Agency Background and Historical.pdf

NASA Consolidation Applications and

Platform Services (NCAPS)

Agency Background and Historical

Table of Contents

1 Agency Applications Office (AAO) Background

1.1 Introduction to the AAO

1.2 Government Retained Authorities

1.2.1 Application Division Organizational Structure

1.2.2 Demand Management

1.2.3 Business Process Support

2 APPLICATIONS OPERATIONS

2.1 Applications Maintenance

2.2 Applications Enhancement

2.3 Applications Overview – Detailed Information

2.3.1 Financial (FIN)

2.3.2 Strategic Infrastructure (SI) Line of Business

2.3.4 Real Property Management (RPM) Line of Business

2.3.5 Procurement (PROC)

2.3.6 Human Capital and Workforce (HCW)

2.3.7 Office of General Counsel

2.3.8 Product Lifecycle Management (PLM) Line of Business

2.3.10 Business Intelligence (BI) Line of Business

3.3.10 Center for Internal Mobile Applications (CIMA) Line of Business

3.3.11 Enterprise Service Bus………………………………………………..52

3.3.12 AAO Support Systems (NSS) Line of Business

3 DELIVERY FUNCTIONS

3.1 Operations Management

3.1.1 Service Level Management

3.1.2 Release Management

3.1.3 Quality Assurance (QA)

3.1.4 Solution Design

3.1.5 Configuration Management

3.2 Application Functional Support

3.3 Application Development

3.3.1 Supported Languages and Platforms

3.3.2 Software Engineering Practices

3.3.3 Web Application Development

3.3.4 SAP Advanced Business Application Programming (ABAP)………..69

3.4 Applications Technical Operations & Maintenance (ATOM)

3.5 Information Assurance

3.6 Cross Functional Integration

NASA Consolidation Applications and Platform Services (NCAPS)

Agency Background and Historical

1 NASA AGENCY APPLICATIONS OFFICE (AAO) BACKGROUND

1.1 Introduction to the AAO

The Applications Program provides agency-wide application services and anticipates and aligns customer requirements with IT solutions that best enable the Agency’s mission. The Program

Office has three components: NAMIS, Agency Applications Office (AAO) and the Web

Services Office (WSO). The EAST 2 supports requirements for the AAO and WSO. Each Office supports the Applications Program Executive in areas of IT authority, portfolio management, enterprise architecture, investment reviews, and other activities required to maintain a current knowledge of project status and risks.

The AAO implements, maintains and supports the use of Commercial Off the Shelf (COTS) and other enterprise applications, data and IT infrastructure that enable NASA’s Mission and Mission

Support organizations. In addition to a variety of cross-cutting service delivery and management functions, the AAO provides the delivery of business and workforce enabling applications, as well as cross-cutting services and applications. Current Agency Stakeholder organizations supported include Financial, Procurement, Logistics, Human Capital and Workforce, Office of

Education, Product Lifecycle Management and the Office of the Chief Information Officer.

Enabling support areas include, Business Intelligence, Enterprise Service Bus/Center for integration, Internal Mobile Applications, and Cross-Cutting Applications.

The Web Services office represents the interests of NASA by operating and managing Web

Services across the Agency at all NASA Centers. The scope of the Web Services Service Office is the full range of Web Services as defined by the NASA Office of the Chief Information

Officer (OCIO). Included in Web Services is a variety of on-demand Software as a Services

(SaaS) solutions utilizing Web-based content management systems, blog publishing, wiki based collaboration and content management, and Web-based knowledge management systems.

Platform as a Service (PaaS) is provided to support Web Application hosting, management, and operations. These services are defined by NASA mission requirements and can include a variety of Web application languages and infrastructure services. Web Services also provides Web technology services to support these operations in the form of analytics, security monitoring, performance monitoring, and others.

The AAO was established in conjunction with the implementation of the Core Financial

System—NASA’s first integrated, Agency wide Financial Management application deployed under the Integrated Enterprise Management Program (IEMP). In establishing the AAO, key components of Gartner’s Competency Center model were adopted; namely the emphasis on fully integrating business process expertise with application and technical know-how. As a result, the

AAO is comprised of multiple Delivery Functions that encompass business process functional support, application development and quality assurance, and application and technical operation functions.

The AAO continues to be engaged in both sustaining operations activities as well as in the implementation of new applications and capabilities and the scope of the AAO’s work continues to expand.

The Application Division has made significant progress towards the adoption of Scaled Agile as the preferred methodology to deliver application and platform services. In October 2020, the

AAO launched the 1st Agile Release Train (ART). As of November of 2021, the AAO is now organized into two ARTs, Best Enabling Solution Train (BEST) and X as a Service (XaaS).

Each ART includes, a Product Manager, Solution Architect and a Release Train Engineer. East

ART is comprised of approximately 11 teams with a mix of contractor personnel and civil servants with each team supported by a scrum master and product ownder.

DISCLAIMER

The background and historical data contained herein is not intended to restrict prospective offerors in their approach to proposal preparation. This information is provided for the sole purpose of giving all offerors a better understanding of the requirements contained in this solicitation. The information provided constitutes a historical overview of the AAO operations.

