Key Steps for the Purchase of Real Estate by rda16947

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									                                Release 3 Training Materials Updates Tracker
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                  Added additional information regarding where you will see
                                                                  the message from the Additional Info field when creating a
  03/14/07            n     x   x    x                L1, T3      requisition.
                                                                  Took out references to MACs whenever it says they are in
                                                                  the OAKS catalog- this was a recent change from the
  03/13/07            y     x   x    x                L1          functional team.
                                                      Course
  03/13/07            n     x        x                Overview    Added additional old terms vs. new terms.
                                                                  Added information on the "print changes only" option when
  03/12/07            n     x   x    x                L3, T2      creating a Run Control ID for dispatching POs.
                                                                  Added additional clarification around dispatching a change
  03/12/07            y     x   x    x                L3, T3      order and how it effects the status of a PO.
                                                                  A few of the Know It frames were not behaving correctly- so
                                                                  replaced them. Know It sims mainly impact work done
                                                                  outside of train-the-trainer since we're using the exercises
  03/12/07            y              x                L3, T2      in the class.
                                                                  Took out information about manually adding the contract ID
  03/12/07            n                     x         L1, T1      because this defect was fixed in environment.
                                                                  Specified that this was a catalog item requisition and
                                                                  removed information about manually adding the contract ID
  03/12/07            n                     x         L1, T4      because this defect was fixed.
                                                                  Changed the requisitions used in this scenario from
                                                                  Trainer6XX to Trainer2XX (Trainer6XX was never
  03/12/07            y                     x         L2, T2      replicated).
                                                                  Some of the "enter XX" fields were not appearing in the
  03/12/07            n         x                     L1, T4      Quick Steps.



Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                           Page 1 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                  Additional information added about using the Purchase
                                                                  Order Reference field on the Add/Update POs page to
  03/12/07            n         x   x   x             L3, T5      search for a PO by Requisition Name.
  03/15/07            n                     x         L3,T4       Changed the "department" to "program" in the instructions
                                                                  Corrected information about creating the Run Control ID
                                                                  when dispatching a PO. You should deselect all options
                                                                  except print and phone (if your agency is interfacing POs).
  03/15/07            y     x       x   x             L3, T2      The email and fax dispath methods will be automated.
                                                                  Changed information about the Inquire Change Request
                                                                  pages. The original documentation references the
                                                                  requisition approval status as the change request approval
  03/15/07            y     x       x   x             L3, T4      status. (These pages are at the end of this topic)
                                                                  When you view the distribution information on the Maintain
                                                                  Distributions page, you are actually viewing the purchase
                                                                  order line by line. Therefore, if you search for a PO with
                                                                  more than one line, your search results will displays a
                                                                  different link for each line of your PO. Select the line of the
                                                                  PO that you where you want to change the distribution
  03/15/07            y         x   x   x             L3, T3      information (accounting string). the amount of money
                                                                  Added information: If you change
                                                                  spent on a PO through a change request the PO will be re-
                                                                  budget checked. If the amount of money decreases, when
                                                                  the PO is budget checked those extra encumbered funds
                                                                  will be released. If the amount of money is increased, when
                                                                  the PO is budget checked the additional funds will be
  03/15/07            y         x   x   x             L3, T4      encumbered.




Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                              Page 2 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                  Additional and corrected information added around
                                                                  SpeedCharts: SpeedCharts can apply to more than one
                                                                  ChartField string at a time, IF the SpeedChart is set up with
                                                                  multiple ChartField strings (accounting lines). If the
                                                                  SpeedChart is only set up with one ChartField string and
                                                                  you are creating a requisition with split accounting lines, the
                                                                  SpeedChart will only apply to the first line of account coding
                                                                  (b/c the SpeedChart you selected is only for one line of
  03/15/07            y     x   x    x                L1, T4      account coding) and clear out the subsequent lines.
                                                                  Changed the instructions in the data sheet to tell users to
                                                                  create a new workbench ID instead of using an existing
  03/19/07            n                     x         L3, T1      workbench ID.
                                                                  Specified that the "Jennifer Johnson" is the vendor name so
  03/20/07            n                     x         L1, T2      users will know to search by name instead of ID.
  03/20/07            n     x        x                L2, T1      Replaced the Key Points slide
                                                                  Added additional search criteria to help users search for the
  03/20/07            n                     x         L3, T4      specified requisition in the exercise.
                                                                  Edited minor points in this topic to make statements more
  03/20/07            y     x   x    x                L3, T2      clear and concise. No functional changes were made.
                                                                  Added a note about being able to "preview" the PO from the
  03/20/07            n     x   x    x                L3, T2      Reconciliation Workbench.
                                                                  Added information calling out that the sourcing process is
                                                                  done by ever line-schedule combination on a requisition. If
                                                                  you have 3 lines on your requisition, then you will see three
                                                                  lines for that requisition sourcing to one PO when you look
                                                                  it up on the Sourcing Workbench. If one line fails sourcing,
                                                                  the others will continue through the process. When you
                                                                  "reset/purg" that line of the requisition, then it will source to
  03/21/07            y     x   x    x                L2, T3      another PO.


Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                                Page 3 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                  The last frame on the slide displayed that the status for that
  03/21/07            y     x   x    x                L2, T3      PO is still "Error" instead of "reset/purg".
                                                                  Added a note saying that you CAN change the price on a
                                                                  blanket requisition after you have created and added the
                                                                  item. You need to click on the item description link on the
  03/21/07            n     x   x    x                L1, T2      Review and Submit page.
                                                                  New exercise is uploaded to the website. Exercise "4B" is a
                                                                  more difficult exercise than the original exercise for L1, T4.
                                                                  This exercise allows you to verify that you understand the
                                                                  concept of the requisition structure (line--schedule--
  03/23/07            y                     x         L1, T4      distribution).
                                                                  The Manage Requisitions job aid has been uploaded to the
                                                                  website. (This job aid lists and defines all the icons on the
  03/23/07            y                           x   L2, T1      Manage Requisitions page.)
                                                                  Requisition Details job aid has been uploaded to the
                                                                  website. This shows you how you can view your requisition
                                                                  from the Manage Requisitions page when you don't need to
  03/23/07            y                           x   L1, T4      edit it.
                                                                  Printing a Copy of a PO job aid has been uploaded to the
                                                                  website. This job aid shows you how to print or "preview" an
                                                                  unofficial copy of your PO from the Reconciliation
  03/23/07            y                           x   L3, T2      Workbench.
                                                                  Changed the ending steps of the Printing a Copy of a PO
                                                                  job aid. There was some functionality change. You no
                                                                  longer have to drill down into the files to find the .PDF file, it
  04/10/07            y                           x   L3, T2      will automatically generate and open for you.
                                                                  Clarifications were added on the Inquire Change Request
                                                                  page regarding the "Req Approval Status" and "Change
  04/10/07            y         x    x                L3, T4      Request Approved" columns.


Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                                Page 4 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                   Some steps were accidentally repeated when explaining
                                                                   what to do if you need to cancel a purchase order that
  04/16/07            y     x   x    x                L3, T1       exceeds threshold validation.
                                                                   Whenever we mention adding ad hoc approvals, a note
                                                                   was added to remind users to click the "Apply Approval
  04/16/07            n     x   x    x                L1           Changes" button.
                                                      All data     All of the data sheets have been updated for end user
  04/23/07            y                     x         sheets       training.
                                                                   all of the job aids for PO 210 have been updated or posted
  04/26/07            y                           x   all job aids on-line
                                                      Checking This job aid has been removed. The information from this
                                                      Budgets      job aid is included in the "Using Budget Details Inquiry" job
  05/02/07            y                           x   Job Aid      aid. This job aid is for ALL modules.
                                                                   The following note was added:
                                                                   Note: If you enter the current price of a varying price item
                                                                   (items in OAKS with the price set to .001) and split that line
                                                                   into more than one schedule, OAKS will give the following
                                                                   message: “Custom price on line x, schedule x. Override
                                                                   with system calculated price? The schedule is having a
                                                                   custom price and the system has calculated a different
                                                                   price than the custom price. Select „Yes‟ to Override with
                                                                   system calculated price.” Select “No” in order to keep the
  05/02/07            y     x                         L1, T4       current price that you manually entered.
                                                                   The following information has been added: "You may
                                                                   change the accounting ChartFields on a PO at any stage
                                                                   (either sourced or dispatched) as long as you have not yet
                                                                   expensed any part of the encumbrance for that PO line
                                                                   (created a partial or final voucher against the PO line)."

  05/09/07            y     x   x    x                L3, T3
Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                               Page 5 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                    The following information has been added: "Once a PO line
                                                                   has been vouchered against, you can only increase the
                                                                   amount or quantity of a PO line. You can continue to
                                                                   increase the amount or quantity on a PO until the PO is in a
                                                                   "Complete" status. A PO is "completed" through a batch
                                                                   process that OAKS runs 90 days after the full encumbrance
                                                                   of a PO is liquidated. Once a PO line has been vouchered
                                                                   against, you cannot decrease the total amount on that line
  05/09/07            y     x   x     x                L3, T4      so that the encumbrance falls below the vouchered
                                                                   Added a note telling users that the "Due Date" on a
                                                                   requisition is a searchable field for when you search for
  05/09/07            n     x   x     x                L1, T1-T3   POs to create receipts against.
                                                                   This job aid has been removed. A more complete version of
                                                                   this information can be found in the "Reviewing Vendor
                                                                   Information" topic in the AP 201 course. Please refer to that
  05/25/07            y                            x   FINJA039    topic to learn how to review vendor information in OAKS.
                                                                   An additional description of the "Cancel" button on the
                                                                   Manage Requisitions page has been added to this job aid.
                                                                   This button is already referenced and explained in PO 210:
  05/29/07            Y                            X   FINJA003    L2, T1 as well.
                                                                   When you are selecting an item from the OAKS catalog, it
                                                                   is possible that the item has more than one units of
                                                                   measure. In order to see the units of measure available for
                                                                   that item, you need to click on the item description link. This
                                                                   will display the other units of measure that are available for
                                                                   you to select. The default UOM that is displayed when you
                                                                   search for an item in the OAKS catalog is just the standard
  06/13/07            Y     X        X                 L1, T1      UOM.




