SMART GOVERNMENT INVOICING: INVOICE PROCESSING PLATFORM LEAD. - - PowerPoint PPT Presentation

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SMART GOVERNMENT INVOICING: INVOICE PROCESSING PLATFORM LEAD. - - PowerPoint PPT Presentation

Mar 03, 2024 384 likes •757 views

SMART GOVERNMENT INVOICING: INVOICE PROCESSING PLATFORM LEAD. TRANSFORM. DELIVER LEAD. TRANSFORM. DELIVER LEAD. TRANSFORM. DELIVER LEAD. TRANSFORM. DELIVER LEAD. TRANSFORM. DELIVER LEAD. TRANSFORM. DELIVER Introductions Presenter Organization

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SMART GOVERNMENT INVOICING: INVOICE PROCESSING PLATFORM

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Introductions

Presenter Organization Topic

  • Mr. Peter Moore

U.S. Department of the Treasury Bureau of the Fiscal Service

  • Mr. John Hill

U.S. Department of the Treasury Bureau of the Fiscal Service Invoice Processing Platform

  • Ms. Michelle Yanok

U.S. Department of the Treasury Bureau of the Fiscal Service Administrative Resource Center Federal Shared Service Provider Perspective: Benefits of Using IPP in a Shared Service Environment

  • Ms. Karren

Alexander U.S. Department of Agriculture Agency Perspective: Benefits of Implementing IPP

  • Mr. Charles Russell

CACI International Large Financial Management System Provider: Holistic View of Integrating and Using IPP

  • Ms. Perry Pidgeon

Hooks Hooks Book Events Vendor Perspective: Benefits of Using IPP

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INVOICE PROCESSING PLATFORM

  • Mr. John Hill, Assistant Commissioner, Payments Management

U.S. Department of the Treasury, Bureau of the Fiscal Service

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vs.

The Car Sharing Solution

A Better Value

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The Car Sharing Solution

No Hassles or Maintenance

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The Car Sharing Solution

Nationwide Benefits

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IPP = A Better Value

TREASURY’S INVESTMENT IN IPP

Year 1 Year 2 Year 3

UNIT COST PER INVOICE

Year 1 Year 2 Year 3

TOTAL INVOICES

Total Investment Per Transaction Cost

9

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IPP = No Hassles or Maintenance

  • Secure, FISMA compliant shared solution
  • No procurement, just a simple Memorandum
  • f Understanding (MOU) with Treasury
  • Interfaces to standard financial systems
  • Well established call center for password

resets, enrollment, etc.

  • Over 20-30 system enhancements

tested and implemented annually

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IPP = Nationwide Benefits

  • Over 69,000 vendors enrolled
  • Most agencies find that more than 50% of

their vendors are already enrolled in IPP

  • Vendors can batch invoices
  • Linked to Treasury’s payment system
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FEDERAL SHARED SERVICE PROVIDER PERSPECTIVE: BENEFITS OF USING IPP IN A SHARED SERVICE ENVIRONMENT

  • Ms. Michelle Yanok, Accounting Services Division, Manager

U.S. Department of the Treasury Bureau of the Fiscal Service

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Shared Service Provider Perspective

G2G

Hosting

Hosting and Admini- stration

Full Service

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IPP Implementation Strategy

Self-service and workflow Voluntary use by vendors Mandated use by vendors Continuous process improvement

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IPP Status

All ARC clients IPP

Benefit to Government

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ARC’s Experience with IPP

Results Lessons Learned

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AGENCY PERSPECTIVE: BENEFITS OF IMPLEMENTING IPP

  • Ms. Karren Y. Alexander, Associate Director

Controller Operations Division, Office of the Chief Financial Officer U.S. Department of Agriculture

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Challenges with Manual Invoicing

High interest expense

Multiple methods for invoice submission Manual invoice approval process Multi-step recording process

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Multi-Step Invoice Recording Process

Attached transmittal form eFax invoice with transmittal form Scan in ECM system Index manually by staff Interface to acquisition system 3-way match in acquisition system Interface to core accounting system

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Opportunities with IPP

Vendors create, submit and track invoices online Agencies approve or reject invoices online

Customer service provided by IPP

AVOID COSTS AND REDUCE WORK

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Avoid Costs and Reduce Work with IPP

Decommission current systems

Increase efficiency through electronic invoice approval workflow Decrease effort required to ensure invoices are correct and match their POs Improve Prompt Pay compliance and decrease interest penalties Reduce volume of payment and Treasury offset related inquiries Automatic escalation to supervisor based on Prompt Pay code

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Results from Implementing IPP

Feature Benefit Single invoice submission process across USDA agencies Unifies department business processes Electronic invoice approval or rejection Reduces or eliminates paper, fax and phone Automatic escalation to supervisor and/or Contracting Officer based

  • n Prompt Pay code

No nagging CORS Queue management Automates approver tasking

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MORE Results from Implementing IPP

Feature Benefit Delegation and reassignment capabilities Keep workload moving Payment notifications to the vendor Reduces or eliminates incoming phone calls Centralized receipting Speeds process and improves tracking Interface with IPP to update payment status Clarifies vendor cash flow

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Reactions to IPP

Agency: “What? Another new system?” “We like it.” Vendors: “We love it!”

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LARGE FINANCIAL MANAGEMENT SYSTEM PROVIDER: HOLISTIC VIEW OF INTEGRATING AND USING IPP

  • Mr. Charles Russell, Senior Project Manager

CACI International

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CACI International “By the Numbers”

1962 15,000 120 $3.8b 12

SEI CMMI Level 5 appraisal ISO 9001 ISO 20000 ISO 27001

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CACI and the Federal Government

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CACI and IPP

DOI

Selected IPP as e-invoicing solution

CACI

Supported integration and operation efforts Provides

  • ngoing level 2

support

IPP

CACI submits ~$200m of invoices annually on ~50 contracts through IPP Advantages to CACI from using IPP: Instant access to track invoice processing Real time funding review/tracking

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VENDOR PERSPECTIVE: BENEFITS OF USING IPP

  • Ms. Perry Pidgeon Hooks, President, Hooks Book Events
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QUESTIONS?