May 2, 2008 Accounts Payable, Account Receivable and Fund Balance with Treasury Weekly Status Review National Aeronautics and Space Administration May 2, 2008 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 Feedback Weekly-Status of ORR Action Items - NSSC Weekly-Status of ORR Action Items - Dryden, Marshall, SSC Weekly-Upcoming Events May 2, 2008 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 andresponses reviewed.Daily Time to AnswerReviewed time to answer Centergy and Report.Daily May 2, 2008 Customer Contact Center Metrics Calls by Inquiry May 2, 2008 Customer Contact Center Metrics Aging Help Desk Tickets May 2, 2008 Status of Critical IT Systems SYSTEMSTATUSDOWNTIMEUPTIMECOMMENTS AWMSGREEN IAWGREEN ACaRTGREEN KOFAX-IRGREEN PCCGREEN PAY.GOVGREEN CIDTGREEN REMEDYGREEN SAPGREEN S-FTPGREEN TechDocYELLOW Document Manager Functionality Degraded May 2, 2008 Workload - AP Document Imaging Volumes (All Input Sources - Mail, Fax,, FTP) May 2, 2008 Note: Data includes interest payments paid via FI Invoice. Wave 1 Performance Metrics For Key Indicators April 1 -30, 2008 May 2, 2008 Note: Data includes interest payments paid via FI Invoice. Wave 1 Interest Performance Metrics April 1 -30, 2008 May 2, 2008 Wave 1 Discounts Performance Metrics April , 2008 May 2, 2008 Note: Data includes interest payments paid via FI Invoice. Wave 1 Performance Metrics For Key Indicators May 1, 2008 May 2, 2008 Note: Data includes interest payments paid via FI Invoice. Wave 1 Interest Performance Metrics May 1, 2008 May 2, 2008 Wave 1 Discounts Performance Metrics May 1, 2008 May 2, 2008 Wave 1 Current Status of Invoices as of May 1, 2008 May 2, 2008 DFRC Issues Invoices Breakdown May 2, 2008 MSFC Potential Issues Breakdown May 2, 2008 Wave 1 Look Ahead May 2 - 8, 2008 May 2, 2008 Wave 2 Performance Metrics For Key Indicators May 1, 2008 May 2, 2008 Note: Data includes interest payments paid via FI Invoice. Wave 2 Interest Performance Metrics May 1, 2008 May 2, 2008 Wave 2 Discounts Performance Metrics May 1, 2008 May 2, 2008 Wave 2 Current Status of Invoices as of May 1, 2008 May 2, 2008 GRC Potential Issues Breakdown May 2, 2008 KSC Potential Issues Breakdown May 2, 2008 LaRC Potential Issues Breakdown May 2, 2008 Wave 2 Look Ahead May 2 - 8, 2008 May 2, 2008 Performance Metrics For Key Indicators NSSC April 1 30, 2008 May 2, 2008 Interest Performance Metrics NSSC April , 2008 May 2, 2008 Discounts Performance Metrics NSSC April , 2008 May 2, 2008 Performance Metrics For Key Indicators NSSC May 1, 2008 May 2, 2008 Interest Performance Metrics NSSC May 1, 2008 May 2, 2008 Discounts Performance Metrics NSSC May 1, 2008 May 2, 2008 NSSC Current Status of Invoices as of May 1, 2008 May 2, 2008 NSSC Potential Issues May 2, 2008 NSSC Look Ahead May 2 - 8, 2008 May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete AWMS Enhancements Status: Enhancements in testing environment. Tier 3 & 4 in Production. Tier 5 & 6 on hold. Funding Solution & Good Receipts and Acceptance have preempted Tier 5 & 6 DFRC Henry Daniels 2/21/085/30/08 SR # Invoice Status Report Modified Status: Comp Center recommends the SR be closed and a new SR created for a new report for NSSC to use. All Henry Daniels 2/15/08 4/25/08 Closed SR # Discrepancy with the GenPRT3 Report Status: Assessment Completed by Comp Center. SSCHenry Daniels 4/2/085/15/08 Accounts Payable Outstanding Issues May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete SR# Report to Correctly Calculate Due Dates Status: In Process Revised requirements added as requested by Comp Center on 5/1/08 AllHenry Daniels 4/28/085/9/08 Accounts Payable Outstanding Issues May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete SR # Investigate why 7 out of 11 amended bills did not process correctly. Status: Pending Closure by Comp. Center SSCHenry Daniels3/3/085/2/08 SR # EVALUATE OPTIONS FOR PRINTING COPIES OF BILLS FOR CENTERS Create PDF File, Send copy to i-View, Dual printing at NSSC and Center STATUS: Closed. Per Comp Center options are not available for printing multiple copies of bills. AllHenry Daniels 4/24/08 5/24/08Closed 4/30/08 Accounts Receivable Outstanding Issues May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete SR # Change Default Printer for Wave II Centers STATUS: In Process Comp Center change on Thursday. Wave 2 Centers Henry Daniels04/28/085/08/08 Accounts Receivable Outstanding Issues