Information Technology Solutions

Financial Management

Introduction

DMS is a certified, Small Disadvantaged Business (NAICS 541511) that provides a wide variety of technical, scientific, and engineering support services, primarily to the U.S. government. DMS is a professional services firm offering expertise in innovation solutions, innovative processes, and outsourcing including staff augmentation.  Over our 12-year history, DMS has developed innovative solutions that help our clients work more effectively, efficiently, with reduced workload and workforce, as part of its business processes.

We are headquartered in Herndon, Virginia, minutes from Washington-Dulles International Airport and within easy access to all Federal government agencies.  We currently support Naval Sea Systems Command (NAVSEA) and Marine Corps Systems Command (MARCORSYSCOM) from our headquarters location. DMS develops, maintains, and provides eMedia solutions through the NAVSEA Headquarters System (NHS) that support NAVSEA financial management processes including: budget preparation, review, reporting, justification, analysis, and execution tracking, reporting, funds control, funds management, accounting, and year-end close-out, POM forecasting and development, and Metrics gathering and analyses.

Government Approved

The NAVSEA Headquarters System is an authorized Navy system with an ATO to provide the Navy with support to the year 3/2/2014.

Past Performance – DoD Financials

Client Name – Naval Sea Systems Command

Years of Service – 2003 – Present

POC Work Hours – 8:00 am to 5:00pm EST

Scope of Services –

System Design, Development, Implementation, and Integration

Data Matrix Solutions (DMS) is currently providing Navy ERP/NHS support to NAVSEA to enhance the Navy ERP system by bringing data from ERP into the NHS Knowledge Management System.  This will provide the Navy with a greater utilization of the ERP investment and save millions of dollars in cost.

DMS designed, developed, implemented and continues to provide operational support and maintenance for Naval Sea Systems Command (NAVSEA) NAVSEA Headquarters System (NHS), a web-based knowledge management system located on the submarine base in Groton, CT with over 500 users coast to coast. This application automated the budget exhibit submission process for eight Navy appropriations, which includes over 40 exhibits, and the Budget Object Classification System (BOCS).

NHS allows government personnel to 1) track appropriation budget controls, 2) allocate execution year funding, and 3) automatically track program funding changes.  NHS provides tools for reconciling official departmental accounting and budget databases. Both the NAVSEA comptroller and program offices rely on multiple departmental level databases for budget formulation, budget execution, systems engineering, program management, logistics, and contract management. Through the development of a common data architecture, NHS interfaces with many existing departmental databases to integrate data for manipulation, review,  incorporation in budget exhibits for submission to Congress, monitoring program funding and execution, performing funding checks for document processing, developing execution phasing plans, and program performance monitoring.

DMS assisted NAVSEA in ranking and prioritizing functionality enhancements by developing and tracking the implementation schedule. Maintaining this schedule was the most difficult challenge due to frequent changes in requirements from the stakeholders, impacting implementation and quality assurance. DMS responded to this challenge by requiring a reconciliation of changes with NAVSEA approval. DMS also implemented end-user testing on each change release which helped NAVSEA to envision if the outcome was optimal, and then engaged the stakeholders in testing to ensure the quality of the end product.

Software Design and Development

NAVSEA was continuously submitting the BOCS exhibits for over 800 accounts, three to five weeks pass the due date and the users would spend additional weeks correcting the errors. NAVSEA used Excel spreadsheets to track and analyze their data.  This manual process resulted in an unproductive use of NAVSEA’s time and created many errors. NAVSEA solicited the expertise of DMS to automate this process.

DMS utilized innovative solutions to respond to the requirements of NAVSEA. DMS’ designs and IT approach changed the way the Navy prepares and reviews budgets.  DMS created databases that allowed data to be integrated, reviewed, analyzed, errors corrected automatically, and provided management with the ability to make decisions faster based on the automated system.  Additionally, DMS’ solution allowed data from different databases to be downloaded and compared side by side, allowing immediate reconciliation and error correction.

For example, NAVSEA can promptly download and compare official accounting data with budget and approved execution data, or compare funding allocations between systems.  These innovative solutions reduced workloads and prevented errors.

DMS provided  NAVESA with exceptionally useful enhancements such as cross-populating common data across budget exhibits, providing over/under control indicators, developing budget mark diagnostic reports, intelligent data edit checks, creating a module of users, process, and management metrics to monitor review and submission status,  thus increasing individual user accountability.

