BARS-CLAS WHITE PAPERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100020001-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 31
• Document Creation Date: December 23, 2016
• Document Release Date: August 14, 2013
• Sequence Number: 1
• Publication Date: January 20, 1988
• Content Type: MEMO

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BARS-CLAS BRIEFING PAPERS
for
STAT
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BARS - CLAS BRIEFING PAPERS
WHITE PAPER
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MEMORANDUM FOR:
FROM:
SUBJECT:
OVERVIEW
20 January 1988
Director of Logistics
Director of Finance
Director of Information Technology
CLAS/BARS White Paper
In December of 1986 when OIT, OL and OF selected the Cullinet
software application packages, our respective offices prepared
an implementation schedule that called for a 1 October 1988,
Initial Operating Capability (IOC). The IOC date was driven by
the delivery of the 1.3 release of Funds Control software which,
in December 1986, was scheduled for delivery to us in January
1988.. It is important to emphasize that the implementation
planning in January 1987, was predicated on the timely delivery
of the Funds Control Software.. .all parties realized when we did
our initial implementation planning that tne 1 October 1988, IOC
date was ambitious even if the software was delivered as
scheduled. The one thing that we absolutely needed to succeed,
receipt of the Funds Control software, did not materialize.
Over the past several weeks, the BARS-CLASrogram Managers have
turned their attention to a phased implementation because the
1.3 software will not be available until summer, 1988 (the 1.3
release of the manufacturing software is scheduled for March,
1988). The decision to bring up the packages in phases means
additional work because interfaces will have to be written
between the Inventory package and the Inventory Control and
Contract- Infarmation-Sy-stems...the need for these interfaces
will go away then the full system is brought up. Some data
conversion will also be required if the packages are not brought
up on a fiscal year basis. Data conversion of this magnitude
will require significant expertise and resources.
The Office of Logistics is testing the following "manufacturing"
software packages (release 1.2):
Bill of Materials
Inventory
Order Entry
Purchasing
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The Office of Finance is testing the following packages:
Accounts Payable
Funds Control (not yet available)
General Ledger
WHAT WILL BE PROPOSED IN BOSTON
The following is a summary of what Cullinet proposed this week
which we refined and will be presented in Boston:
1. Bring up the Bill of Material's Part Master and
Cataloguing functions 1 October 1988
2. Bring up the Inventory package receipts, warehousing,
and issues functions as soon as possible (may not be
able to bring up with Bill of Materials but as soon
thereafter as possible)
3. Bring up remaining manufacturing and finance software
1 October 1989
THE IMPORTANCE OF FUNDS CONTROL SOFTWARE
The Purchasing package passes procurement information to the
Accounts Payable package, and eventually, Funds Control software
will take dollar amounts from purchases and automatically pass
them to the AP package and then update the appropriate General
Ledger Chart of Accounts. The function, therefore, of 1.3 Funds
Control software is to move dollar amounts between the relevant
financial packages and generate real-time and on-line available
funds balances. This means that the batch interface programs
that update the General Accounting System on a nightly basis
will no longer be required. This nightly processing of batch
interface tapes to the General Accounting System is called the
GAS Nightly Run Stream, a very intricate transfer of data from
22 batch programs that run most of the night in order to provide
correct balances for the beginning of the new operating day.
This will be replaced by the Cullinet software and represent a
tremendous improvement in the accuracy, reliability, and
operational capability of the new financial system.
OUR OBJECTIVES IN BOSTON
The Program Managers have several key objectives that we hope to
achieve during the meeting in Boston which include in order of
priority:
2
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1. Agreement among the office directors on a specific
phased implementation that Cullinet will guarantee with
deliverables
2. A commitment on the part of Cullinet to meet all future
software release dates for 1.3 Commercial and Funds so
that we can proceed to implement the software
3. Ascertain that Cullinet's plans for mainframe
application software is a long term commitment
3
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1986
NOV
DEC
1987
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
1988
JAN
Met with MSA
and Cullinet
-
Decision to go with
Cullinet based on
Funds Control. IDMS/R,
Functionality
Implementation
?Strategy for IOC
1 Oct 1988
?Plan
I
i
........
---
Load Packages
_
Training 1.2
_
Learning 1.2
,
Develop Prototype
Develop ATM
Execute Prototype
Load 1.3
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BARS - CLAS BRIEFING PAPERS
ISSUES
TALKING POINTS
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ISSUES
Final Availability of Government Funds, Release 1.3
- Continues to slip - Jan, March, July...
