About ED OFFICES
Office of Business Support Services

Office of Business Support Services is responsible for all IT activities that affect the Office of Financial Operations (OFO) systems, services, or applications (SYSTEMS) that are operating on the Department of Education’s hosted platform (PIVOT-H), commercial shared services platforms, or Federal shared services platforms. BSS will also perform DATA Analytics on the Department’s data to best show the interaction and relationships between activities so that information can be used to improve and best direct the business decisions of the OFO and the Department.

Administrative Assistant

  • Assist Director and Deputy Director as needed
  • Assist Directorate with Time and Attendance
  • Manage Directorate Required Annual Training
  • Manage Directorate Supplies
  • Manage Directorate Training Requests
  • Manage Directorate Travel Requests
  • Participate in Special Projects

Contracting Officer Representative (COR)

  • Help to prepare and execute Acquisitions Plans (AP)
  • Help to prepare and monitor annual operating budget
  • Manage contractor physical and system access
  • Manage contractor Required Annual Training
  • Manage Government Furnished Equipment (GFE) for contractors
  • Monitor Contract Activities
  • Prepare and Review Independent Government Cost Estimates (IGCEs)
  • Prepare and Review Statements of Work (SOW)
  • Prepare and Review Task Orders (TO)

Release Management

  • Coordinate and Manage Change Control Boards (CCB)
  • Coordinate and Manage Year End Activities
  • Coordinate System Releases
  • Monitor and Manage Release Lifecycle Tool
  • Monitor and Track Enterprise Platform Changes
  • Prepare and maintain configuration management plan

Information T3 Year Security Planning

  • Audit Engagement (A123/Financial/FISMA)
  • Configurations Management
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • Fiscal Year End Support
  • Monitors and Review Systems Security Scans
  • Monitors and Reviews User Privileged Access
  • Oracle EULA
  • Oracle System Access Re-certification
  • Oracle System Security Officer (Security Management)
  • Prepare and Maintain Security Plan PTW (Procedures that work) Reviews
  • Release Management
  • Review Department Security Policy
  • Security Documentation and Policy
  • Review Security Risk Monitoring and Mitigation
  • Standard Operating Procedure documentation review
  • System Development Lifecycle Support
  • System Enhancement Planning
  • Systems Analysis and Design
  • User Access Management and Oversight
  • Vulnerability Management Technology (IT) Security

Customer and System Support Group (CSSG)

The Customer and System Services Group (CSSG) reports to the Office of Business Support Services (BS) Director within the Office of Finance and Operations (OFO).

The CSSG is the customer service branch within the BSS division and is responsible all end user training, Helpdesk and communication necessary to support the OFO systems, to include the EDCAPS Applications as well as those hosted on PIVOT-H.EDCAPS is comprised of the Grants Management and Contracts and Purchasing Systems that are integrated to the Department’s core Financial Management System. CSSG’s mission is to support the Department’s core financial systems and those systems hosted on PIVOT-H.

CSSG is comprised of three teams that provide EDCAPS customers with Tier 1 help desk, training and communication support necessary to utilize the EDCAPS Applications (CPSS, FMSS, G5, IPP, and E2) to perform their work proficiently.

The Help desk is broken into two teams, one that supports internal customers that uses EDCAPS and the G5 Hotline that supports external users only. Collectively the EDCAPS Help Desk receives approximately 30,000 calls per year, and is staffed with 3 full time ED and 8 Collabralink contractor support staff. The Help Desk provides customer assistance on EDCAPS system issues during the hours of 8:00 AM and 5:00 PM EST and G5 Hotline support through 6:00PM EST. The EDCAPS Help Desk receives calls from ED staff through the VoIP Call Distribution System according to issue type and agent availability, and through email messages received through the Department’s MS Outlook system. The EDCAPS Help Desk uses RemedyForce, a hosted application that sits on the Salesforce Platform. All issues received by the Help Desk are posted to the Help Desk RemedyForce call tracking system. Incidents that cannot be resolved by Tier 1 are assigned to Tier 2/3 for further analysis.

Helpdesk

  • Business Case (Performance Measures)
  • Contracts (PWS, TO)
  • System Enhancement Planning
  • Training Plans (Review and feedback)
  • Review Grants Policy (Discretionary and Formula)
  • Review Grants Legislation
  • RemedyForce User Management
  • RemedyForce System Administration
  • RemedyForce User Data Analytics
  • RemedyForce knowledge Base Management
  • Customer Survey Data Review
  • Helpdesk Support for FMSS
  • Helpdesk Support for G5
  • Helpdesk Support for CPSS
  • Helpdesk Support for Travel
  • Helpdesk Support for IPP
  • Helpdesk Support for Processing Payee Access Forms
  • Manage shared mailboxes (G5 Admin, Hotline, edcapuser)
  • Audit Engagement (A123 for computer controls)
  • Fiscal Year End Support
  • FSST Procedures Maintenance
  • Testing (Pre Implementation User Acceptance)

