DEAMS_RepGen_SCD_V1_12_1_Final_201509021015.pdf

AF DEAMS

System Capabilities Document

DEAMS System Capabilities Document

Defense Enterprise Accounting and Management System Air Force (DEAMS)

System Capabilities Document (SCD)

Date: 9/02/2015

Version: 1.12.1

Final

DEAMS System Capabilities Document i

Summary of Changes

Revision # Date Brief Summary of Changes

1.1 8 May 2008 - Addition of Spiral information to capabilities and interfaces

- Addition of a change page and administrative changes to clarify capabilities based on comments from industry and PMO/FMO review panels Dec 07-Feb 08

- Deleted two Asset Capabilities which should be covered by ECSS

- Deleted one Contingency/Deployed capability for savings bonds after it was determined DEAMS would not be involved in the pay process

- Added one Contingency/Deployed capability for SATO bills

- Added one Time and Labor capability for Privacy Act compliance

- Updated/consolidated the interface table

1.2 15 August

- Included some verbiage in the KPP/KSA stating alignment with DoD’s four financial visibility objectives

- Addition of Spiral information for query and reporting

- Verbiage in interface area utilized to create Interface Management table

- Added verbiage in the Asset area about Total Asset Visibility

- Administrative changes based on FSIO Requirements Tested document, NASA Automated

Requirements Measurement (ARM) tool, review of introductory statements in SCD, and review of Dec 07 industry day comments

- PMD 46 and 47 were deleted based on revised PMD-45

- FBA-05 thru FBA-11 were re-added to the SCD while further research is conducted; they relate to the ALC and FBWT

1.3 17 October

- Added Triannual Review information and capabilities

- Added definition of “Fix and Deploy”

- Put a placeholder in for a potential new interface to the Defense Integrated Financial System

(DIFS) for automating the Foreign Military Sales Expenditure Authority Process

1.4 17 June 2009 - Acquisition strategy updated; replaced what was “Fix and Deploy” and now reflects Increments 2 and 3 using verbiage from the Statement of Objectives (SOO)

- Comments column added to interface and capabilities to explain enhancements desired in later Spirals

- Section added for subsuming OARS (personnel at Gunter currently reviewing capabilities)

- Debt Management: Look to retain Debt Management within DEAMS (versus sending to DFAS to enter into the Defense Debt Management System (DDMS) and sending reports back to DEAMS to enter data into DEAMS); Allowing DFAS to retain responsibility will sustain current manual processes that will be no longer needed

- USTRANSCOM, SDDC and MSC moved to Spiral 3

- Outlined the difference between Asset Management for the AF versus USTRANSCOM and

SDDC. The process is manual for USTRANSCOM and SDDC whereas, for the AF it is performed in feeder AFEMS systems and interfaced into DEAMS

- Outlined a separate set of conversions for subsuming TFMS-M

- Foreign Military Sales: Added verbiage about Security Cooperation Enterprise Solution

(SCES) vision and objectives to FMS section

- Time and Attendance (T&A): Added verbiage in the T&A section; “The SI shall assess the AF starting points (DEAMS, ECSS, Job Order Cost Accounting System, etc) and related recommendations for the “way ahead” to achieve automated T&A strategic goals

- Disbursing: Added verbiage about the Disbursing strategy; “Currently the AF Disbursing system is the Central Disbursing System (CDS) but DFAS is developing the Standard Disbursing Initiative (SDI) to provide a single disbursing system. The AF is open to other options and the DEAMS SI offerors have flexibility in crafting a proposed solution”

- Interfaces: Incorporated Service Oriented Architecture strategy and reflect taking on GAFS- DTS functionality

1.5 30 October

- Miscellaneous Payment (Spiral 3) -- New section

- Interfund -processing SF transactions in Spiral 3 and solution for the seller side in Spiral 5 --

New Section

- Adding interfaces with AFWAY II (Spiral 3) and IVAN interfaces reflects Spiral 2

- Added to the Asset Section several capabilities related to DEAMS to send ECSS updated

Gross Book Values (detailed transactions) whenever an asset is delivered, MOD is required or a price adjustment is necessary

- SDDC changes made based on GFEBS incorporating SDDC GFs

- At request of SDDC moved the Triannual Review to Spiral 3, those capabilities now reflect

DEAMS System Capabilities Document ii

Spiral 3

- Debt Management in line with the Office of the DCMOs solution (bypass sending to the Debt

Management Office (DMO) and DMO sending manual reports back to DEAMS for data entry) of ERP; added interface to US Treasury

- Cost section revised by and incorporated into this version

- Updated SMD-01 to Spiral 2, Spiral 3 and comments to ensure implementation of BPR and automate accrual accounting

- Added capabilities(3) to the TLH section related to collecting employee information

- Added Compliance Mandates (Appendix B)

1.6 7 Apr 2010 - Mandatory KPP and 2 KSAs added

- Updated capabilities related to Cost, Reports, Testing and Documentation

- Added Compliance capabilities

- Updated Asset Management section to incorporate Transportation Working Capital Fund

(TWCF) capital assets

- Updates made based on the “52” bluebook gaps identified by the Air Force Audit Agency

(AFAA)

1.7 15 Jul 2010 - Replaced increment references with spiral designations

- Updated Asset Management section to reflect DEAMS accomplishing full accounting and asset management for TWCF assets

- Updated CRIS verbiage based on Financial Management Data Access Policy

- Data exposure services for outbound interfaces

- As the authoritative data source for FM historical data

- Incorporated changes based on MAJCOM and the Air Force Operational Test and Evaluation Center (AFOTEC) review

1.8 21 Jun 2011 - Replaced spiral references with increment and release

- Removed “separate from GCSS Air Force” from KPP Materiel Availability and KSA Materiel

Reliability

- Identified capabilities as accomplished in Increment 1 Release1 for GCSS Air Force which require additional work in Increment 1 Release 3 due to rehosting

