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Interior Response

Interior Response

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Published by Sunlight Foundation

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Published by: Sunlight Foundation on Sep 07, 2011
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01/15/2013

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United
States
Department
of
the
Interior
OFFICE
OF
THE SECRETARY
WASHINGTON, D.C. 20240
The Honorable Darrell IssaChairman, Committee on Oversightand Government ReformHouse
of
RepresentativesWashington, DC 20515-6143Dear Mr. Chairman:
APR
11
2011
The Department
of
the Interior is hereby providing its response to the Committee's March
8,
2011, request for information regarding electronic systems for support
of
business andaccounting functions; grants and loans management; contracts management; and reporting
of
Government-wide systems such as www.usaspending.gov and www.recovery.gov.We hope that this material is responsive to the Committee's needs as it performs oversight
of
theGovernment's modernization
of
financial management systems. The enclosure includes anarrative response to each
of
the numbered items in your incoming letter.
If
you have any questions or require additional information, records,
or
explanations, pleasecontact Eric Eisenstein, the Acting Director,Office
of
Financial Management on(202) 208-3417, or Debra Sonderman, Director, Office
of
Acquisition and Property Managementon (202) 254-5563.An identical letter has been sent to the Honorable Todd
R.
Platts, Chairman, Subcommittee onGovernment Organization, Efficiency and Financial Management; the Honorable Jim Jordan,Chairman, Subcommittee on Regulatory Affairs, Stimulus Oversight and Government Spending;and the Honorable James Lankford, Chairman, Subcommittee on Technology, InformationPolicy, Intergovernmental Relations and Procurement Reform.EnclosureSincerely,
tJt:
tLfr
Rhea SuhAssistant SecretaryPolicy, Management and Budget
cc:
Honorable Elijah Cummings, Ranking MemberCommittee on Oversight and Government Reform
 
DEPARTMENT
OF
THE
INTERIOR
Response to Questions on Federal Financial Management from theHouse
of
Representatives Committee on Oversight and Government Reform
Item
1.Identify
and
briefly describe each
of
your
agency's business
and
accounting systems.
If
separate
divisions,
bureaus
or
offices use
separate
systems, identify which-divisions,
bureaus
or
offices use each system.
Currently about 40 percent
of
the Department's component bureaus and offices are using theFinancial and Business Management System (FBMS), which includes the followingfunctionality: core financial,. acquisition, personal property, real property, fleet management,travel, financial assistance, enterprise management information, and reporting. This systemexpands functionality for
m~ny
of
the Department's operating bureaus and offices and improveseffectiveness and efficiency with single sign-in, improved information technology security,improved internal controls, and improved management reporting using a consistent platform andstandardized information. The entities currently deployed to FBMS include:The Bureau
of
Land Management,The Bureau
of
Ocean Energy, Regulation and Enforcement,The Office
of
Surface Mining, andThe U.S. Geological Survey.The rest
of
the Department is in the process
of
converting multiple legacy financial, property,acquisition, and other systems to FBMS. The next deployment will take place in November·2011 to the Fish and Wildlife Service and the Office
of
the Secretary_and its multipleorganizations including the Office
of
the Special Trustee, the Office
of
Inspector General and theOffice
of
the Solicitor. Deployment to the National Park Service and Indian Affairs is scheduledfor November 2012 and deployment to the Bureau
of
Reclamation would take place thefollowing year.The Federal Financial System (FFS) is currently the finance system
of
record for: Bureau
of
Reclamation; Fish and Wildlife Service; Bureau
of
Indian Affairs and Bureau
of
IndianEducation (referred to as Indian Affairs); National Park Service; and the Office
of
the Secretary.FFS systems are all customized and individual instances that do not communicate with eachother and are not accessible by the Department. FFS supports all aspects
of
federal accountingand is composed
of
the following integrated components: budget execution; proj ect cost; costallocation; general ledger; external reporting; accounts receivable; obligations (purchasing);accounts payable;. annual close; automated disbursements; and travel payments. FFS has been inuse for approximately 22 years; the first two bureaus implemented FFS in October 1988.FBMS supports all aspects
of
federal accounting and is composed
of
the following integratedcomponents: the transactional system, Financial Accounting, which includes General Ledger;Sales and Distribution; Billing and Collections; Funds Management, which performs the FundsControl function; Materials Management, which includes purchasing, travel, and fleet;Controlling and Proj ect Systems used for accounting distributions, which includes building
1
 
DEPARTMENT
OF
THE
INTERIOR
rental and overhead computations; Labor, which holds the summarized Standard General Ledgerpostings from the detail payroll records stored in the Business Warehouse; Business Warehousewhich is used for reporting; and Charge Card, which performs Charge. Card processingThe Department uses an additional independent software program called Hyperion for itsconsolidated financial reporting.
Item
2.
Explain how the business
and
accounting systems identified in response to Request No.1interact with each other.
FBMS is integrated and provides a full spectrum
of
business processing from the beginning
of
each transaction through close-out. It supports full commitment accounting. Because only aportion
of
the Department's reporting entities are deployed to FBMS and operate
on
separateinstances
of
FFS, Hyperion is used for consolidated reporting., Bureaus load summarized filesfrom FFS or FBMS each month into the Hyperion software package. The Department'sOffice
of
Financial Management serves as the integrator, consolidates reporting, oversees the data foranomalies, and prepares the consolidated audit and financial reporting. Adjustments may bemanually entered into Hyperion for the final financial reports including those that go to OMBand Treasury. There is no automated load
of
these adjustments back to FFS or FBMS. Theseadjustments must be manually re-entered into the source financial systems and reconciled toHyperion.
Item 3.
For
each system identified in response to Request No.1, state
whether
information found in
that
system
is
regularly
or
periodically submitted to any
of
the government-wideaccounting systems maintained by the Department
of
the Treasury, e.g. GFRS, FACTS I,FACTS II, IFCS, etc.
and
explain how
and
at
what
interval those submissions occur,including descriptions
of
both manual
and
automated processes.
All the Hyperion reports begin with extracts from the FFS and FBMS transaction accountingsystems, which are manually reconciled. Late adjustments can be made in Hyperion, which arelater manually loaded back into the FFS and FBMS systems.For reporting to the Federal Agencies' Centralized Trial-Balance System I (FACTS
1-
proprietary SGL accounts only) -the Department creates a bulk upload file from Hyperion andmanually uploads the data to Treasury.
If
there are adjustments, the adjusting information isincluded'in an updated bulk file which is then manually uploaded. This is done on an annualbasis. There are no automated processes.For reporting to the Federal Agencies' Centralized Trial-Balance System
II
(FACTS
II-
budgetary SGL accounts only) -Each bureau and office manually loads the budgetary balancesfrom the source trial balance (from either FFS, FBMS, or Hyperion) by appropriation intoTreasury's FACTSII system on a quarterly basis as required byOMB. Data input into FACTSIIis edited and compared to known values at Treasury. After passing FACTSII edits during theopen window for input, a file is passed from FACTSII to the Office
of
Management
and
Budget
2

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