United States Department of the Interior

OFFICE OF THE SECRETARY

WASHINGTON, D.C. 20240
The Honorable Darrell Issa
Chairman, Committee on Oversight
and Government Reform
House of Representatives
Washington, DC 20515-6143
Dear 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 and
accounting 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 the
Government's modernization of financial management systems. The enclosure includes a
narrative response to each of the numbered items in your incoming letter.
If you have any questions or require additional information, records, or explanations, please
contact Eric Eisenstein, the Acting Director, Office of Financial Management on
(202) 208-3417, or Debra Sonderman, Director, Office of Acquisition and Property Management
on (202) 254-5563.
An identical letter has been sent to the Honorable Todd R. Platts, Chairman, Subcommittee on
Government 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, Information
Policy, Intergovernmental Relations and Procurement Reform.
Enclosure
Sincerely,
tJt: tLfr
Rhea Suh
Assistant Secretary
Policy, Management and Budget
cc: Honorable Elijah Cummings, Ranking Member
Committee on Oversight and Government Reform
DEPARTMENT OF THE INTERIOR
Response to Questions on Federal Financial Management from the
House 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 the
Financial and Business Management System (FBMS), which includes the following
functionality: core financial,. acquisition, personal property, real property, fleet management,
travel, financial assistance, enterprise management information, and reporting. This system
expands functionality for m ~ n y of the Department's operating bureaus and offices and improves
effectiveness and efficiency with single sign-in, improved information technology security,
improved internal controls, and improved management reporting using a consistent platform and
standardized 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, and
The 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 multiple
organizations including the Office of the Special Trustee, the Office of Inspector General and the
Office of the Solicitor. Deployment to the National Park Service and Indian Affairs is scheduled
for November 2012 and deployment to the Bureau of Reclamation would take place the
following 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 Indian
Education (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 each
other and are not accessible by the Department. FFS supports all aspects of federal accounting
and is composed of the following integrated components: budget execution; proj ect cost; cost
allocation; general ledger; external reporting; accounts receivable; obligations (purchasing);
accounts payable;. annual close; automated disbursements; and travel payments. FFS has been in
use 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 integrated
components: the transactional system, Financial Accounting, which includes General Ledger;
Sales and Distribution; Billing and Collections; Funds Management, which performs the Funds
Control 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 Ledger
postings from the detail payroll records stored in the Business Warehouse; Business Warehouse
which is used for reporting; and Charge Card, which performs Charge. Card processing
The Department uses an additional independent software program called Hyperion for its
consolidated financial reporting.
Item 2.
Explain how the business and accounting systems identified in response to Request No.1
interact 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 a
portion of the Department's reporting entities are deployed to FBMS and operate on separate
instances of FFS, Hyperion is used for consolidated reporting., Bureaus load summarized files
from FFS or FBMS each month into the Hyperion software package. The Department's Office
of Financial Management serves as the integrator, consolidates reporting, oversees the data for
anomalies, and prepares the consolidated audit and financial reporting. Adjustments may be
manually entered into Hyperion for the final financial reports including those that go to OMB
and Treasury. There is no automated load of these adjustments back to FFS or FBMS. These
adjustments must be manually re-entered into the source financial systems and reconciled to
Hyperion.
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-wide
accounting 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 accounting
systems, which are manually reconciled. Late adjustments can be made in Hyperion, which are
later 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 and
manually uploads the data to Treasury. If there are adjustments, the adjusting information is
included'in an updated bulk file which is then manually uploaded. This is done on an annual
basis. 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 balances
from the source trial balance (from either FFS, FBMS, or Hyperion) by appropriation into
Treasury's F ACTSII system on a quarterly basis as required by OMB. Data input into FACTSII
is edited and compared to known values at Treasury. After passing F ACTSII edits during the
open window for input, a file is passed from F ACTSII to the Office of Management and Budget
2
DEPARTMENT OF THE INTERIOR
MAX Information System. The first 3 quarters the window is open approximately 7 days; at the
end of the fiscal year the window is open 10 days and there is a revision window of about two
weeks. All input is done manually, including revisions. As of the first quarter ofFY 2013
reporting of F ACTSII will require a bulk load file as part of the Department of Treasury's GT AS
implementation.
Reporting to the Master Accounting File (MAP) and Government-wide Financial Report System
(GFRS) - DOl bureaus send information to the Office of Financial Management where
spreadsheets are generated from Hyperion and then manually input to Treasury. Adjustments are
manually input in the same manner. This is done on an annual basis. There are no automated
processes.
Reporting to the Individual Trading Partner Reciprocal Report (ITPR) - The Department
manually runs Hyperion to create the "F" file which is then manually uploaded into the Treasury
lRAS system on a quarterly basis. If adjustments are needed then a replacement "F" file may be
created from Hyperion and reloaded into Treasury lRAS. There are no automated processes.