- Added user response times capabilities

1.9 21 Jun 2013 - Added System Capabilities Document (SCD) Coordination/Approval Page

- Updated wording and release designators for several capabilities and interfaces

- Changed the development threshold and objective for KSA Materiel Reliability

- Removed Table 5 - DEAMS Major User Groups and corresponding text

- Deleted two capabilities from Section 3.2.6 related to Defense Departmental Reporting System functionality

- Removed Section 3.10.1 Air Force Working Capital Fund and Section 3.13 Automated Time and Attendance Processing

- Deleted one capability from Section 3.10.4 Asset Accounting Business Rules related to

Expeditionary Combat Support System (ECSS)

- Added one capability to the Section 5.8 Security related to maintenance of Privacy Act data

- Added Civilian Payroll Accounting Bridge (CPAB) to the interface section

- Deleted Enterprise Risk Management Program Business Activity Monitoring, Business

Enterprise Information System, ECSS, Integrated Accounts Payable System, Air Force Way II, Electronic Document Management System, Inter Governmental Transaction System, Integrated Data Environment Global Convergence, Treasury Integrated Agency Interface and Intragovernmental Business Solution

- Added one capability to Section 6.1.1 DEAMS Query and Report Management Strategy

- Removed ECSS-related comments and assumptions (Appendix A)

- Updated Appendix C - Acronym List based on deletions

1.10 28 Feb 2014 - Document generation is being accomplished using Microsoft Access VBA and Microsoft Word “Bookmarks”, since IBM has discontinued support for SoDA(Software Document Automation)

- Re-ordered the columns in the tables, so that “DEAMS ID”, “Capability” and “Rel.” appear as the first 3 columns in the tables

- Incorporated RM Tiger Team recommendations

- Moved “2.3.1 Compliance” and “2.3.1 Incorporate SFIS” under “3.1.6 Compliance”

- Deleted section 3.7.2 – CMB and 3.7.3 CMC

- Removed “4.3 Current Interfaces both Incoming and Outgoing” and “4.4 Primary Sources of

Interface Information”

- Updated wording and Capability text in “7.0 Implementation and Conversion” section

- Updated wording, capabilities, and interfaces based on Course of Action (COA) 2

- Removed ORF Section, as all capabilities for that section were excluded for COA2

DEAMS System Capabilities Document iii

- Removed references to Oracle R12

- Updated Compliance Mandate versions

- Updated wording, capabilities, and interfaces based on IPT reviews

- Deleted Section 3.8.5 Obligation and Reporting System (OARS)

- Updated Procure-to-Pay capabilities ensuring the term "automation" is used to support Measure of Effectiveness (MoE) 2.10

1.10.1 15 May 2014 - SCD Addendum based on Changes to Program Release Strategy

- Introduction: A carriage return is needed before the start of Release 3

- Introduction: In the Release 5 listing SAMIS needs to move to Release 6 as SAMIS or SCES

- Introduction: In the Release 5 listing ITS.GOV needs to move to Release 8

- Introduction: In the Release 5 listing Interfaces needs to be removed

- Introduction: In the Release 6 listing place SAMIS or before SCES

- Introduction: In the Release 8 listing add ITS.GOV

- 3.4.4 - Disbursing Process Table 22 – Disbursing Process, Requirement DEAMS2-315500 moved from R4 to R5

- 3.9 - Contingency Operations: Table 34 - Contingency Operations, Requirement DEAMS2-324100 moved from R4 to R5

1.11 20 Jan 2015 - Deleted from Document:

- DEAMS2- 305600,DEAMS2-323500, DEAMS2-323600, DEAMS2-323900, DEAMS2-332100,

DEAMS2-300600, DEAMS2 350200, DEAMS2-405400 (DCAS),DEAMS2-406200 (DDMS),

DEAMS2-406800( AF-IPPS), DEAMS2-408300 (FIABS) DEAMS2-411800 (OLVIMS),

DEAMS2-413050 (ADS), DEAMS2-349300, DEAMS2-601100

- Updated Figure 1, changed BTA to Office of the DCMO

- EXC_064548 addressed the R4 and R5 Fit/Gap requirements, CCB Approved 24 Nov 2014, ECCB Reviewed 20 Jan 2015

- EXC_078456 addressed acquisition re-alignment of DSAMS and Direct-Hire requirements to R5 and the remaining requirements contained in this ticket to R4. CCB Approved 24 Nov 2014, ECCB Reviewed 20 Jan 2015

- EXC_078637 addressed the administrative clean-up of the requirements and addressed the resolutions to the changes from the Comments and Resolution Matrix (CRM). CCB Approved 24 Nov 2014, ECCB Reviewed 20 Jan 2015

- EXC_082724 Updated document with FMO CRMs concerning requirements tracing, included DIFS system capability to refined requirement tracing, and corrected OBIEE tracing. CCB Approved 13 Jan 2015, ECCB Reviewed 20 Jan 2015.

1.12 11 Aug 2015 - NRM-052777 - Enhance CDS_O_002 and Project Funding DFF on Agreement

- NRM-047674 - ITR Redistribution - Automated Solution

- NRM-050399 - Transactions needed to account for Contract Authority (CA) in TWCF

- NRM-057016 - DEAMS MAFR balancing - CCB REVIEW/PLANNING

- NRM-022683 - DEAMS - O2C Advanced Payments from Public customers

- NRM-017940 - Place Interfund Invoice on Hold if Distribution Line NA|99999 isn't reversed.

- NRM-022568 - Interfund invoices no longer auto-populating with ALL_OTHER on invoice

Dist DFF

- NRM-088197 - DEAMS PTP Interfund BSME/EC/KYLOC Invoice Recycle Process

- NRM_054133 Re-Position Control on USSGL accounts 1010 and 1090

- NRM_066414 Depot maintenance, CLS and COCOM

- NRM_088602 DDRS File Transfer Department SCR Needed

- NRM_094314 Fed/Non Fed Indicator Required for all Non-Manual GL Sources

- NRM_098108 -Earmarked Funds Require Specific Fund Type

- NRM_094658 DDRS Interface Mapping Change Required.

