Forest Service Incident Business Solutions Team Incident Business Processes for 2006 and Beyond June 1, 2006

2 Incident Business Solutions Team – February 2006 Agenda Executive Summary – Long Term vision Incident Business in and 2007 Roll Out Plan 2006 Test and Pilot Timeline Logical Architecture Model

3 Incident Business Solutions Team – February 2006 Executive Summary Overview –The Incident Payment Center began migration to the ASC in February 2006 to streamline incident accruals, payments, and billings processes. –Centralized Business Operations relies upon data from a variety of manual and electronic sources. –The Incident Business Solutions Project has designed a business process that utilizes a number of automated systems in order to reduce duplication and data entry errors, and improve the timing and accuracy of incident accruals and payments. Impact on the field should be reduced once all systems are implemented.

4 Incident Business Solutions Team – February 2006 Executive Summary (con’t) Long Term Vision –Align People, Processes, and Technology by improving the management of information from end-to-end. –Improve internal controls and audit performance by improving acquisition processes, providing appropriate documentation for costs, and eliminating processing errors such as duplicate payments –Create an infrastructure to provide ongoing analysis, cost reviews, and process improvements. –Enable Business Operations to successfully support F&AM utilizing core financial data. –Reduce costs by utilizing fewer people to enter data and process accrual and payment data. –Utilize proven, existing technology to build an infrastructure that enables data exchange between disparate Fire & Aviation, Acquisition Management and Financial Management applications.

5 Incident Business Solutions Team – February 2006 Executive Summary (con’t) By 2007: –EERA and Aviation Contract data will be entered and managed in the EaTIS application –Data from EaTIS will populate ROSS, contracts and agreements module –The I-Suite database can be populated from ROSS –Aviation Business System (ABS) will be utilized to record flight use, provide daily accruals, and electronic invoicing to the ASC and aviation reporting. –I-Suite exports will provide accrual, and EERA payment data directly to the ASC; and Casual (AD) payment data to DOI- National Business Center Casual Pay System –FireCode  Job Code creation will be automated –ASC- Incident Payment Center workflow will be automated and data electronically transferred to FFIS for payment

6 Incident Business Solutions Team – February 2006 Executive Summary (con’t) Re-use of data throughout EaTIS (Contracts Database) ROSS ISuite or Web-122 IBDB at the ASC FFIS FAIRS Current State Future State ESB Current and Future State

7 Incident Business Solutions Team – February 2006 Incident Business in 2006 To assure adequate testing and field training, Incident Business systems will not be implemented nationwide until FY Incident Business Systems will be pilot tested during 2006 in Regions 1, 5 and 6 as outlined in the attached rollout plan. Manual processes for incident-related payments will be followed in non-pilot Regions. EERA and Casual Pay processing remains at Ogden Pay Center for All other payments (BPAs, aviation, showers, caterers, etc.) have migrated to the ASC. Cooperative Agreements payments and billings have migrated to the ASC. ASC will be soliciting point-of-contact information from Regions. Pay documents from Incident Management Teams will be directly submitted to the ASC.

8 Incident Business Solutions Team – February 2006 Incident Business in Summary Short term – 2006 Incident Season: Selected areas (Regions 1, 5, 6) will pilot the EaTIS application for “proof of concept” in 2006 to assure the system has been thoroughly tested and is ready for a 2007 National rollout. EERA data will be manually entered into ROSS pre-season. I-Suite users may import resource data from ROSS. I-Suite users will continue to generate daily accrual data, but can now be electronically transmitted to the I-Suite data repository. I-Suite users can electronically transmit Casual (AD) and EERA payment data to the I-Suite data repository. Flight data for Region 1, 5, & 6 aviation contracts will be recorded in ABS. Accruals, invoicing and reporting will be electronic. –The ASC-Incident Payment Center workflow will be automated.

9 Incident Business Solutions Team – February Pilot Test Plan EaTIS: Equipment and Training Inventory System –EaTIS – EERAs – released 2/21/06 –EaTIS – Aviation – Test in June; Release in June, 2006 ROSS & ISuite enhancements – April 2006 ABS: Aviation Business System (“Web-122”) – Test in June, Release for pilot test July, implement National 10/06 –Includes Disconnected Client & OAS 23’s FireCode > Job Code – test in May, implement in June IBDB: Incident Business Database –Pilot test in June with full functionality planned for 10/1/06.

10 Incident Business Solutions Team – February 2006 Logical Architecture Model

11 Incident Business Solutions Team – February – EaTIS - EERAs Regions 1, 5 and 6 and test BLM units will utilize EaTIS full functionality to issue EERAs for engines, tenders, buses. Includes: –Solicitation, Inspection, & Award Non-pilot units: – will award EERA’s implementing standard method of hire –Populate ROSS with EERA data ROSS –Units will manually populate ROSS, as in the past.

12 Incident Business Solutions Team – February – EaTIS – Aviation Contracts All Regions will record Aviation Contract data in EaTIS Full functionality of EaTIS for contract solicitation, inspection and award will not be utilized until As contracts expire, standardized contract provisions will be implemented..

13 Incident Business Solutions Team – February ABS – Aviation Business System contracts Aviation contracts in Regions 1, 5 and 6 and all Air Tankers will be tracked in the Aviation Business System (ABS). (contract list will be distributed) – Air resource manager enters flight data in ABS or Disconnect client –Daily accrual data flows to IBDB –COR and Vendor approves invoice summary electronically –Data transmitted to ASC for payment. –Daily costs posted on the web –Aviation contracts issued in non-pilot units will be tracked manually and required accrual information transmitted to the ASC daily.

14 Incident Business Solutions Team – February – ROSS AND ISUITE Additional contract data fields have been added to ROSS. All units will manually populate ROSS with EERA and Aviation contract data. ISuite data can be exported to the data warehouse ASC will obtain accrual data as well as EERA and Casual Payments from the data warehouse.

15 Incident Business Solutions Team – February – Changes for IMT’s for 2006 season Aviation Managers track pilot unit contracts in ABS. Accruals – FS will access accrual information from data repository. EERAs utilized on FS incidents –EERA packages that are payment ready can be sent from the incident to Pay Center in Ogden, UT. OF-288s Casual Hires – hired by the FS –OF-288 and supporting documentation can be sent from the incident to the Pay Center in Ogden, UT if return travel can be accurately estimated. ISuite data sent to the repository nightly if you have connectivity.

16 Incident Business Solutions Team – February 2006 FS Payment Contact Information EERA & Casual Hire Payments USDA Forest Service Incident Payment Center th Street, Room 1114 Ogden, UT EERA questions – Casual hire questions – FAX: Accruals, Contracts, BPAs & Coop Payments USDA Forest Service Albuquerque Service Center – Incident Business 101 B Sun Avenue NE Albuquerque, NM Phone: Fax: IMT – Emergency Contact – Tina Ledger Cell: