Forest Service
Incident Business
Solutions Team
Implementation of the
Aviation Business System
March 12, 2007
Agenda
•
Executive Summary
•
Incident Business in 2007
•
2007 ABS Implementation
•
ABS Overview
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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
Executive Summary - Current and Future State
ESB
Current State
EaTIS
(Contracts
Database)
ISuite or
Web122
ROSS
Future State
IBDB at
the ASC
FFIS
FAIRS
FTRS
Re-use of data throughout
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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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 eAuthentication ID and password.
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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
ABS Overview
• WORKFLOW
Data 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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
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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Incident Business Solutions Team – February 2006
Login
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Incident Business Solutions Team – February 2006
Invoice Header Creation
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Incident Business Solutions Team – February 2006
Invoice details screen
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Incident Business Solutions Team – February 2006
Flight Leg Creation
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Incident Business Solutions Team – February 2006
Flight Legs List
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Incident Business Solutions Team – February 2006
Excise Tax Creation
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Incident Business Solutions Team – February 2006
Add Segment Fee
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Incident Business Solutions Team – February 2006
Add Other Charges / Credits
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Incident Business Solutions Team – February 2006
Add RON
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Incident Business Solutions Team – February 2006
ADD ST
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Incident Business Solutions Team – February 2006
Charges List
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Incident Business Solutions Team – February 2006
Add / Edit Accounting
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Incident Business Solutions Team – February 2006
Add Invoice Remarks
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Incident Business Solutions Team – February 2006
Printable FS-122, Page 1
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Incident Business Solutions Team – February 2006
Printable FS-122, page 2
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Incident Business Solutions Team – February 2006
View / Modify Invoice Search
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Incident Business Solutions Team – February 2006
Invoice List
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Incident Business Solutions Team – February 2006
Approve Invoice List Screen
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Incident Business Solutions Team – February 2006
Approve Invoice Screen
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Incident Business Solutions Team – February 2006
Approve All Screen
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Incident Business Solutions Team – February 2006
Package Header Creation Screen
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Incident Business Solutions Team – February 2006
Package Creation Screen
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Incident Business Solutions Team – February 2006
Use Summary Screen
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Incident Business Solutions Team – February 2006
Vendor Package Info Screen
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Incident Business Solutions Team – February 2006
Vendor Use Summary Screen
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Incident Business Solutions Team – February 2006
Vendor Edit Invoice Screen
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Incident Business Solutions Team – February 2006
Vendor “Send to COR” Screen
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Incident Business Solutions Team – February 2006
COR – Receives package from Vendor
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Incident Business Solutions Team – February 2006
COR Vendor Package Review
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Incident Business Solutions Team – February 2006
Accept / Reject Changes Button
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Incident Business Solutions Team – February 2006
COR Review Vendor Changes Screen
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Incident Business Solutions Team – February 2006