- EXC_096956 OBIEE Requirements Updates and Alignment

- EXC_099278 OBIEE Requirements Updates

- EXC_101678 Annual Blue Book Updates

- EXC_095871_Misc Updates

- Added new section for OBIEE reports (6.1.2)

- Updated Table 1 (Key Performance Parameters)

- Updated Appendix B - Compliance Mandates

- Updated Appendix C - Acronym List

1.12.1 02 Sep 2015 - NRM_057016 - DEAMS MAFR balancing - CCB REVIEW/PLANNING, was Approved via ECCB in Feb’2015 than Rejected via ECCB in Apr’2015. Removing NRM_057016 reference from SCD and disassociating DEAMS2-310000 from R4 updates

DEAMS System Capabilities Document iv

TABLE OF CONTENTS

Page #

1 Introduction

2 DEAMS Capabilities Document

2.1 Key Performance Parameters (KPPs) (Working Group: Compliance)

2.2 Key System Attributes (KSAs) (Working Group: Compliance)

2.3 Other System Attributes (OSA) (Working Group: Compliance)

3 Capabilities Traceability Matrix

3.1 System Management Function

3.1.1 Accounting Management Process (SMA) (Working Group: B2R, O2C, P2P)

3.1.2 Document and Transaction Control Process (SMB)

(Working Group: B2R, O2C, P2P)

3.1.3 Document Referencing and Modification (SMC)

(Working Group: A2R, B2R, O2C, P2P, Compliance, Technical)

3.1.4 System Generated Transactions (SMD)

(Working Group: A2R, B2R, O2C, P2P)

3.1.5 Audit Trails (SME)

(Working Group: A2R, B2R, O2C, P2P, Compliance, Technical)

3.1.6 Compliance

3.2 General Ledger Functions

3.2.1 General Ledger Account Process (GLA) (Working Group: B2R)

3.2.2 Transaction Process (GLB) (Working Group: B2R)

3.2.3 General Ledger Updating and Editing Process (GLC) (Working Group: B2R)

3.2.4 Upward/Downward Spending Adjustment (GLD) (Working Group: B2R, P2P)

3.2.5 Accounting Period Maintenance and Closing Process (GLF)

(Working Group: B2R)

3.2.6 Financial Reporting Process (GLG) (Working Group: B2R)

3.3 Fund Balance with Treasury Function

3.3.1 Treasury Information Maintenance Process (FBA) (Working Group: B2R, P2P)

3.3.2 Payment Confirmation Process (FBB) (Working Group: P2P)

3.3.3 Reconciliation and Reporting Process (FBC) (Working Group: B2R)

3.4 Payment Management Function

3.4.1 Payee Information Maintenance Process (PMA) (Working Group: O2C, P2P)

3.4.2 Accounts Payable Process (PMB) (Working Group: P2P)

3.4.3 Invoicing Process (PMC) (Working Group: P2P)

3.4.4 Disbursing Process (PMD) (Working Group: O2C, P2P)

3.4.5 Miscellaneous Payments (PMM) (Working Group: P2P)

3.5 Receivable Management Function

3.5.1 Customer Information Maintenance Process (RMA)

(Working Group: O2C, P2P)

3.5.2 Receivables-Reimbursable Rates and Billing Process (RMB)

(Working Group: O2C, P2P)

3.5.3 Variables

3.5.4 Rates

3.5.5 Rate Assignment

3.5.6 Debt Management Process (RMC) (Working Group: O2C)

3.5.7 Collections and Offsets (RMD) (Working Group: O2C)

DEAMS System Capabilities Document v

3.6 Interfund (IF) (Working Group: P2P)

3.7 Project Costing Function

3.7.1 Cost Setup and Accumulation Process (CMA) (Working Group: B2R, P2P)

3.8 Budgetary Resource Management Function

3.8.1 Budget Authority Process (FMC) (Working Group: B2R)

3.8.2 Funds Distribution Process (FMD) (Working Group: B2R, P2P)

3.8.3 Funds Control Process (FME) (Working Group: B2R, P2P)

3.8.4 Funds Status Process (FMF) (Working Group: B2R)

3.9 Contingency Operations (CGO) (Working Group: P2P)

3.10 Asset Management (Working Group: A2R)

3.10.1 Centralized Asset Management

3.10.2 Asset Accounting (PAA)

3.10.3 Asset Accounting Business Rules

3.11 Foreign Military Sales (FMS) (Working Group: A2R)

3.12 Triannual Review (TAR) (Working Group: B2R)

4 DEAMS Interfaces

4.1 DEAMS Interface Management Strategy (IMS) (Working Group: Compliance, Technical)

4.2 Guidance

5 Technical Services

5.1 General Design/Architecture (TLA) (Working Group: Compliance, Technical)

5.2 Infrastructure (TLB) (Working Group: Compliance, Technical)

5.3 User Interfaces (TLC) (Working Group: Compliance, Technical)

5.4 Interoperability (TLD) (Working Group: Compliance, Technical)

5.5 Workflow/Messaging (TLE) (Working Group: Compliance, Technical)

5.6 Document Management (TLF) (Working Group: Compliance, Technical)

5.7 Internet Access (TLG) (Working Group: Compliance, Technical)

5.8 Security (TLH) (Working Group: Compliance, Technical)

5.9 Operations (TLI) (Working Group: Compliance, Technical)

5.10 Ad Hoc Query (TLJ) (Working Group: Compliance, Technical)

5.11 Documentation (TLK) (Working Group: Compliance, Technical)

5.12 System Performance (TLL) (Working Group: Compliance, Technical)

6 Decision Support and Analysis

6.1 DEAMS-AF Query and Report Management

6.1.1 DEAMS Query and Report Management Strategy

6.1.2 Required Reports and Queries (RRQ)

(Working Group: A2R, B2R, O2C, P2P, Compliance, Technical)

6.1.3 An Example of the Query Flexibility

7 Implementation and Conversion (IAC)

(Working Group: Compliance, Technical)

DEAMS System Capabilities Document vi

APPENDICES

Appendix A Assumptions

Appendix B Compliance Mandates

Appendix C Acronym List

LIST OF TABLES

Table 1 – Key Performance Parameters (KPPs) Table 2 – Key System Attributes (KSAs) Table 3 – Other System Attributes (OSA)

Table 4 – Accounting Management Process (SMA) Table 5 – Document and Transaction Control Process (SMB)

Table 6 - Document Referencing and Modification (SMC) Table 7 - System Generated Transactions (SMD)

Table 8 - Audit Trails (SME) Table 9 – CFOC Certification (CFC)

Table 10 - General Ledger Account Process (GLA) Table 11 - Transaction Process (GLB) Table 12 - General Ledger Updating and Editing Process (GLC)

Table 13 - Upward/Downward Spending Adjustment (GLD) Table 14 - Accounting Period Maintenance and Closing Process (GLF)

Table 15 - Financial Reporting Process (GLG) Table 16 - Treasury Information Maintenance Process (FBA) Table 17 - Payment Confirmation Process (FBB)

Table 18 - Reconciliation and Reporting Process (FBC)

Table 19 - Payee Information Maintenance Process (PMA) Table 20 - Accounts Payable Process (PMB) Table 21 - Invoicing Process (PMC)

Table 22 - Disbursing Process (PMD) Table 23 - Miscellaneous Payments (PMM)

Table 24 - Customer Information Maintenance Process (RMA) Table 25 - Receivables-Reimbursable Rates and Billing Process (RMB) Table 26 - Debt Management Process (RMC) Table 27 - Collections and Offsets (RMD)

Table 28 - Interfund (IF) Table 29 - Cost Setup and Accumulation Process (CMA) Table 30 - Budget Authority Process (FMC)

Table 31 - Funds Distribution Process (FMD) Table 32 - Funds Control Process (FME) Table 33 - Funds Status Process (FMF) Table 34 - Contingency Operations (CGO)

Table 35 – Perform Asset Accounting (PAA) Table 36 - Foreign Military Sales (FMS) Table 37 - Triannual Review (TAR)

Table 38 - Interface Management Strategy (IMS)

DEAMS System Capabilities Document vii

Table 39 – General Design/Architecture (TLA)

Table 40 – Infrastructure (TLB) Table 41 – User Interfaces (TLC) Table 42 – Interoperability (TLD) Table 43 – Workflow/Messaging (TLE) Table 44 – Document Management (TLF)

Table 45 – Internet Access (TLG) Table 46 – Security (TLH) Table 47 – Operations (TLI) Table 48 – Ad Hoc Query (TLJ) Table 49 – Documentation (TLK)

Table 50 – System Performance (TLL) Table 51 – Required Reports and Queries (RRQ)

Table 52 – Query and Report Examples (QRF) Table 53 – Implementation and Conversion (IAC)

LIST OF FIGURES

Figure 1 – System Interfaces

Figure 2 – General Design Architecture Figure 3 – Rate Assignment Process

Figure 4 – DEAMS-AF Query and Report Management

DEAMS System Capabilities Document viii

System Capabilities Document (SCD) Coordination/Approval Page

DEAMS Functional Management Office

Mr. Todd Baker Date

DEAMS Functional Manager

SAF/FMPS

Ms. Shirley Reed, SES Date

Chief Information Officer, SAF/FM

SAF/FMP

Mr. Thomas Murphy Date

Deputy Assistant Secretary for Financial Operations, Office of the Assistant Secretary of the Air Force for

Financial Management and Comptroller

DEAMS System Capabilities Document 1

1 Introduction

The Defense Enterprise Accounting and Management System (DEAMS) program is a joint effort by the United States Transportation Command (USTRANSCOM), the United States Air Force (AF), and Defense Finance and Accounting Service (DFAS). When fully implemented throughout the AF, DEAMS shall support the guidelines established by both the Office of the Management and Budget (OMB) and the Department of Defense (DoD) Office of the Deputy Chief Management Officer (DCMO), and shall adhere to OMB’s Office of Federal Financial Management (OFFM) Core Financial System Requirements (CFSR) and other relevant laws, regulations, and policies.

Secretary of Defense (SECDEF), Donald Rumsfeld, established the program in a memo dated 19 July 2001, indicating that one of SECDEF’s highest priorities was to have reliable, accurate, and timely financial management (FM) information upon which to make the most effective business decisions. In response, DoD established the Business Management Modernization Program (BMMP) in 2001 and subsequently created the Office of the DCMO to transform its business enterprise, FM processes, and systems to improve combat support to the warfighter. Under this program, the Office of the DCMO created Business Enterprise Architecture (BEA) as the DoD enterprise architecture. The BEA defines DoD’s business transformation priorities, the business capabilities required to support those priorities and the combinations of systems and initiatives that enable those capabilities.

USTRANSCOM proposed the DEAMS initiative to improve outdated and unreliable FM business processes and unclassified systems. The intent of the DEAMS project is to develop a modern, integrated financial system for USTRANSCOM, AF, and DFAS to provide reliable, accurate, and timely information to DoD managers and decision makers at all levels. The DEAMS initiative will also serve as an important step toward Chief Financial Officers (CFO) Act compliance for program participants. In addition the DEAMS solution shall apply FM best practices consistently across USTRANSCOM and the AF with the potential for expansion to other DoD services and agencies.

The DEAMS program was initially approved as a proof of concept project. The initiative was to implement a commercial-off-the-shelf (COTS) package using Enterprise Resource Planning (ERP) principles that will culminate the functions of several existing AF systems, thus eliminating the need for multiple systems.