The historical data provided herein is subject to modifications due to hardware/software technology changes, changing information in resource management philosophies, process changes, current trends, new developments, and other factors. This historical data does not necessarily reflect the optimum approach for performing the work requirements and, further, should not be construed as being precise parameters governing the size of the effort. Further, the quantity of work to be performed may vary as the AAO workload expands, or changes, due to changing roles of NASA and/or our funding from Congress. Such changes are considered to be within the general scope of the NCAPS contract.

1.2 Government Retained Authorities

1.2.1 Application Division Organizational Structure

The AAO is a service office within the Application Division managed out of the Agency Office of the Chief Information Officer (OCIO). The Agency OCIO Enterprise Applications Service

Executive acts as the overall Program Executive for the AAO and for the systems managed within the AAO scope.

The areas of Application Division Program Management and Business Readiness (Corporate

Change Management) are included within IS01. The Business Enabling Applications and

Workforce Enabling Applications organizations are responsible for providing Business Process

Support and Application Operations functions. Marshall Space Flight Center (MSFC) CIO is responsible for delivering all Infrastructure and Operations services required by the AAO, including functions currently provided by the NASA Data Center (NDC) located at MSFC and supported by the Marshall Information Technology Services (MITS2) contract. Cross-Cutting

Support Applications is responsible for delivering Application Development, Architecture and

Strategy services and for overseeing the delivery of the Product Lifecycle Management, Business

Intelligence, and Enterprise Service Bus/Center for Internal Mobile Applications Lines of

Business.

Figure 1.1 – Current Application Division OCIO Organization Chart

The Government is responsible and accountable for efficiently managing the AAO and for achieving the service levels established with its stakeholder communities. While the EAST2 model shifted more responsibility to the Contractor for operating the AAO and ensuring that service levels are attained, the AAO Director retains overall accountability for the AAO management and operations.

As of April 2022, the Application Division will be transformed and reorganized as a part of the transition to the Application and Platform Service Line.

1.2.2 Demand Management

AAO Management is responsible for the overall Demand Management functions associated with the AAO. Demand Management functions include coordinating all aspects of the Enterprise

Applications Governance process, scheduling and facilitating Functional Control Boards, assisting AAO stakeholders with the prioritization and approval of incoming requests, and collaborating closely with the EAST2 Contractor to ensure that available AAO capacity is effectively utilized to address demand based on business priorities.

1.2.3 Business Process Support

The Government has provided the knowledge required to ensure that Enterprise Applications are appropriately configured to support the Agency’s business processes and procedures. In addition, the AAO Government staff has amassed a broad range of functional and technical expertise around the applications managed within the Business Enabling Solutions Train (BEST) ART.

The Business Process Support (BPS) subject matter experts (SMEs) provide an oversight function to ensure all changes to applications adhere to appropriate levels of approval, and that all potential system and business process impacts are addressed.

NASA Customer Segment Support:

The BPS SMEs serve as a liaison with the various Agency, and Center, stakeholders supported by the AAO.

The BPS SMEs participate in the following tasks:

• Ensure adherence to, and consistency of, Agency Design on all new change requests

(Regulatory, Policy, User Enhancement) o Analysis of impact to Agency Design o Recommend approach and timeline for implementation o Identify necessary test scenarios and expected test results o Sign-off of test results prior to implementation

• Consultation with contractor functional support team, as needed, regarding Applications

Maintenance support

• Liaison for identification of fiscal year end close/start up business processes and identification of new fiscal year start up requirements

• Integration of new projects/activities

• Source of staffing for new projects, including major upgrades

• Provide Functional Control Board support to the Agency

• Continuous process improvement

• User enrichment

• Communication

Audit Control and Technical Support (ACTS):

Configuration

The ACTS Team is responsible for those areas of SAP configuration that are not isolated to a particular module or transaction. These areas of SAP configuration require specific cross-functional system knowledge to ensure that the correct change is made, and that unintended impacts to other areas or processes are prevented. The Application Functional Support teams finalize requirements and ACTS is responsible for completing the configuration according to the release schedule for the applicable service request. ACTS is responsible for unit testing the configuration by performing the necessary transaction that will test the change. Once the change has been successfully unit tested the ACTS team communicates the change and the level of testing required to the Application Functional Support team. The ACTS team member responsible for the configuration ensures that an object migration form is created, is placed in the appropriate status for migration, and ensures that all appropriate updates are made to the service request following release management guidelines and requirements.

Audit Control and Technical Support is responsible for the following SAP configuration items which have financial implications and are largely cross functional in nature. Any one change could negatively impact multiple teams and processes if appropriate level of system knowledge and core system design is not possessed by the individual responsible for the changes:

• Validation Rules

• Substitution Rules

• Budgetary Ledger Classification

• Budget Control System (Accounts Receivable, Budget Distribution, Anticipated

Accounting)

• Automatic Budget Postings

• New document types

• Splitting logic

• Account Determination

• FM Derive Structure Changes

Year End Execution

ACTS with contractor support is responsible for testing and executing the system close of the

Agency’s Financial data on a yearly basis. This requires extensive knowledge of SAP’s closing programs and details about NASA’s Financial data. It also requires close coordination with the

Office of the Chief Financial Officer (OCFO), AAO Release Management team and AAO management to work through any issues. Any errors identified during the close, which may be transaction related or technical, are analyzed by the ACTS Team and resolved through coordination with the appropriate parties. This type of analysis requires a wide range of technical, system and functional knowledge to independently research and identify solutions.