- Impact on our resources, Staff
- Status of feedback of our 1.3 Requirements of 6 Nov
O Final Availability of Commercial Manufacturing, Release 1.3
- Available pre-final release ?
- Compatibility with funds 1.3 ?
Cullinet Commitment to IOC and post IOC Schedule
O On-Site Support Issues
- Availability of Resources
- Definition of on-site
- Cleared personnel
O Long-term Commitment to Federal Market Place
- Ability to support OMB & Congressional Requirement
O Corporate Direction
- Personal productivity tools vs. mainframe applications
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BARS - CLAS BRIEFING PAPERS
IMPLEMENTATION ALTERNATIVES
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MEMORANDUM FOR:
FROM:
SUBJECT:
12 January 1988
Budget And Accounting Resources System (BARS)
Implementation Alternatives
STAT
as you know, the issue of bringing up the BARS Accounting STAT
and Budget Execution (ABE) seqment of the BARS-CLAS project is
dependent on the delivery, testing, and acceptance of the 1.3
Funds Control, or "Government" software.
The implementation strategy that we defined in January 1987,
commenced with prototype testing of the manufacturing and
financial application packages in release 1.2 (1.1 for the General
Ledger package) to be followed by a second iteration of prototype
testing for release 1.3 (Commercial and Funds Control). It was
understood that the 1.2 prototype testing was largely an exercise
in package familiarization and hands-on training since the 1.2
release does not provide an incremental improvement over the
capabilities of our existing system.
As a result of these software considerations, we considered BARS
implementation alternatives that will minimize the following:
one-time data conversion from GAS and FRS to BARS
minimize utilization of resources between the
present systems and BARS
o parallel operations between GAS and AP7
o interfaces required to pass data to GAS from
either BOM, INV, or both packages
Much of my thinking is predicated on the fact that the INV package
does not presently update the GL data records, and will not until
the availability of 1.3 Funds. Therefore, it would seem that
interfacing INV to CS at :nis :lime would be a temporary/throw-
away interface requiring additional resources. However, such an
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interface would allow us to Use the same interface programs
currently Utilized to update GAS, CONIF, and FARS.
My sense is that the scope :of this interface conversion task and
any one-time data conversion required by an implementation date
other that 1 ? October 1988, would require substantially more
resources than we currently have. to bring up ABE on. a fiscal
basis. Therefore, we have assumed that if the 1.3 Funds release is
unavailable to us before . June 1988, 1 October 1989 is the
earliest implementation date for ABE and the remaining OL
packages.
Based on these assumptions, we identified the following three
implementation alternatives for ABE:
1. Bring up the 1.3 release of Funds Control software
1 October 1989 (assumes delivery of 1.3 no later that
June, 1988.)
2. Bring up the 1.3 release on 1 January, 1 April, or
1 July 1990, if there are further delays in delivery of
the software. This would require significantly greater
program resources for one-rime data conversion from the
present system to BARS.
3. Bring up the 1.3 software on or after 1 October 1989,
with no parallel testing. The assumption is that two
extensive prototype tests will preclude the requirements
for parallel operations.
All of the alternatives require continued progress on the many
items detailed in the BARS-CLAS Master Implementation Schedule of
project plan. Some examples of significant tasks which must be
completed prior to IOC include the following:
o validation of data entry procedures in IDMS
o definition of batch and on-line reports
o installation of the GAO standard General Ledger
Chart Of Accounts
o testing that insures a satisfactory confidence
level for cutover to BARS
o completion of the interface Control Documents
o one-time data conversion if required
o completion of all CULPRIT reports necessary
for IOC
o adequate user training
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MEMORANDUM FOR
FROM ? OL/CLAS/Supply Team
SUBJECT : Recommendations for incremented IOC
7 January 1988
1. The C7-..AS Project Supply Team. has investigated the feasibility and
subsequently the advantages and disadvantages of bringing Cullinet's Bill of
Material (BOM) and Inventory Control (INV) packages on-line 1 OCT 1988 as the
first step of an incremental implementation approach.
.2. It is important to note that due to the extensive processing logic
dependencies in our current system and the existing interfaces between the OF
systems and other OL systems, it would be impossible to operate without the
ICS in place and maintained as it is presently.
