White Paper
JFMIP Core Financial System
Qualification Test Training Program
1.0 Background
The Joint Financial Management Improvement Program (JFMIP) is responsible, in
accordance with Section 8(d) of
OMB Circular
A-127--Revised, Transmittal Memorandum No. 2, for establishing Federal Government Core
Financial System Requirements to be followed by Federal Departments and Agencies. The
JFMIP Core Financial System Requirements are provided to all organizations through access
to the JFMIP Knowledgebase http://memphis.lmi.org/ext/cfo_fms_r.nsf/req1?openview
In addition, JFMIP is further responsible for the Certification of Core Financial Systems
software of private sector vendors and Federal Agencies that provide accounting system
support services to other agencies, i.e., Cross Servicing." JFMIP Core Financial
System software Certification is required for Departments and Agencies to acquire such
software.
8d(1) Use of "Off-the-Shelf" Software. Agencies replacing software to meet core financial system requirements are
required to use the GSA FMSS Multiple Award Schedule until its expiration on September 30,
1999. As of October 1, 1999 agencies replacing software to meet core financial system
requirements are no longer required to use the GSA FMSS Multiple Award Schedule; they must
use "off-the-shelf" software that has been tested and certified through the
JFMIP software certification process as meeting JFMIP Core Financial Management System
Requirements. Agencies may purchase this software using the strategy and procurement
vehicle they believe will best enable them to meet their needs in a timely and effective
manner following the competition requirements associated with the procurement vehicle
being used to conduct the acquisition.
In addition, agencies will notify JFMIP that a core financial management software
procurement is planned - - preferably prior to, or in the early phases of, acquisition
planning. JFMIP will electronically post a public message to permit interested certified
system vendors to market agencies. The sole purpose of this message is to facilitate
agency market research. This message is not intended to, and shall not, serve as an
invitation for offerors to submit bids, proposals, or quotes. OMB policy pertaining to
using "off-the-shelf" software is contained in OMB Circular A-130 and must be
followed when replacing financial management systems.
8d(2)
Software Certification Testing. "Off-the-shelf" software will be tested to
ensure that it meets core financial system requirements as defined in the Core Financial System Requirements document published by JFMIP. JFMIP will coordinate the
testing process and issue software certifications. Information on the details of the
certification testing process and its results will be available to any interested Federal
agency for any certified software package.
In June 1999 the JFMIP began the process of conducting "Qualification Tests"
of commercial vendors Core Financial Systems software. To date eight commercial vendors
have been certified as follows:
- American Management Systems, Inc.
- Digital Systems Group
- ICF Information Technology
- Oracle
- Orion Microsystems, Inc.
- Peoplesoft
- Rel-Tek Systems and Design, Inc.
- SAP America
In addition, Department of Interior, National Business Center’s software has been
certified as a "Qualified Federal Cross-Servicing Provider."
The JFMIP Qualification Test is provided to all organizations, in advance, through
access to the JFMIP Knowledgebase:
http://jfmip.gov/jfmip/KBReport1.asp?rpt=1
The JFMIP Qualification Test is comprised of a Qualification Test Plan:
http://159.142.187.5/JFMIP/refmatl/Test_Plan_3_10_00_WordRF84b.doc
The Qualification Test Plan includes Pre-Test Setup Data and Seven (8) Test Cycles
(Cycles 0 - 7). Cycle 0 validates various test set-up data: Cycles 1-7 presents
approximately 170 separate Test Cases that validate the system software against the JFMIP
Core Financial System Requirements.
http://159.142.187.5/JFMIP/refmatl/transcripts3-15-00RF91c.pdf
The JFMIP Qualification Test is performed over a five (5) day (8-hour day) time frame.
The JFMIP Qualification Test Schedule is presented as Exhibit A, located at the end of
this White Paper.
The JFMIP Test Plan provides Expected Results for each Test Case. The Qualification
Test is a Pass/Fail test where failure of any Test Case represents a failure of the Test.
Re-testing is provided at various time intervals based upon the percent of Test Case
failure.
2.0 Goals and Objectives
The Goals and Objectives for a JFMIP Qualification Test Training Program are as
follows:
GOALS:
- To improve the Federal Government financial management capabilities through use of JFMIP
Certified Core Financial System software to train Government Employees, Software Vendors,
and System Integrators who are responsible for the implementation, operation, and
maintenance of Federal Government Core Accounting Systems.
