National Finance Center Agency Industry Day Presentation 1

National Finance Center Agency/Industry Day Presentation 1

Agenda • USDA Team/Organization • Solution • Current Services and Products • Future Services and Products 2

The USDA Team USDA and our teaming partners work together to provide SAP end-to-end solutions, supported by extensive experience in business and implementation services. USDA Experience • Over 100, 000 employees across the country • Implemented 29 Agencies in a state of the art Federal ERP System • Maintained our clean audit opinion Deloitte Accenture Experience • Ranked by Gartner as #1 Systems Integrator for SAP • Strong base of SAP experience in the federal market (U. S. Army, NASA, DLA) • 1, 500+ SAP engagements conducted annually • 30 year+ alliance relationship with SAP • 36, 000+ SAP skilled resources • Deep experience in support shared services projects Deloitte • Ranked by Kennedy #1 in Global Consulting Marketplace Report • Serve more than 500 clients with SAP Center of Excellence (COE) services. • 1, 700 SAP engagements delivered globally • 9, 600 dedicated SAP practitioners • Global Services Partner with SAP since 1994. • Supported USDA in multiple SAP initiatives since 2008 Delivering a fully integrated core financial management system that enables improved decision-making and planning with a modern SAP system.

USDA NFC Shared Services Team Experience • USDA has implemented 29 organizations into our SAP “FMMI” system through 3 deployments from 2009 -2012 • The FMMI system has disbursed over $39 billion since going live in 2009 and processed over 4. 9 billion General Ledger postings • Developed with Agencies over 100, 000 master data fields to track budget and expenses and developed over 51 financial reports • FMMI currently has over 6, 300 financial system users conducting financial management operations on a daily basis 4

USDA Value Proposition • State of the art ERP system, operational, providing auditable financial results • Continuous process improvements, operational and organizational improvement for shared services • Strong Industry Partnership: Flexible, scalable, customizable service offerings focused on providing what the customer needs, when the customer needs it with the right level of detail • Large financial shared service provider today with extensive accounting experience, knowledge in reimbursables, and the use of working capital fund, and grants • Powerful and flexible Financial Management and Reporting 5

National Finance Center (NFC) Organization Structure 6

Agenda • USDA Team/Organization • Solution • Current Services and Products • Future Services and Products 7

Solution Features • • • FMMI System Web-based access Single sign-on integrated with USDA’s e. Authentication Single integrated application with access to financial transactions and reporting Role-based access control Real-time business transactions FMMI Online Help and Contextsensitive Help to training materials, simulations, and job aids e. Authentication Login SAP Portal 8

Enterprise Solution Gov. Trip TRVL Payroll SAM Banks Treasury IAS IPP SAP PI 9

Unique USDA Core Financials Capabilities Grants Management Shorthand Code (SHC) GL Transaction Model HANA Database BPMS Electronic Inter-Agency Agreement (e. IAA) 10

Core Financials in SAP 11

Agenda • USDA Team/Organization • Solution • Current Services and Products • Future Services and Products 12

Financial Reporting Services • General Ledger Reconciliations – Cash – Property • Proprietary/Budgetary Relationship Analysis • Financial Statements and Year End Support • Internal Reporting – SAP BI Warehouse – HANA • External Reporting – Government wide Treasury Account Symbol Adjusted Trial Balance (GTAS) Reporting – Business Event Type Code (BETC) 13

Customer Support Services • Master Data Management – Vendors/Customer Data – Accounting Elements • Dedicated Staff – Helpdesk – Agency Advocate • Documentation – Directives (Policy) – Online Help Procedures • Communication – Operations and Maintenance Meetings – Email Notifications • Customer Performance – Service Level Agreement Metric Reporting – Survey 14

Consulting Service • Identify improvements in processes and services that will deliver better quality, timely, and cost-effective business processes. • Provide subject-matter expertise. – Collaborate to define requirements – Design and develop – Test and implement – Post implementation confirmation Documentation 15