Communications and Training Services

The EDCAPS Training Team is responsible for customer support services for all the EDCAPS applications including CPSS, FMSS, IPP, and G5. The Training Team consists of 2 ED and 1 half-time Collabralink contractor trainer. They provide training support services for departmental staff and external G5 users only). The Oracle User Productivity Kit (UPK) Application is used to develop all EDCAPS systems documentation and delivery of this course, are conducted by the same 3 EDCAPS Trainers. EDCAPS Training is provided using a blended solution of both Instructor-led Training, and On-Line training. EDCAPS Training is provided at Headquarters and across the Department’s ten regional offices. The Department provides online training for the FMSS, G5, CPSS and IPP applications. Online training content is housed in the Department’s LMS where users can complete training 24/7 at their leisure.

Change Management and Communication

The process of transitioning users to be aware and prepared for changes to the EDCAPS applications involves continual communications with our stakeholders. Change Management efforts and communications outreach occurs continually throughout the year and is focused on major implementation, fiscal year-end guidance, scheduled software releases and maintenance downtime of EDCAPS platform.

  • System Enhancement Planning (input)
  • Training Plans (Review and input)
  • P-Card Policy Communications (internal and External)
  • Training Environment Administration (Sys. Admin., configuration)
  • Talent Management Administration (TMS)
  • Customer Survey Data Review
  • Oracle User Productivity Kit Administration
  • Oracle UPK Content Development
  • UPK Content Management (Upload to TMS, SharePoint)
  • Post course schedules to Navori signage
  • Training for FMSS
  • Training for G5
  • Training for CPSS
  • Training for Travel
  • Training for IPP
  • Internal Stakeholder Engagement (CAM, EXO, POCs)
  • Fiscal Year End Support

Business Systems Support Group (BSSG)

The Business Systems Support Group (BSSG) reports to the Business Support Services Director within the Office of Finance and Operations (OFO).

The BSSG is responsible for supporting the full IT lifecycle of OFO systems to include the EDCAPS Applications as well as those hosted on PIVOT-H. EDCAPS is comprised of the Grants Management and Contracts and Purchasing Systems that are integrated to the Department’s core Financial Management System. The BSSG operates and maintains the agency’s financial systems; develops, tests, and installs related software components. It establishes policies and procedures and ensures system compliance with applicable laws and regulations. The BSSG’s mission is to develop, operate, maintain, and support the Department’s core financial systems and those hosted on PIVOT-H.

BSSG operates the Departments grants management, contracts and procurements, and financial management systems. It is also responsible for managing all the IT activities for OFO SYSTEMS running on PIVOT-H, and relating those activities to the OFO Project Managers responsible for those SYSTEMS.

Grants Management (G5)

G5 is a custom solution that supports the Agency's grant making business process and is a full lifecycle end-to-end grants management system (From intake of applications, peer review, award, payment, performance monitoring, and final closeout of the grant award). G5 controls payments for the Department’s programs, including payments for grants and direct loans and other program-related obligations. It also serves as a subsidiary to the FMSS general ledger for program-related obligations, payments, and expenditures, and interfaces with FMSS at the summary level for funds control and general ledger postings.

G5 Project Manager

  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  • Business Case (Scheduling)
  • Contracts (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Review Project Spend Plans
  • Security Planning
  • Succession Planning

G5 Staff

  • 3-Year Implementation Planning
  • Accounting Interfaces (FMS, FMSS, G5)
  • Administrative Actions for Recipients (Pre and Post)
  • Audit Engagement (A123/Financial/FISMA)
  • Banking Management
  • Customer Support (Internal and External)/Training
  • Discretionary Grants Support
  • Filing Paperwork (External Access, DUNS Changes)
  • Fiscal Year End Support
  • FOIA Support
  • FSA Support
  • Grants Advisory Board (GAB)
  • Impact Aid Support (Formula Grants)
  • Internal Stakeholder Engagement (POCs)
  • Payment Management Post Award Monitoring (Electronic Grants Monitoring )
  • Post-Awards Activities (Slate/Rollbacks/Commitments/Closeout)
  • Pre-Award (e-Application Support [Fellowships/Impact Aid])
  • Pre-Award (grants.gov)
  • Pre-Award (Technical Review Support)
  • Refund Management and Reconciliation
  • Release Management
  • Reports Management
  • Review Contracts and Procurement Legislation
  • Review Policy (Contracts and Procurement)
  • System Development Lifecycle Management
  • System Enhancement Planning
  • Testing (Post Implementation Functional)
  • Testing (Pre Implementation User Acceptance)
  • Training Plans USA Spending/DATA Act Support
  • User Management (External)
  • User Management (Internal)

Contracts and Procurement (CPSS)

CPSS serves as the Department’s full lifecycle contract writing system. It manages all contract award, micro-purchase, and simplified acquisition processes. Near real time interfaces with FMSS allow financial data postings to the General Ledger (G/L) for commitments and obligations. CPSS utilizes the Comprizon Suite Software, a Commercial off the Shelf (COTS) package from CACI.