The Financial system close is a time sensitive process and requires working unusual hours, extended hours and weekends for both the final round of system integration testing and production execution.

Data Analysis and System Monitoring Programs

ACTS serves as the next tier of internal support to AAO Application Functional Support teams and to the Centers and Agency on system issues. The ACTS team is consulted to research, explain and provide correction approaches. ACTS is also responsible for assessing data monitoring programs available in SAP, providing recommendation on the use of such programs in the Agency configuration. The team schedules these programs to run at regular intervals, reviews the results and addresses any issues identified. Additionally, the ACTS Team provides on-going reconciliation support for complex system issues and on executing specific types of corrections.

Audit Support /Data Collection (and ad-hoc requests)

ACTS supports multiple audit requests for data collection and analysis occurring on a regular basis in support of audit and also ad-hoc data requests.

The tasks listed below are performed by ACTS team:

• Creation/modification of General Ledger (GL) account reconciliation tools which directly affect the Continuous Monitoring Program (CMP) monthly activities performed by the

OCFO and Centers

• Creation of reports for external reporting and for support of CMP monthly activities;

• Creation/modification regulatory Financial Statement reports;

• Supporting Centers and OCFO concerning data issues

• Creation/maintenance of Agency master data which has an intricate correlation with

Agency external reporting requirements :

o Fund o Application of Funds o GL accounts

• Liaison with OCFO Quality Assurance Division concerning audits, both financial and

Information Technology (IT), and A-123 concerns

• Validation of major release transactional testing to ensure expected results are obtained, including analysis of any Funds Management (FM) / Financial Accounting (FI) differences identified

• Support to OCFO of issues with adjustments or research of issues as needed for financial reporting

• OCFO Liaison for definition of annual Financial closing rules, including the creation of any new GL accounts identified, as well as coordination of OCFO testing/validation of fiscal year end process

• Coordinate ad hoc data requests from OCFO Financial Management Division across

AAO teams

• Lead the SGL/Reconciliation Super User telecom forum

• Monthly execution of the FI recons

Access Management and Technical Approval:

• Review all AAO NASA Account Management System (NAMS) requests and approve/reject as appropriate

• Review NAMS requests as required from Centers and approve/reject as appropriate

• Review special temporary access requests, for AAO and Centers, and approve/reject as appropriate

• Lead AAO Security teleconference with Center Security Administrators (CSAs)

• Review and technically approve all production migrations

• Open/Close fiscal periods in all SAP ECC clients

2 APPLICATIONS OPERATIONS

Applications Operations describes the central activities associated with the AAO’s core mission.

These activities are the primary services visible to the AAO’s stakeholder and end-user communities, as they result in the application capabilities required by these communities to perform their jobs.

Current AAO Service Management Model and Systems

The AAO / EAST process currently involves the use of two systems to manage service requests work. The Remedy-based Integrated Service Request System (ISRS) is the customer-facing system that is used to manage many aspects of the initial triage, evaluation, and workflow approvals associated with service requests. The Application Point Capacity Management System

(APCMS) is a customized version of Rally Software and is used as an internal work management and Application Point management system. The EAST contractor tracks all work related to service request and releases within the APCMS, breaking down service requests into separate tasks that are assigned to individuals.

In November of 2021, the AAO transitioned from the MSFC Help Desk supporting call center known as the NASA Incident Services Center (NISC) to support from the Enterprise Service

Desk. An integration was established between the ServiceNow ESD instance and ISRS so that tickets original within ESD ServiceNow and if AAO support is required, the interface creates the corresponding ticket within ISRS for EAST 2 support. The AAO has a separate, MSFC-operated instance of Remedy that is used to manage all AAO incidents and requests. The AAO

ISRS Remedy system is configured with specific attributes and heavy workflow customization that are required to ensure the appropriate routing and approvals of work performed, accommodate unique audit requirements, and provide required data to AAO management and stakeholders.

Under the I3P consolidation of Agency IT services and infrastructure, NASA Enterprise Service

Desk (ESD) and Enterprise Service Request System (ESRS) managed by the NASA Shared

Services Center (NSSC) are used by other contracts and associated Agency organizations. The

AAO continues to operate using the MSFC-provided Remedy ISRS system as the focal point for the customer and now leverages the ESD as the entry point for tickets.

2.1 Applications Maintenance

Applications Maintenance describes a core set of non-discretionary activities that must be performed to service the needs of AAO end-users and to keep AAO applications available, current, and in optimal working condition. Application Maintenance is defined as all activities, both direct and of a supporting nature, that are performed to support and sustain the applications included in the Attachment S Application Inventory.

2.2 Applications Enhancement

Applications Enhancement describes a core set of activities that are performed to improve and optimize existing application capabilities. Under the EAST2 contract there is a clear distinction between Applications Maintenance and Applications Enhancement and there are contractual and reporting requirements that insists on a clear distinction between the two categories of requests.

