NCBC & FCCA Conference August 2016 Why JIFMS? Why Now? 2 What - - PowerPoint PPT Presentation

NCBC & FCCA Conference

August 2016

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Why JIFMS? Why Now?

What is JIFMS?

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How is JIFMS Different?

• Judiciary Integrated Financial Management System
• Official financial and procurement system of record

Background Vision

• Consolidates 95 separate financial reporting systems into 1 instance
• Provides numerous benefits and supports Judiciary goals

Single Instance

• Enhanced, web-based version of Momentum (i.e. upgraded version of the FAS4T

product) with new features and functionality

Modern System

• Single, Judiciary-wide financial management system that supports all aspects of

the Judiciary financial community

What's in it for the Judiciary?

4 Streamline transaction processing – Greater staff efficiencies Web-based system with single sign-on (JENIE) – Ease of access from anywhere Ability to attach documents – Repository for financial documents Ad-Hoc Reporting – Improve management and analysis tools Streamline Audits Ability to adopt current regulations Disbursements by U.S. Treasury and Electronic Funds Transfer (EFT) – Central disbursing

JIFMS will enhance internal controls and reduce the risk of liability

JIFMS Focus & Impact

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• Leveraging automation when

appropriate

• Strengthening security posturing
• Insight and visibility into multiple

types of data needed to make informed business decisions

• Data repository that is used for data

pulls

• Removes duplicative data entry

JIFMS

Judiciary

Accounting Acquisition Reporting

JIFMS unifies not only the courts, but also the entire Judiciary onto one Financial Management system

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JIFMS Operational Changes

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JIFMS Interfaces System

Major changes have been made in several functional areas. The JIFMS Team will discuss the specific business process changes with court units and FPDOs at the Wave Kickoff Meetings.

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– Obligations and Accrued Expenditures – Disbursements – Treasury Off-set – Tax Reporting & Withholding – Other Financial Reporting – Vendor Management – Security Administration

Budget

What has changed?

• Creating budgets is no longer a manual process.

This is handled using the automated Budget Budget Builder Interface (BBI).

• BBI supports:
• Supplementals
• Returns
• Withdrawals
• Inter-fund and Inter-unit reprogrammings

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Purchasing Cycle

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Requisition Award/Order Payment Solicitation Receipt

Business Process Changes

SAM Vendors

Publishing SAM vendors from the SAM Connector is a simple and fast process –

• Find the vendor in the SAM Connector, click View to open the

record, and then click Submit

• Search JIFMS using the vendor's DUNS number to verify the

vendor published successfully

JIFMS automatically assigns a vendor code to the SAM vendor

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Business Process Changes - Non-Sam Vendors

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AO will contact the court/FPDO if any additional vendor information is needed to approve non- SAM vendors AO MANL and FPD vendors will be available once they are approved by the AO MANL/FPD Vendors Court/FPDO enters the vendor data and submits the applicable non- SAM vendor data entry form in JIFMS, attaching the applicable documentation Creation of Non- SAM Vendors

Treasury Disbursing Cycle

Disbursement Cycle Example:

• Monday: A GPC document is approved by the court for

payment.

• Tuesday: The approved payment document is selected for

disbursement and included in the disbursement file that is transmitted to Treasury.

• Wednesday: The payment will be deposited in the payee bank

account or the check will be mailed to the payee.

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CCAM Disbursements in JIFMS

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Move all disbursing to Treasury disbursing. Eliminate the requirement to maintain check stock. Eliminate the District requirement to issue and mail checks.

Financial Reporting and Reports

JIFMS Software Changes:

• Reports
• Enterprise Data Warehouse (EDW) – is a database used for

reporting and data analysis.

• Courts users will have access to the following:
• JIFMS Financial Data Mart
• Ad hoc functionality for data reporting and analysis
• Ability to set up a variety of custom settings for each

scheduled report such as recurrence, report parameters, and output formats

• Run reports based on their security roles/permissions
• All reporting data can be saved in Excel, CSV or PDF format

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1099 Reporting

• Once a Court has been in JIFMS for the entirety of a

calendar year (CY) the AO will issued all 1099M forms.

• The AO is finalizing the strategy and is evaluating current

solutions for conversion years and will have a solution by the end of summer for 1099M and 1099INT

• The AO will send the usual 1099 notifications and

necessary steps to satisfactorily complete the 1099 process.

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JIFMS Implementation

JIFMS Program Milestones

Phases 1 and 2 of the JIFMS Program were successfully completed

Phase 1 AO FAS4T Migration

• Upgrade Core

Functionality to Momentum 7.0.2 for AO FAS4T Users

Phase 2 Circuit

• Migrate Core Functionality

to Momentum 7.0.2 for Circuit Users

Phase 3 Judicial District

• Migrate Core Functionality

to Momentum 7.0.2 by Judicial District Phase 4 Debt Management

• Migrate CCAM to the Debt

Management Module in JIFMS for District Court Users

August 2013 July 2015 December 2017 TBD

Phase 3 of JIFMS Implementation

Core financial functionality migration of the 94 Judicial Districts to Momentum 7.0.2 will conclude December

• f 2017.

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94 District Courts Live on JIFMS

JIFMS Core Financials

JIFMS Users

Prod Sim 21

Sample Implementation Timeline: Each Wave lasts about 4 months JIFMS Teams are on-site during Production Simulation and Go Live

Community Meetings

ELMs

Week 1 Kick-Off Meeting Week 8 Ready State Complete Weeks 8 thru 13 Training Week 15 Conversion Week 12 Mock Conversion Week 16 Go-Live Week Week 13 Production Simulation

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JIFMS Knowledge Library (JKL)

JIFMS launched the JKL web page April 18, 2016 as a single point of contact for the JIFMS Community.

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The Future of JIFMS

Modification Requests

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Focused on hearing the voice of the customer and including customers in driving change

System Modification Requests placed by customers into the MR Database Review of MR provided by SMEs Verification of MR provided by SMEs Solicit continuous feedback Change Control Board process and quarterly review

JIFMS Governance

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JIFMS Roadmap

2016 2020 2017 2018 2019 2020

94 District courts live on JIFMS Jury Compensation pilot court live eVoucher to JIFMS integration complete CCAM 2.0 implementation at District courts complete Upgrade to latest version

• f Momentum

IPP Implementation Planning Meetings Automated Collection Register implementation complete JFinSys implementation complete Judiciary Financial Forum CCAM 2.0 implementation commences ICE Version 10 JETS Pay.gov Interface Momentum System Optimization Sessions CJA Legacy Data and Heat Data in EDW Legacy Environment Technical Refresh – begins July 1

CCAM 2.0 is the debt management solution, and will be deployed in Phase 4.

Mirrors legacy CCAM system

• Design requirements are already known
• Addresses security and technical obsolesce concerns

Less change management

• Minimal training needed for court users

Can be delivered quickly and will save about $3 million/year

• Eliminates need for parallel systems (FAS4T and JIFMS) to

achieve savings

• Can be delivered in a faster timeframe compared to building

a new and more comprehensive Debt Management solution

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Questions

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QUESTIONS?