To provide these innovative solutions and enhancements, DMS worked closely with NAVSEA to learn what reports and exports were required, where the data resided, the internal process to manipulate and review data, internal stakeholder concerns, and external requirements. DMS’ system analysts and programmers then sat with existing and potential new system users and stakeholders from multiple departments and documented system requirements. This process used Lean Six Sigma techniques to review and revise existing work processes before automated solutions and

enhancements were developed and implemented. DMS documented the current state, provided gap analysis for existing systems, and recommended alternatives to improve work flow by automation and intelligent systems design.

DMS’ expertise in data interoperability provided NAVSEA user guides, system documentation, training, source code and database development, requirements specifications, project management and planning, quality assurance, configuration and change management, and assisted NAVSEA in streamlining and standardizing their processes using Lean Six Sigma best practices.

Operations and Maintenance

DMS provides NAVSEA with the full gamut of daily operational support, including database administration, security assurance, user training and support, and help desk services. DMS has successfully built a working system providing functionality to complete ad-hoc reporting and budgeting requirements within a timely manner.  By experience gained through a noteworthy relationship with NAVSEA, DMS continues to discover ways to benefit NHS users and make their daily functions unproblematic.

DMS provides Operational Support and Subject Matter Expert knowledge on the NAVSEA Business rules and System Flow.  DMS is highly responsive to customer requested changes as new business rules and emergent requirements are defined. Our government customers often operate in challenging, volatile business environments, and DMS prides itself on responding to urgent requests and daily support. DMS believes meeting the changing needs of its customers is critical to achieving high level customer satisfaction.  DMS is always present with its customers during the most critical workload demand periods; after hours or on weekends, whatever it takes to provide the IT or business expertise the customers need or as the situation requires.

For example, last year Office of Secretary of Defense (OSD) changed the budget exhibit formats for reporting war appropriation supplemental costs.  Working overtime, DMS was able to modify the budget exhibits which allowed NAVSEA to quickly adapt to the new requirements and deliver the budgets to the Navy, OSD, and

Congress on time. In addition, DMS generates the documents needed to obtain Chief Information Office (CIO) system certification, approval, and security assurance.

Although DMS provided NAVSEA with a single point of contact, its employees’ ability to create and manage a trusting relationship with the customer across the team provided a very reliable service. This was done through cross-training of all team members and slowly introducing the customer to each member that eventually played a role in the success of the contract. One of DMS’ lessons learned from working with the government was that urgent last minute changes are inevitable. This presented a time constraint of seemingly impossible measures. By pulling together its best resources, DMS successfully met each deadline with a complete and functional solution. Another lessons learned was that communication is difficult if you cannot reach the right person at the critical moment. DMS overcame this challenge by developing multiple relationships with knowledgeable resources within the customer team which allowed DMS to receive the feedback necessary to provide the best service possible.

DMS provided system software and database support on government owned servers and has IT facility certification approval to run web-based systems for testing and production. DMS also provided all documentation requested by the NAVSEA’s Chief Information Officer (CIO) for system security assurance and in obtaining system certification and approval (C&A).  DMS anticipated C&A information needs and process requirements and provided flow charts, graphs, diagrams and other documentation needed to speed the process and gain approval.

DMS’ innovative solution to design, develop, implement, and support this web-based system has significantly enhanced quality and timeliness while reducing government workload and cost. NAVSEA estimated it reduced budget formulation and execution workload by over 50 per cent, more than enough to cover the development and annual operational support cost of the NHS system. The savings per year surpassed 350 work-years of effort and $5 million per year.

Client Name – Marine Corps System Command

Years of Service – 2008 – Present

POC Work Hours – 8:00 am to 5:00pm EST

Scope of Services –

Demonstrated Technical and Schedule Performance

Data Matrix Solutions (DMS) designed, developed, implemented, and continues to provide operational support and maintenance for United States Marine Corps (USMC) – Marine Corps System Command (MCSC) in cooperation with the Naval Headquarters (NAVSEA HQ) System (NHS). USMC-NHS resides on the Mine and Undersea Warfare (MUW) InfoDesk system (DIACAP accredited on January 11, 2011), at a government facility in the New London Submarine Base CT (SUBASE NLON), a network node on the Defense Information System Network’s (DISN) Non-classified Internet Protocol Routing Network (NIPRNet).

USMC-NHS is a web-based multi-tier Graphical User Interface (GUI) software knowledge management system that contains budgeting and accounting information imported from Program Budget Information System (PBIS) and Program and Budgeting Documentation Database (PBDD), Standard Accounting, Budget and Reporting System (SABRS), and other systems to produce hybrid reports, create reports for USMC Comptroller and other stakeholders, manipulate financial and budget data, respond to the Financial Management Board (FMB) and update SABRS for program execution. DMS has customized USMC-NHS modules to include the current Financial Information Management System (FIMS), Automated Funding Document Management System (AFDMS), and Purchase Request (PR) Builder tools, database, and functionality.

