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Customer Board Meeting December 4, 2013

Updates on various projects and initiatives discussed at the USDA National Finance Center Customer Board Meeting on December 4, 2013, including help desk consolidation, risk mitigation for legacy payroll/personnel systems, insight enterprise reporting solution, T&A solutions, debt management implementation plan, and central accounting reporting system.

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Customer Board Meeting December 4, 2013

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  1. United States Department of Agriculture Office of the Chief Financial Officer National Finance Center Customer Board Meeting December 4, 2013

  2. USDA, National Finance Center Customer Board Meeting December 4, 2013 Old Business Updates

  3. Help Desk Consolidation • December 2013 - Complete Phase 3 activity to include help desk support for Centralized Enrollment Clearinghouse (CLER), Retirement, and quasi-Help Desks for Federal Employee Health Benefits (FEHB), Thrift Savings Plan (TSP), W-2 and Military Deposits • November 15, 2013 - Finalized Remedy and Call Menu requirements • Deferred W-2 implementation until completion of 2013 tax season • Working on optimization/management and wallboard/dashboard software to provide superior customer service • Developing new Automated Call Distribution functionality • Provide customer average wait time • Allow customer to “Opt Out” to voicemail and NCC rep will return customer call (currently testing) • None

  4. Risk Mitigation for Legacy Payroll/Personnel Systems • December 15, 2013 - Load USDA DB2 test database • December 30, 2013 - Application code conversion and unit testing on first set of applications • February 28, 2014 - Application code conversion and unit testing on second set of applications • Received converted TMGT application from vendor • Tested and validated the data conversion from IDMS to DB2 • Installing the .net environment for additional development team members • Sizing the DB2 databases in test environment • Processing security access forms in test environment • Furlough delayed testing of converted applications

  5. Insight Enterprise Reporting Solution • September 2013 - Payroll and Accounting System (PACS) data model redesign • February 2014 - Customer User Acceptance Testing (CUAT) for Build 2 • March 2014 - Deploy Build 2 of Insight • Optimized/monitored database performance • As of November 2013 - 470 users were trained on Insight. Users included: 170 USDA, 103 DOJ, 19 DOC, 20 Treasury, 72 DHS, and 86 others • December 4, 2013 - Insight Learning Lab • Reconciled bi-weekly Employee Roster Counts • Implemented Agency folder for saving reports • Conducting system integration testing for Build 2 enhancements • Restructuring PACS data model for faster system performance and ease of use when reporting • Monitoring and tuning system performance • Preparing for Insight Forum Office Hours and Advanced Training • Preparing for integration with e-auth • None

  6. T&A Solutions • webTA 4.2 • November/December 2013 - Began installation of software • STAR Web - March 31, 2014 - Planned to sunset, but will not occur until all customers are migrated to an application • Paycheck 8 - November/December2013 - Began configuration and installation of software • webTA 4.2 - November 2013 - Began installation of software • Paycheck 8 - November 2013 - Installed software • webTA 4.2 - Installation activities are in process - Developing notification to provide customers status regarding rollout strategy • Paycheck 8 - Developing notification to provide customers status regarding rollout strategy • None

  7. Debt Management Implementation Plan • April 2014 - Algorithm for delinquency computation • April 2014 - New salary overpayment bill and repayment agreement • June 2014 - Collection of multiple debts (Treasury) • June 2014 - Automate electronic payment records from the Collections Information Repository (CIR) into ABCO for Pay.gov transactions • October 25, 2013 - Pay.gov application moved to production (IRS only) • October 29, 2013 - Received first electronic payment and successfully updated ABCO (IRS only) • Ongoing Initiatives • Bill and collect salary overpayments while employees are in non-pay status • New debt notice for FEHB bills • Various debt improvements including delinquency computations, new salary overpayment bills, new payment agreements, and new reports to conform to the modified ABCO data base • Create new inquiry screens to allow customers the ability to view Claims information • Finalize FRD to add Employee Debt Summary Information to EPP • Continue workgroup participation • None

