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

2 Agenda Slide Status of Critical Contact Center Systems Customer Contact Center Metrics Status of Critical IT Systems Invoice Workload - Daily Document Imaging Volumes AP Daily Performance Metrics AP-AR Outstanding Issues FbwT Daily Reconciliation Status FBwT Outstanding Issues FBwT Outstanding Issues Trend Chart Internal Controls Audit Activity Weekly-Status of ORR Action Items - NSSC Weekly-Status of ORR Action Items - Dryden, Marshall, SSC Weekly-Upcoming Events Feedback

3 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

4 Customer Contact Center Metrics Calls by Inquiry

5 Customer Contact Center Metrics Aging Help Desk Tickets

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

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

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

9 Note: Data includes interest payments paid via FI Invoice. Performance Metrics for Key Indicators as of October 23, 2008

10 Interest Performance Metrics as of October 23, 2008

11 ARC Interest Breakdown as of October 23, 2008

12 DFRC Interest Breakdown as of October 23, 2008

13 GRC Interest Breakdown as of October 23, 2008

14 GSFC Interest Breakdown as of October 23, 2008

15 GSFC Interest Breakdown as of October 23, Continued

16 HQ Interest Breakdown as of October 23, 2008

17 JSC Interest Breakdown as of October 23, 2008

18 JSC Interest Breakdown as of October 23, Continued

19 KSC Interest Breakdown as of October 23, 2008

20 LaRC Interest Breakdown as of October 23, 2008

21 MSFC Interest Breakdown as of October 23, 2008

22 MSFC Interest Breakdown as of October 23, Continued

23 NSSC Interest Breakdown as of October 23, 2008

24 SSC Interest Breakdown as of October 23, 2008

25 Discounts Performance Metrics as of October 23, 2008

26 Transition Status of FI Invoices as of October 23, 2008

27 Aged AWMS Invoice Approvals

28 Aged AWMS Cost Requests

29 Aged AWMS Funding Requests

30 Aged AWMS Goods Receipt Approvals

31 Current Status of Invoices as of October 23, 2008

32 Look Ahead October 24 - October 30, 2008

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

34 Wave 4 Pre-Transition Status as of October 23, 2008

35 HQ Pre-Transition Potential Issues

36 GSFC Pre-Transition Potential Issues

37 GSFC Pre-Transition Potential Issues Continued

38 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

39 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: Pending ERB Analysis All Henry Daniels 9/10/0810/10/08 SR# Request SQ01 Query Report To Show The Payment Terms For Each Contract Status: HOLD All Henry Daniels 9/16/0810/20/08 SR# – Request for customized SAP workflow report Status: Awaiting approval from the Center Business Process Lead AllHenry Daniels 10/14/0810/31/08 Accounts Payable Outstanding Issues

40 Outstanding IssuesCenterPOCOpen Req. Due Date Complete SR# – Update Dunning Letters in SAP Status: In Process – Assigned Release Date 12/11/2008 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

41 Outstanding IssuesCenterPOCOpenDueComplete Create a process to ensure timely payment of all utility bills. All Henry Daniels 7/07/089/8/08 SR # – Review of Interface which brings across Treasury confirmation document during processing of payment proposals. Originally submitted by Travel Status: In Process All Henry Daniels 11/6/0611/26/06 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 cost action, approval and NSSC posting GSA, A/R pending NSSC posting Pending cost action by Center A/R pending NSSC posting Pending cost action by Center 3-pending cost action by Center, 3- pending backup form Center Corrections pending Center processing Error in account posting Center to process correction RFC Payments Cancelled check Deposits Advance pending Center processing Pay.gov items pending Center posting Rejection, NSSC to process Error in account posting Center to process correction 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 Center cost action Fed/Mil pending NSSC processing upon receipt of goods Pending Center cost action Reversals pending Center corrections Cross between two accounts, pending Center correction Pending Center cost action Reversals pending Center corrections Pending Center cost action Reversals pending Center corrections Pending Center cost action Reversals pending Center corrections 1-FI pending Center processing, 1-overposting pending Center correction FI pending Center processing 1-FI pending Center processing, 1-posting error pending Center correction Posting errors pending Center correction GSA pending Center processing FI pending Center processing Posting error pending Center correction Rejection pending Center processing FI pending Center processing

44 Days Aged Number$ In ThousandsExplanation RFC Payments DIT Deposits Pending Center posting Reversal of prior posting pending Center correction Pending Center posting (originally went to incorrect center) DFRC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

45 Days Aged Number$ In ThousandsExplanation IPACs DOJ legal issue NSSC AR Pending center cost action RFC Payments Manual payment; Non NASA Award Deposits Pending NSSC AR Processing 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 Pending Cost GPO Pending Cost and funding, DFAS TRAC IPAC, NSSC AR to process Pending Funding; GSFC researching RFC Payments SPS schedule –Pending Vendor correction SPS Payment from FY2006 re-entered by GSFC in September 2008 Travel Payments re-entered by NSSC, need to reverse Re-clearing of LOC/HHS by GSFC Re-clearing of FY 2005 reversal by GSFC Deposits Advance Center to post SEWP Advance; Center to post Advance Center to post; BaySys Technologies Advance Center to post; Boeing