The DEAMS program shall continue to develop as currently envisioned and, as necessary, expand to meet all AF FM needs.

Enhancements to the project will be drawn from:

Fixes identified during the technical demonstration (TD) of the baseline system

Additional interfaces required to support implementation at Major Commands (MAJCOM)

Unique requirements necessary to support implementation at MAJCOMs

Experience from initial Release deployments, which include reviewing and prioritizing manual processes not automated by DEAMS Release 1, 2, and 3 obtaining approval for any “fixes” required prior to deployment.

Upgrades will involve improvements in both technical and functional capability. Characteristics of the upgrades include:

Utilizing a high percentage of system and data objects from DEAMS Release 1, 2, and 3

Adding Service-Oriented Architecture (SOA) components without impacting core capabilities

Supporting a gradual transition from point-to-point interfaces to a more robust protocol as legacy data source systems are replaced through ERP implementation

Supporting access to both transaction processing and business intelligence (BI) data stores through a more flexible information query capability

Using information technology (IT) SOA services to support common processes for which services are both mature and cost-effective

Utilizing parameter-driven system objects, where appropriate, to support future system enhancement capability

Utilizing governance-in-place to support common FM system objects and related business rules across General Funds (GF) and Working Capital Funds (WCF)

Adding a stand-alone technical support infrastructure with independent disaster recovery

Upgrades to the COTS products as necessary to be supportable and interoperable with DEAMS components as per vendor guidelines.

Throughout this document, capability and interface tables identify the release in which the capability or interface is to be developed.

Capabilities and interfaces developed in an earlier release are expected to be used in later releases. Capabilities or interfaces that are developed over multiple releases are also identified. For example, “R1, R4” identifies a capability or interface that was developed for Release 1 (which may include manual activities) and needs an additional feature/interface for Release 4 thus automating the process going forward.

Release 1: Deployed a DEAMS TD to Scott AF Base (AFB) and supporting DFAS locations to enable user familiarization and validate the COTS solution. Deploy the validated solution to McConnell AFB

Release 2: Deployed DEAMS to AMC bases with TWCF accounting

DEAMS System Capabilities Document 2

Release 3: Enhanced reporting, SFIS update, interface handling, and error handling, capabilities & interfaces to support post-AMC deployments, Oracle Business Intelligence Enterprise Edition (OBIEE) o Enhanced Reporting o Enhanced Reports (Users) o Improved Interface Handling v1 o Enhanced Error Handling v1 o SFIS 10 update o Enhance DDRS o Enhance DCPS o Oracle Business Intelligence Enterprise Edition (OBIEE)

Release 4: Deploy DEAMS Capabilities & Interfaces to Support additional CONUS Deployments o Supplier Handling (CEFT, iProcurement) o Enhance Disbursing Functionality o Enhance Travel (DTS, RTS, AROWS) o Enhance DCBS o NexGen IT o Capital Assets System Change Requests (SCRs) o Improved Interface Handling v2 o Enhanced Error Handling v2 o DIFS o Foreign Currency Fluctuation o International Pay o Foreign Military Sales – Expenditure Authority o Foreign Currency payments

Release 5: Deploy DEAMS capabilities, interfaces, and activities to outside the continental United States (OCONUS) operational AF (Pacific Air Forces [PACAF] and United States Air Forces in Europe [USAFE]) o Direct Hire (FN) Employees - ICPS o DSAMS

Release 6: Deploy DEAMS to remaining CONUS locations to include those within AF Space Command (AFSPC) and AF Materiel Command (AFMC) o BEIS o ACPS o ConWrite o MOCAS-APVM (Pre-validation) o JOCAS II

Release 7: Deploy DEAMS Conversion/Interface programs to support remaining deployments (legacy elimination) Various Conversions

Release 8: Deploy Surface Deployment and Distribution Command (SDDC) Conversion programs and Capabilities within

DEAMS

o GATES o SDDC o TFMS-M o SAMIS o DMLSS o DCAS o SCES

Release TBD: Deployment release is yet To Be Determined o Enhance IPP

When implemented across the AF, DEAMS shall be postured to adapt to service-oriented environments. The intent of the DEAMS program is to provide an FM solution that accomplishes the following:

Provides reliable, accurate, and timely financial data to decision makers

Provides standardized business rules, processes, and information

Provides an integrated system to process and record budgetary, AF GF accounting, and vendor pay transactions

Captures and validates information once and uses it across the enterprise

Meets the FM requirements of OMB, DoD, the Department of the Treasury (Treasury), and system users

Facilitates more timely support to AF contingency operations.

In addition to sharing a common system, the “to-be” environment will rely on modern and efficient business practices. These practices will be based on industry-leading practices and leverage the functionality included in the selected COTS package.

DEAMS System Capabilities Document 3

Adopting consistent business rules will allow for more efficient financial operations and greatly enhance financial reporting. Some of the business practice improvements that will be implemented through the DEAMS program include:

Paper forms will be eliminated. The user who initiates a business event will enter transactions directly into the system.

Electronic transactions will be routed by the system to the appropriate users for online approval to satisfy internal control requirements

Data will be validated at the source. Budget availability will be checked and funds will be reserved automatically

Budget authority will be distributed to the lowest level needed to control resources. Once distributed, managing budgeted dollars will be the responsibility of the operational organization

DEAMS will utilize the new DoD Standard Financial Information Structure (SFIS) to enable consistent financial analysis and reporting

DEAMS will uniformly apply industry best practices when dealing with business events that involve foreign currency

Most users will query through a central repository and a limited number of authorized users will have the ability to query the system directly, rather than waiting for reports to be generated

Control of accounting policy and guidance will be centralized.

Based on industry best practices and the generalized functionality of the COTS software, the AF will endeavor to avoid customization, while maximizing the use of the COTS software and Business Process Reengineering (BPR). The AF will use BPR to leverage COTS capabilities representing industry best practices to improve the way the AF conducts FM.