There is little or no difference between the Delivery Functions and processes that must be applied to complete ‘run’ versus ‘enhance’ requests. In both cases, skilled resources are needed from all directly impacted areas, such as Application Functional Support and Application

Development, as well as supporting functions, such as Systems Management, Application

Operations Maintenance, etc.

Applications Enhancements are currently evaluated by AAO resources from across the impacted

Delivery Functions, and are evaluated utilizing the AAO Governance processes. Specifically, enhancement requests are reviewed and prioritized by the relevant Functional Control Board

(FCB), then assigned to an upcoming release by the AAO Migration Review Board (MRB).

The Government leads the Demand Management activities by prioritizing Applications

Enhancement requests across customer segments and by working with the EAST 2 Contractor to assign requests to the appropriate release, based on request priority and EAST 2 Contractor operating level capacity.

2.3 Applications Overview – Detailed Information

2.3.1 Financial (FIN) Line of Business

The Financial Line of Business represents a large set of functionalities that spans NASA’s

Financial Accounting, Budgeting, Asset Accounting and Travel functions. The Financial Line of

Business is comprised of the following operational applications:

•SAP Core Financial o Funds Distribution o Cost Management o Accounts Payable o Accounts Receivable o Asset Accounting o Standard General Ledger o External Reporting

•Agency Labor Distribution System (ALDS)

•Electronic Travel Management System (ETS2)

•Integrated Phasing Plan Tool (IPPT)

•Custom Financial Web Applications:

o eBudget Suite

▪ Budget Formulation (N2)

▪ Metadata Manager (MdM)

▪ Congressional Justification System (CJS)

▪ Cost & Schedule

▪ Research & Development (R&D) System o Bi-Annual Role Revalidation (BRR) o Contractor Held Asset Tracking System (CHATS) o Continuous Monitoring Program (CMP) o Digital Accountability Transparency Application Act (DATA ACT) o Funds Status Change Approval Tracking Tool (FSCATT) o Invoice Routing and Information System (IRIS) o Invoice Processing Platform integration (IPP) o NASA Audit Tracking System (NATS) o NASA Conference Tracking System (NCTS) o Vendor Master Interface (VMI) o Working Capital Fund Advance Payment Request (WAPR)

•Additional Agency Applications:

o Mission Support Resource Planning Tool (MSRPT) o Mission Support DASH (MS DASH) o Project and Portfolio Management (PPM)

Figure 2.1 – Financial Systems

Core Financial

The Core Financial module represents a large set of functionalities that spans NASA’s Financial

Accounting and Asset Accounting functions. Core Financial consists of the following sub-processes.

Budget and Projects

The Budget and Projects sub-process utilizes the SAP Budget Control System in the Funds

Management (FM) module, the Controlling (CO) module and the Project Systems (PS) module to:

• Establish and maintain NASA’s budget structure

• Record and maintain Agency Operating Plan (AOP)

• Record and maintain Agency Execution Plan (AEP)

• Execute Budget Distribution

Largest Areas of Customization:

1. Custom programs which transfer the budget execution structures (master data records) from the eBudget Metadata Manager (MdM) tool into Core Financial.

2. Custom programs to ensure end users are processing budget documents according to

NASA’s policies and procedures.

Cost Management

The Cost Management sub-process utilizes the SAP Financial (FI) module and the CO module to record cost related to services.

Cost Management supports end users located at multiple NASA centers with the recording of costs:

• Monthly cost accrual and reversal processing

• Cost Assessment processing which provides for cost to be collected in a pool and then allocated or ‘assessed’ to various programs/projects based on pre-defined agreements.

• Processing of supply type transactions both receipt and issues

Largest Areas of Customization:

1. Contractor Cost Reporting (CCR) custom programs to process the contractor cost

(NF533) reported monthly. This consists of multiple custom programs that have complex calculations to separate the actual and estimated cost. Approximately 85% of NASA’s cost is processed through the programs. The cost is posted with a standard SAP transaction code.

2. Straight Line Extension – Custom program (Straight-Line Extension) to process other cost that is not NF533 related. These programs calculate service-related cost and then the cost is posted into the accounting system with a standard SAP transaction code.

3. Multiple custom interfaces that process supply type transactions.

Accounts Payable

The Accounts Payable (AP) sub-process utilizes the electronic invoicing tool provided by the

Treasury Invoice Processing Platform (IPP), Invoice Routing and Information System (IRIS) for routing of all NASA invoices for approvals and concurrent routing capability for cost, goods receipt, funding, and requests related to a specific invoice, SAP FI module and the Materials

Management (MM) module to provide Invoice Processing, payment confirmations with

Treasury, Grant Processing using Health and Human Services (HHS) Payment Management

System (PMS), Intra-Governmental Payment and Collection (IPAC) processing, and centralized vendor master data related to payment processing.

Accounts Payable (AP) is responsible for NASA vendor payments. Vendor payments are sent to

Treasury daily via an outbound flat file. The payments are paid the next day and a confirmation file is received after the payment has been made and/or rejected. NASA Grants, which are provided via Letter of Credit financing, are managed from a payment perspective by the

Department of Health and Human Services. These documents are issued and managed at the individual contract level. NASA has three interfaces to support this process. AP supports the inbound purchasing card statements and invoices for payment.