CPSS Project Manager

  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  • Business Case (Scheduling)
  • Contracts (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Review Contracts and Procurement Legislation
  • Review Policy (Contracts and Procurement)
  • Review Project Spend Plans
  • Security Planning
  • Succession Planning

CPSS Staff

  • Accounting Interfaces (FMSS)
  • Audit Engagement (A123/Financial/FISMA)
  • CLM Support
  • Customer Support/Training
  • Fiscal Year End Support
  • Internal Stakeholder Engagement (POCs)
  • J.P. Morgan (P-Card) Chase Support
  • Legacy Comprizon Support
  • Reports Management
  • SAM/CCR (Vendor) Support
  • System Administrator Functions
  • System Development Lifecycle Management
  • Testing (Post Implementation Functional)
  • Testing (Pre Implementation User Acceptance)
  • User Management (Internal and Invitational Travelers)
  • Vendor Management

Financial Management (FMSS)

FMSS is the department-wide core financial management system. It provides financial management functions for the Department, including general ledger, financial statement production, funds control and budget reporting, cost accounting, and accounts receivable/administrative accounts payable functions. FMSS provides for real-time funds check between external systems, and cross validation rules for transaction processing. This system has helped provide thirteen consecutive clean opinions on the financial statements. Additional support is provided for Hyperion, a budget planning tool and the Nortridge Loan System, a standalone application that supports the Accounts Receivable promissory notes and summary level facility loans.

FMSS Project Manager

  • Budget Formulation & Execution Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  • Business Case (Scheduling)
  • Contracts (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting Ensure
  • A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Review Project Spend
  • Plans Security
  • Planning Succession Planning

FMSS Staff

  • 3Year Implementation Planning
  • Audit Engagement (A123/Financial/FISMA) C
  • PSS/II Support (Contracts and Procurement)
  • Customer Support/Training
  • DOI Support (Payroll)
  • Fiscal Year End Support
  • Frontier Support (SF224)
  • FSA FMS Support (Sub-Ledger)
  • G5 Support (Grants)
  • Hyperion Support (Budget Reporting)
  • Internal Stakeholder Engagement (POCs)
  • Nortridge Support (Loans and Promissory Notes)
  • Reports Management
  • Review Financial Management Legislation
  • Review Policy (Financial Management)
  • Supplier Management (Supplier Setup for Receivables)
  • System Administrator Functions
  • System Development Lifecycle Management
  • Testing (Post Implementation Functional)
  • Testing (Pre Implementation User Acceptance)
  • Training Plans
  • Travel Management Support (Traveler Information)
  • Treasury Support
  • Unbilled Lockbox Support (Collections)

Education System Services (ESS)

ESS will coordinate and manage all IT Life-Cycle activities for Department of Education SYSTEMS that support OFO running on Pivot-H.

ESS Project Manager
  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  •  Business Case (Risk Management)
  • Business Case (Scheduling)
  • Contracts (PWS, TO)
  • Coordinate and Schedule all activities for the ESS Staff
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Maintain an Inventory of all OFO SYSTEMS on PIVOT-H and their relationships with other systems
  • Maintain an Inventory showing the relationships of all OFO SYSTEMS on PIVOT-H
  • Review Project Spend Plans
  • Schedule and Conduct regular meetings with the OFO to discuss the SYSTEMS in relation to upcoming events on PIVOT-H
  • Security Planning
  • Succession Planning

Shared Services Systems Support Group (SSSSG)

The Shared Services Systems Support Group (SSSSG) reports to the Business Support Director within the Office of Finance and Operations (OFO).

The SSSSG is responsible for supporting the coordination of actions required to enable the OFO to maximize the use of shared IT services offered by other Federal Departments and agencies, to also include the shared services offered by commercial entities. The recently issued FY 2018 Federal IT Modernization Report highlights actions that compliment Department and Agency efforts to modernize citizen facing services – by moving to a more secure, agile, and cost effective infrastructure, much of which will be provided by shared services. By leveraging shared services offered by other Federal Departments and agencies, and also the shared services offered by commercial sources, the Department of Education can focus on enabling a more effective and efficient government for the American people. ED’s shared services efforts seek to improve the return on investment for IT spending, close productivity gaps, increase communications with the managing partners and customers of shared services. With the challenges faced in today’s resource-constrained operating environments, the Department must also eliminate any wasteful spending that results from implementing duplicative solutions for mission, support, and commodity IT functions.

