Forest ServiceIncident Business

Solutions Team

Implementation of the Aviation Business System

March 12, 2007

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Agenda

• Executive Summary

• Incident Business in 2007

• 2007 ABS Implementation

• ABS Overview

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Executive Summary • Vision

– Align People, Processes, and Technology by improving the management of information from end-to-end.

– Improve internal controls and audit performance by improving acquisition processes, providing appropriate documentation for costs, and eliminating processing errors such as duplicate payments

– Create an infrastructure to provide ongoing analysis, cost reviews, and process improvements.

– Enable Business Operations to successfully support F&AM utilizing core financial data.

– Reduce costs by utilizing fewer people to enter data and process accrual and payment data.

– Utilize proven, existing technology to build an infrastructure that enables data exchange between disparate Fire & Aviation, Acquisition Management and Financial Management applications.

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Executive Summary - Current and Future State

Re-use of data throughout

EaTIS (Contracts Database)

ROSSISuite or

Web-122

IBDB at the ASC

FFISFAIRSFTRS

Current State

Future State

ESB

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2007 – EaTIS – Aviation Contracts

• All Regions will record Aviation Contract data in EaTIS

• Full functionality of EaTIS for aviation contract solicitation, inspection and award will not be developed. The new VIPR application will provide that functionality in 2008 (est.).

• As contracts expire, standardized contract provisions will be implemented.

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2007 ABS – Aviation Business System

• Contracted Aviation including Air Tankers will be tracked in the Aviation Business System (ABS). – Air resource manager enters flight data in ABS or

Disconnect client– Daily accrual data flows to IBDB– COR and Vendor approves invoice summary electronically– Data transmitted to ASC for payment. – Daily costs posted on the web

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2007 ABS Implementation Schedule

• April 2, 2007

– Regions 3 (Southwestern), 8 (Southern) and National Large Airtanker

and Smokejumper Aircraft Contracts.

• May 1, 2007

– Regions 5 (Pacific Southwest), 9 (Eastern), and 10 (Alaska)

• May 15, 2007

– Regions 2 (Rocky Mountain) and 4 (Intermountain)

– June 1, 2007

– Regions 1 (Northern), 6 (Pacific Northwest) and National Call-When –

Needed Helicopter Contracts

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ABS Overview

• ABS is a web based application that will be used by the Forest Service to electronically document and process all contract aviation costs currently documented on FS-6500-122 Flight Use Invoice (invoice).

– Can be accessed by any user with a UDSA e-Authentication ID and password.

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ABS Overview

Role based functionality• Data Entry – Enter flight and cost data into ABS• CO/COR - Data entry, invoice approval,

package/summary creation, • Vendor - Review, approve or request changes to

packages• Helpdesk – View only

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ABS Overview

• WORKFLOWData is entered into ABS.– The appropriate Contracting Officer (CO) or designated

Contracting Officer’s Representative (COR) will review and approve each invoice.

– The CO or COR will electronically select approved invoices to be packaged for payment and approve the package using a Personal Identification Number (PIN) to indicate approval.

– After approval by the CO or COR, the vendor will receive notification that a package is ready for approval.

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ABS Overview

• After successful review, and application of a PIN by the Vendor, the package will be submitted to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing of the payment.

• If the vendor requests any changes to the payment package the changes will be reviewed by the CO/COR, the changes accepted or rejected and notification of the results sent to the vendor. The package is then submitted directly to the ASC IBDB for payment.

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ABS Overview

• The ABS Internet site address is http://www.fs.fed.us/business/abs

• You will find there:– A system introduction.– Instructions to apply for an e-Authentication ID and

password.– ABS Training tutorials for all roles. – Printable training documentation.– “Getting Started” tips– Frequently asked questions.– Links to related sites

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ABS Overview

• FS-6500-122 data should be entered daily– This is not a change from current process.

• Accruals will be generated by ABS nightly for submission to FFIS

• If data cannot be entered daily because of remote location– it can be entered in the disconnected client and

transmitted to the web-based program as often as possible.

– or tracked on paper and then entered into ABS as often as possible.

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ABS Overview

Miscellaneous• AMIS – Once all Regions and NIFC have

implemented ABS, entry into AMIS will no longer be needed.

• Reports-– The FAMWEB Data Warehouse currently in development

by Fire and Aviation Management will provide reporting for ABS. Approx. completion May 2007.

– During the interim, 4/2/2007 until FAMWEB is completed, critical reports have been developed for ABS and will be posted to the web daily for field use.

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Login

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Invoice Header Creation

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Invoice details screen

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Flight Leg Creation

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Flight Legs List

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Excise Tax Creation

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Add Segment Fee

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Add Other Charges / Credits

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Add RON

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ADD ST

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Charges List

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Add / Edit Accounting

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Add Invoice Remarks

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Printable FS-122, Page 1

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Printable FS-122, page 2

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View / Modify Invoice Search

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Invoice List

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Approve Invoice List Screen

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Approve Invoice Screen

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Approve All Screen

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Package Header Creation Screen

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Package Creation Screen

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Use Summary Screen

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Vendor Package Info Screen

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Vendor Use Summary Screen

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Vendor Edit Invoice Screen

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Vendor “Send to COR” Screen

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COR – Receives package from Vendor

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COR Vendor Package Review

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Accept / Reject Changes Button

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COR Review Vendor Changes Screen