DFAS/GSA Joint Solutions Team-partners for success.

The cooperative efforts of the Defense Finance and Accounting Service (DFAS) and the General Services Administration (GSA) in the Federal Technology Service (FTS) area continue to reap benefits for both agencies. Through the efforts of a Joint Solutions Team (JST), business practices that long have stymied the abilities of both agencies to move efficiently into the 21st century are currently being improved, resolved, or eliminated.

Ongoing improvements include Online Paying and Collection (OPAC), which was implemented at all DFAS locations, with authorization from the Department of the Treasury where needed. The implementation resulted in a 50 percent reduction in manual billings produced by GSA for the FTS area. The reduction in manual billings and the use of OPAC decreased the GSA accounts receivables from $192.4 million in July 2000 to $103.3 million in September 2001. Delinquent Department of Defense (DoD) bills were reduced by 44 percent, which increased GSA'S working capital fund and increased GSA'S ability to reimburse its vendors. Along with this increase in electronic commerce, the chargeback percentage of OPAC transactions decreased from 22 percent in January 2001 to 3 percent by July 2001.

The GSA initiative to image all DoD funding documents that pertain to information technology allowed DFAS to post disbursements and collections quickly and accurately to the correct ledgers and significantly reduced costly rework for both agencies.

The JST also gave the GSA FTS sales force an appropriation template that increased the accuracy of the accounting data at the point of sale. This template, along with training provided by the GSA finance community and the imaging of funding documents, permits continuous performance improvement for the end-to-end process between GSA and DoD/DFAS.

The JST solutions implemented for FTS have been reviewed and streamlined and are being considered for other DFAS/GSA commodity areas, including rent, fleet, and telecommunications. Senior managers from GSA, DFAS, and the Army Financial Management staff of the military services have met to exchange strategy perspectives.

One discussion focused on the rent billing process between GSA, DFAS, the Washington Headquarters Services, and DoD customers. The JST outlined the current process flow, identified weaknesses, and proposed a new flow--pending further investigation--with 12 areas for improvement identified.

Additional meetings have addressed accounting and payment issues as they related to the telecommunications services for the National Capital Region to include the Washington Interagency Telecommunications Service 2001 (WITS2001) contract. Members of the team included associates from Defense Telecommunications Service -- Washington (DTSW), Defense Supply Service -- Washington, the Army financial management staff, DFAS, and GSA. The team examined a variety of problems and possible solutions.

Several proposals still are under study, and improvements are expected to be implemented soon. As a result of one of these proposals, the DTSW will update DoD Instruction 5335.1 to include terms and conditions of the WITS2001 contract. This will also include any regulations or directives pertaining to telecommunications within the National Capital Region.

The GSA Kansas City Finance staff, GSA Fleet Management staff; and DFAS representatives met in August 2001 to assess business procedures at GSA Fleet Management and accounting practices at the GSA Finance Center in Kansas City. To improve the exchange of information involving DoD-leased vehicles, the GSA is preparing to put its billing database on the Internet. The database could be the means to transmit the DoD accounting data to DoD customers and DFAS. From the preliminary meetings, solutions have sprouted that will result in more detailed billings provided by GSA Fleet to its customers, which will increase payment timeliness and accuracy by DEAS. The Web-based solution would use GSA Fleet's existing Web site to capture the DoD accounting information, thereby instituting use of electronic commerce in the process.

According to DFAS team member Kevin Frisby, "While it might seem that much has been done, there still is a long road to travel. These first steps toward communication, cooperation, and joint accomplishments have shown the dedication of not only the team members but also the senior managers who supported their decisions. These initiatives are beginning to demonstrate that, although at times it was difficult, perseverance and adherence to a goal can triumph. With the continued active support by the agencies' leadership, outstanding accomplishments from this joint team venture will transform the business relationship between these agencies and become a template for others to follow."

Dennis Domres is currently assigned as a Financial Analyst for Accounting Services at DFAS Columbus. He has 21 years of Federal fin once and accounting experience with DFAS and Air Force. His pervious positions include numerous assignments around the world in a variety of positions. Dennis currently is assigned to the DFAS/GSA Joint Solutions Team representing DFAS-Columbus and the DFAS Chargeback Process Improvement Team (IPT).

Anita M. Clark is a GS-510-12 Systems Accountant in the Accounting Systems Directorate at DFAS-Columbus. She has a total of 22 years of federal service, with 1 years being in DFAS She has worked on the development and implementation of the AFMC Central Procurement Accounting System (CPAS), the systems accountant for the accounting system used by Defense Energy Supply Center and currently works with the Defense Cash Accountability System (DCAS).