DEAMS System Capabilities Document 4

2 DEAMS Capabilities Document

This document describes the capabilities, key performance parameters (KPP), and key system attributes (KSA) required by DEAMS to support FM today and in the future. The purpose of this document is threefold:

1. To obtain the approval of AF leadership for the capabilities to be implemented

2. To identify and prioritize gaps between approved AF FM capabilities and the selected, OMB-approved COTS package

(Federal Financials by Oracle)

3. To support the new Air Force led ERP implementation methodology.

The principles driving the development of DEAMS capabilities are as follows:

Principle 1: The starting point for the development of this capabilities document is the CFSR document developed and coordinated through the CFOs (CFOC) and through vendors with current, OMB certified COTS FM support packages.

OMB certified the CFSR in January 2006 for the following reasons:

- The CFSR represents OMB’s transition from detailed requirements to capability-level requirements that leverage business practices already included in approved COTS FM packages

- In order to obtain and retain OMB FM COTS certification, a COTS provider must demonstrate its package’s ability to meet FM capability requirements

- Current CFSR moves DEAMS closer to fulfilling legislative and policy changes that have been promulgated since

- AF costs for systems extensions will be lower by closely adhering to the OFFM CFSR.

Principle 2: The following circumstances will drive AF clarifications and extensions to OFFM starting point capabilities:

- A truly unique AF/DoD circumstance that necessitates either changing or eliminating a COTS-provided, OFFM-required capability (i.e., AF has a number of robust, internal, partially- or fully-implemented initiatives that provide required capabilities)

- Changes that result in decreased system lifecycle costs (e.g., changes that increase system flexibility or decrease the cost of system maintenance or enhancement, or changes that facilitate business process improvement initiatives)

- Changes that facilitate the availability, timeliness, or accuracy of financial information.

Principle 3: Sound business cases will be created to decrease program costs resulting from:

- New or improved system environment and technology opportunities

- Cost effective use of sharable system services

- More efficient information access and reports management.

Principle 4: This document incorporates unique capabilities identified by AF MAJCOM FM representatives.

This document presents the DEAMS capabilities in four individual sections:

Core system functional capabilities, which include the functions and processes required to support AF GF and managerial cost accounting

Formal system interface capabilities, which include future information exchanges between DEAMS and the AF, DoD, OMB, Treasury, and other external systems

Information access, analysis, and report generation capabilities

Technical and system performance requirements.

The beginning of each functional capability section presents an introductory description. A table detailing the specific functional system capabilities required to implement DEAMS follows within each section. Gaps between the capabilities described in this document and those available in the Oracle COTS product will be defined during the blueprinting phases.

DEAMS System Capabilities Document 5

2.1 Key Performance Parameters (KPPs)

(Working Group: Compliance)

The government developed the KPPs and KSAs outlined below to align with the following financial visibility objectives:

1. Produce and interpret relevant, accurate, and timely financial information that is readily available for analysis and decision-making

2. Link resource allocation to planned and actual business outcomes and warfighter mission

3. Produce comparable financial information across organizations

4. Achieve audit readiness and prepare auditable financial statements.

The KPPs represent those capabilities or characteristics that are so significant to the success of DEAMS that failure to meet them may be cause for the concept or selected system to be reevaluated, reassessed or terminated. The threshold value is the minimum acceptable value that, in the user’s judgment, is required to satisfy the required capability. If threshold values are not achieved, program performance may be seriously degraded, the program may become too costly to support, or the program may no longer be timely. The objective value is the value desired by the user and that the project office is attempting to achieve. The objective value may also represent an operationally meaningful, time critical, or cost-effective increment above the threshold for each program parameter. DEAMS will achieve the following KPPs for both USTRANSCOM and the AF.

Table 1 – Key Performance Parameters (KPPs)

Key Performance Parameter

Development Threshold

Development Objective

SCD Reference Analytical Reference

Balance with Treasury 98% 100% Section 3.3 TFM, Aug 2004

Funds Control 98% 100% Section 3.7 Antideficiency Act, Oct 2005 (revised)

Accurate Balance of Available Funds

98% 100% Section 3.3 Antideficiency Act, Oct 2005 (revised)

System Controls 95% 100% Sections 4.0, 3.1.2, 3.1.4

GAO-07-731G (Yellow Book); OMB A-123

Subsidiary Accounts Balanced to General Ledger Control Accounts

95% 100% Section 3.2 OFFM CFSR, Jan 2006

Timely Reporting 24 Hours 8 Hours Section 6.0 FFMIA, 1996 and CFO Act, Period-End Processing 95% 100% Section 3.1.2 DoDFMR, Jan 2006; OFFM CFSR, Jan 2006; and CFO Act, 1990

Net-Ready As defined in DEAMS System View 7 (SV-7)

As defined in DEAMS

SV-7

Sections 5.4 and 5.8

JCIDS manual 12 February

Sustainment – Material and Operational Availability

98% 99.7% Section 5.9 JCIDS manual 12 February

A brief description of each KPP is discussed below:

Balance with Treasury: DEAMS appropriation account balances must be equal to Treasury appropriation account balances.

DEAMS account balances shall reconcile with Treasury account balances for 98% (threshold) and 100% (objective) of appropriated accounts in the system. Testing this KPP must include the identification and proper application of reconciling items.

Rationale: The threshold percentage is based upon multiple external system processes and the latency time from actual transaction processing to posting. The objective percentage is based on the Treasury Financial Manual (TFM) (August 2004).

Funds Control: DEAMS shall prevent 98% (threshold) and 100% (objective) of transactions that exceed budget target thresholds from automatically posting against budget targets that are configured for strict funds control. The Antideficiency Act prohibits “making or authorizing expenditure from, or creating or authorizing an obligation under, any appropriation or fund in excess of the amount available in the appropriation or fund unless authorized by law,” and “making obligations or expenditures in excess of an apportionment or reapportionment, or in excess of the amount permitted by agency regulations.” 31 United States Code (U.S.C.) § 1341(a)(1)(A).