OBJECTIVES:
- Through "hands on use", of a JFMIP Certified Core Accounting System, provide
training, to Government Agencies, Software Vendors, and System Integrators, staff who are
responsible for the implementation, operation, and development of requirements related to
Financial Management Systems.
- Provide an understanding of where "Business Process Re-Engineering" will be
required to change existing Department and Agency systems related to the implementation of
a new JFMIP Certified Core Accounting System.
- Provide an understanding of the Activities and Tasks involved in the implementation of a
JFMIP Certified Core Financial System.
- Provide an understanding of the inter-relationship between JFMIP Core Financial System
Requirements and Certified Core Accounting Systems.
- Provide an understanding of Federal Financial Management Regulations related to JFMIP
Core Financial System Requirements and Core Accounting System.
- Through accomplishment of the foregoing objectives, reduce the time and cost of
implementing Federal Financial Management Systems while improving the quality and
effectiveness of financial management activities.
3.0 Test Approach
The JFMIP Core Financial System Qualification Test Training Program can be established
following the format of the JFMIP Qualification Test Plan. Training Sessions can be setup
to follow the 8 Cycles of the Qualification Test Plan. Each Cycle would consist of 8 hours
of study/training.
3.1 Qualification Test Program Schedule
The Qualification Test Program Schedule would be as follows:
- Day 1
– Day 1 would begin with a general overview of the operation of the Core
Financial System. Processing the Test Cases for Cycle 0 and 1 would follow the general
system overview. Cycles 0 and 1 present the basic system reporting functions and the
budget process. These Cycles would be combined with a discussion of the Pre-Test data
loaded into the system.
Day 2 – Day 2 would include processing Test Cases for Cycle 2 and 3. Cycle 2
presents: commitment and obligation processing and account receivable setup and billing.
Cycle 3 presents: accrual processing, i.e. entering receiving reports, and recognizing
performance (undelivered order/expended appropriation and expense/accounts payable
processing). In addition, accounts receivable would be established, bills would be
generated, and closing entries would be initiated.
- Day 3
– Day 3 would include processing Test Cases for Cycle 4. Cycle 4
presents: invoice processing, the liquidation of obligations, and payment. Cash receipts
and deposits are also presented in this Cycle as well as Treasury disbursement processing.
- Day 4
– Day 4 would include processing Test Cases for Cycle 5 and 6. Cycle 5
presents: the payment and deposit confirmation process, re-certification processing of
lost payments, and processing late payments. Cycle 6 presents: confirmation and
reconciliation of Treasury payments, processing dunning notice, and miscellaneous
transactions including: write-off and OPAC transactions.
- Day 5
– Would conclude the program with the processing of Test Cases for Cycle
7. Cycle 7 presents: preparation of SF133 and FACTS I reports, year-end close processing,
and producing post closing trial balances. Day 5 would conclude with a review of the
Qualification Test and Questions and Answers.
Generally, software vendors have completed the Qualification Test in between 3 and 4
days. Day 5 has covered Added Value Features of the software. In addition, during the
Qualification Test, JFMIP evaluators ask questions concerning system processing that would
correspond to trainee’s inquiries. There should be sufficient time to complete the
program in the five-day time frame.
3.2 Alternative Schedule Structure
The foregoing Qualification Test Schedule would be structured as a single program
with the five sessions running concurrently. As and alternative, a more comprehensive
program could be developed to expand each session to cover a two day period and offer the
sessions independent from other sessions. This would require the initiation of each of the
five sessions with a database saved from the previous session. This is required due to the
need to have "pre-requisite" transactions available to process a specific Test
Cases of the Qualification Test Cycles.
3.3 Ancillary Core Financial System Program Courses
The following presents additional Core Financial System Program Courses that could
be developed to enhance the program:
- Enterprise Resource Planning (ERP) – What are they and what are the components?
- System Implementation – Work Breakdown Structure.
- Project Management – Integrated Project Teams.
- Account Classification Code Structure (ACCS) Design.
- Information Technology Considerations:
- Configuration Management.
- Hardware & Operating System Environment.
- Telecommunications Environment – Bandwidth.
- Documentation & Training – Distance Learning Considerations.