Payments to other government agencies are achieved via a flat file sent to the Intra-

Governmental Payment and Collection System (IPAC).

Largest Areas of Customization:

1. Invoice Routing and Information System (IRIS)

2. Treasury

a. Outbound Treasury Payment File

b. Inbound Payment Confirmation File

3. Department of Health and Human Services

a. Outbound Authority File

b. Inbound Drawdown File

4. Intra-Governmental Payment and Collection System (IPAC)

5. Government Services Administration (GSA) System for Award Management (SAM)

a. Inbound Vendor information

Accounts Receivable

The Accounts Receivable (AR) sub-process utilizes the SAP FI, FM, and Sales Distribution modules to support Accounts Receivable for Reimbursable Agreements and non-reimbursable receivables.

Largest Areas of Customization:

1. Several custom programs to prevent end users from processing sales orders and bills incorrectly

2. Interface with Intra-Governmental Payment and Collection System (IPAC)

3. Interface with Reimbursable Roll Up (unique interface for the Stennis Space Center)

Asset Accounting

The Asset Accounting sub-process comprises functions used to manage capital assets, including asset master record management, integration with Equipment Management, automated depreciation, and reporting. It provides support for recording all NASA Owned/NASA Held and

NASA Owned/Contractor Held Equipment, Internal Use Software, Theme Assets, Capital

Leases and Real Property items that fall under NASA Policy Directive 9250. It provides support for the recording of depreciation, transfers of capital assets either from and to another government agency or internally from one center or another, and for retirement of capital assets.

Largest Areas of Customization:

1. Asset Master Record / Equipment Master Record Reconciliation

Agency Labor Distribution System (ALDS)

The Agency Labor Distribution System is a custom-built application that provides NASA’s labor distribution solution. ALDS replaced the Centers’ 10 legacy systems in October 2005. After payroll is processed in the Department of Interior's Federal Payroll and Personnel System

(FPPS), the costed payroll is imported into ALDS for validation and funds distribution. Full time equivalent (FTE) calculation is performed, funds are validated, and the costed payroll data is posted into the financial system (SAP). Reports are available to the labor analyst to assist with the processing of labor. After posting is complete, Program/Project and Resource Managers can view the results of labor processing through various reports in the Business Warehouse (BW).

The ALDS application also supports other Enterprise applications by providing information (via interfaces) for HR reporting and trending analysis and to project managers for workforce planning and budgeting. Data integrations with Personnel Data Warehouse (PDW), Web-based

Time and Attendance System (WebTADs) and SAP are managed in support of ALDS.

eTravel (ETS2)

NASA implemented the next generation of the government’s eGov initiative for travel, Concur’s

Government Edition (CGE). The solution provides NASA employees with one tool for completing all travel activities – authorization, vouchers, local voucher, etc. As the service provider, Concur is responsible for software release/configuration update tasks, Agency-level system/hardware configuration and help desk application support. NASA’s responsibility for system maintenance includes updates/changes to master data and technical interfaces to NASA systems (SAP, BW, NAMS, and FPPS). Additionally, NASA performs testing of the vendor’s monthly software/configuration releases to ensure they do not adversely impact NASA.

Integrated Phasing Plan Tool (IPPT)

The Agency’s Phasing Plan is the monthly estimate of obligations and cost (spending plan) at the project level for the current fiscal year. The Agency Integrated Phasing Plan Tool (IPPT) was developed using SAP Integrated Planning and enables users to update Phasing Plan information and execute Phasing Plan reports in an Excel format. Throughout the Phasing Plan data entry process, the Phasing Plan, AOP/AEP/Budget, and Actuals data is collected, stored, and interacts with four applications; SAP, Business Warehouse, BOBJ, and BOBJAO. The tool includes reports that allow users to toggle between Phasing Plan, Program Year, Mission, Theme, Program and Project.

Custom Financial Web Applications (for the OCFO) eBudget Suite

NASA’s eBudget suite of applications provides an integrated solution to facilitate NASA’s

Planning, Programming, Budgeting and Execution (PPBE) process.

Budget Formulation (N2) is NASA’s Agency budget formulation tool which enables online budget entry, upload, review, and analysis of the Full Cost Program and

Institutional Budgets for the PPBE and other budget related activities.

Metadata Manager (MdM) is a tool which provides an integrated system for managing master data records and provides front-end universal access for Centers to submit master data requirements. The Metadata Manager is a web-based Enterprise application that contains the Agency’s official NASA Structure Management (NSM) data elements and associated codes. MdM is the only Enterprise application used for identifying, creating, tracking, organizing, and archiving of Mission, Theme, Program, Project, and Work

Breakdown Structure (WBS) levels 2 through 7. As the Agency’s Enterprise repository for NSM data, MdM supplies NSM codes to the core financial (SAP), budget formulation

(N2), and Project and Portfolio Management (PPM) systems that require coding structure data.

Congressional Justification System is a tool used to integrate the budget from N2 with program and performance information, forming the NASA budget request to Congress.

Cost & Schedule is a tool that houses Quarterly, Budgetary, and Key Decision Point

(KDP) cost and schedule data for NASA’s projects.

Research & Development (R&D) System – The R&D system is a tool used to perform the annual validation of NASA’s R&D projects and is used, along with BW, to prepare and submit reports to the National Science Foundation.