3. Based on our knowledge of the present functional requirements and
the present automated systems that support them, our understanding of the
Cullinet packages, and assuming that technical and functiOnal support is not
an issue, we believe it may be possible to complete either of the following
goals by 1 OCT 88:
?bring both Bill of Materials (BOM) and Inventory Control (INV) on-line
?bring Bill of Materials on-line independently
4. The Bill of Materials package can operate on-line independently
from other Cullinet packages.but the Inventory Control package Can not since
it is dependent. upon the Bill of Materials package. Therefore, we have listed
the advantages and disadvantages by each package in order to keep the Bill of
Materials information separate.
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a. BILL OF MATERIALS (BOM)
? ADVANTAGES
o Will provide customers with one of the major tools required to
support future electronic requisitioning
o Provides item identification/cross reference capabilities that
significantly surpass present, capabilities
o Supports proposal to replace present federal stock number formatted
item identifier with part number formatted item identifier
o Provides capability to build and automate BOM structure (Kits,
Systems)
DISADVANTArTS:
o Two or more major conversion programs would have to be developed
between ICS/GIMS and BOM/IDMS/R
o Some minor modifications to ICS would be necessary
o Significant Cognizant Office involvement/cooperation would be
necessary
o Post-Production addition of parts would require input into ICS and
BOM or run of modified conversion program
o Some adjustments to BOM table values and screen literals would he
necessary
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B. INVENTORY CONTROL (INV)
ADVANTAGES:
o Eliminate erroneous warehouse bin locations -
o Supports capability for enhanced Bar Coding applications
(Issues/Receipts)
o Enhance warehouse inventory capabilities (IAS)
o Enhance warehouse space visibility/utilization
o Visibility of actual quantity ofpart in a specific bin location
o Ability to assign a specific bin location to a part
DISATVAT\ITACF S :
? Would require separately processing all issues, receipts and
inventory adjustments in two systems or, developing major temporary interfaces
between ICS/GIMS and INV/IDMS/R which would also necessitate some
modifications to ICS. These temporary interfaces would only be used until the
remainder of the 1.3 packages are installed.
o Technical and Functional support of two separate systems by OIT ane
0L.
? A conversion program would have to be developed between ICS/GIMS and
INV/IDMS/P.
o Would jeopardize proposal to replace present federal stock number
formatted item identifier with part number formatted item identifier
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4. In addition to the above, the following advantages/disadvantages
would apply for either goal:
ADVANTAGES:
o The desirable 1 October 1989 date could be met, however, it would not
be mandatory since fiscal year financial considerations would not play a part
in the above proposals.
o An integral part of the Cullinet System would be in place when
balance of the packages implemented
o User familiarization of Cullinet software would begin
DISADVANTAGES:
o A detailed requireMents document would have to be formulated and
prepared - a time consuming effort involving coordination between several
groups within the Agency as well as Cullinet
o Time and resources required for acceptance testing
o User documentation would have to be formulated and prepared
o User training would have to be developed and provided
o Pardware availability would have to be explored
o Some areas would experience an increase in duties and workload
o Although new capabilities would be realized by the affected groups,
they would have to invest significant time and resources to activate and
maintain the system with the data necessary to provide these capabilities.
Without this involvement the new capabilities can not be utilized.
6. Considering the relative value of the additional capabilities each
package would provide and the cost for the effort (time and resources) to
obtain these, capabilities, it is our opinion that the most advantageous
approachwould be to implement BOM independently as step 1 of the incremental
approach.
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BARS - CLAS BRIEFING PAPERS
INTERFACES TO THE GENERAL ACCOUNTING SYSTEM
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21 January 1988
SUBJECT: BARS-CLAS Interfaces (External to Host System)
NAME OF INTERFACE
Agency Budget Formulation System (ABF)
Audit Staff
Bi-Weekly Payroll System
Civil Service Pay (CSRS)
Contract Information System (CONIF)
Federal Acquisition Requisitioning System (FARS)
Federal Employees Retirement System (FERS)
Financial Resources System (FRS)
Human Resources System (HRS2)
Inventory Control System (ICS)
PAYCIARDS
Special Payroll System (Non-NOC)
Station Accounting And Reporting Systems (STARS)
State Department
TRAPPER
Vendor Misc Check Payment (VMCP)
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BARS - CLAS BRIEFING PAPERS
CULLINET FEDERAL ADVISORY GROUP MEETING
20 JANUARY 1988
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CULLI NET
GOVERNMENT
SYSTEMS
DIVISION
PRESENTATION TO THE
FEDERAL IDMS/R ADVISORY GROUP
JANUARY 2 0 , 1988
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CULLINET
GOVERNMENT
SYSTEMS
DIVISION
MEETING OBJECTIVE:
Cullinet to address issues raised by the Advisory Group that
will strengthen our partnership with our Federal Government
clients.
