U.S. Department of State Fiscal Year 2020 Agency Financial Report

The Consolidated Overseas Accountability Support Toolbox. COAST is an application suite deployed to more than 180 posts around the world as well as to Department of State and other agency headquarters offices domestically. COAST captures and maintains accurate, meaningful financial information, and provides it to decision makers in a timely fashion. The current COAST suite consists of COAST Cashiering, COAST Reporting, and COAST Payroll Reporting. In 2020, the Department deployed COAST release 3.5.0.1 to update reports to comply with the Transport Layer Security 1.2 configuration. The implementation of COAST 3.5.0.1 started in April and is expected to be completed in November 2020. In 2020, the Department continued with the RFMS/Cashiering (RFMS/C) project to replace COAST Cashiering with a centralized, web-based cashiering application installed in a single location. With RFMS/C, transactions will be able to integrate with RFMS/M in real time. This will replace the existing COAST Cashiering process of sending transactions to RFMS/M through a batch file. RFMS/C was successfully implemented for Thailand in February 2020 as the initial pilot. Belgium has been identified as the second pilot location for December 2020, with additional pilots being planned for rollout in 2021. In addition to pilot implementations, RFMS/C version 1.0.1.0 was implemented in September 2020 and added functional enhancements to the software. The RFMS/C 1.0.2.0 release to support FADR was successfully implemented in October 2020. Version 1.0.2.1T is scheduled for December 2020 to support the upgrade of the RFMS/C database to Oracle 19. COAST Reporting and COAST Payroll Reporting capabilities will be discussed in more detail under the Business Intelligence Program. P lanning and B udget S ystems P rogram In 2020, the Budget System Modernization (BSM) project completed the fourth significant milestone to standardize, consolidate, and simplify the budgeting systems within the Department with completion of the new releases of the Integrated Budget Intelligence System (IBIS) and Global Business Intelligence (BI) features to provide foreign currency projections and proposed adjustments to manage overseas budget impacts for the current year. This completes the transition of all functions of the legacy Central Resource Management System (CRMS) to IBIS. In addition, IBIS Payment (PrOPP) functionality. PrOPP provides an automated tool to set up recurring profiles for obligations and payments related to leases and other recurring payments and includes reports and queries for managing future lease transactions. There are 103 posts that are currently live on PrOPP. An analysis on integrating the Real Property Application and RFMS was conducted as stated in 2019, and this analysis continues as the Department is exploring options. RFMS Overseas Acquisition Integration. During 2020, in an effort to improve government efficiency, the Department selected Momentum to be the Department-wide solution for contract writing purposes. Momentum is already in use domestically and the overseas user community will adopt the same model for its usage. The current method of procuring goods and services overseas is unable to meet legislative reporting requirements for procurement data whereas domestic procurement meets its necessary mandates. DOS was unable to certify their overseas procurement data as specified by the Digital Accountability and Transparency (DATA) Act, a major deficiency in their quarterly submissions to Treasury. OMB memorandum M-19-16 requires agencies to centralize mission support functions. Aligning domestic and overseas procurement models allows DOS to comply with this directive and meet its necessary DATA Act reporting requirements for overseas procurement data. The Department is required to certify its overseas procurement data and failing to meet this requirement represents an audit finding. Inability to resolve this major deficiency could result in lower funding and/or full-time equivalent levels for the agency. At the end of this project, a single, unified procurement approach eliminates the need to support two different applications for domestic and overseas use. It places DOS on a defined path to standardize procurement procedures and overall policy globally while increasing data accuracy, auditability and transparency for data reporting compliance (DATA Act, Federal Procurement Data System-Next Generation, OIG). Simultaneously, it prepares the Department to implement future Foreign Assistance Data Review (FADR) and Technology Business Management reporting requirements. A cohesive procurement model also streamlines the DOS training footprint for procurement staff and the overall user support network while also consolidating procurement data within a single data warehousing solution over the long term. 148 | U ni ted S tates D epartment of S tate 2020 A gency F inanci al R eport OTHER INFORMATION | RESOURCE MANAGEMENT SYSTEMS SUMMARY