EAST contractors, located at NASA Headquarters, provide both functional and technical support for the eBudget systems.

Biannual Role Revalidation

Biannual Role Revalidation (BRR) is a web-based application that provides the Center Business

Process Leads (CBPLs) and assigned Approval Authorities the ability to validate users' roles within certain NASA Account Management System (NAMS) assets by approving or removing access via a user interface. The BRR application will automatically initiate the deprovisioning request within the NAMS system for respective user’s role(s) which were marked as ‘remove’ within the application.

Contractor Held Asset Tracking System (CHATS)

CHATS is a web-based database that allows contractors to enter and submit their monthly property activity to NASA for review. This web-based application allows for data entry and uploading of the information required to populate the CHATS database to build a complete history and audit log of all contract assets information.

Continuous Monitoring Program (CMP)

CMP is a web-based application which provides the overall framework of management controls that NASA uses to assess and evaluate: Internal controls, Compliance with Generally Accepted

Accounting Principles (GAAP), evidence that balances and activity reported in financial statements are auditable (accurate and complete). CMP helps to ensure that errors and/or discrepancies are identified, tracked, and corrected in a timely manner. It assists with management reviews and validations of financial data and internal controls.

Digital Accountability Transparency Application Act (DATA ACT)

DATA ACT is a web-based application that supports NASA’s monthly and quarterly submissions to Treasury for DATA Act. The application produces lists used in generating the submission files and is the central storage location for all submission files and supporting documents.

Funds Status Change Approval Tracking Tool (FSCATT)

FSCATT is a web-based application used for submitting and tracking the status of approvals, documentations, and activities associated with funding status change and additional funding requests. The following processes are maintained within FSCATT:

• Additional Funds Request (Direct or Reimbursable)

• Canceled Payables

• Change of Funds Status

• Grant PI Transfer

• NON6500 (Deposit or Refund)

Invoice Routing and Information System (IRIS)

IRIS is a web-based application used to process center requests before the NASA Shared

Services Center (NSSC) can post and pay an invoice in SAP. The Invoice Processing Platform

(IPP) to IRIS invoice file attachment service supports the automated processing of pulling vendor invoice file attachments originating in IPP via SAP to upload them to IRIS utilizing an

IRIS RESTful web service. This integration is triggered via an SAP inbound event that contains all necessary invoice information (invoice number, invoice physical and logical file attachment names). The system is integrated with SAP Core Financial.

Invoice Processing Platform integration (IPP)

IPP is a web-based electronic invoicing system that manages government invoicing from

Purchase Order (PO) through payment notification. NASA began utilizing Treasury’s Invoice

Processing Platform (IPP) in April 2018 to receive award-based electronic invoice submissions from vendors. The implementation was extended to automatically route Cost and/or Approval requests for SAP documents created through the IPP Inbound Invoice interface where applicable and to automatically post invoice documents. A set of outbound and inbound integrations in accordance with IPP’s specifications were developed to use IPP for electronic invoicing.

Additionally, NASA performs testing of the vendor’s software/configuration releases to ensure they do not adversely impact NASA.

NASA Audit Tracking System (NATS)

NATS is a web-based application that tracks and reports assigned tasks and outstanding requests received from the auditors.

NASA Conference Tracking System (NCTS)

NCTS is a web-based application used to standardize monitoring and reporting of conference-related cost and attendance data across various systems Agency-wide to accomplish the monitoring and reporting needed to meet Congress’ requirements. The web-enabled database, accessible by all NASA employees, assigns a unique identifier (number/name) to each conference, facilitating tracking of associated costs and oversight of the foreign conference registration process.

Largest Areas of Customization:

1. Account Code, Funds Availability, Travel Document integration with the Core Financial application

2. User, Traveler Profile, Identity Management and Account Management integrations with

NAMS

3. Traveler Profile integration with Federal Personnel and Payroll System

4. Travel Management level Reporting integration with BW

5. Providing historical information related to Freedom of Information Act (FOIA) requests for NASA Travel

Vendor Master Interface

The Vendor Master Interface (VMI) is used to provide a specific subset of Accounts Payable and

Procurement end users the ability to add/update NASA vendors that are registered in SAM.gov in a timely manner.

Working Capital Fund Advance Payment Request (WAPR)

The WCF Advance Payment Process (WAPR) is the Agency’s centralized system for requesting

NSSC Advance Payments from NASA Centers. The system is integrated with SAP Core

Financial.

Additional Agency Applications (for MSD and OCIO)

Mission Support Resource Planning Tool (MSRPT)

MSRPT supports the Mission Support Directorate’s (MSD) Planning, Program, Budgeting and

Execution (PPBE) process with several resource planning tool modules. MSRPT provides the

MSD’s Resource Management Offices with tools to capture and manage Execution, Fiscal Year, and Program budget planning for Civil Service Full-Time Equivalent, Work-Year Equivalent, Travel, and Procurement data throughout the PPBE cycle. The key element among all modules is the level of detail gathered and reported by the MSRPT.