ISSUES:
o Support Services
o Account Management
o Pricing Strategy
o GSA Schedule Status
o Procurement
o Cullinet Government Financial System
o Systems Software Schedule
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CULLINET
GOVERNMENT
SYSTEMS
DIVISION
SUPPORT SERVICES
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-CULLINET
GOVERNMENT
SYSTEMS
DIVISION
SUPPORT SERVICES
SURVEY OBJECTIVE:
o Identify the type of services that customers want
Cullinet to provide
o Identify the mix of on-demand and dedicated services
o Quantify the demand to develop an appropriate staffing
plan to meet the demand
SURVEY RESPONSE:
Number of Responses: 20
Number of Agencies: 19
KEY ISSUES:
1 End-user Services
2 Base Product Support
3 Onsite Education Services
4 Application Development Services
5 Dedicated Support
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? CULLINET
GOVERNMENT
SYSTEMS
DIVISION
SUPPORT SERVICES
KEY ISSUES:
End-user Service
o 42% interest level
o On-demand orientation
o Service duration one week - one month
CONCLUSION:
o Mainframe connectivity
o End-user access to OLQ
o Using GG/IG with IDMS/R
o LANS/Protocols
ACTION:
o Increment staff to dedicate CSR to this area
o Develop service package
o Formalize consulting service offerings
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CULLINET
GOVERNMENT
SYSTEMS.
DIVISION
SUPPORT SERVICES
CULLINET CONSULTING SERVICE FOR END-USER PRODUCTS
CONTENTS:
o Written proposal
o Predefined scope and objectives
o Appropriate education classes
o Onsite service days
o Written deliverables
BENEFITS:
o Custom tailored to your environment
o Flexible number of days
o Measurable results
o Easier procurement through flexible service units
o Establishment of Cullinet credentials
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CULLINET
GOVERNMENT
SYSTEMS
DIVISION
SUPPORT SERVICES
KEY ISSUE:
Base Product Support
o 65% interest level
o On-demand orientation
o Service duration _less than one week
CONCLUSION:
o Formalize Performance and Tuning offering
o Initiate detailed security service package
ACTION:
o Performance consulting package available in February
o Security consulting package available in March
? Additional consulting packages developed monthly
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CULLINET
GOVERNMENT___.
SYSTEMS
DIVISION
ACCOUNT MANAGEMENT
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CULLINET
GOVERNMENT
SYSTEMS
DIVISION
ACCOUNT MANAGEMENT
KEY ISSUES:
Role of Account Manager
o Program concept overwhelmingly supported
o Communicate on a management level
CONCLUSIONS:
o Program results correlated with frequency of visits
o Group equally divided between monthly and quarterly
visit frequency
o Need Account Manager to get more involved in planning
process
o Locations outside Washington need increased focus
ACTION:
o Existing Account Manager position to be filled within
30 days
o Implement desired call frequency within 30 days
o Hire additional Account Manager by May 1
o Publish monthly Account Manager newsletter starting in
March
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CUTJLINET
GOVERNMENT
SYSTEMS
DIVISION
SUPPORT SERVICES
ACCOUNT MANAGEMENT
SUMMARY
SUPPORT SERVICES:
o End-user Services
hire an additional CSR to focus on this area
- package predefined services
o Base Product Support
- formalize Performance and Tuning Of fering
o Application Development Service
- hire an expert System Specialist
- package predefined services
o Dedicated Support
- increase staff by 50%
- use existing Cullinet staff for short-term projects
o Education Services
- expand education services
ACCOUNT MANAGMENT
o Fill existing Account Manager position within 30 days
o Hire additional Account Manager by May 1
o Publish monthly Account Manager newsletter in March
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BARS - CLAS BRIEFING PAPERS
AGENDA FOR 22 JANUARY MEETING
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Proposed Agenda for 22 January 1988 Meeting
I. Introductions
II. BARS/CLAS Project Overview
III. Project Concerns
a. Availability of Release 1.3
b. On-site support
c. Impact of IDMS/R Future on CAS
d. Long Term Commitment of Federal Market Place
IV. Cullinet Proposal for Success of Project
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BRIEFING PAPER TOPICS:
1. White Paper (Overview)
2. Issues and Talking Points
3. Implementation Alternatives
4. Interfaces to the General Accounting System
5. Cullinet Federal Advisory Group Meeting
20 January 1988 (Veterans Administration)
6. Agenda for 22 January 1988 Meeting
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