Reporting to the Intra-governmental FiduCiary Confirmation System (IFCS) - The Department
manually runs Hyperion to create a spreadsheet of fiduciary data. This information is manually
input to the Treasury IFCS system on a quarterly basis. If adjustments are needed then another
Hyperion spreadsheet may be generated and the updated data manually input to IFCS. There are
no automated processes.
Reporting to the Treasury Report on Receivables (TROR) - Each DOl bureau or office manually
populates the TROR spreadsheet located on Treasury's FMS website from Hyperion, FFS or
FBMS data. Specifically,
The Office of Financial Management uses FFS reports;
The United States Geological Survey gathers data from FBMS plus manual spreadsheets
for Currently Not Collectible debts;
The Fish and Wildlife Service gathers data from FFS and the Treasury FedDebt cross-
servicing system;
The Bureau of Reclamation uses a combination of FFS reports, Hyperion data and
manual records stored op. spreadsheets;
The Bureau of Ocean Energy Management uses FBMS plus manual records and payroll
debt files downloaded from a data mart;
The National Park Service uses a Hyperion Trial Balance report and FFS data plus
information from the Treasury FedDebt cross-servicing system;
The Bureau of Land Management (BLM) gathers data from BLM's Collections and
Billings System (CBS) and FBMS;
The Office of Surface Mining (OSM) gets its TROR information from FBMS and
CFCMS - an automated subsidiary system that OSM uses to manage and track fee
collections and debt; and
The Bureau of Indian Affairs (which includes the data for the Bureau of Indian
Education) uses the "FFS plus" version; and may review detail accounts receivable
information for their TROR footnotes from their BIA-specific National Irrigation
3
DEPARTMENT OF THE INTERIOR
Information Management System (NIIMS) and Loan Accounting Management System
(LOMAS).
The bureaus and offices manually input TROR data to Treasury's DMIS system each quarter.
During each quarter Treasury allows input to DMIS for a two week period and all corrections or
adjustments must be input during that timeframe. There are no automated processes or file
uploads to DMIS.
Item 4.
For each system identified in response to Request No.1, state whether information found in
that system is regularly or periodically submitted to the Office of and
Budget's ("OMB") MAX Information System and explain how and at what interval those
submissions occur, including descriptions of both manual and automated processes.
Departmental financial information that is submitted through FACTS II is fed into the OMB
MAX system and used as a system control to validate additional detailed information that is
input into the system. Bureaus and offices enter the data which is derived from the FFS or
FBMS systems and the Hyperion report, and manually update the MAX DE application. The
Department's Office of Budget reviews the data for anomalies and then uploads the data to the
OMB MAX system until "locked out" by OMB. The MAX DE system is used to compile the
President's budget Appendix material during formulation. The Department also inputs
legislative language proposed for the budget year as well as program narrative material for the
Appendix. The Department also updates the MAX system from June to August to reflect any
changes to projected outlays and receipt estimates. reported at the time of formulation. The
Office of Budget coordinates the call for information from the bureaus and offices, reviews and
validates estimates, and submits this information to MAX. All input is manual.
The bureaus and offices are responsible for updating this application using actual data for the
prior fiscal year and budget estimates for the current fiscal year and the budget year. DOl does
not have an interface with the MAX DE. With regard to the monthly outlay reporting to OMB,
this information is updated manually by the Department. The Monthly Outlay data is collected
from the bureaus and offices manually and consolidated by the Office of Budget and the data is
then transmitted to OMB manually on a quarterly basis. Apportionment reporting to OMB is
entered manually by the Office of Budget and updated when DOl receives changes in legislation
(appropriations, continuing resolutions, rescissions, etc.) and to reflect other necessary
adjustments and align allowable budget authority with Treasury warrants. DOl does not have
any systems that interface with either of these applications. All input is manual.
Additionally there are numerous data requests by OMB for budget data. The DOl Office of
Budget requests this data from bureaus and offices by email request or hard copy memorandum.
Information is transmitted to OMB via email and/or input manually into the OMB MAX
application. The timeframe is on an as needed basis.
Item 5.
For each system identified in response to Request No.1, describe recent, current, and
planned migration or modernization projects.