Mission Support DASH (MS DASH)

DASH is a system that supports the Mission Support Directorate. It is a report aggregator that compares formulation and execution data sets. It performs detailed and summary analysis of budget data from the NASA eBudget (N2) system and the MSD MSRPT/eBud at the Center, Mission, Theme, Program, Project, and Element of Cost levels. It includes reports that ensure data integrity and enable validation of submissions and includes administrative features and interfaces which port data from MSRPT tools and prepares data for upload to the Agency N2 system.

Project and Portfolio Management (PPM)

The Clarity Project and Portfolio Management (PPM) application is used by the OCIO to support

Capital Planning and Investment Control (CPIC) and the Federal Information Technology

Acquisitions Reform Act (FITARA) legislation to promote visibility, increase efficiency, and help stakeholder groups make informed investment decisions.

In addition, a PPM solution is being developed for the OCIO Cybersecurity & Privacy Division to manage their projects, services, and funding using a variety of analytical features.

Financial Future Projects

The Financial LOB is currently developing or planning for the following future projects:

Automation of PR/PO Creation

A Robotic Process Automation effort is in process for the OCFO and Office of Procurement to develop a single, integrated end-to-end process of creating Purchase Requisitions (PR) and

Purchase Orders (PO) for ECC and PPS incrementally funded contracts. The process will utilize a single template source/input screen for submission for the entire process. A BOT will create a

PR and a second BOT will be triggered to create the PO after required conditions have been met.

G-Invoicing

G-Invoicing is the long-term solution for Federal Agencies to manage their intragovernmental

Buy/Sell transactions. G‑Invoicing will help agencies and their trading partners:

• Negotiate and accept General Terms and Conditions (GT&C) agreements

• Broker orders

• Exchange performance information

• Validate settlement requests through IPAC

Federal Agencies must implement G-Invoicing for new orders by October 2022. In addition, Federal Agencies must implement G-Invoicing for “In-Flight” Orders by October 2023.

The Core Financial vendor, SAP, developed a solution to meet general Treasury requirements.

The solution includes the following components:

1. ERP Add-On

2. Application Interface Framework

3. Document Compliance

4. Fiori Front End UI

Agencies are responsible for customer specific enhancements necessary to align to Agency specific configuration and design.

Agency Estimated Price Report

An Estimated Price Report (EPR) is a cost estimate document required by NASA to accompany reimbursable and non-reimbursable agreements. EPRs are a vital part of NASA’s agreement process. They are used as a basis for agreement values, basis for payments or funding required to perform the work to prevent potential Anti-Deficiency Act violations, support financial and other external audits of NASA’s agreements, and used to support OMB and congressional reporting requirements including the NASA Transition Authorization Act reporting.

Currently, the OCFO does not have a single system/tool. Each Center has their own EPR tool

(web-based, excel, adobe, etc.). There is no consistency and standardization across the Agency.

The Agency is not able to generate reports to support audits or other external reporting requirements. A new web-based application will be developed to meet the OCFO’s requirements for an Enterprise EPR tool.

Agency Electronic 533 Tool

Approximately 75% of NASA’s procurement costs are cost-incurred 533 reportable contracts.

Currently, NF533 data is delivered through a variety of methods, both electronically and manually, which has resulted in Centers developing their own tools to capture, store, and perform analysis. The OCFO is recommending an agency solution to standardize how NF533 data is delivered, stored, analyzed, and processed to gain efficiency, consistency, and accuracy.

The new tool will include the following high-level features:

• The new application will automatically populate data from a procurement system and/or

SAP when a new 533 contract is awarded.

• Vendors will have the ability to enter or upload their 533M data electronically to an external facing application.

• Data submitted could be used to create a CCR upload file (could leverage existing e533 capability)

• The new application can contain a dashboard with pre-filtered reports for data analysis, submission status reporting, and automated notifications.

Implementation of SFFAS 54, Leases

Statement of Federal Financial Accounting Standard No. 54 (SFFAS 54) provides a set of lease accounting standards to recognize federal lease activities in reporting entities’ general purpose federal financial reports and includes appropriate disclosures. The OCFO is gathering requirements and a solution design and implementation plan will need to be developed to meet the September 30, 2023 deadline.

SAP S/4 Implementation

SAP has extended their support for SAP ECC 6 to 2027. NASA has procured SAP’s Business

Transformation Services and is working with SAP to develop an S4 implementation approach and identify S4 functionality that might be of benefit to NASA. SAP, AAO, and stakeholders are participating in Technical and Functional Validation Workshops for each functional area to gather, verify, and refine findings for simplification, optimization, and innovation opportunities.

SAP will provide recommendations including a target end state, transformation roadmap, deployment strategy, timelines and costs, and improvement potentials within the current ECC.

NASA is anticipating a 24-month implementation, in fiscal years 2025-2026, with a go live in

2027.

ETSNext

The government is in the process of delivering the next iteration of a travel and expense system.

The ETSNext system is expected to be awarded in fiscal year 2024 followed by a one-year implementation. GSA has provided a timeline for ETSNext which includes the following:

• Agency transition planning starting mid-year of 2022.

