ARGOS
Aeronautics Reimbursement & Grant Organization System
SEPTEMBER 23, 2015
What is ARGOS?
A COMPUTER PROGRAM?
A REAL-TIME WEB APPLICATION?
A COMMUNICATION TOOL?
AN ACCOUNTING DATABASE?
What is ARGOS?
ARGOS IS THE RESTRUCTURING OF THE AERONAUTICS
BUREAU’S REIMBURSEMENT REQUEST PROCESS AND
GRANT ORGANIZATION IN THE PURSUIT OF MINIMIZING
THE AMOUNT OF TIME TO ISSUE A WARRANT (CHECK),
SIMPLIFYING PAYMENT REQUESTS, MAINTAINING THE
HIGHEST
ATTAINABLE
DEGREE
OF
ACCURACY
THROUGHOUT THE PROCESS, AND PROVIDING REALTIME INFORMATION TO STAKEHOLDERS.
Philosophy of ARGOS
Challenges for
ARGOS
HOW DO YOU BUILD SPEED?
HOW DO YOU BUILD EFFICIENCY?
HOW DO YOU BUILD ACCURACY?
HOW DO YOU BUILD COMMUNICATION?
HOW DO YOU FIND OUT WHAT ELSE CAN BE IMPROVED?
How Do We Get From Here…
…To Here?
Philosophy of ARGOS
Determine Reasonable Boundaries (Across Multiple
Dimensions)
Identify, Understand, and Eliminate Redundant
Operations and Unnecessary Procedures
What Can Be Automated?
Are There Residual Issues That Can Be Addressed?
The Reimbursement Request
Process
FAA/
E-Delphi
Sponsor
Contractor
F-25 and
Backup
Documentation
Aeronautics
Consultant
Check
Finance
Grants
Manager
Aeron
Mgr./
Engineer
Director
Comptroller
Sponsor
Determine The Boundaries
Across the Work Flow Process
Across the Grant Cycle
Across the Submittal/Approval Process
Find Efficiency
Understand the Function of Each
Participant and Streamline The Process
•
•
•
•
The Consultant Submits the Request
Aeronautics Reviews the Request
Stakeholders Need Timely Information
Meet Exceed Audit Compliance
Find Efficiency
Make it Simple for the Consultant to
Submit a Request
Make it Easy and Fast to Correct
Problems
Make the Aeronautics Approval Process
Fast and Efficient
Automation
Let the System Handle the Calculations and Data
Organization
Make it Easy to Transmit, Access, and Find
Information
Provide Real-Time Information for Those Who
Need It
Continually Improve The System
Residual Issues
Project Management Tools/Reports
Breakdown of Warrants (Checks)
Changes/Evolution in Other Areas of the
Process
Training/Education Regarding Terms, Definitions
and Operations
Planning and Design
Why Not Use Off-The-Shelf Software?
Consultant Focus Group
Testing (2013 Parallel Submittals)
Presentations and Input
-
Consultants
FAA
Finance Bureau
Implementation
ARGOS Goes Live in August 2014
FY 2014 Grants Were First Grants
Processed in ARGOS
Previous Years Submitted Under Old
System
Anticipated Results:
Adaptability/Reliability
Goal: Adapt to Changes That May Occur In Other Areas of
the Payment Process (Outside the Borders)
Result: Success.
Goal: Always Available
Result: Success. One Instance of Prolonged Downtime.
Anticipated Results:
Communication
Goal: Improve Communications and Response Times Regarding
Problem Invoices, FAA Approval, and General Questions
Result: Success.
Goal: Reports are Easily Understandable and Applicable to
Solving Problems
Result: Moderate Success. Needs More Improvement
Anticipated Results:
Accuracy
Goal: Reduced Errors as Compared to the Conventional
Process
Result: Success.
-
The Validation Feature is Primary Reason
- Reduction of Inputs Also Responsible
Anticipated Results:
Simplification
Goal: Reduce Time and Effort Required for Consultants to
Submit Reimbursement Requests
Result: Success.
Goal: Reduce Time and Effort Required for Consultants to
Correct Problems and Re-submit Reimbursement Requests
Result: Success.
Anticipated Results:
Efficiency
Goal: Reduce Time and Effort Receiving, Approving,
Processing and Returning Warrants (Checks)
Result: Success.
Goal: Reduce Redundant Operations Involved in
Establishing Project Accounts and Processing
Reimbursement Requests
Result: Success.
Anticipated Results:
Speed
Goal: Process a Batch of
Reimbursement Requests
Each Week
Result: Success!
Lessons Learned
Information Obtained From Consultant Focus
Group and Training/Information Meetings was
Very Valuable
Some Reports/Information Originally Planned is
Better Not Included
More Improvements are Planned and Will Be
Included (Advantage of Custom-Built Program)
Sponsor Access
Simply give us a call and we will set up a
profile, but………
We would Like to provide training.
Remember that ARGOS is not just a
computer program, it is a restructured
and enhanced process. We want you to
get the most out of this system.
Questions