4
DEPARTMENT OF THE INTERIOR
The Federal Financial System (FFS) is currently in use by the following Interior bureaus and
offices: Bureau of Reclamation; Fish and Wildlife Service; Bureau of Indian Affairs; National
Park Service; and the Office of the Secretary. Currently each DOl bureau still using FFS
maintains their own separate, independent instance ofFFS. DOl's financial and budget offices
must frequently put out manual data calls to bureaus for various information requested, and
manually consolidate the results. FBMS is a fully integrated business system for all DOl's
bureaus. DOl is part way through the conversion process from FFS to FBMS. The deployment
of the system to all bureaus and offices is expected to be completed in fiscal year 2014,
contingent on the availability of funding through 2013. FFS must continue as a production
system until FBMS is fully implemented in order for the Department and its bureaus and offices
to fulfill responsibilities for federal government accounting and reporting. The property systems
for these bureaus are integrated into the FFS applications. FBMS will also allow bureaus and
offices to terminate other related legacy systems with full of FBMS functionality.
The bureaus that have already deployed to FBMS include: the Bureau of Land Management;
Bureau of Ocean Energy Management, Regulation and Enforcement; Office of Surface Mining;
and United States Geological Survey.
The Bureau of Ocean Energy Management and Office of Surface Mining previously used
ABACIS (Advanced Budget Accounting Control and Information System) until
November 2006. The ABACIS system has been termiJ.?-ated.
The Bureau of Land Management used FFS until December 2008, and the United States
Geological Survey used FFS until November 2010.
The planned FBMS implementation dates for the remaining Interior bureaus/offices are
as follows:
o Fish and Wildlife Service and Office of the Secretary - November 2011;
o Bureau of Indian Affairs and National Park Service - November 2012; and
o Bureau of Reclamation - November 2013.
The Office of the Secretary deployment actually consists of 58 separate reporting units,
including:
o The immediate Office of the Secretary;
o Assistant Secretary for Policy, Management and Budget including the National
Business Center;
o Assistant Secretary for Land and Management;
o Assistant Secretary, Fish, Wildlife and Parks;
o Assistant Secretary, Water and Science;
o Assistant Secretary, Indian Affairs;
o Assistant Secretary for Insular Affairs including the Office of Insular Affairs;
o The Office of the Special Trustee, including the Office of Historical Trust
Accounting;
o The Office of the Solicitor,
o The Office of the Inspector General,
5
DEPARTMENT OF THE INTERIOR
o The Office of the Chief Information Officers; and
o Agencies serviced by DOl - the National Indian Gaming Commission, the
Commission of Fine Arts, and the Advisory Council on Historic Preservation.
All current DOl FFS applications except for Office of the Special Trustee (OST), an office
within the Office of the Secretary, run on the same mainframe at the DOl finance operations
center, which is operated by the National Business Center. The National Business Center is the
Department's consolidated administrative service entity and hosts the FBMS system and
operates the help desk. They all share the same resources of the mainframe, system and
application level software but have separate applications. The FFS application for OST currently
runs in an isolated environment (separate smaller mainframe). OST will migrate to the new DOl
shared environment at the end of this fiscal year at the time the Office of the Secretary is
deployed.
Hyperion is hosted on two servers at the DOl finance center. This is the typical client server
environment with an application level tier (server) and a database level tier (server). There is a
Citrix front end used as a portal for the different customers to access their individual database,
but the Department level has the view from above to obtain all individual bureau data.
DOl is currently in the process of looking for a replacement for Hyperion, which will be fully
integrated with the FBMS system for preparation of consolidated financial reports. The reporting
user interface currently in use in the FBMS EMlS solution is in the process of being phased out
by the software vendor, and DOl is planning its replacement later in FY 2011/early in FY 2012.
The new platform will enable use of a modem COTS package that will replace current financial
consolidation and reporting functionality. The replacement process is expected to be completed
in late 2013.
Item 6.
In addition to your agency's submissions to government-wide accounting systems
maintained by the Department of the Treasury and .OMB, as described in response to
Requests Nos. 3 and 4, does your agency publish any of the same information online for
public viewing. If so, describe how and in what format that information is published.
The agency uses this information in the following publications and information sources:
The Department's Annual Financial Report, that is published each November, reports this
information along with the Department's financial statements, independent auditor's
report, and performance report. The Report is posted on line at
http://www.doi.gov/pfmlpar/afr20 I O/index.html.
DOl uses the MAX Federal Community to submit their interim financial statements to
OMB at https://max.omb.gov/maxportaL
DOl submits final reports (i.e., Annual Financial Reports, Annual Performance Reports)
to OMB using the MAX Federal Community, Treasury (Main), Financial Management
6
DEPARTMENT OF THE INTERIOR
Service (FMS), and the Government Accountability Office (GAO). In addition, DOl
submits intragovernmental balance information by trading partner to Treasury.
The Treasury Department uses the Departments submissions and submissions from all
Federal agencies to prepare the Financial Report of the United States Government (FR),
which is due no later than December 15 following the end of the fiscal year; and is
submitted to Congress and the President. The information can also be linked online at
http://www.fms.treas.gov/finrep/fr resources.html.