May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete Other Outstanding Issues May 2, 2008 Days Aged Number$ In ThousandsExplanation IPACs Researching Waiting on Cost RFC Payments No Variances Deposits 12219CAAS SSC FBWT/FMS 224 Reconciliation Aging Daily Reconciliation Status May 2, 2008 Daily Reconciliation Status Days Aged Number $ In Thousands Explanation IPACs IPAC reversal IPAC reversed by DFRC GSA Processed by Dryden partial remaining Advance from Glenn, DFRC working on WBS FI invoice to be processed by DFRC FI Invoice to be processed by DFRC FEB IPAC correction, DFRC needs to re-enter FI Invoice processed by Dryden (original amt was $73k) GSA Processed by Dryden; partial clearing FI Invoice processed by Dryden FI Invoice to be processed by DFRC GSA for DFRC to process FI Invoice to be processed by DFRC RFC Payments DIT Deposits No Variance DFRC FBWT/FMS 224 Reconciliation Aging May 2, 2008 Daily Reconciliation Status MSFC FBWT/FMS 224 Reconciliation Aging Days Aged Number $ In Thousands Explanation IPACs Cleared on 5/2/08 RFC Payments DIT Variance created by reversal, related to contract holdback issue Deposits Remedy ticket has been issued May 2, 2008 CenterBlank ALCBlank Functional Area Blank Business Area Blank Commitment Item SSCNo varianceNo VarianceNo variance DFRCNo variance MSFCNo variance FBWT Continuous Monitoring Program Activities Daily Reconciliation Status May 2, 2008 Outstanding IssuesCenterPOCOpenDueComplete Fund Balance with Treasury Outstanding Issues May 2, 2008 Outstanding Issues Aging Report May 2, 2008 Internal Controls Fund Balance With Treasury RecommendationProposed ResolutionStatus NASA should consider strengthening its communications with the centers by developing and implementing a communication plan that keeps the centers up to date on control monitoring requirements. The NASA OCFO will respond.Open In accordance with Treasury's rules and regulations regarding suspense accounts, NASA should consider modifying the SAP to Treasury reconciliation process to eliminate suspense Journal Voucher (JV). NASA should request a waiver from Treasury to be able to post to suspense until NASA can update the process and eliminate the need to post to suspense The NASA OCFO will respond.Open Status of resolution NSSC Transitioning Process Design Assessment May 2, 2008 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. Open Status of resolution NSSC Transitioning Process Design Assessment May 2, 2008 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. Open Internal Controls Status of resolution NSSC Transitioning Process Design Assessment May 2, 2008 Audit Activity No open audit activity. May 2, 2008 OCFO Core Transition Team Members Wave 1 Center CFOs, DCFOs Wave 2 Center CFOs, DCFOs Wave 1 Center On-Site Representatives NSSC Feedback May 2, 2008 SignOffPage May 2, 2008 Weekly Slides (Briefed on Friday of Each Week) May 2, 2008 Status of Action Items NSSC Action ItemPOC StatusDate Dual Processing for FBWTMosteller May 2, 2008 WAVE I May 2, 2008 Status of Action Items DFRC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Moore Send Reminder Vendor LettersMoore Send Reminder Customer NoticesMoore May 2, 2008 Status of Action Items DFRC (continued) May 2, 2008 Status of Action Items MSFC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Black Send Reminder Vendor LettersBlack Send Reminder Customer Notices Walker - Non-reimbursables Martin-Lalor - Reimbursables May 2, 2008 Status of Action Items MSFC (continued) May 2, 2008 Status of Action Items SSC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Guin Send Reminder Vendor LettersGuin Send Reminder Customer NoticesSullivan May 2, 2008 Status of Action Items SSC (continued) May 2, 2008 WAVE II May 2, 2008 Status of Action Items GRC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Send Reminder Vendor Letters Send Reminder Customer Notices May 2, 2008 Status of Action Items GRC (continued) May 2, 2008 Status of Action Items LaRC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Send Reminder Vendor Letters Send Reminder Customer Notices May 2, 2008 Status of Action Items LaRC (continued) May 2, 2008 Status of Action Items KSC Action ItemPOC StatusDate Center Readiness Status (Post Transition Cleanup) Data on next slide Send Reminder Vendor Letters Send Reminder Customer Notices May 2, 2008 Status of Action Items KSC (continued) May 2, 2008 DateEventLocationPOC WebExCindy Epperson Upcoming E vents