY RESEARCH CENTER JOHNSON SPACE FLIGHT CENTER

65 Accounts Receivable Data Clean-Up On-going AMES RESEARCH CENTER GODDARD SPACE FLIGHT CENTER HEADQUARTERS NASA MANAGEMENT OFFICE

66 DateEventLocationPOC October 08 Wave II FI Invoice Transition (ARC, GRC, KSC, and LaRC) NSSC November 08 Wave III FI Invoice Transition (GSFC, HQ, NMO, and JSC) NSSC January 2009Grants TransitionNSSC Upcoming E vents

67 OCFO Core Transition Team Members Wave 1 Center CFOs, DCFOs Wave 2 Center CFOs, DCFOs Wave 3 Center CFOs, DCFOs Wave 4 Center CFOs, DCFOs Wave 4 Center On-Site Representatives NSSC Feedback

68 ARC Potential Issues

69 DFRC Potential Issues

70 GRC Potential Issues

71 GSFC Potential Issues

72 GSFC Potential Issues Continued

73 GSFC Potential Issues Continued

74 GSFC Potential Issues Continued

75 GSFC Potential Issues Continued

76 HQ Potential Issues

77 JSC Potential Issues

78 KSC Potential Issues

79 LaRC Potential Issues

80 MSFC Potential Issues

81 SignOffPage