The annual release of the President's budget includes the actual data reported from the
financial systems for the prior fiscal year and the current fiscal year and budget year
estimates. This is produced from the OMB MAX system. In addition, the Department
publishes a Budget in Brief document that summarizes the budgetary information for the
Department. In addition, each bureau and office publishes an individual Budget
Estimates document that contains more detailed information for each entity. The
information is posted at http://www.doi.gov/budget
DOl's Office of the Chieflnforination Officer OCIO ensures that the Department's major
investments are posted and updated monthly on the IT Federal Dashboard.
(http://it.usaspending.gov/?q=content/dashboard).
The DOl Records Management Program submits records to the National Archives and
Records Administration (NARA) using appropriate guidelines. Additionally, the
Departmental Records Office within the OCIO has contracted for development of an
enterprise-wide electronic Records Management process.
DOl's Office of Congressional and Legislative Affairs communicate Departmental
policies and the viewpoints of the Secretary regarding Congressional issues. This
information is available to the public at the Office of Congressional and Legislative
Affairs website http://www.doi.gov/ocl/index.html.
Additionally the Office of Communications maintains and constantly improves the DOl
website (http://www.doLgov), the Department of the Interior Recovery website:
http://recovery.doi.gov
The Policy, Management, and Budget - Office of the Budget is the portal for all
information for the House and Senate Appropriations Committees and all budget
information and Congressional budget justifications. It is available on the Budget
Office's Website at: http://www.doi.govlbudgetl2011111Hilites/toc.html
The DOl Strategic Plan communicates the Department's key mission strategies in a five
year plan that is updated every three years. The Annual Performance Report is published
annually and distributed with the President's budget in early February. There is a link on
the DOl website for budget and performance information that provides direct access to
the strategic plan and the Annual Performance Report (http://www.doLgov/bpp/.)
7
DEPARTMENT OF THE INTERIOR
Item 7.
Identify and briefly describe each system that your agency uses to manage grants, direct
loans, and/or loan guarantees. If separate divisions, bureaus or offices of your agency use
separate systems, identify which divisions, bureaus or offices use each system.
The information is presented for Interior (DOl) systems and government-wide systems
DOl Systems
DOl Financial Assistance Award Data System (FAADS) - FAADS is a Financial Assistance
reporting system developed in 1999 to enable DOl to collect Grant and Cooperative Agreement
data for submission to the Census Bureau. The National Park Service, Fish and Wildlife Service,
Bureau of Reclamation, and Office of the Secretary manually report Grant and Cooperative
Agreement information to this system.
Financial and Business Management System (FBMS) PRISM Grants - FBMS PRISM
Grants is DOl's new Grants and Cooperative Agreement management system. It is currently
used by the Bureau of Land Management; Bureau of Ocean Energy Management, Reclamation
and Enforcement; Bureau of Reclamation; Office of Surface Mining; and the U.S. Geological
Survey for award and administration of Grants and Cooperative Agreements. FBMS will be
deployed to the Fish and Wildlife Service in November 2011.
FedConnect - Interfaces with FBMS PRISM and is used by grant recipients to submit required
financial and performance status reports ..
Federal Aid Information Management System (FAIMS) - Utilized by the Fish and Wildlife
Service, F AIMS facilitates the obligation of funds to grant recipients and provides a record of
accountability for use of those funds in accomplishing individual grant objectives. F AIMS is a
means by which program offices collaborate to keep consolidated, accurate records of Grant
Program activities to maintain the public trust in the accountability for each grant program
administered. The system further provides information to grantee agencies to help in the
accountability of grant processing. F AIMS is scheduled to be replaced by FBMS.
Loan Management Accounting System (LOMAS) - Utilized by the Bureau of Indian Affairs.
LOMAS provides BIA with the ability to coordinate the making and servicing of loans to
qualified Native American applicants by commercial banks; and to service, collect, and track the
repayment of loans made by individual American Indians and Alaskan Natives by providing
financial assistance through guaranteed loans and bonds, insured loans, and payment of interest
subsidies known as the BIA Loan Guarantee, Insurance and Interest Subsidy Program.
Information Monitoring and Tracking System (IMATS) - Utilized by the Bureau of
Reclamation, IMATS was developed to track recipient compliance with reporting requirements
under financial assistance agreements (Federal Financial Report SF-425 and Performance
Progress Report.
8
DEPARTMENT OF THE INTERIOR
Government-wide Systems
Central Contractor Registration (CCR) - This system is managed by the GSA Integrated
Acquisition Environment (lAE). DOl cont!act management and financial systems obtain
information from this system. Recipients must be registered in this system before an award 'can
be made.
