Bureau of Medicine and Surgery June 2012 Financial Spotlight Review Update M8 Portal / Quick links / Financial Spotlight Review:

Bureau of Medicine and Surgery

June 2012

Financial Spotlight Review Update

M8 Portal / Quick links / Financial Spotlight Review: https://www.navmedfinancial.org

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 ONLY2


Metric Structures

• Categories•Budgetary Resources•Accounts Receivable •Accounts Payable•Civilian Payroll •Contracting & Acquisitions •Purchase Card •Travel•Equipment Management •Command Level Testing (CLT)


Metrics Structures (Cont’d) METRIC INFO


Main Metrics

Reporting Metrics

Reporting Metrics (Weekly)

Reporting Metrics (Bi-Weekly)

Reporting Metrics (Quarterly)

Reporting Metrics (Monthly)


Metric Views

•Regional View•CUIC View•Metrics View – Scoring Details•Enterprise Trend Reports


Metric Views (Cont’d)View page has the following features:

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Features

Specify Reporting Period

Specify Reporting Format

Specify Category

Specify View Color/Value

Select Metric Group

Select Command

Select Metric

Export To Excel


Metric Views (Cont’d) - Regional View

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Metric Views (Cont’d) - CUIC View


Metric Views (Cont’d) - CUIC View

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Metric Views (Cont’d) - Scoring Details

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FSR Processing

Data Load and Update•Receiving data from source•Parsing •Validation•Load to Spotlight database

UpdateTwice a week:Tuesday: 4:00pm ~ 4:30pmFriday: 4:00pm ~ 4:30pm


Access FSR

•BUMED M8 Portal / Quick links / Financial Spotlight Review: https://www.navmedfinancial.org

MONTH USER COUNT USER VISITS•OCT11 184•NOV11 180•DEC11 79 190•JAN12 157 642•FEB12 134 568•MAR12 134 471•APR12 167 594•MAY12 131 531

https://www.navmedfinancial.org/


• “Green” result demonstrates that the Activity/ Region is meeting the DoD / Navy / BUMED Standard

• “Yellow” / “Red” indicate improvement is neededo Color indicates degree of work needed

• Metrics relate directly to performance and audit readinesso “Green” represents financial audit health

Metrics – Audit Readiness

Metrics and SOPMETRICS Primary SOP Reference Secondary SOP Reference

1. CY Exec to Annual Plan Daily AccountingBudget Execution (pending deployment)

2. CY OCO Oblg Rates Daily AccountingBudget Execution (pending

deployment)

4. CY WII/TBI&PH/PDHRA Oblg Rates Daily AccountingBudget Execution (pending

deployment)

5. Deobligations: Deoblg/Oblg Daily Accounting Non-Daily Accounting

6.Unliq Oblg/Undel Orders Non-Daily Accounting Contract Closeout

7.Unliq Oblg Contract Closeout COR (pending deployment)

8. CY Exec to AP (Civ Per) N/A N/A

9. Delinq A/R Interagency Billing N/A

c. PublicOutpatient Third Party Collection

BillingN/A

10. 3rd Party Collectn Daily Accounting AR Outpatient IOP11. DQ N/A N/A

12. Int penaltiesPurchase Card, MEDSURG,

ECATDaily Accounting

13. Unmtch $ Trans Daily Accounting Non-Daily Accounting

14. TimeSht Cert w/i SLDCADA N/A N/A

15. PerServ Contr Fill Rate COR (pending deployment) N/A

16. Supt Agrmt Rev AnnuallySupport Agreeements:

Receiver-SideN/A

17. Contr Recd ErrorsDaily Accounting (pending

update in FY12)N/A

18. Appr Assgnt of Acq Prior N/A N/A

19. Undeliv Orders ECAT Daily Accounting

a. ECAT ECAT Daily Accounting

b. MILSTRIP N/A N/A

c. Prime Vendor ECAT, MEDSURG Daily Accounting

d. Purch Card Purchase Card Daily Accounting

e. Open MarketECAT, MEDSURG,

Purchase CardDaily Accounting

20. Delinq PC Acct 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

25. Travl Debt Uncollct DTS N/A

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

31. Efft of Ctrl by Focus AreaSupport Agreements:

Receiver-SideN/A

b. Q3 - FY 2010 - Contr Admin COR (pending deployment) N/A

c. Q4 - FY 2010 - Travel DTS N/A

d. Q1 - FY 2011 - Pers Property Personal Property N/A

e. Q2 - FY 2011 - Civ Pay Non-Daily Accounting N/A

f. Q3 - FY 2011 - Contr Admin COR (pending deployment) N/A

Metrics and SOP


Top 5 Issues

• Liquidated Obs > $25K •Unable to Locate Equipment•Equipment Maintenance•Timesheet•Travel Debt UncollectedOther Issues •Per Serv Contr Fill Rate• Purchase Card Trans Acct Errors• Purchase Card Usg Rate• Delinquent A/R

Areas Needing Major 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

Areas Needing Some Improvement


Issue

• Interest Penalties• Undelivered Orders• Delinquent Purchase Card Accts• Inappropriate use of the Purchase Card• Delinquent Travel Card Accts

Areas Going Well


Improvements

• New Addition:• Enterprise Trend Reports and Charts

•Proposed Improvement:•Addition of a Q&A Section


Q&A

Questions

Documents

Bureau of Medicine and Surgery June 2012 Financial Spotlight Review Update M8 Portal / Quick links / Financial Spotlight Review: