OTOT Brings End-to-End Business Process Mapping and AI Governance to DHA
The Problem
OTOT performed business process reengineering to bring DHA’s enterprise asset management program into DOD compliance, and used RPA to compare invoices from contractors to Government accounting data for over $1.6 billion of contract spend.
OTOT’s assignment appeared straightforward: Use Defense Property Accountability System (DPAS) to assemble hardware and software inventory into an audit‐ready property book while maintaining at least 98% accuracy as required by DoDI 5000.76. However, after assessing DHA asset management protocols, as well as the complexity of its organizational structure, it became clear that the issues underlying the audit findings required a far stronger solution.
DHA faced several asset management challenges:
- Auditors assessed a DHA component for compliance with federal accounting standards and found the component used business processes that were inefficient and non‐compliant with DOD regulations.
- Turnaround times for the end‐to‐end acquisition lifecycle of hardware and software ran too long and delayed progress of mission-critical system development and business activities.
- The DHA component had no Accountable Property System of Record (APSR) to track, classify, and accumulate asset costs in accordance with generally accepted accounting principles.
- The DHA component had no Accountable Property System of Record (APSR) to track, classify, and accumulate asset costs in accordance with generally accepted accounting principles.
- DHA had no overarching asset lifecycle policies; each office within the organization handled its own asset management responsibilities without coordinating with others.
The Approach
To meet these needs, OTOT provided end-to-end business process mapping, business and financial workflow reengineering, and intelligent automation capabilities. OTOT drafted a three‐phase approach to develop, implement, and sustain an enterprise asset management solution. Solution components include:
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System Implementation
Our commitment to a high-quality DPAS implementation requires assessing hundreds of unique data elements to determine rigorous data standards for data inputs, (e.g. cost information, asset period of performance, and unique identifiers).
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System Training
OTOT produces thorough training guides that explain in detail how to perform tasks in DPAS.
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Enterprise Coordination
To break down silos, OTOT drafts fresh business process workflows to reduce redundancies and prompt customer teams to cooperate for mutual benefit.
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Enterprise Standardization
We establish data management procedures to ensure that asset data are communicated to property book managers and recorded in DPAS.
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Business Process Mapping
Our expert analysis leads to comprehensive mapping to quickly address surface gaps, inefficiencies, and areas ripe for automation.
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Business Automation Development
We use RPA to process documents, perform sign-off coordination, process data entry, and audit systems for compliance and license expirations. These automations monitor more than 25,000 software and hardware assets.
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Financial Automation Development
We use RPA to process invoices and forms, automatically extract data to generate reports and perform reconciliations for audit purposes, and automatically feed data to government reporting and financial systems.
The Outcomes
DPAS developers credited OTOT’s implementation as the best across 32 peer government agencies. In summary, OTOT’s asset lifecycle work has produced the following results:
- Improve the on-time audit response rate from 18% in 2020 to 99% from 2021 onward.
- Record over $25 billion in audit-ready assets, allowing for appropriate capitalization and depreciation.
- Realize a 54% reduction in errors by eliminating paper asset tracking and implementing auto-population of asset data.
- Realize a 36% reduction in time from planning to receipt of property.
- Realize a 7% annual increase in property book inventory through implementation of DPAS and acceptance of business processes.
- Realize a 33% increase in PMO trainings year-to-year, demonstrating growing awareness of asset management requirements and a culture of compliance.
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