  8. Central Accounting Reporting System (CARS) • January 2014 - Complete Systems Requirements for all phases • January 2014 - Treasury Mandated Compliance for IPAC bulk files • June 2014 (Tentative) - NFC Full Compliance pending finalization of Systems Requirements • October 2014 - Treasury Mandated Compliance for Payments and Collections • Note: Adjustments to the Project Schedule were made due to the furlough • Accounting Processing Phase • Implemented Shared Accounting Module (SAM ) Treasury Accounting Symbol (TAS) crosswalk with the Federal Reserve Bank (FRB). NFC is now capturing the component TAS and Business Event Type Code (BETC) data in the Management Account Structure Code (MASC) System • Payment Processing Phase • Implemented PAYE Standard Payment Request (SPR) disbursement file formats with Treasury • Remaining Phases (IPAC/Collections Processing) • Completed Systems Requirements Analysis and documentation for IPAC bulk file changes • Conducting Monthly CARS Accounting Workgroup (AWG) meetings with NFC Customers • Accounting Processing Phase • Identifying discrepancies between Treasury’s valid list of TAS codes and NFC TAS code. Conducting outreach with NFC customers to review and clean up invalid TAS codes in NFC’s system • Expanding systems and accounting files to add new component TAS and BETC fields • Payment Processing Phase • Testing Secure Payment System (SPS) 440 bulk file formats • IPAC/Collection Processing Phases • Developing and testing mandated IPAC bulk file changes • Analyzing requirements for becoming an IPAC and Collections CARS reporter • With the implementation of the SPR disbursement file formats, a file formatting error was discovered with the first pass of Pay Period 21. This file formatting error was immediately corrected and implemented prior to second pass of Pay Period 21 • NFC has published several Customer Notifications titled “Electronic Funds Transfer (EFT) Processing” in order to provide our customers with the most current information regarding this situation

  9. HRLOB Provider Activities • Annual Payroll Provider Assessment • November 2013 - OPM provided final reports to SSCs • December 2013 - Provider comments due to OPM • Ten Year Strategic Plan for HRLOB - December 2013 - OPM to provide final plan to SSCs • April 2014 - SSCAC meeting scheduled in New Orleans • NFC participated in November 2013 HRIT meeting • Planning SSCAC meeting in New Orleans • Developing Plan of Action for recommendations from the Provider Assessment. Some are listed below: - Initiate review of NFC’s governance structure - Conduct survey to identify customers with specific needs - Initiate a change management improvement project to evaluate NFC’s organizational processes and procedures • None

  10. FY14 Service Level Agreements & Interagency Agreements • October/December 2013 - Provide IAs and SLAs to customers • As of December 2, 2013 - Provided 73 IAs/SLAs to customers • As of December 2, 2013 - Received 64 signed IAs from customers • Preparation of the remaining FY14 IAs is in progress • Signed IAs are due 2 weeks upon receipt • None

  11. OPM’s Initiatives • TBD - New Nature of Action Code 354 Death in Line of Duty (Project# 634702) • PP 22, 2013 - Telework Reporting (Project# 212712) • PP 24, 2013 (Tentative) - FERS/RAE Reporting Phase 2 (Project# 529027) • Telework Reporting - Implemented changes of telework eligibility indicator to allow customers the ability to process 120 documents - November 22, 2013 - Provided bulletin for guidance • New Nature of Action Code 354 Death in Line of Duty - Researching requirements with OPM • FERS/RAE Reporting Phase 2 - Testing in progress • Telework Reporting - Front-end T&A systems will require modifications - OPM has not published final timeline for EHRI reporting of telework data

  12. Human Resources Operational Services • FY14 - Establishment of HR External Services Organization • Created new HR External Operational Services organization • Provided final FY14 SLAs to customers • Providing service to nearly 20 customer agencies reaching over 30K employees with support ranging from processing to full service HR support • NFC is staffing up and able to provide the following HR services: - Classification - Staff Acquisition - Benefits Management - Personnel Security - Personnel Action Request (PAR) Processing - Pay and Leave Administration - Worker’s Compensation - HR Reporting • None

  13. USDA, National Finance Center Customer Board Meeting December 4, 2013 Payroll/Personnel System (PPS) & webTA Statistics

  14. Schedule Release Summaryas of 11/15/13 • GESD Projects Scheduled • 40 Projects Scheduled • GESD Projects Unscheduled Breakdown • 41 Pending (HOLD/RESP) • 240 FRDs Assigned • 87 TBD

  15. Schedule Release Summary as of 11/15/13 Unscheduled Project Breakdown By Line of Business (LOB)

  16. Schedule Release Statusas of 11/15/13 • CY 2014 Pay Period 06 Projects • 19 Projects Scheduled • CY 2014 Pay Period 13 Projects • 5 Projects Scheduled • CY 2014 Pay Period 20 Projects • 2 Projects Scheduled • Off Release Projects • 14 Projects Scheduled

  17. Software Change Request (SCR)as of 11/15/13 • Completed SCR Totals for Calendar Year • 2011 - 384 • 2012 - 459 • 2013 - 512

  18. PPS Incident Report (IR) Statisticsas of 11/15/13

  19. PPS IR - Average Days at Closureas of 11/15/13

  20. PPS IR Summary as of 11/15/13 • Completed PPS IR Totals for Calendar Year • 2011 - 1564 • 2012 - 1067 • 2013 - 805

  21. webTA IR Statisticsas of 11/15/13

  22. webTA IR - Average Days at Closureas of 11/15/13

  23. webTA IR Summary as of 11/15/13 • Completed webTA IR Totals for Calendar Year • 2013 - 26