DEAMS System Capabilities Document 6

Rationale: The Government Accountability Office (GAO)/President’s Council on Integrity and Efficiency (PCIE) Financial Audit Manual (FAM), Section 230, “Determine Planning, Design, and Test Materiality,” states that planning materiality generally should be 3% of the materiality base, design materiality should be one-third of the planning materiality (or 1% of the materiality base), and test materiality should be the same as design materiality. As a result, the testing threshold could be set at 99%. However, the July 2005 Implementation Guide from OMB Circular A-123, Management’s Responsibility for Internal Control, Appendix A, Internal Control over Financial Reporting, states “generally, management’s materiality threshold will be lower than the threshold for the financial statement audit.” As a result, the threshold is set at 98%, which is lower than the testing materiality threshold for the financial statement audit.

Accurate Balance of Available Funds: DEAMS shall maintain an accurate balance of available funds at the appropriate level of fiscal accountability. Funds available balances are accurate at the appropriate level of fiscal accountability 98% (threshold) and 100% (objective) of the time.

Rationale: The CFO Act and DoD FM Regulation (FMR) require that accurate fund balances and accountability be maintained each day.

System Controls: DEAMS must perform edits and prevent transactions containing invalid data from processing. (“Invalid data” is defined as the value of an element or combination of elements that failed the edit test using established edit tables or rules.) The system shall prevent 95% (threshold) and 100% (objective) of transactions containing invalid data from processing.

Rationale: The minimum acceptable error rate of 95% is based upon BPR, schedule, and informed FM judgment.

System controls prevent transactions with invalid data from entering the system and corrupting the financial database.

The 100% objective level is based upon regulatory compliance. Robust system edits are necessary so that the system can be relied upon for accurate financial and management reporting.

Subsidiary Accounts Balanced to General Ledger (GL) Control Accounts: Upon posting any subsidiary ledger update to the GL, DEAMS shall require 95% (threshold) and 100% (objective) of the total subsidiary accounts to equal the GL control accounts.

Rationale: The CFO Act requires subsidiary accounts to reconcile to GL control accounts. When these accounts become out of balance, they distort the financial status of the enterprise and result in the provision of inaccurate financial information to key decision makers.

Timely Reporting: DEAMS shall support timely financial and management reporting. Once accepted into the system, all transaction data shall be recorded and available for reporting within 24 hours (threshold) and 8 hours (objective). (“Acceptance” of the transaction into the system refers to a transaction passing the system edits required for posting to the subsidiary ledger). If interface transactions do not pass system edits, the transaction or the entire file will be rejected, depending upon the Interface Memorandum of Agreement (MOA).

Rationale: The threshold amount represents the current DFAS posting standard. The objective value represents the estimated performance required under the Federal FM Improvement Act (FFMIA) and CFO Act. Timely recording of transactions is required to provide management with accurate and timely status of funds in accordance with FMR and OFFM audit requirements. The value of financial data to decision makers diminishes with the age of the data. To have meaningful value, transactions must be reflected throughout the system and be available for reporting in a timely manner.

Period-End Processing: DEAMS shall support the timely closing of months, quarters, and fiscal years (FY). Period-end data is available to the official financial reporting system 95% (threshold) and 100% (objective) by the prescribed day.

Rationale: Data can only be provided to the official financial reporting systems after an accounting period has been fully accounted for and closed in DEAMS. Month-end, quarter-end, and FY-end accounting periods must be closed in a timely manner in order to generate official financial reports. DEAMS shall have closing periods and produce reports based upon data (pertinent to DEAMS) required for the reporting period. Although the Defense Departmental Reporting System (DDRS) continues to be the official reporting system of the DoD, DDRS will receive data from DEAMS (through the General Accounting and Finance System-Re-host [GAFS-R]) to produce official financial reports. To “close” an accounting period refers to the capability of the COTS to lock-down an accounting period in the GL module so that no additional transactions may be processed to the accounting period. All subsidiary ledger modules must be closed prior to closing the GL. The closing process is performed by the system based upon user initiation -- once it is determined that all transactions are in the system for the accounting period.

Net Ready: The NR KPP includes three attributes derived through a three step process of mission analysis, information analysis, and systems engineering. These attributes are then documented in solution architectures developed according to the current DODAF standard:

Attribute 1: Supports military operations - This attribute specifies which military operations (e.g. missions or mission threads), as well as operational tasks, a system supports. Threshold and objective values of MOEs are used to measure mission success and are specific to the conditions under which a mission will be executed. Threshold and objective values of MOPs are used to measure task performance and the conditions under which the tasks are performed. Values must be presented in numerical form whenever possible. Since the NR KPP focuses on exchanging information, products, or services with external IS, these tasks may be net-centric operational tasks. Operational tasks are netcentric if they

DEAMS System Capabilities Document 7 produce information, products, or services for or consume information, products, or services from external IS (including storing information on external IS).

Attribute 2: Is entered and managed on the network - This attribute specifies which networks the IS must connect to in order to support net-centric military operations. The attribute must also specify performance requirements for these connections.

Attribute 3: Effectively exchanges information - This attribute specifies the information elements produced and consumed by each mission and net-ready operational task identified above. Since the NR KPP focuses on a system’s interactions with external systems, including potential interactions with allied, partner nation, and other US government agency/department systems, information elements the IS produces, sends, or makes available to external or joint interfaces and information elements the IS receives from external or joint interfaces are identified. For each information element, MOPs are used to measure the information element’s production or consumption effectiveness. The NR KPP MOPs should also describe the information elements’ continuity, survivability, interoperability, security, and operational effectiveness and how unanticipated uses are affected.

Rationale: As required by the JCIDS Manual 12 February 2015, DEAMS will conform to the Net-Ready KPP.