Past Performance Information Reporting System (PPIRS) - This system is managed by the
GSA lAE. DOl Contractors use this system to obtain recipient performance information. It is
fed by CPARS and FAPIIS.
Federal Awardee Performance and Integrity Information System (FAPIIS) - This system is
used to collect performance information including Terminations for Cause or Default, Defective
Cost and Pricing Data, Determinations of Non-Responsibility, and Administrative Agreements.
These records are passed to the PPlRS for use by DOl Grants Officers.
Excluded Parties List System (EPLS) - This system is managed by the GSA lAE and is used
by DOl Grants Officers to determine if a recipient has been excluded from receiving Federal
grants or cooperative agreements.
Single Audit Clearinghouse - This system operates on behalf of OMB. This system is used to
determine the existence of prior single audits and timely submissions, and supports oversight of
Federal award audit requirements.
Grants.gov - Operated by the Department of Health and Human Services. This system serves
as the Government-wide web portal for grant funding opportunities and application submission.
Automated Standard Application Payments System (ASAP) - This system is managed by the
Department of the Treasury, and is utilized for the request and delivery of award funds. ASAP
allows grantee organizations to draw from accounts pre-authorized by Federal agencies.
Payment Management System (PMS) - This system is managed by the Department of Health
and Human Services and utilized by the U.S. Fish and Wildlife Service. Provides an interface
with agency financial systems to effectively transfer fiscal information and ensure data integrity.
FSRS (FFATA Sub-award Reporting System) - This system is designed to collect subcontract
and sub-grant award information in compliance with the Federal Funding Accountability and
Transparency Act (FFATA).
Item 8.
For each system identified in Item 7, explain how it interacts with any business or
accounting system identified in response to Item 1.
FBMS - PRISM Grants interfaces with the Central Contractor Registry (CCR), Grants.gov and
SAP within FBMS.
9
DEPARTMENT OF THE INTERIOR
F AADS does not interact with any business or accounting system. Grant and Cooperative
Agreement information is reported to this system manually after award.
FAIMS interfaces with FFS, the FWS financial system. F AIMS will be retired along with the
FWS instance of FFS when FBMS is deployed in that bureau in November 2011.
ASAP is interfaced with FBMS for grant and cooperative agreement disbursements.
Item 9.
For each system identified in response to Item 7, state whether information found in that
system is regularly or periodically submitted to the Catalog of Federal Domestic Assistance
(CFDA). Describe how and what intervals those submissions occur, including descriptions
of both automated and manual processes.
DOl updates its CFDA programs once a year. DOl completes this process manually. Bureaus
and offices submit information for new or updated financial assistance programs to the
Department, and the data is manually entered into the CFDA.
Item 10.
For each system identified in response to Item 7, state whether information found in that
system is regularly or periodically submitted to any of the government-wide grants
management and reporting systems.
F AADS -:' Informati'on from this reporting system was used for DO I submissions to Census
(FAADS) through September 30,2010. The data was also used for DOl submissions to FAADS
Plus (USASpending) through September 30,2010. The newest set of USA Spending validations
now prevents DOl from using this data.
FBMS - PRISM Grants - Information from this system was used for DOI's submissions to
Census (FAADS) through September 30, 2010. The data is currently being used for DOI's
submissions to F AADS Plus (USASpending).
DOl FAADS - Information from this reporting system was used for DOl's submissions to
Census (FAADS) through September 30,2010. The data was also being used for DOl's
submissions to FAADS Plus (USASpending) through September 30,2010. The newest set of
USASpending validations now prevents us from using this data.
FBMS - PRISM Grants - Information from this system was used for DOl's submissions to
Census (FAADS) through September 30, 2010. The data is currently being used for DOl's
submissions to F AADS Plus (USASpending) for the FBMS bureaus.
F AIMS - Information from this reporting system was used for FWS' submissions to Census
(FAADS) through September30, 2010. The data was also being used for DOI's submissions to
FAADS Plus (USA Spending) through September 30, 2010. The newest set of USA Spending .
validations now prevents us from using this data.
10
DEPARTMENT OF THE INTERIOR
IDEAS-EC - Information from this system interfaces with Interior Department Electronic
Acquisition System - Procurement Desktop (IDEAS-PD) feeds into FedBizOpps.
FedConnect - This system interfaces with FBMS PRISM and is used by grant recipients to
submit required financial and performance status reports.
Item 11.
For each system identified in response to Item 7, describe recent, current and planned
migration or modernization projects.
Through the Financial and Business Management System (FBMS), DOl implemented PRISM
Grants as the grants management tool for the Office of Surface Mining; Bureau of Ocean Energy
Management, Regulation and Enforcement; and the Bureau of Land Management in March
2010. FBMS, including PRISM Grants, was deployed to the U.S. Geological Survey in
November 2010. FBMS, including PRISM Grants, will be deployed to the Office of the
Secretary and the Fish and Wildlife Service in November 2011. All FBMS bureaus use the
Treasury ASAP system for grant and cooperative agreement disbursements. F AIMS will be
retired after FBMS deployment at the Fish and Wildlife Service.