USMC-NHS is a financial management system which includes: budget formulation preparation, justification, review, reporting, analysis, submission, and budget execution tracking, reporting, funds control, funds management, accounting, year-end close-out, Program Objective Memorandum forecasting and development, and metrics gathering and analyses.  The Comptroller and the Business Financial Management analysts use USMC-NHS’ tools to assist in data manipulation for budget execution and formulation, and to submit and track funding allocations and allocation changes.

General Responsiveness to Contract Requirements

In recent years, navigating and integrating the numerous budgetary systems utilized by the USMC had become increasingly difficult, to a point where no one person or company possessed a universal understanding of the system that supported the budget for the entire U.S. Navy and Marine Corps. DMS worked very closely with numerous individuals and groups within USMC to understand their complex business rules and requirements to create an automated system that allows data to be integrated, reviewed, analyzed, and provide USMC management with the ability to make decisions faster.

During certain cycles there are urgent requirements for ad hoc reports. DMS has consistently responded in a timely fashion to support these urgent needs. Our response time has not been dictated by the hours of operation but by the needs of MCSC.

DMS developed USMC-NHS on a technology that allows it to be maintained, changed, and updated quickly at minimal cost.  It is a system that meets the requirements of matching data from different sources across department and is able to adapt and adjust to the ever evolving Government business requirements. To manage the country’s critical financial data accurately and efficiently, DMS utilizes the latest technology available. As a result, USMC-NHS is able to meet stringent security, complex business logic, and ad hoc urgent requirements.

Project Management and Problem Resolution 

DMS’ experienced management approach and corporate structure fully supports the planning, execution, and monitoring of all phases of USMC’s mission and any challenges posed by their requirements. This approach is applied with the discipline and flexibility required to deliver high-quality performance under fluctuating workloads while meeting USMC’s needs. DMS’ solution has reduced cost to USMC and has improved efficiency.

DMS’ Project Manager (PM) interfaces with USMC to resolve any outstanding issues that may occur.  These issues include operational support, system maintenance, and resolution of hardware and software issues, including coding fixes, and modifications as it relates specifically to the USMC-NHS system.  Using the Mantis tracking system, DMS’ PM easily determines which issues are outstanding and which issues necessitate more information from the users at USMC.  DMS has been aiding the government with budgeting and execution calls for over seven years and has proven to be competent and efficient in meeting any need that arises with our customers and resolving any outstanding issues that may have occurred when attending to urgent immediate response issues.

Quality of Service 

DMS’ support of the USMC-NHS system includes user guides and system documentation, training, source code and database development, requirements specifications, project management and planning, quality assurance, configuration and change management. DMS assists USMC in streamlining and standardizing their processes by developing automated financial management tools.

DMS provides the full lifecycle development process to handle all enhancements and modifications of USMC-NHS. This process begins with change requests to document a functional specification. Through continuous communication (meetings, emails, and telephone conversations) with the COR, DMS is always on-call to quickly respond to these requests.  USMC personnel need changes on a daily/weekly basis to complete their tasks. DMS has always provided and will continue to provide the support which will enable the USMC-NHS users to be successful.

As requests for enhancements and improvements are received, DMS developers enter and prioritize them into Mantis, our tracking system.  The COR then can monitor the progress and change the priority of the tasks at any time if needed. This ticket tracking system provides a standardized platform for the development team, DMS and USMC, to track the status of each task, requirement, and enhancement.  The task status is updated as the development cycle continues. We provide status reports to USMC by exporting the tasks from the ticket tracking system into MS Excel.

Overall Customer Satisfaction

Before USMC-NHS was developed by DMS, government employees labored long hours as they manually loaded data into programs. The budgets were created from spreadsheets, a manual, error prone process that often required duplication of effort. Overall, it took five weeks to prepare and submit Budget Objective Classification System (BOCS) exhibits.

DMS’ design and innovative approach to this automated  system has shortened this process significantly and eliminated the likelyhood of significant math and coding errors. DMS uses a streamlined process developed by applying Lean Six Sigma principles to software development. This has resulted in improved quality and timeliness of the budget submission process.

Additionally, NHS provides Business Intelligence to the Government by gathering data from multiple sources and intelligently and accurately organizes the data, thus minimizing time consuming manual processes. NHS is an approved system to manage Marine and Navy budgets that saves the Government millions of dollars by reducing the human effort required.

 

 

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