Bot Inventory / Use Cases

Bot Inventory and Use Cases

Process Name	Bot Objective Category	Bot System(s)	Bot Description
Enterprise Budget Bot - FPAC	Financial	FMMI	Expansion of the existing automation to additional agencies for a greater return on investment (ROI).
Enterprise Budget Bot - FSIS	Financial	FMMI	Modify bot in production (FMMI Direct and Reimbursable Funds Distribution) to enable it to load budget documents into FMMI for FSIS.
AR Customer Billing	Financial	FMMI	RPA will retrieve billing support data from WebTA and AR bills and dunning letters from FMMI, perform edits based on rules, and email out bills to customers
HR Standard Transactions	HR	EmpowHR	Load award, reassignment, and duty station changes in EmpowHR
ABI / WebTA Interface	HR	ABI; WebTA	To automate date entry of payroll information from AMS Billing and Information (ABI) system to webTA.
FMMI Risk Certifications	Financial	FMMI	The bot will download system-generated reports from FMMI. The reports to be downloaded include risk and mitigation listings fore each agency user group in each FMMI Production system. Following download, the automation will email reports to all
SAM Interface Confirmation		SAM	Confirm the SAM to FMMI Interface ran successfully and send confirmation notification to stakeholders indicating status.
FMMI to IAS Interface Confirmation	Financial	FMMI; IAS	Confirm the FMMI to IAS Interface ran successfully and send confirmation notification to stakeholders indicating status.
NEMP to FMMI Interface Confirmation	Financial	FMMI; NEMP	Confirm that the NEMP to FMMI Interface ran successfully and send confirmation notification to stakeholders indicating status.
Acquisition Approval Request (AAR)	Acquisition	AgMax	Automate portions of the preliminary Administrative Review of incoming AARs. This includes a brief assessment of financial data provided in the AAR Cover Memo. The bot will automate the review processes for a series of acquisition screeners, to include reviewers.
USDA Awards and Appraisals	HR	EmpowHR; NFC Mainframe	Automate the generation of OHRM awards and appraisal forms and input OHRM appraisals and awards into EmpowHR and to validate that the data entry was populated in the NFC Mainframe.
Reassignment (NOA 721)	HR	EmpowHR; NFC Mainframe	Automate the input and validation of employee reassignment, which is the change of an employee from one position to another without promotion or change to lower grade, level or band.
IAS - Create TO	Financial	IAS	Checks daily for emails requesting task orders be created in IAS for resources dispatched to fire incidents. Task order data is retrieved from the email and recorded in SQL for audit purposes before logging into IAS to perform data entry to create an obligation. Upon completion, the bot emails a log of the work it completed to the customer.
IAS - Extend TO	Financial	IAS	Checks daily for emails containing demobilization reports for resources previously dispatched to fire incidents. Bot updates SQL database with demobilization data, logs into IAS, and extends the PoP and obligation amounts for resources that require an extension. Upon completion, the bot emails a log of the work it completed to the customer.
IAS - Contract Mod	Financial	IAS	Checks daily for emails containing invoices for resources dispatched to incidents and modifies obligations in IAS accordingly. Upon completion, the bot emails a log of the work it completed to the customer.
IAS – Quality Control	Financial	IAS	Checks daily for emails for FMMI reject notices related to task orders processed by 3 other Forest Service bots (Create TO, Extend TO, Contract Mod). Builds a report of the reject messages from the emails and sends the report to the Incident Finance team.
FMMI Direct Funds Distribution	Financial	FMMI	Performs budget entry processes for full appropriation and/or Continuing Resolutions (CRs).
FMMI Reimbursable Funds Distribution	Financial	FMMI	Distribute reimbursable funds between agencies and programs within the USDA-specific SAP application, FMMI.
Pegasys Cost Transfer (Open)	Financial	Pegasys	Create an Allocate Payment document within the Pegasys Financial Management System (Pegasys). Receives "open" cost transfer requests via email and enters request data into Pegasys system.
Pegasys Cost Transfer (Closed)	Financial	Pegasys	Receives "closed" cost transfer requests via email and enters request data into Pegasys system.
Pegasys Cost Transfer (Document Clean Up)	Financial	Pegasys	Identifies and deletes errored documents within Pegasys.
Pegasys Cost Transfer (Summary Reports)	Financial	Pegasys	Daily confirmation email stating the documents submitted and updated summary worksheet report for cost transfers processed by automations.
FMMI System Status	Financial	FMMI	Logs into FMMI and checks if the interface is functional and sends an email with the result of this check.
SNOW FMMI - Monthly Report by Agency	Trouble Ticket Reports	SNOW	Receives reports of incidents from Service Now, manipulates the data, and creates derivative report "Monthly Report by Agency".

