HIGH INTENSITY DRUG TRAFFICKING AREA FINANCIAL MANAGEMENT DATABASE PROJECT

INTRODUCTION: HIDTA Overview  Congress established the High Intensity Drug Trafficking Area (HIDTA) Program to operate under the direction of the Office of National Drug Control Policy (ONDCP) by the Anti-Drug Abuse Act of 1988 (P. L , November 18, 1988) and the ONDCP Reauthorization Act of  Resources provided to the HIDTA Program have grown from $25 million in Fiscal Year 1990 to $206 million in FY  The FY 2001 HIDTA Program coordinated the efforts of a total of 941 local, 170 state and 35 Federal law enforcement agencies and 60 other agencies participating in 482 HIDTA-funded initiatives

INTRODUCTION: Project Background  The HIDTA Financial Management Database Project will give the HIDTA program a single national financial management system for all HIDTA locations.  Benefits include providing one set of financial records for all HIDTA participants, a standardized process for budget development and programming of funds, standardized reporting, ad-hoc reporting, and will provide better financial communication across the organization.

PROJECT ANALYSIS: The Problem…  Each HIDTA office develops and manages its own budget separate from the national financial records.  The records maintained by the national HIDTA program office frequently differ from the records tracked by each individual HIDTA office.  32 HIDTA offices has each have a financial manager who spends at least 8 hours per week fixing discrepancies between local and national numbers.

PROJECT ANALYSIS: The Objectives… 1.Reduce errors and improve the accuracy of HIDTA financial data. 2.Reduce the time and cost of reconciling HIDTA budgets by integrating all HIDTA financial records into one system. 3.Speed up the budgeting and reprogramming approval processes. 4.Improve financial reporting and managerial decision making capabilities.

PROJECT ANALYSIS: In Scope…  All end-user interaction via web based interface  Custom HIDTA input form  Custom HIDTA reports – specific to program  Digital approval process equal to current process  Web-based remote management of product  Budgeting Process  Automated management of Grants Administration

PROJECT ANALYSIS: Out of Scope…  Expenditure Tracking  Wide Area Network Design / Implementation  GroupWare

RETURN ON INVESTMENT: Expected Benefits

RISK MANAGEMENT: Risk Assessment…  Users might not buy into the system after rollout  System software could be dropped by vendor  System software might not work as advertised  Could be more expensive to manage than planned

RISK MANAGEMENT: Risk Control…  Training, support, and financial manager empowerment  Product is standards based and code is available  A third party could modify and/or support  Could contract with 3 rd party for less expensive support

PROJECT IMPLEMENTATION: Timeline and Work Breakdown Structures…  Estimated 127 working days to complete entire project.  Core team of 15 people – 13 HIDTA, 2 contractors  Design phase 60 working days to complete.  Development phase 44 working days to complete.  Implementation phase 23 working days to complete

Critical Path Gantt Chart

FINAL ANALYSIS: Methods of Evaluation…  Project completed on time and on budget.  Documented use by all financial analysts.  Budget reconciliation time eliminated.  Reduce reprogramming processing time from 3 days to 1  Reduce budget approval process from 5 months to 3

HIGH INTENSITY DRUG TRAFFICKING AREA FINANCIAL MANAGEMENT DATABASE PROJECT