47 Daily Reconciliation Status HQ FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation IPACs (1) Advance; center to post (1) pending supporting documentation (1) pending NSSC AP processing Pending center processing Pending NSSC AP processing GSA Pending center funding action Debt collection; pending NSSC AR processing Pending center processing Working with HQ to resolve Pending center funding Working with HQ to resolve Pending supporting documentation Working with HQ to resolve Fed Debt overstated pending NSSC AR processing Pending supporting documentation Working with HQ to resolve Pending supporting documentation Working with HQ to resolve Pending supporting documentation Working with HQ to resolve Payroll; working with HQ to resolve

48 Daily Reconciliation Status HQ FBWT/FMS 224 Reconciliation Aging Days Aged Number$ In ThousandsExplanation RFC Payments Manual payments Deposits Pending NSSC AR processing

49 Days Aged Number$ In ThousandsExplanation IPACs Pending Center Cost action Pending Center Cost Action Pending Center Funding Action Pending NSSC processing (1)Pending Center Cost action (1) Pending NSSC processing (2) Working w/Center on PO issues Pending Center processing (2) Center to correct posting (2) Pending Center Cost action Pending NSSC processing Working w/Center on PO issues Pending Center Cost and Funding Action Working w/Center on PO issues Pending Center Cost Action NSSC to correct reversal To be processed by NSSC AR NSSC is working with Center on IPAC of EXTD TDY Taxes Pending Center Cost action Pending receipt of funding codes Pending Center Cost Action Pending receipt of credit memos Pending action from Center 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 , Manual Payment to be processed by NSSC (1) Cancellation (1) DIT Cancellation Manual payment to be processed Cancellation Deposits Advance – Center to post Erroneous posting – Center to correct To be processed by NSSC AR

51 Days Aged Number$ In ThousandsExplanation IPACs (1) Routed for Cost (1) Pending Center processing Pending documentation from Center Pending documentation from Center (FY 09 Funding Codes) GSA - Personal Property – pending Center processing RFC Payments 114Cancellation – NSSC to process Deposits Advance – Center to post Advance (FEDWIRE) – Center to post Advance – Center to post KSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status

52 Days Aged Number$ In ThousandsExplanation IPACs , To be processed by NSSC AR Pending Center processing Reject of Advances – Pending Center processing To be Processed by NSSC AR Pending funding from HQ Fedlink – Pending documentation Fedmil – pending credit GPO needs approval from Center Fedmil – pending credit RFC Payments 21-9DIT Deposits Royalty – Center to post 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 , (5) Current month IPACs pending center processing; (2) center IPAC reversals pending center processing - CAAS Pending center cost action Fed Debt IPAC; pending update to Fed Debt to post to SAP. Pending center processing RFC Payments No Variance Deposits Advance; pending center processing

54 Daily Reconciliation Status NMO FBWT/FMS 224 Reconciliation Aging Days Aged Number $ In Thousands Explanation IPACs TRACS IPAC pending Center posting Chargeback pending NSSC processing FTS distribution Center to post RFC Payments Pending Center customer update Deposits Wrong ALC, pending NSSC correction

55 Days Aged Number$ In ThousandsExplanation IPACs Pending Cost Pending Cost; Credit Memo GSA RFC Payments No Variance Deposits Treasury error, pending correction by treasury 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 IPIA Site visit September 15-19

62 Action Items

63 Status of Action Items NSSC Action ItemPOC StatusDate

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

65 Status of Action Items ARC

66 Status of Action Items GSFC

67 Status of Action Items HQ

68 Status of Action Items NMO

69 DateEventLocationPOC November 18-19, 2008Grants Transition Face-To-FaceNSSC November 08 Wave III FI Invoice Transition (GSFC, HQ, NMO, and JSC) NSSC January 2009Grants TransitionNSSC Upcoming E vents

70 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

71 ARC Potential Issues

72 ARC Potential Issues Continued

73 DFRC Potential Issues

74 GRC Potential Issues

75 GSFC Potential Issues

76 GSFC Potential Issues Continued

77 GSFC Potential Issues Continued

78 GSFC Potential Issues Continued

79 GSFC Potential Issues Continued

80 GSFC Potential Issues Continued

81 GSFC Potential Issues Continued

82 GSFC Potential Issues Continued

83 GSFC Potential Issues Continued

84 GSFC Potential Issues Continued

85 GSFC Potential Issues Continued

86 HQ Potential Issues

87 HQ Potential Issues Continued

88 JSC Potential Issues

89 KSC Potential Issues

90 LaRC Potential Issues

91 MSFC Potential Issues

92 MSFC Potential Issues Continued

93 MSFC Potential Issues Continued

94 SSC Potential Issues

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