Deployments of PRISM Grants to the National Park Service, Bureau of Indian Affairs and
Bureau of Reclamation are not scheduled at this time. IMATS will be retired after PRISM
Grants is deployed to the Bureau of Reclamation. DOl FAADS will be retired after PRISM
Grants is fully deployed at DOL
Item 12.
In addition to your agency's submissions to government-wide g r a n t ~ management and
reporting systems, described in response to Items 9 and 10, does your agency publish any of
the same information online for public viewing?
There is no standard published information generated from the grants information at the
Departmentallevel. Individual bureaus with grants programs normally publish information
specific to each grant community. The information provided online for the public is typically
done at a program level and in a format and level of detail that meets the particular informational
needs of that program's unique customers and stakeholders. The format of the information
provide online can vary from simplified program-level annual or multi-year accomplishment
reporting presented in a factsheet format, to general lists of proj ects selected for funding, or
providing access to digitized versions of more detailed multi-year program accomplishment
reports produced as required by program-specific appropriations law, among others.
Item 13.
Identify and briefly describe each system that your agency uses to manage contracts. If
separate divisions, bureaus or offices of your agency use separate systems, identify which
divisions, bureaus or offices use each system.
11
DEPARTMENT OF THE INTERIOR
DOl Systems
. Interior Department Electronic Acquisition System - Procurement Desktop (IDEAS-PD)-
This is the DOl's legacy contract management system. The Office of the Secretary, Fish and
Wildlife Service, National Park Service, Bureau of Reclamation, and Bureau of Indian Affairs all
use this system to award, administer, and manage contracts.. The Office of the Secretary and
FWS will cease using IDEAS when FBMS is deployed to them in November 2011.
Interior DepartmenfElectronic Acquisition System - Electronic Commerce (IDEAS-EC) -
. This system interfaces with the IDEAS-PD, and is used to transmit business opportunities to the
Federal Business Opportunities website, post solicitations, request and receive quotes from
potential contractors, and transmit contract awards and modifications to contractors for those
bureaus using IDEAS-PD.
FBMS - PRISM - PRISM is the DOl's new contract management system and was deployed to
bureaus as part of the FBMS project. The Bureau of Land Management; U. S. Geological
Survey; Bureau of Ocean Energy Management, Reclamation, and Enforcement; and Office of
Surface Mining are currently using this system to award, administer, and manage contracts. The
FWS and the Office of the Secretary will begin using this system when FBMS is deployed in
November 2011.
FedConnect - Interfaces with FBMS PRISM and FedBizOpps.
Government-wide Systems
Central Contractor Registration (CCR) - This system is managed by the GSA IAE. DOl
contract management and financial systems obtain information from this system.
Online Representation and Certifications (ORCA) - This system is managed by the GSA
IAE. Contractors are required to enter their Representations and Certifications here. DOl
contracting officers use this system to obtain contractor business size information.
Past Performance Information Reporting System (PPIRS) - This system is managed by the
GSA IAE. DOl Contractors use tpis system to obtain contractor performance information. It is
fed by CP ARS and F APIIS. '
Federal Awardee Performance and Integrity Information System (FAPIIS) - This system is
used to collect contractor performance information including Terminations for Cause or Default,
Defective Cost and Pricing Data, Determinations of Non-Responsibility, and Administrative
Agreements. These records are passed to the PPIRS for use by Federal contracting officers.
Contractor Performance Assessment Reporting System (CP ARS) - DOl contracting officers
use CP ARS to report contractor performance information.
12
DEPARTMENT OF THE INTERIOR
Excluded Parties List System (EPLS) - This system is managed by the GSA IAE, and is used
by DOl Contracting Officers to determine if a contractor has been excluded from receiving
Federal contracts.
Federal Business Opportunities (FedBizOpps) - This system is managed by the GSA IAE,
and is used DOl Contracting Officers to post contracting opportunities. Our contract
management systems interface directly with FedBizOpps.
Federal Procurement Data System (FPDS) - This system is managed by the GSA, IAE, and is
used by DOl Contracting Officers to report contract awards and modifications. DOl's newest
contract management system FBMS - PRISM interfaces with FPDS.
Wage Determination Online (WDOL) - This system is used by DOl contracting officers to
obtain Service Contract Act (SCA) and Davis-Bacon Act (DBA) wage determinations (WDs) for
each official contract action.