Security Compliant with Federal Guidelines and Regulations • Fedramp Compliant • Adherence to NIST Standards • OMB A-123, Federal Information System Controls Audit Manual (FISCAM) • Improper Payments Information Act of 2002 • Authorization and Accreditation (A&A) 16

USDA Flexible Services USDA understands that not all customers will require the full complement of services and developed a plan to bundle services based on customer requirements: • • • Plan & Analyze Design Build Test Deploy 17

Representative Timeline of Implementation Activities - 16 Mo. - 15 Mo. - 14 Mo. - 13 Mo. - 12 Mo. - 11 Mo. Aug Sep Oct Nov Dec Jan - 9 Mo. Feb -8 Mo. - 7 Mo. - 6 Mo. -5 Mo. - 4 Mo. - 3 Mo. - 2 Mo. - 1 Mo. +1 Mo. Mar - 10 Mo. Apr May Jun Jul Aug Sep Oct Nov Dec Go-Live Support Design, Participant in Design Reviews Support Build Activities Support User Test Manage Data Gathering for Mock Test and Go Live Verify Mock Conversion Test & Production Conversion Results Convert Data* Map Users to Roles Legend: Purple = Functional/Testing Gray = Data Cleansing/Conversion Red = Change Management Green = Technical Arch Blue = Implementation Conduct 100 -400 Level Training Operational Readiness Test Conduct Deployment Monitoring Checkpoints Go/No Go Decision Post Production Support 18

Conversion Approach • Data Conversion is the migration of data from the legacy systems to the NFC Solution • NFC will convert open transactions and supporting details • Data Conversion involves 3 steps: GO-LIVE Mock 3 – Master Data and Transactional Data Mock 2 – Master Data and Transactional Data Mock 1 – Master Data and Transactional Determine Data Type & Form for Cleansing / Conversion Extract all Legacy Data from Source Data Cleansing Update Master Data Crosswalks Load Data into SAP Data Conversion Validate Content in SAP Data Validation 19

Training and Performance Support Un de rs ta nd Buy. In Com mit USDA training approach uses a multi-level, building-block approach to transition users to the system. After Transition • Provide online help and job aids for users • Provide coaching from SAP Online Help Agency SMEs (Job Aids, Simulations, • Provide onsite support Quick Reference Guides) (Help Desk) During Transition • Develop SAP training schedule with Agencies • Deliver on-site classroom training at DOL locations • Deliver web-based training Before Transition • Define roles for SAP users based on Business Process Re. Engineering • Work with Agencies to map SAP users to roles based on BPR • Develop instructor-led and webbased training SMEs Help Desk Web-based Instructor-led Training (ILT) via Training (WBT) Classroom or Auditorium Role Mapping Workshops Change Discussions

Post Production Support • Communications • On-Site support from USDA • Help Desk • Online Help − Simulations: simulated SAP transactions that provide users a safe environment to practice and learn how to process transactions in SAP. They also serve as great performance support materials for users. − Online Help Procedures (OLHPs): step-by-step instructions for the user on how to complete specific transactions. The document contains screen shots, steps, and required fields that need to be entered in order to complete the transaction. − Job Aids: simple “quick reference” tools that are training take-aways to help users perform their jobs once back in their home location. Access Online Help from the Help link 21

Disaster Recovery/COOP Plans • Purpose – Government initiative – Continuation of essential functions • Result – Orderly recovery after disaster has occurred – Minimized disruption of operations – Ensured level of organization stability • COOP Site – Bossier City, LA – Approximately 5 hours NW – Data replication to geographically dispersed “warm site” 22

Agenda • USDA Team/Organization • Solution • Current Services and Products • Future Services and Products 23

Cloud Environment • USDA has chosen a lease option versus buy option, limiting investment requirements. • USDA will leverage a private sector cloud environment, mitigating risk by sharing costs across a larger base. • Flexibility will be increased with the ability to expand and/or contract as conditions demand. • Expansion requires a small increase in USDA workforce. Deloitte/ Accenture able to expand contract more fluidly, providing capacity where needed. 24

Thank You!!! 25