• ETSNext award mid-2024

• ETSNext agency deployment mid-2025 through mid-2027

• ETS2 expires June 3, 2027 e-Invoicing Modernization

The Invoice Processing Platform (IPP) is a web-based application provided by the Bureau of

Fiscal Service through which federal agencies manage their invoicing process for goods and services, from purchase order to payment notification. Treasury is undergoing a multi-year discovery phase of modernization. Treasury is working with agencies and vendors to evaluate four options:

• maintaining the status quo with IPP

• a complete in-house build

• a hybrid option, combining tools & software available in-house with a build; and

• a buy option from a commercial software-as-a-service (SAAS) provider.

They have initiated a proof-of-concept (PoC) effort to evaluate the functional capabilities of one of the proposed SAAS solutions, to determine possible schedule and costs, along with identifying impacts of an enterprise rollout to IPP customers.

A new e-Invoicing system will result in a rebuild of integrations from the Core Financial (SAP) to the new system as well as any agency-specific configuration in the new system.

2.3.2 Strategic Infrastructure (SI) Line of Business

The Strategic Infrastructure line of business includes support for Equipment Management, Supply Management, and Disposal Management, as well Real Property and Real Estate

Management.

LOGISTICS

SAP Equipment Management

The Equipment Management sub-process provides functionality that includes how NASA acquires and dispositions the equipment. The events in the life of the equipment are managed by transactions, a web based tool and an automated inventory process. It also maintains Agency and

Center level Custodian and Manufacturer master data.

Largest Areas of Customization:

1. Extensions to Equipment Master Record transaction in the Plant Maintenance module

2. Web Frontend for Property end-users and Custodians (Equipment Web)

3. Application is integrated with Disposal Management (Disposal) to excess and reutilize equipment

4. Application is integrated with NASA Enterprise Directory (NED)

5. Application is integrated with Asset Accounting for capital equipment

6. Custom reports in business warehouse for legacy system history and also current transactional data

Inventory management functionality is where inventory data is collected by various means

(barcode readers, Radio Frequency Identification (RFID), mobile app) and uploaded along with discrepancy processing and status reports.

Web-based Property Management (Equipment Web App)

Equipment (was N-Prop) is a web-based front end application to the SAP Equipment

Management system. It provides the Agency's equipment end user a limited amount of functionality related to their equipment. The Equipment application also includes the Equipment

Inventory Mobile Application and the Equipment Enrollment Mobile Application) This functionality includes accepting accountability, managing attributes such as location, end users and custodians; creating property passes and reports of their equipment as well as reporting the equipment as excess. In addition, everyone at NASA can use EQUIPMENT to look for either excess property or active equipment as a means for avoiding a procurement. EQUIPMENT communicates directly with SAP, interfaces with Disposal and manages updates in real time.

Web-based Property Disposal (Disposal)

Disposal is a custom built web application that provides the NASA Agency-wide disposal solution. All excess property at NASA is processed through Disposal; not only the equipment managed through SAP but also supplies managed in SAP and other non-controlled property.

Disposal is integrated with General Services Administration’s (GSA) federal screening application in three ways. Using a web service, Disposal transmits property information to GSA in real-time for immediate screening. Time based activity is submitted to GSA through a batch file interface. Sales lotting information is transmitted to GSA via a web service.

SAP Supply Management

The Supply management sub-process provides functionality that allows NASA to manage supplies including store, program and stand-by stock.

1. Largest Areas of Customization

2. Extension to Material Master Record in the Material Management module

3. Web Frontend for Supply end-users and Reservationists (OSCAR)

4. Application is integrated with Disposal Management (Disposal) to excess and reutilize supplies

5. Application is integrated with NASA Enterprise Directory (NED)

6. Custom reports in business warehouse for legacy system history and also current transactional data

Online Supply Catalog and Reservation (OSCAR)

OSCAR is a web-based front end to the supply management system that allows any user at

NASA to search for supplies either at their Center or at any other Center that uses SAP for supply management. It also allows a limited number of users to enter reservations for existing stock.

NF1018 Electronic Submission System (NESS)

NESS is a web-based system that allows NASA officials to track NASA property currently in the possession of contractors. Contractors must be able to submit NF1018 forms electronically, and

NASA and DoD officials must be able to validate those NF1018 forms. This will allow for quicker processing of the NF1018s, enhanced tracking, and easy reporting.

NASA Disposal Inventory Mobile

The NASA Disposal Inventory Program is used to facilitate the NASA disposal inventory process by allowing users to scan or manually enter a barcode via an iOS mobile device which will then update the Disposal database. This program is for the use of those with the Disposal

Inventory Team Member Role only.

NASA Equipment Inventory Mobile

The NASA Equipment Inventory Program is used to facilitate the NASA equipment inventory process by allowing users to scan an RFID tag or an ECN barcode or manually enter an ECN via an iOS mobile device which will then update SAP.

2.3.3 Real Property Management (RPM) Line of Business

The Real Property Management (RPM) system was configured using the SAP Flexible Real

Estate module (RE-FX). RPM was customized to add NASA specific functionality for Real

Property and Facilities management purposes. Real Property Management provides a comprehensive view of the Agency’s Real Property portfolio. The master data property records include all pertinent information related to the individual property such as;

Building/Land/Structure classification and location information, facilities engineering data and all associated measurements and characteristics of the property as well as property values and

Current Replacement Value (CRV). RPM also provides a link to the SAP Asset Management system to maintain the relationship between the Real Property Master record and…