Internet Payment Platform (IPP) - The Internet Payment Platform (IPP) is a secure web-based
electronic invoicing and payment information system.
eSRS (Electronic Subcontracting Reporting System) - This system is designed for prime
contractors to report accomplishments toward subcontracting goals required by their contract.
The lAE has facilitated every phase of the acquisition lifecycle, from market research to contract
administration.
FSRS (FF AT A Sub-award Reporting System) - This system is designed to collect subcontract
and sub-grant award information in compliance with the Federal Funding Accountability and
Transparency Act (FFATA).
Item 14.
For each system identified in response to Item 13, explain how it interacts with any
business or accounting system identified in response to Item 1.
IDEAS-PD - This contract management system interfaces with the DOl legacy financial
management system FFS, and IDEAS-EC.
IDEAS-EC - This system interfaces with the IDEAS-PD, and is used to transmit business
opportunities to the Federal Business Opportunities website, post solicitations, request and
receive quotes from potential contractors, and transmit contract awards and modifications to
contractors.
FBMS - PRISM - This contract management system interfaces with DOl's new financial
management system SAP. It also interfaces with FedBizOpps and FPDS.
FedConnect - This system interfaces with FBMS PRISM and feeds into FedBizOpps.
13
DEPARTMENT OF THE INTERIOR
Item 15.
For each system identified in response to Item 13, state whether information found in that
system is regularly or periodically submitted to any of the government-wide contract
management and reporting systems.
IDEAS-PD - Information from this contract management system is sent to FedBizOpps via
interface through IDEAS-EC as required by the contracting officer, and in accordance with FAR
requirements. Contracting officers using this system manually to enter contract data into FPDS.
FPDS data is then fed to USASpending by GSA. The DOl r e q u i r e ~ its contracting officers to
submit FPDS data in accordance with all FAR requirements.
IDEAS-EC - This system interfaces with IDEAS-PD and FedBizOpps. It is the interface that
transmits business opportunities, award notifications, etc. to FedBizOpps. Information is
transmitted to FedBizOpps as needed, and/or required by FAR.
FBMS - PRISM - Information from this system is sent to FedBizOpps and FPDS via interface.
FedBizOpps submissions are sent as needed by the contracting officer, and in accordance with
FAR requirements. FPDS submissions are made by the contracting officer in accordance with
all FAR requirements. FPDS data is then fed to USASpending by GSA.
FedConnect - This system interfaces with FBMS PRISM. It is the web portal that transmits
data to FedBizOpps.
Item 16.
For each system identified in response to Item 13, describe recent, current, and planned
migration or modernization projects.
Through the Financial and Business Management System (FBMS), DOl implemented PRISM as
the contract management tool for the Office of Surface Mining and Bureau of Ocean Energy
Management, Regulation and Enforcement in November 2007. FBMS, including PRISM, was
deployed to the Bureau of Land Management in December 2008 and to the u.s. Geological
Survey 'in November 2010. FBMS, including PRISM, will be deployed to the Office of the
Secretary and the Fish and Wildlife Service in November 2011. All FBMS bureaus use the
Treasury ASAP system for grant and cooperative agreement disbursements. F AIMS will be
retired after FBMS deployment at the' Fish and Wildlife Service.
Deployments of PRISM to the National Park Service, Bureau of Indian Affairs and Bureau of
Reclamation are not scheduled at this time. IDEAS and IDEAS-Ee will be retired after PRISM
is fully deployed at DOL
Item 17.
n addition to your agency's submissions to government-wide contract management and
reporting systems, described in response to Item 15, does your agency publish any of the
same information online for public viewing?
14
DEPARTMENT OF THE INTERIOR
FPDS-NG data is fed to USASpending by GSA. Other information provided online for the
public is typically done at a program level and in a format and level of detail that meets the
particular informational needs of that program's unique customers and stakeholders. The format
of the information provide online can vary from simplified program-level annual or m\llti-year
accomplishment reporting presented in a factsheet format, to general lists of proj ects selected for
funding, or providing access to digitized versions of more detailed multi-year program
accomplishment reports produced as required by program-specific appropriations law, among
others.
Item 18.
Briefly describe your agency's efforts to comply with OMB's memorandum on the Open
Government Directive - Federal Spending Transparency.
DOl relies on FSRS, the government-wide FFATA Sub-award Reporting System, for
subcontract and grant sub-award reporting. DOl's ability to comply with FFATA requirements
for financial assistance sub-award reporting will be realized with full implementation of the
PRISM Grants functionality.
Item 19.
If your agency interacts directly with USASpending.gov, in addition to submitting
information to the systems that feed USASpending.gov, describe the nature, frequency, and
purposes of that interaction.
The DOl submits its contracting data to FPDS, and then FPDS data is transmitted electronically
by GSA to USASpending.gov. DOr hasn't does not contact USASpending directly regarding its
contract data.
