Official websites use .mil
Secure .mil websites use HTTPS
In the July 2016 Defense Business Systems (DBS) Senior Review Group (SRG) the Under Secretary of the Army (USA) and the Vice Chief of Staff of the Army (VCSA) directed the staff to establish three Lines of Effort oriented on optimizing the DBS portfolio.
The objective was to implement a standardized solution for capturing and reporting sustainment costs for the Defense Business Systems (DBS) to support the evaluation and determination of long-term affordability and sustainment funding needs. The goals being to drive cost down over the long-term and give more predictability in the Planning, Programming, Budgeting and Execution (PPBE) process.
In September 2018, the USA sent memos to the Domain Portfolio Managers for all six Business Mission Area domains and directed the DBS system owners from each domain to accomplish several tasks:
The USA instructed domain owners to identify retiring legacy system investments and recoup associated funding from respective PEGs in order to overcome FY23 and FY24 EE PEG decrement of $500M; drive costs down by retiring legacy DBS; and capture costs for remaining systems.
DASA-CE will publish instructions for DBS owners on how to create and maintain cost objects, and capture actual costs against these objects within GFEBS, CEFMS, and LMP.
In response to the Army Data Implementation Plan, beginning in FY20, Defense Business Systems are now responsible for capturing and reporting Cloud related Costs and Services. As such, all DBS Templates and Reference Materials have been updated to include the necessary procedures to create Cloud Cost Reporting WBS Elements.
Suspense Date: 3/28/19
Sample APMS Required Data 03072019 (CAC Required)
Tasker 6 Cost Mapping is focused on determining how a Defense Business System’s current execution maps to the cost reporting categories outlined in the published DBS Investment and/or Sustainment Cost Reporting Structures. Using the results generated by the DBS Current Execution Identification Webi Report in the previous task (Tasker 5 Current Execution Identification) as the starting point for this tasker, DBS functional proponents, system owners, and resource management partners will now map a Defense Business System’s current vendor/suppliers, the resources/inputs they provide, to the cost reporting structures. This will support the next tasker in determining if the current WBS’ used to capture execution costs contain one and only one type of cost related to the cost reporting structure or contain pooled costs (many) on a single cost object, but must be allocated to multiple cost reporting categories using multiple cost objects/collectors (WBS elements).
The outputs from this process include a breakdown of how a DBS’ current execution WBS elements are currently aligned to the DBS Cost Reporting Categories, and if there is a one-to-one cost relationship between a WBS Element and a Cost Reporting Category or a one-to-many cost relationship (pooled cost).
The focus of Tasker 7 Cost Tagging is to take the output from both Tasker 5 Current Execution Identification and Tasker 6 Cost Mapping to identify the correct values for the 5 WBSE Acquisition attribute fields. The 5 WBSE Acquisition Fields are as follows:
Each time you create a current execution WBSE for your Defense Business System using CJ20N, you must also populate the 5 Attribute fields in the Acquisition section located on the Custom Enhancement tab. For the Wave 1 fielding exercise, the DASA-CE DBS GFEBS Fielding team performed this activity on the behalf of all Category 1 & 2 systems that had complied with the Tasker 6 timeline. To perform the cost tagging exercise, DASA-CE followed the following process:
Defense Business System owners are required to report cost using a pre-defined set of cost reporting categories as outlined within the Investment and Sustainment cost reporting structures. To achieve this level of reporting fidelity, many system owners will have a requirement to perform cost allocations. Cost allocations are required when a current execution WBSE or Cost Center has execution for more than one purpose. We refer to these scenarios as one-to-many or pooled cost scenarios. For example, a DBS may have an existing contract with ABC company to acquire Labor. The contract has a single Labor CLIN and the DBS has set up a WBS Funded Program with funding to pay for the ABC company labor. The DBS owner knows that the labor they are acquiring is for 1 Program Management, 2 Tier II Help Desk, and 3 System Engineering. As we learned in Tasker 7, we can only tag a WBSE with one particular cost and we do that using the ACS attribute field. So in the scenario above, the ACS field would have the 1-ALOC code entered signaling that the WBSE for ABC company labor requires an allocation to see the labor reported under the 3 separate cost reporting categories indicated above. In Tasker 4, we mass created a unique WBSE for each cost reporting category. Those WBSE’s now become receiver-side WBSE’s for the cost allocation process and the WBSE that has been setup to fund the ABC company labor become the sender-side in the cost allocation scenario. Therefore, in order to see cost for each cost reporting category where we have a pooled cost scenario, DBS owners must setup and execute quarterly allocations.
The DBS Dashboards, developed and deployed through Business Objects, is a Web Intelligence (Webi) report that uses the traditional Status Of Funds (SoF) Detail Report as its data source, and leverages the web and dashboarding capabilities inherent in Business Objects to present Defense Business System reporting visuals for users.
EPS_BO_BI_BUDGT_REPORTER__0000 SR - Business Objects (BO) Budget Reporter
DBS and DBS Cloud service contracts will implement BMA-DBS and BMA-DBS Cloud Standard Minimum CLIN structure moving forward. The proposal would significantly reduce the burden on Resource Managers and Budget Analysts in maintaining and reporting DBS costs, performing plan vs actual analyses, and assessing cost and performance across portfolios and systems.
By having direct alignment of these DBS Standard Minimum CLINs with both the DBS ACES and DBS CRS a closed loop information framework is established, increasing the ability to perform comparative analysis across the entire portfolio. The proposal would include a standard CDRL for all BCAT 1 DBS’ (already required for OSD) to drive costs from the CLIN down to the lowest level of the required CRS using a clearly defined mapping, with a much higher level of accuracy, through standard cost allocation procedures, eliminating the management and guesswork that is prevalent today. For BCAT 2 – 4 DBS’ that are required to capture and report cost at a summary level, the BMA-DBS and BMA-DBS Cloud Minimum Standard CLIN structures would eliminate the need for cost allocations entirely, but would still allow for more detailed reporting if desired by leadership.
If you are currently preparing a new DBS or DBS Cloud services contract in the future, we highly recommend using this new BMA-DBS and/or BMA-DBS Cloud Standard Minimum CLIN structure.