Process Name

Bot Objective Category

Bot System(s)

Bot Description

Enterprise Budget Bot - FPAC

Financial

FMMI

Expansion of the existing automation to additional agencies for a greater return on investment (ROI).

Enterprise Budget Bot - FSIS

Financial

FMMI

Modify bot in production (FMMI Direct and Reimbursable Funds Distribution) to enable it to load budget documents into FMMI for FSIS.

AR Customer Billing

Financial

FMMI

RPA will retrieve billing support data from WebTA and AR bills and dunning letters from FMMI, perform edits based on rules, and email out bills to customers

HR Standard Transactions

EmpowHR

Load award, reassignment, and duty station changes in EmpowHR

ABI / WebTA Interface

ABI; WebTA

To automate date entry of payroll information from AMS Billing and Information (ABI) system to webTA.

FMMI Risk Certifications

Financial

FMMI

The bot will download system-generated reports from FMMI. The reports to be

downloaded include risk and mitigation listings fore each agency user group in each FMMI Production system. Following download, the automation will email reports to all

SAM Interface Confirmation

SAM

Confirm the SAM to FMMI Interface ran successfully and send confirmation notification to stakeholders indicating status.

FMMI to IAS Interface Confirmation

Financial

FMMI; IAS

Confirm the FMMI to IAS Interface ran successfully and send confirmation notification to stakeholders indicating status.

NEMP to FMMI Interface Confirmation

Financial

FMMI; NEMP

Confirm that the NEMP to FMMI Interface ran successfully and send confirmation notification to stakeholders indicating status.

Acquisition Approval Request (AAR)

Acquisition

AgMax

Automate portions of the preliminary Administrative Review of incoming AARs. This includes a brief assessment of financial data provided in the AAR Cover Memo. The bot will automate the review processes for a series of acquisition screeners, to include reviewers.

USDA Awards and Appraisals

EmpowHR; NFC Mainframe

Automate the generation of OHRM awards and appraisal forms and input OHRM appraisals and awards into EmpowHR and to validate that the data entry was populated in the NFC Mainframe.

Reassignment (NOA 721)

EmpowHR; NFC Mainframe

Automate the input and validation of employee reassignment, which is the change of an employee from one position to another without promotion or change to lower grade, level or band.

IAS - Create TO

Financial

IAS

Checks daily for emails requesting task orders be created in IAS for resources dispatched to fire incidents. Task order data is retrieved from the email and recorded in SQL for audit purposes before logging into IAS to perform data entry to create an obligation.

Upon completion, the bot emails a log of the work it completed to the customer.

IAS - Extend TO

Financial

IAS

Checks daily for emails containing demobilization reports for resources previously dispatched to fire incidents. Bot updates SQL database with demobilization data, logs into IAS, and extends the PoP and obligation amounts for resources that require an extension. Upon completion, the bot emails a log of the work it completed to the customer.

IAS - Contract Mod

Financial

IAS

Checks daily for emails containing invoices for resources dispatched to incidents and modifies obligations in IAS accordingly. Upon completion, the bot emails a log of the work it completed to the customer.

IAS – Quality Control

Financial

IAS

Checks daily for emails for FMMI reject notices related to task orders processed by 3 other Forest Service bots (Create TO, Extend TO, Contract Mod). Builds a report of the reject messages from the emails and sends the report to the Incident Finance team.

FMMI Direct Funds Distribution

Financial

FMMI

Performs budget entry processes for full appropriation and/or Continuing Resolutions (CRs).

FMMI Reimbursable Funds Distribution

Financial

FMMI

Distribute reimbursable funds between agencies and programs within the USDA-specific SAP application, FMMI.

Pegasys Cost Transfer (Open)

Financial

Pegasys

Create an Allocate Payment document within the Pegasys Financial Management System (Pegasys). Receives "open" cost transfer requests via email and enters request data into Pegasys system.

Pegasys Cost Transfer (Closed)

Financial

Pegasys

Receives "closed" cost transfer requests via email and enters request data into Pegasys system.

Pegasys Cost Transfer (Document Clean Up)

Financial

Pegasys

Identifies and deletes errored documents within Pegasys.

Pegasys Cost Transfer (Summary Reports)

Financial

Pegasys

Daily confirmation email stating the documents submitted and updated summary worksheet report for cost transfers processed by automations.

FMMI System Status

Financial

FMMI

Logs into FMMI and checks if the interface is functional and sends an email with the result of this check.

SNOW FMMI - Monthly Report by Agency

Trouble Ticket Reports

SNOW

Receives reports of incidents from Service Now, manipulates the data, and creates derivative report "Monthly Report by Agency".