Sustainment KPP (replaces Availability KPP) Two metrics:

Metric 1: Material Availability Metric 2: Operational Availability

Materiel and Operational Availability: The DEAMS Materiel and Operational Availability is defined as the DEAMS daily availability which indicates the percentage of time that a system is operationally capable of performing an assigned mission and is expressed as (uptime/(uptime + downtime)). Determining the optimum value for Materiel and Operational Availability required a comprehensive analysis of the system and its planned use, including the planned operating environment, operating tempo, reliability alternatives, and maintenance approaches. Materiel and Operational Availability results are primarily determined by unplanned system downtime requiring the early examination and determination of critical factors such as the total number of end items to be fielded and the major categories and drivers of system downtime. The Sustainment KPP must address the total population of end items planned for operational use, including those temporarily in a non-operational status once placed into service (such as for reporting or business intelligence).

The total life-cycle timeframe, from placement into operational service through the planned end of service life is included.

Rationale: As required by the JCIDS Manual 12 February 2015, the material and operational availability threshold and objective percentages are based on uptime divided by uptime plus downtime.

2.2 Key System Attributes (KSAs)

The DEAMS KSAs are presented in output-oriented, measurable, and testable terms. For each attribute, a threshold value and an objective value are provided in order to quantify the desired system performance. Table 2 summarizes the KSAs.

Table 2 – Key System Attributes (KSAs)

Key System Attribute Development

Threshold Development

Objective SCD Reference Rationale and Analytical

Reference

General Ledger Operations

95% 100% Section 3.2 CFO Act, 1990 and OFFM CFSR, Jan 2006

Single Data Entry 95% 100% Section 3.1 CFO Act, 1990 and OFFM CFSR, Jan 2006

Timely Recording of Commitment and Obligation Transactions

95% 100% Section 3.1 Prompt Payment Final Rule, 1999 (revised) and OFFM CFSR, Jan 2006

Accurately Compute Accounts Receivables

90% 100% Section 3.5 DCIA, 1996 and OFFM CFSR, Jan

Prompt Payment of Vendors

95% 100% Section 3.4 Prompt Payment Final Rule, 1999 (revised) and OFFM CFSR, Jan

Materiel Reliability 96 hours 168 hours Section 5.9 CJCSI 3170.01 Current Version

Reduction in Ownership (Sustainment) Costs

0% 5% Section 5.9 CJCSI 3170.01 Current Version

DEAMS System Capabilities Document 8

Key System Attribute Development

Threshold Development

Objective SCD Reference Rationale and Analytical

Reference

DoD-RAM-C, Jun 09

Based on estimated $827M (TY) Ownership Costs; Refer to the PMO OC KSA Supporting Basis Document dated 16 Feb 2010

The KSAs are briefly discussed below:

GL Operations: DEAMS shall provide a capability to ensure 95% (threshold) and 100% (objective) of validated financial transactions are posted to the GL Accounts within 24 hours.

Rationale: GL updates must be accurate, timely, and reliable according to generally accepted accounting principles (GAAP) and as required by the CFO Act.

Single Data Entry: DEAMS shall require that once discrete financial and accounting data passes edit checks and is entered into the system database, no further entry of the same data is required to complete the business event. Single data entry must be achieved 95% (threshold) and 100% (objective) of the time.

Rationale: Re-entry of transaction data wastes the time of the user and introduces another opportunity for data entry errors. In order to achieve the fundamental objectives of accurate data and significant resource savings, DEAMS must support single data entry processing.

Timely Recording of Commitment and Obligation Transactions: DEAMS shall support the timely recording of 95% (threshold) and 100% (objective) of valid commitment and obligation transactions within 24 hours of receipt of source document information by

DEAMS.

Rationale: Timely recording of commitment and obligation transactions is required to provide management with an accurate and timely status of funds in accordance with the FMR and OFFM audit requirements.

Accurately Compute Accounts Receivables: DEAMS shall compute and age accounts receivable transactions with 90% (threshold) and 100% (objective) accuracy.

Rationale: The accurate calculation and aging of accounts receivable transactions is critical to DoD compliance with the Debt Collection Improvement Act of 1996 (DCIA).

Prompt Payment of Vendors: DEAMS shall support prompt payments to vendors with at least 95% (threshold) and 100% (objective) accuracy by calculating the correct payment date, most cost effective discounts, or correct interest amount when payment is made. DEAMS shall also generate to the appropriate parties follow-up queries for missing support information. Support information includes contracts, receiving reports, and invoices.

Rationale: Payment to vendors within the time-frames prescribed by the Prompt Payment Final Rule allows the government to realize vendor discounts and to avoid late payment penalties.

Materiel Reliability: The measure of the probability that the system will perform without failure over a specific interval. Reliability must be sufficient to support the warfighting capability needed. Materiel Reliability is generally expressed in terms of a mean time between failures (MTBF), and once operational can be measured by dividing actual operating hours by the number of failures experienced during a specific interval.

Rationale: Measured by the Total Uptime divided by The Number of Failures.

Reduction in Ownership (Sustainment) Costs: Provides balance to the sustainment solution by ensuring that the operations and support (O&S) costs associated with materiel readiness are considered in making decisions. For consistency and to capitalize on existing efforts in this area, the Cost Analysis Improvement Group O&S Cost Estimating Structure will be used in support of this KSA. Only the following cost elements are required:

2.0 Unit Operations (2.1.1 (only) Energy (fuel, petroleum, oil, lubricants, electricity))

3.0 Maintenance (All)

4.0 Sustaining Support (All except 4.1, System Specific Training)

5.0 Continuing System Improvements (All).

Fuel costs will be based on the fully burdened cost of fuel. Costs are to be included regardless of funding source. The KSA value should cover the planned lifecycle timeframe, consistent with the timeframe used in the Materiel Availability KPP. Sources of reference data, cost models, parametric cost estimating relationships, and other estimating techniques or tools must be identified in supporting analysis.