Commercial and Federal Management Shared Services

Federal Management Shared Services Project Manager

The Federal Management Shared Services team will coordinate and facilitate the actions that must be completed for OFO to maximize the use of shared IT services offered by other Federal Departments and agencies. This includes the development formal interagency agreements and funding documents.

Federal Management Shared Services Project Manager will coordinate or complete the activities below in support of implementing a shared service offered by another Federal Department or Agency:

  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  • Business Case (Scheduling)
  • Interagency Agreement Documents; (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Review Project Spend Plans

Commercial Management Shared Services Project Manager

The Commercial Management Shared Services team will coordinate and facilitate the actions that must be completed for OFO to maximize the use of shared IT services offered by commercial sources. This includes the development of contractual and funding documents that may be required to obtain the commercial shared service.

Commercial Management Shared Services Project Manager will coordinate or complete the activities below in support of implementing a shared service offered by a commercial source:

  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  •  Business Case (Scheduling)
  • Interagency Agreement Documents; (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting Ensure A-123
  • Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • External Stakeholder Engagement (OMB, Treasury, Agencies)
  • Review Project Spend Plan
Travel Management System (TMS)

TMS is an Electronic Travel Solution (ETS). The ETS provides a web-based end-to-end integrated solution to ED travelers that enable travel documentation to be completed and processed in a more efficient manner. The solution supports electronic funds transfer payments and improved paperless functionality through the scanned receipt technology functionality. It is integrated with FMSS. ETS is a hosted solution from Carlson Wagonlit Government Travel as part of the government-wide E-Travel initiative. It is used 100% enterprise-wide at ED. This is considered a “Non-Major” investment for internal and OMB reporting purposes. It is partially funded from the E-Government Travel Line of Busines

TMS Project Manager

  • Budget Formulation & Execution
  • Business Case (Costs)
  • Business Case (Performance Measures)
  • Business Case (Risk Management)
  • Business Case (Scheduling)
  • Contracts (PWS, TO)
  • Coordinate all Life-Cycle activities with OCIO
  • ECPIC Reporting
  • Ensure A-123 Compliance (Internal Controls)
  • Ensure FISMA Compliance (Security Management)
  • Review Contracts and Procurement Legislation
  • Review Policy (Contracts and Procurement)
  • Review Project Spend Plans
  • Security Planning
  • Succession Planning

TMS Staff

  • 3-Year Implementation Planning
  • External Stakeholder Engagement (GSA, Carlson Wagonlit)
  • System Enhancement Planning
  • Training Plans
  • Review and Update Departmental Travel Policy
  • Review Travel Legislation
  • Audit Engagement (A123/Financial/FISMA)
  •  Carlson Wagonlit Travel System Administration
  • Customer Support/Travel Training
  • Employee Relocation
  • Fiscal Year End Support
  • Travel Card Report Management
  • Travel Log Management
  • Monthly Invoice Reconciliation
  • Travel Card Application Management
  • Internal Stakeholder Engagement (POCs)
  • System Development Lifecycle Management
  • Testing (Post Implementation Functional)
  • Testing (Pre Implementation User Acceptance)

Analytics and Digital Services Group

This group informs integrated management of the Department’s business operations functions through data-driven business operations surveillance, independent analysis and evaluation, and improvement efforts with business area partners. Work performed by the group enables management’s economic rationalization of the functions performed by ED, reducing risk of costly inefficiencies and increasing the value of management activities. Enabled by data from ED’s management and financial business systems and staffed by analysts from each OFO business area, the BA&E group delivers actionable insight to leadership to ensure S&E budget allocation decisions are informed by operational, performance, and risk return on investment results.

Supervisory & Management Functions

  • Supervises federal staff
  • Manages strategy, plans, budget, and resources
  • Performs all administrative functions: COR, PM for IT Investment, and AO for Edison
  • Manages data MOUs, both internal and external to ED for business management data

Integrated Analysis and Delivery Team

  • Performs integrated analysis and evaluation of ED programs, operations, and administration
  • Monitors business operations and initiates independent studies and analyses according to areas of need and supported by advanced statistics
  • Designs and delivers services and tools to implement improvements in OFO business area functions, including development of functional business logic

Technical Analytics Team

  • Manages all aspects of the technical development, operations, and management of Edison analytics
  • Performs research and development of innovative and leading-edge data analytics practices
  • Partners with business area analysts in developing business functional logic
  • Develops data logic for user requirements fulfilled by BEA
  • Executes development of services and tools designed by the IAD team
  • Develops and maintains integrated, interactive, analyst-grade, data dictionary for business analytics
  • Performs ISO, CM, and AM roles

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Last Modified: 12/21/2018