DOl submits assistance data (Grants and Cooperative Agreements) manually using the batch
process provided by USASpending through the USASpending Data Submission and Validation
Tool (DSVT). In addition to data submissions through the DSVT, DOl has interacted with
USASpending directly on several occasions. These interactions were made via email and
telephone to get clarification of data validations and required data elements, and to get assistance
with submissions. These additional interactions do not take, or have not taken place with regular
frequency, and occUr on average approximately 2 to 3 times per month.
Item 20.
Describe the data quality controls and procedures your agency has implemented for
SUbmitting information that is submitted to USASpending.gov, including information
submitted directly and information submitted to one of the systems that feeds
USASpending.gov.
DOl has implemented certification requirements for bureau submissions to FPDS-NG, which are
fed to USASpending.gov. The DOl policy requires: .
Entry of all procurement actions that have the potential of exceeding the micro-purchase
threshold, including those made with the Government purchase card, into FPDS-NG;
15
DEPARTMENT OF THE INTERIOR.
Data entry into FPDS-NG as close to real-time as possible;
Restriction of FPDS-NG data entry to responsible Contracting Officers, Contract
Specialists or Purchasing Agents who have been fully trained in procurement and subj ect
matter involved in the FPDS-NG reporting process;
Review and approval of each action entered into FPDS-NG by the Contracting Officer
who signed the procurement action; and
Corrections/deletions of FPDS-NG data to be made by the administering Contracting
Officer.
DOl policy also requires bureaus to establish a procurement data quality plan involving, at a
minimum, the following: .
Identification of the FPDS-NG system administrator;
The means by which the bureau intends to capture any unique FPDS-NG reporting
requirements of non-DOl entities; and
Corrective actions the bureau will implement to address instances of inaccurate data or
late reporting.
DOl policy requires a standard review process at each level of a bureau's organization. Prior to
obligation, the Contracting Officer responsible for signing the contract must ensure that an
FPDS-NG record has been created for the action and that all information is accurate and matches
the contract file. Managers and supervisors of contracting activities must also review standard
FPDS-NG reports regularly to ensure accurate and complete data.
DOl conducts quarterly and annual reviews of its FPDS-NG data, and requires data verification
and validation as part of the internal control review process. The process includes validating
FPDS-NG data against the associated contract file, and keeping separation of duties by
prohibiting the review of an FPDS-NG action report by the approving Contracting Officer or
other individual who prepared the action. Each Bureau Procurement Chief must certify the
completeness, currency and accuracy of FPDS-NG data by completing and submitting quarterly
and annual certification documents.
Item 21.
State whether all of your agency's current grants, contracts and loans are accurately
reflected on USASpending.gov, and if not, estimate the percentage of current grants,
contracts, and loans that are not accurately reflected.
DOl certified In its FY 2010 FPDS Data Quality Report to OMB that 98.5% of its contract
transactions had been reported to FPDS. At that time approximately 1.5% of DOl actions, and
dollars had not been reported.
Since DOl started reporting financial assistance to USASpending in FY 2007 approximately
43% of its grant dollars, and 43% of its grant actions have been reported to USASpending. The
approximate submission rates for FY 2007 - 2009 are shown below.
FY 2007 Dollars - 66% Actions - 83 %
16
DEPARTMENT OF THE INTERIOR
FY 2008 Dollars - 70% Actions - 62%
FY 2009 Dollars - 47% Actions - 36% *
FY 2010 Dollars - 15% Actions -14% **
FY 2011 Dollars - 18% Actions - 13% ***
* In May 2009, USASpending edits were changed. These edits prevented DOl from being
able to submit FAADS data to USASpending.gov.
** In FY 2010, BLM, BOEMRE and OSM were able to report from FBMS.
*** In FY 2011, BLM, BOEMRE, OSM and USGS are able to report from FBMS.
Item 22.
State whether your agency incurs any reporting burdens or costs as a result of its
obligations under the Federal Financial Assistance Transparency"Act (FFATA) that it does
not incur as a result of other reporting obligations, and estimate those burdens and costs in
worker hours and dollars.
We estimate that since 2007, the DOl acquisition and financial assistance program managers
have devoted nearly 7,000 worker hours to FFATA reporting obligations, at a cost of $440,000.
We estimate that DOl grants officers devoted 347,000 worker hours to FFATA reporting, at a
cost of $17 million.
Item 23.
Identify the individual(s) who serve(s) as the Senior Accountable Official(s) ("SAO") over
federal spending data quality for your agency, as defined by OMB.
The DOl Senior Accountable Official for federal spending data quality is Rhea Suh, Assistant
Secretary, Policy, Management and Budget.
17