Integrated Logistics Management System (ILMS)

forInteragency Committee on Property Management

July 28, 2005

2

eLogistics for the Department of StateAgenda

ILMS Background

Asset Management

Benefits

Next Steps

3

eLogistics for the Department of StateWhat is ILMS?

ILMS (Integrated Logistics Management System) – a global logistics solution for the Department of State.

Provides modern and standardized functionality for an end-to-end supply chain for worldwide requisitioning, procurement and contracting, warehouse management, transportation, property management, customer support and process management.

4

eLogistics for the Department of StateEmployee Base

5

eLogistics for the Department of StateWhy Did We Need ILMS?

P hysical m ovemen t of

Goo ds

Flow o f Inf ormat ion

Exch ange

St ate Dept Billi ng/ Payi ng

St ate Dept

P aymen ts to Com mercialVend ors

Consolidate d Re ceiving P oint

US Despatch Age ntE LSO Consolidate d Shipme nt Despatch

E LSO Consol idate d

Re ce iving Point

RPSO

GSO

Ad min Of fi cer

Bud get & F iscal O ff icer

Custome r

Budg et & Fis ca l O ffice r Em bas sy Bonn

St at es id e Vend or

F SC

Process Diagram for Delivery Order by RPSO to Stateside Vendor with Shipment via ELSO

ELSO No tified o f Con tainer Sh ip ment

Con ta in er Ship to Europ eTr anss hipm e ntPo int

Em bas sy War eho use

Shipmen t to Destination Port

Truck ed from Po rt

to Em bassy

Rece iv in g, In ven tory,S to ck

Item Issued to Cus to mer

F MP SA- 15

6

eLogistics for the Department of State

Logistics Reengineered

• Warehouse consolidation• Expedited Logistics Program (ELP)• Purchase card• On-line catalogs

• Consolidated logistics function for DoS

• Customer Advocate• Cross-functional

teams• Technical/business

training

• Customer focus• Mission

identification• Creating a culture

for change

• Performance measurement• Strategic/business planning• Benchmarking• Customer involvement

ManagementSystems

Processes

Behavior and Beliefs

Jobs and

Organization

ITIT

ITITITIT

ITIT

CustomersCustomers

ManagementSystems

Processes

Behavior and Beliefs

Jobs and

Organization

ITIT

ITITITIT

ITIT

CustomersCustomers

7

eLogistics for the Department of StateMissing Piece of the Puzzle

State-of-the-art technology is critical to achieving the efficiencies identified in the reengineering efforts.

Acquisition Management

OrderingOrdering ProcurementProcurement

DistributionDistribution Asset Management (aka Property Management)

Material/Property House Effects

Determine Agency Needs

Decide What to

Requisition

Obtain Authoriz-

ation

Research Markets

Identify Sources

Complete Requisition

Obligate Funds

Receive Service or

Asset

Transport Authoriz-

ation

Fulfill Require-

ments

Transfer Assets

Inspect and Accept

Identify Ownership

Data Mgmt Reporting

Accept Accountability

RAPS

WWRS

EAPCS WWPDS

PRSMSACONS(A/FBO)

SACONS(DTS-PO)

SACONS(A/OPR/

ACQ)

SACONS(RPSO)BONN

CLAIMS

STATS

NEPA

RIA PAMSTMS

Stock Control

AVISMSE/DPM WAN/ERS

SACONS(RPSO)MIAMI

BOM

WPAS

The past environment had 20 stand alone systems that did not support our business needs. Because these systems did not share data, they were resource intensive to maintain and operate.

SARS

LMIS

8

eLogistics for the Department of StateA Global Logistics Solution

• Uses Commercial Off the Shelf products to integrate the logistics supply chain

• Makes data accessible across the supply chain

• Modernizes and streamlines business processes

• Measures performance• Integrates financial and logistics

systems

9

eLogistics for the Department of StateILMS Components

10

eLogistics for the Department of State

• Asset Visibility • Performance Measurement Data• Managers Dashboard• Integrated Data for Better Decision-Making• Automated Department-Wide Reporting

• Asset Visibility • Performance Measurement Data• Managers Dashboard• Integrated Data for Better Decision-Making• Automated Department-Wide Reporting

• Automated Requisitioning • Electronic Catalogs• Integration with Finance• Purchase Card Management with

Automated Reconciliation

• Status at Desktop• Faster Delivery

• Automated Requisitioning • Electronic Catalogs• Integration with Finance• Purchase Card Management with

Automated Reconciliation

• Status at Desktop• Faster Delivery

Program Benefits

• Eliminate Redundancies• eCommerce• Integrated Supply Chain• Best Practices• Standard Tracking

Number• Reduced Cycle Time• Reduced Costs• Demand Forecasting

• Eliminate Redundancies• eCommerce• Integrated Supply Chain• Best Practices• Standard Tracking

Number• Reduced Cycle Time• Reduced Costs• Demand Forecasting

11

eLogistics for the Department of State

Full Deployment

2002 2003 2004

Pilot

Ariba/ Procurement Desktop (PD) Pilot – Regional Procurement Office Frankfurt Germany

Asset Management Pilot – Embassy London

DPM Pilot (classified facility)

DPM (non-classified facility)

Ariba to Domestic Bureaus

PD to AQM

Receiving and Shipping to Warehouses

Inventory to Springfield Warehouses

Asset Management for Motor Vehicles & Central WPAS Inventories

Asset Management Domestic Bureau Pilot

Motor Vehicle Survey

DPM Overseas Pilot

Ariba Overseas Pilot

Ariba Catalogs – 2 service catalogs

2005

Completed Deployments

Ariba/PD to Patrick AFB, RPSO-Florida, and Florida Regional Center

DPM Overseas Deployment

Asset Management to Domestic BureausEPM Pilot with DPM

Transportation Pilot

Implementation of additional Ariba catalogs

12

eLogistics for the Department of StateAgenda

Asset Management

ILMS Background

Benefits

Next Steps

13

eLogistics for the Department of StateDepartment of State Assets

Department of State tracks a wide variety of property around the world.

