FY13 FINANCIAL GUIDANCE CHANGES -FY13 Roll Over Schedule -FY13 Advance Guidance Changes -FY13 Financial Guidance Reminders

FOR OFFICIAL USE ONLY 2 Overview Context: effective communication of planned changes in the accounting structure and financial processes is a critical factor in achieving an unqualified audited financial statement. Purpose: to review the key system updates and major financial changes that will occur during the transition from FY12 to FY13. Outcome: the attendees will have a general understanding of the FY13 roll-over process and any major changes that will occur in the financial structure for FY13.

FOR OFFICIAL USE ONLY 3 FY12-13 Roll Over Schedule FOR OFFICIAL USE ONLY

Roll Schedule

FOR OFFICIAL USE ONLY 5 5 FY13 Critical Roll Dates  Dates are generally when the data is sent from the Source system STARS: Employing UIC/Distribution Codes are rolled in STARS based on a match of the job orders on LBRINFO and in FASTDATA. Dates highlighted in yellow are fixed/firmed dates and can not be moved.

FOR OFFICIAL USE ONLY 6 6 Roll Notes  STARS Roll: *: Civilian payroll job orders linked to STARS labor table entries. All direct CUIC (CMA) job orders *: All direct CUIC (NMRC) job orders Other: Special roll for BCN (NMRC) Special roll for RPN  FASTDATA Roll: Only CAD valid job orders will be permitted to flow to STARS. NO EXCEPTIONS!

FOR OFFICIAL USE ONLY 7 FY13 Advance Guidance Changes FOR OFFICIAL USE ONLY

8 8 CONUS/OCONUS SAGs  Issue: Certain Sub Activity Groups (SAG) are currently linked to more than one Program Element (PE) depending on whether the execution is at a CONUS or OCONUS location. This primarily affects BAG 1 and BAG 7 job orders. Currently our financial data must be mapped to see true execution and is only visible in SMART.  FY13 Plan: New SAGs will be established specifically for the OCONUS functions to permit visibility in both STARS and SMART. The UIC-18 table controls the CONUS/OCONUS designation for each UIC. Note: this designation is not always intuitive as some activities are considered CONUS for budget purposes.

FOR OFFICIAL USE ONLY 9 9 BAG 1 SAG Changes Note: highlighted cells are new.

FOR OFFICIAL USE ONLY 10 FOR OFFICIAL USE ONLY 10 BAG 7 SAGs Changes Note: highlighted cells are new.

FOR OFFICIAL USE ONLY 11 FOR OFFICIAL USE ONLY 11 BAG 7 SAGs Unchanged Note: highlighted cells are new.

FOR OFFICIAL USE ONLY 12 FOR OFFICIAL USE ONLY 12 SAG FQ Clean-up  Issue: TMA directed we close SAG T1 right at the start of FY12; due to the timing we changed existing BJONS to SAG FQ rather than closing the job orders. This resulted in multiple BJONs being in the CAD for the same general purpose.  FY13 Plan: The old BJONs are being closed effective 30 SEP 2012 and will be deleted from FASTDATA servers as part of the roll. CAI will update STARS and DCPS to use BJON 1H30 anywhere the closed job orders are recorded. Activities will need to manually make the update in SLDCADA.

FOR OFFICIAL USE ONLY 13 FOR OFFICIAL USE ONLY 13 SAG FQ Impact Note: orange denotes BJONs being closed.

FOR OFFICIAL USE ONLY 14 FOR OFFICIAL USE ONLY 14 MEPR 4 th DIGIT Change  Issue: The rules for assignment of the MEPR 4 th level digit are being changed effective 1 OCT 2012 to provide increased flexibility and standardization.  FY13 Basic Rules: For general use, letter A-L have been set-aside for activity use with letter A being the default. Letters M-Z have been reserved for BUMED designated programs and are hard-coded into the CAD. FY13 Plan: existing job orders citing I-Z in FASTDATA will be updated to cite A as part of the FASTDATA roll.

FOR OFFICIAL USE ONLY 15 FY13 Financial Guidance Reminders FOR OFFICIAL USE ONLY

16 FOR OFFICIAL USE ONLY 16 JON Management Policy  Problem: Once an invalid job order is used, the related transaction clean- up can require months of follow-up corrective action.  New Policy was effective 1 OCT 2010: Only valid job orders will be rolled in any system Valid: a BJON contained in the CAD. Valid: a Local Job Orders that can be matched to a CAD entry at the SAG/FSF/CAC/MEPR and Cost Type. Must align with a SCC of 9*. FASTDATA is the job order source control system. The FY13 CAD is the source control document. DMLSS Job Orders: Will be transmitted from FASTDATA after passing validation. Cannot be manually created in DMLSS.

FOR OFFICIAL USE ONLY 17 FOR OFFICIAL USE ONLY 17 Financial UIC Policy  Problem: Frequently encounter issues with activities having made UIC changes M84 knows nothing about. Consolidation of Employing UIC (EUIC) into a core UIC poses problems during future activity realignments. UIC changes affect DCPDS, DCPS, SLDCADA, and STARS  New Policy was effective 1 MAY 2010: Changes to the financial UIC structure and/or Employing UICs must be approved in advance by M84. The FY13 BUMED UIC-18 table is the source control document.

FOR OFFICIAL USE ONLY 18 FOR OFFICIAL USE ONLY 18 FORG Policy  Problem: Frequently encounter issues with activities requesting non- standard changes to their Financial Organization (FORG) structure (Site (CC)/OPTAR (SCC). Cannot support a unique financial structure at every activity.  Current Policy: FASTDATA will require BUMED activities to use the standard FORG structure for financial management. Site (CC) structure is standard based on activity type. Special Mission activities were provided some leeway in defining their initial FORG structure. M84 will only make changes to support new missions or programs. The FY13 FORG table is the source control document.

FOR OFFICIAL USE ONLY 19 FOR OFFICIAL USE ONLY 19 Standard Trading Partner  New standard document serial structure for NC 2275 and DD 448 documents was effective 1 OCT Designator for sourcing activity Examples: HN-Host Navy Base HM-Host Marine Base HX-Host Other NF-NAVFAC NV-NAVSUP NX-Any other supplier Affects document types: WR, PO, MP CAI established standard serial ranges for all FASTDATA activity sites for these document types. Activities not using FASTDATA must implement a manual process to enforce this methodology.

FOR OFFICIAL USE ONLY 20 References  BUMED M84 Portal Contains The Following Information: Cost Accounting Dictionary (CAD) Financial Organizational Structure (FORG) Unit Identification Table for Budget Submitting Office (BSO) 18 (UIC 18 Table) URL: User ID: bumedm84 (lower case) Password: bumedm84 (lower case)

FOR OFFICIAL USE ONLY 21 FOR OFFICIAL USE ONLY 21 Questions? POC: H. L. Hill, ext. 103