Bureau of Medicine and Surgery Financial Spotlight Review Update M8 Portal / Quick links / Financial Spotlight Review: https://www.navmedfinancial.org June 2012 Financial Spotlight Review (FSR) Context - DoD is required to assert audit readiness for the Statement of Budgetary Resources (SBR) by the end of Fiscal Year 2014. As part of Navy Medicine’s audit readiness effort, the FSR Review was developed to quantify and measure significant business processes. Purpose - To discuss the FSR metrics. Outcome – An understanding of the FSR Metrics sources including standard operating procedure cross references to illustrate what can be done now at the field level to optimize the available resources and financial condition. FSR application is an online tool which provides command spotlights metric scorecard and helps to monitor regional and activity financial and business execution. FOR OFFICIAL USE ONLY 2 Financial Spotlight Review (FSR) Metric Structures •Categories •Budgetary Resources •Accounts Receivable •Accounts Payable •Civilian Payroll •Contracting & Acquisitions •Purchase Card •Travel •Equipment Management •Command Level Testing (CLT) Financial Spotlight Review (FSR) Metrics Structures (Cont’d) METRIC INFO Financial Spotlight Review (FSR) Main Metrics Reporting Metrics Reporting Metrics (Weekly) Reporting Metrics (Bi-Weekly) Reporting Metrics (Quarterly) Reporting Metrics (Monthly) Financial Spotlight Review (FSR) Metric Views •Regional View •CUIC View •Metrics View – Scoring Details •Enterprise Trend Reports Financial Spotlight Review (FSR) Metric Views (Cont’d) View page has the following features: Features Specify Reporting Period Specify Reporting Format Specify Category Specify View Color/Value Select Metric Group Select Command Select Metric Export To Excel 7 Financial Spotlight Review (FSR) Metric Views (Cont’d) - Regional View 8 Financial Spotlight Review (FSR) Metric Views (Cont’d) - CUIC View Financial Spotlight Review (FSR) Metric Views (Cont’d) - CUIC View 10 Financial Spotlight Review (FSR) Metric Views (Cont’d) - Scoring Details 11 FSR Processing Data Load and Update •Receiving data from source •Parsing •Validation •Load to Spotlight database Update Twice a week: Tuesday: 4:00pm ~ 4:30pm Friday: 4:00pm ~ 4:30pm Financial Spotlight Review (FSR) Access FSR •BUMED M8 Portal / Quick links / Financial Spotlight Review: https://www.navmedfinancial.org MONTH •OCT11 •NOV11 •DEC11 •JAN12 •FEB12 •MAR12 •APR12 •MAY12 USER COUNT USER VISITS 184 180 79 190 157 642 134 568 134 471 167 594 131 531 Metrics – Audit Readiness • “Green” result demonstrates that the Activity/ Region is meeting the DoD / Navy / BUMED Standard • “Yellow” / “Red” indicate improvement is needed o Color indicates degree of work needed • Metrics relate directly to performance and audit readiness o “Green” represents financial audit health FOR OFFICIAL USE ONLY 14 Metrics and SOP METRICS Primary SOP Reference Secondary SOP Reference Budget Execution (pending deployment) 1. CY Exec to Annual Plan Daily Accounting 2. CY OCO Oblg Rates Daily Accounting Budget Execution (pending deployment) 4. CY WII/TBI&PH/PDHRA Oblg Rates Daily Accounting Budget Execution (pending deployment) 5. Deobligations: Deoblg/Oblg Daily Accounting Non-Daily Accounting Non-Daily Accounting Contract Closeout Contract Closeout COR (pending deployment) N/A N/A Interagency Billing N/A 6.Unliq Oblg/Undel Orders 7.Unliq Oblg 8. CY Exec to AP (Civ Per) 9. Delinq A/R c. Public 10. 3rd Party Collectn 11. DQ 12. Int penalties 13. Unmtch $ Trans 14. TimeSht Cert w/i SLDCADA 15. PerServ Contr Fill Rate Outpatient Third Party Collection Billing Daily Accounting N/A Purchase Card, MEDSURG, ECAT AR Outpatient IOP N/A Daily Accounting Non-Daily Accounting N/A N/A COR (pending deployment) N/A N/A Daily Accounting Metrics and SOP 16. Supt Agrmt Rev Annually 17. Contr Recd Errors 18. Appr Assgnt of Acq Prior Support Agreeements: Receiver-Side Daily Accounting (pending update in FY12) N/A N/A N/A N/A 19. Undeliv Orders ECAT Daily Accounting a. ECAT ECAT Daily Accounting N/A N/A c. Prime Vendor ECAT, MEDSURG Daily Accounting d. Purch Card Purchase Card ECAT, MEDSURG, Purchase Card Purchase Card Daily Accounting 21. Purch Card Trans Acct Errors Purchase Card Daily Accounting 22. APC & Apprv Official Req PAT Trng Cmpl Purchase Card N/A 23. Inappr use of the Purch Card Purchase Card N/A 24. Purch Card Usg Rate Purchase Card N/A DTS N/A b. MILSTRIP e. Open Market 20. Delinq PC Acct 25. Travl Debt Uncollct Daily Accounting Daily Accounting Metrics and SOP 26. Non-DTS ord issued DTS Daily Accounting 27. Split Disbt Rate for the last billing cycle N/A N/A 28. Delinq Trvl Card Acct N/A N/A 29. Unable to Loc Equip/All Equip Maint Personal Property N/A 30. Equip Maint Personal Property N/A Support Agreements: Receiver-Side N/A COR (pending deployment) N/A DTS N/A Personal Property N/A Non-Daily Accounting N/A COR (pending deployment) N/A 31. Efft of Ctrl by Focus Area b. Q3 - FY 2010 - Contr Admin c. Q4 - FY 2010 - Travel d. Q1 - FY 2011 - Pers Property e. Q2 - FY 2011 - Civ Pay f. Q3 - FY 2011 - Contr Admin Areas Needing Major Improvement Top 5 Issues • Liquidated Obs > $25K •Unable to Locate Equipment •Equipment Maintenance •Timesheet •Travel Debt Uncollected Other Issues •Per Serv Contr Fill Rate • Purchase Card Trans Acct Errors • Purchase Card Usg Rate • Delinquent A/R FOR OFFICIAL USE ONLY 18 Areas Needing Some Improvement Issue • Current FY Execution to Annual Plan • OCO Oblg Rates • Current FY WII/TBI&PH/PDHRA Oblg Rates • Deobligations: Deoblg/Oblg • Liquidated Obligations • Third Party Collections • Data Quality • Unmatched Cash Trans • Contract Recording Errors • Appr Assignment of Acq Priorities • Non-DTS Orders Issued • Split Disbt Rate for the Last Billing Cycle FOR OFFICIAL USE ONLY 19 Areas Going Well Issue • Interest Penalties • Undelivered Orders • Delinquent Purchase Card Accts • Inappropriate use of the Purchase Card • Delinquent Travel Card Accts FOR OFFICIAL USE ONLY 20 Improvements • New Addition: • Enterprise Trend Reports and Charts •Proposed Improvement: •Addition of a Q&A Section FOR OFFICIAL USE ONLY 21 Q&A Questions FOR OFFICIAL USE ONLY 22