IT/ Telecommunications

Vehicles

Heritage Assets

Furniture

Department of State Assets

14

eLogistics for the Department of State

Worldwide Property Accountability Systems (WPAS) - Property application that tracks IT and secure communications equipment at overseas posts and program offices.

ILMS Asset Management (AM)

Centrally located, web-based application designed to handled all the department’s assets regardless of location or type.

A/LM Property Management Applications

Automated Vehicle Information System (AVIS) - Property application that tracks program vehicles at overseas posts.

Nonexpendable Property Application (NEPA) - Personal property application that tracks administrative and residential property at overseas posts and domestic sites.

15

eLogistics for the Department of StateAsset Management Deployment Progress

Domestic Bureaus using ILMS Asset Management

APACAECAIIPIJC/IBCAFEAPEURNEA/SASFSIDSPRMLWHARM (inc. Charleston)OBOHRIRMINRPMINL (inc. Patrick AFB)IOOESDRLEBM (inc. MED)HOIGOFM

16

eLogistics for the Department of StateAsset Lifecycle at Department of State

17

eLogistics for the Department of StateProgram Integration

CAPTURES:

• Asset Business Unit

• Geographic Bureau

• Profile ID

• Description

• Item ID

• Manufacturer

• Quantity

• Cost

• Fiscal Data

Procurement

CAPTURES:

• Asset ID

• Manufacturers Part Number

• Serial ID (if included on asset)

• Tag Number (when applicable)

• Location Code

• Acquisition Code

• Replacement Date

Warehouse/ Receiving/ Transportation

CAPTURES:

• Asset Status

• Tag Number (when applicable)

• Location Code change

• Custodian (if applicable)

Property Management

18

eLogistics for the Department of StateILMS Portal Logon Page

19

eLogistics for the Department of StateILMS Portal

20

eLogistics for the Department of StateAsset Management Home Page

21

eLogistics for the Department of StateScanners

• Provides onscreen validation and reconciliation of assets

• Option of performing a detailed or simplified physical inventory

• Updates made to assets on the scanner are automatically uploaded at the completion of the reconciliation process

22

eLogistics for the Department of StateAgenda

ILMS Background

Asset Management

Next Steps

Benefits

23

eLogistics for the Department of State

• Automatically populates Asset Shells for items procured through ILMS

• Automates Disposal Authorization and Survey Reports

• Provides extensive audit trail through unique Asset ID

• Automatically depreciates capitalized assets• Provides real-time inventory reconciliation • Automated financial integration

Key Features

24

eLogistics for the Department of State

• Follows all Federal and DoS regulations • Standardizes business processes• Supports Property Management reporting• Allows world-wide access• Eliminates redundant data entry• Increases visibility of excess property • Provides detailed disposal and reinstatement

records

Property Manager Benefits

25

eLogistics for the Department of StateAgenda

ILMS Background

Asset Management

Benefits

Next Steps

26

eLogistics for the Department of State Future ILMS Deployment Schedule

2005 2006 2007

Asset Management to Domestic Bureaus (replacing NEPA)

DPM Overseas Deployments

Expanded implementation of Ariba Pcard purchasing

Pilot of Asset Management Integration with other Department systems

USUN Deployment

Upgrade of Ariba and Procurement Desktop; GFMS Integration

Transportation Full Deployment

Overseas Pilots of Ariba and Asset Management

Full EPM Implementation

Secure ILMS

Integration with other DoS Systems

Continued work with US AID

Overseas Deployments of Ariba and Asset Management

Phase 2 Integration with GFMS (Merge of GFMS and RFMS)

27

eLogistics for the Department of State Upcoming Capabilities of PeopleSoft 8.9

• Enterprise Asset Management to include:– Centralized repository to handle all asset classes (i.e., IT, property, plant

equipment)– Complete history of acquisition details, maintenance history, and cost history– Enhanced warranty tracking

• equipment cost analysis, hazardous materials flag, self-service requests, preventative maintenance

– Extends GL and multi-GAAP functionality• Book codes enabling users to handle multiple GAAPs within the same ledger• Automates Impairment of Assets process through use of Impairment Worksheet.• Define cash generating units

• IT Asset Management to include:– license usage and contracts statistics– reconcile physical and financial data against asset repository– performs automatic inventory of items on the network

• Real Estate to include:– space management– lease administration– property taxes– budgeting and forecasting

28

eLogistics for the Department of State For More Information

Contacts:

Joe Howardhowardj3@state.gov

Dan Youngyoungds@state.gov

ILMS@state.gov