4.0 Continuing Professional Education (CPE)
Credit
Continuing Professional Education (CPE) Credits would be awarded
corresponding to the hours assigned to each course. The single five-day program would be
awarded 40 CPE credits. If an alternative individual session program is established, each
session would be awarded 8 or 16 credits dependent upon whether the session was presented
over a one or two day period.
5.0 Interested Participants
The JFMIP Qualification Test Program would be of interest to the following
types of individuals:
- Any person requiring CPE credits to maintain CPA or CGFM certification.
- Individuals participating in Core Accounting System Request for Proposal (RFP)
development. The course could be established as mandatory requirement for a specified
number of individuals who are developing the RFP (Government and/or Private Sector
Consultants) to have completed before an RFP is released.
- Current employees and new hires of Core Financial System Software Vendors and System
Integrators. The program presents a set of basic understandings required to competently
implement Federal Government financial management systems. The program could be
established as a mandatory requirement of an RFP for qualification of software vendor and
system integrator staff resources.
- All RFP evaluator and Independent Verification and Valuation (IV&V) Team members
could be required to complete the program before evaluators or IV&V Team members
participate in Core Accounting System evaluations or IV&V studies.
- A session or multiple sessions could be presented at the AGA Professional Development
Conference as an optional training preceding or following the conference regular sessions.
- All members of the JFMIP Qualification Test team could be required to complete the
program before any evaluation of vendor software is allowed.
- All Federal Government Chief Financial Offices could be required to complete the program
before any RFP is released to acquire a Core Accounting System.
|
EXHIBIT A
Execution Day |
Cycle |
Types of Activities
Performed |
Transaction Date |
Test day 1 |
NA |
- Vendor demonstrates core functional capabilities of software
|
NA |
Test day 1 |
Cycle 0 |
- Generate a beginning trial balance, transaction register, and status of funds.
- Perform adhoc queries of various tables to validate set-up data.
|
10/1/99 |
Test day 1 |
Cycle 1 |
- Recognize budget authority (records appropriations), allocating funds to be used
throughout the test.
- Perform modifications - such as rescissions, budget reprogramming, and transfers to
budgeted funds.
- Produce a trial balance, transaction register, and status of funds.
|
10/1/99 |
Test day 2 |
Cycle 2 |
- Execute the budget, establishing commitments and obligations without prior commitments.
- Establish orders with previous commitments, both partial and final.
- Set up program receivables and generate bills
- Produce a trial balance, transaction register, and status of funds.
|
10/15/99 |
Test day 2 |
Cycle 3 |
- Receive goods and services associated with orders placed (both partial and final
receipt).
- Establish administrative receivables.
- Generate bills for open receivables.
- Perform month end close process.
- Produce a trial balance, transaction register, and status of funds.
|
10/31/99 |
Test day 3 |
Cycle 4 |
- Receive and log invoices.
- Examine invoices and prepare them for payment.
- Process invoices, which earn discounts, for payment.
- Process disbursement tapes for invoices with discounts to be earned.
- Receive cash, checks, other collection, preparing an SF215 if appropriate.
- Apply collections to open receivables.
- Receive additional goods and services ordered.
- Create disbursement tapes for Treasury.
- Produce a trial balance, transaction register, and status of funds.
|
11/15/99 |
Test day 4 |
Cycle 5 |
- Confirm payment of invoices received/scheduled for payment in Cycle 4.
- Process re-certified payment for a lost check from previous disbursement.
- Process a late payment.
- Confirm collections received in Cycle 4.
- Create disbursement information for Treasury.
- Produce a trial balance, transaction register, and status of funds.
|
11/26/99 |
Test day 4 |
Cycle 6 |
- Confirm and reconcile Treasury disbursements.
- Generate dunning notices on overdue receivables.
- Perform miscellaneous accounting functions, such as writing-off overdue receivables and
processing OPAC II transactions.
- Produce a trial balance, transaction register, and status of funds.
|
12/15/99 |
Test day 5 |
Cycle 7 |
- Produce a trial balance, transaction register, and status of funds.
- Support preparation of SF133 and FACTS I reports.
- Perform year-end close process.
- Produce a post close trial balance
|
10/1/00 |
Test day 5 |
NA |
- Continue incomplete cycles/test cases/steps if necessary.
- Demonstrate value-added features (up to 4 hours are allocated for this activity)
|
NA |
|