Printed 9/17/2010 3:22 PM                           OAKS PMO Training Team                                              Page 6 of 10
 Module: PO
 Course: 210
LG: learner guide. QS: Quick steps. Sim: Simulation. DS: Data sheet for exercises. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)  LG      QS     Sim DS        JA changed        Description, impact of change
                                                                  When dispatching a PO, steps 1-13 only need to be done
                                                                  the first time you go to dispatch your POs. When setting up
                                                                  the Run Control ID and Workbench ID, make sure to also
                                                                  select POs in the "dispatched" status. This is in case
                                                                  someone else has dispatched your PO, you can still pull up
  07/19/07            Y     X   X    X                L3, T2      that PO in your search to dispatch.
                                                                  If you need to dispatch only ONE PO, you can do this from
                                                                  the Run Control ID without going to the Reconciliation
  07/19/07            Y                           X   L3, T2      Workbench page. This job aid detials those steps.




Printed 9/17/2010 3:22 PM                          OAKS PMO Training Team                                           Page 7 of 10
                              Release 3 Training Materials Updates Tracker
 Module: PO
 Course: 215
LG: learner guide. DS: Data sheet for exercises. QS: Quick steps. Sim: Simulation. JA: Job aid.
                            Document changed
              Key
Date of    Change?                                     Pages
change        (Y/N)   LG     QS Sim DS            JA changed        Description, impact of change
                                                                  Added additional information regarding group approvals: If
                                                                  an agency is allowing for group approvals, then the
                                                      Lesson 1,   approver needs to leave their name and the date he/she
 07/01/07     Y               X      X                Topic 1     approved the requisition in the Comments text box on the
                                Release 3 Training Materials Updates Tracker
   Module: PO
   Course: 220
  LG: learner guide. DS: Data sheet for exercises. QS: Quick steps. Sim: Simulation. JA: Job aid.
                              Document changed
                Key
  Date of    Change?                                     Pages
  change        (Y/N)   LG     QS Sim DS            JA changed        Description, impact of change
                                                                    In the Dispatching RTV topic, the steps have been slightly
                                                                    modified. Instead of clicking on the "Details" link in the
                                                                    Process Monitor, you need to click on the "RTVDISP" link.
                                                                    Then, you need to click on the link titled "PORTO01" in
                                                                    order to get the PDF file of the dispatched PO. The
    06/14/07          Y     X   X      X                L2, Topic 3 previous version was missing this step.




Printed 9/17/2010 3:22 PM                             OAKS PMO Training Team                                             Page 9 of 10
                                Release 3 Training Materials Updates Tracker
   Module: PO
   Course: 301
  LG: learner guide. DS: Data sheet for exercises. QS: Quick steps. Sim: Simulation. JA: Job aid.
                              Document changed
                Key
  Date of    Change?                                     Pages
  change        (Y/N)   LG     QS Sim DS            JA changed        Description, impact of change
                                                                    When creating an item the PO Available Date field displays
    06/13/07          Y     X   X      X                L1, Topic 1 the date this item is available for purchase.
                                                                    When copying an item, you need to make sure to enter a
                                                                    vendor into the new item. OAKS does not copy the vendor
    06/13/07          Y     X   X      X                L1, Topic 2 over to the new item.
                                                                    When creating a contract, you can use the MBE Flag field
    06/13/07          Y     x   X      X                L2, Topic 1 to mark contracts as MBE or EDGE.
                                                                    When entering a contract, there is another option in the
                                                                    "Order Contract Options" section that users need to pay
                                                                    attention to. The "Price Can be Changed on Order" box
                                                                    must be checked for contracts that allow the requisitioner to
                                                                    enter the unit price (i.e., STS contracts, construction, items
                                                                    with unit price of $.001, real estate, etc.). If this box is left
                                                                    unchecked, change requests that modify unit prices against
                                                                    Purchase Orders referencing this contract will go into an
                                                                    error status and not update the Purchase Order
                                                                    appropriately. This applies to Contracts with or without
                                                                    items. A communication has already been sent out.
    08/28/07          Y     X   X      X                L2, Topic 1




Printed 9/17/2010 3:22 PM                             OAKS PMO Training Team                                                 Page 10 of 10

								
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