  24. USDA, National Finance Center Customer Board Meeting December 4, 2013 New Business

  25. 2013 W-2s • November 12-22, 2013 - Agency Testing • December 15, 2013 - Final day for agencies to request HOLD • December 31, 2013 - Execute programs for W-2 processing • Week of January 13, 2014 - Distribution of W-2s • January 17, 2014 - Upload of W-2 data to EPP, Reporting Center, and Turbo Tax • January 31, 2014 - Completeclearing suspense • February 4, 2014 - W-2Cs will be available • November 6, 2013 - Provided CAPPS Notice to CAPPS community regarding testing dates • November 22, 2013 - CompletedAgency Testing • Bulletin is in progress • Working suspense items that can be cleared prior to year end - This will allow delivery of W-2s earlier for employees on suspense • None

  26. 2014 Personal Benefits Statements • December 16, 2013 - Deadlineto submit new requirements • March 3-14, 2014 - Customer User Acceptance Testing (CUAT) will be available in EPP and the Reporting Center in the CUAT environment • April 2014 (Tentative) - Post statements in EPP and the Reporting Center • September 11, 2013 - Provided Customer Notification regarding upcoming timeline and requirements   • December 3, 2013 - Provided reminder Customer Notification regarding deadline to submit new requirements • Gathering requirements from agencies • None

  27. 2014 Annual Pay Raise • November 21, 2013 - Kick-off meeting • December 5, 2013 - Deadline for submitting updates for Agency POCs • December 13, 2013 - Deadline for submitting agency Security Access Requests via Remedy Requester Console and submitting Test Participation forms • January 7, 2014 - Deadline for submitting Agency Requirements Forms and Agency TMGT Table Update Requests • November 15, 2013 - Provided CAPPS Notice to CAPPS members and Annual Pay Raise POCs regarding the kick-off meeting • November 21, 2013 - Conducted kick-off meeting via teleconference with the customers to ensure that everyone was aware of NFC’s process • NFC has not received official notification from OPM regarding January 2014 pay increases • None

  28. Post Furlough Activities • Processing for PP 19 Corrected and PP 20 T&As - Accelerated Pay • PP 21 Processing - Special Pay • PP 25, 2013 - Correct Deductions for Union Dues • January 2014 - Complete Lessons Learned • Total T&As Received in PP 20 (Current and Corrected) in Accelerated Pay Process - 1,223,234 • Total PP 19 Corrected T&As Paid in Accelerated Pay Process • 612,700 • Total Paid in Special Pay - 2,626 • Analyzing solutions for documented lessons learned • Determining the impact on unions and employees • None

  29. USDA, National Finance Center Customer Board Meeting December 4, 2013 EmpowHR

  30. Non-Core HR Integration • December 2013 - NGA e-Recruit (Recruiting and Staffing) Integration with EmpowHR and OPM USAStaffing (Recruiting and Staffing) Integration with EmpowHR • HRWorX/EOD Online (On boarding documents processing) - February 2014 (Planned) - Implementation • HRWorX/EOD Online - Completed NFC development - Working with One USDA/vendor on requirements for non-competitive appointments • HRWorX/EOD Online - Awaiting HRWorX development completion • Non-Core HR Solutions - RFQ in final approval stage in December 2013 • None

  31. EmpowHR Upgrades • PP 03, 2014 - PeopleTools and Infrastructure Upgrade • PP 06, 2014 - Manager Recruit Request • CY14 TBD - PeopleSoft 9.2 Application Upgrade • November 16, 2013 - All environments (DEV/IT/QA/CUAT/PROD) were moved to the new infrastructure • New version of STAT implemented for all non-production environments • Testing PeopleTools/STAT Upgrade and Infrastructure redesign - Coding changes and initial development testing are complete • Migration through the various environments has begun using new version of STAT and infrastructure to include the new instance for HHS • Code freeze in place. Software changes will not be migrated to production until the PeopleTools and Infrastructure Upgrade is complete • None

  32. EmpowHR Implementations • PP 22, 2013- One USDA Phase II • PP 22, 2013 - One USDA Phase II completed - 22 USDA agencies implemented in EmpowHR • One USDA is being supported • Providing implementation support to new users of EmpowHR and working through any issues that may arise • None

  33. EmpowHR IR Statisticsas of 11/15/13

  34. EmpowHR IR Average Days at Closureas of 11/15/13

  35. EmpowHR IR Summaryas of 11/15/13 • Completed EmpowHR IR Totals for Calendar Year • 2011 - 391 • 2012 - 222 • 2013 - 231

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