"Agency Workflow Chart - Excel"
BPPI Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed Potential Impact/Risk REE SPECIFIC BPPI GAPS and CHANGE ISSUES 1 All Buyer In general, the current process is that Review available Buyer Assignment All High TBD Assignments each contracting shop supports purchases rules and identify which ones to use. within their warrants for their specific requisitioners within their office. Options: Requistions outside the scope of the Location (Ship-To-Address and User Location and Area offices are directed to ID) and Dollar Amount. the Headquarters contracting office. IAS supports 13 buyer assignment rules. 2 All Receiving IAS supports a Receiver (the original Decision needs to be made if the All High TBD requisitioner) and a Central Receiver. Central Receiver functionality will be used. 3 All BPA For BPA Calls < $2500, the Requisitioner Need to identity process for BPA Calls All High TBD initiates the BPA Call by contacting the < $2500 that conforms to IAS vendor directly. Neither the requistion policies. nor a form documenting the call is created. This violates commitment Options: accounting and impacts receipt, invoice a) Create individual PR for each and payment. transaction. b) Create monthly summary PRs that captures an allotment of transactions. 4 All Error Identification of commitment and Need to define who commitment and All High TBD Need to define who No one can assist users Management obligation error managers. obligation Error managers will be for will be obligation with their errors and find agency. error managers and out why documents are commitment error being rejected. Help desk Options: managers impact. a) Some Budget Approvers may be Commitment Error Managers. b) Some COs may be Obligation Error Managers. 5 All Buyer Requistions outside the scope of the Decision needs to be made to All Medium TBD Assignments Location and Area offices are directed to determine whether it is necessary for the Headquarters contracting office. the location/area offices to review However before they are sent to HQ, requisitions that are above their each location/area contracting office contracting scope prior to forwarding receives the requisition. these requisitions to the Headquarters level. 6 ARS - Building User Workflow For ARS Facilities A&E, the current Options: ARS High TBD & Facilities A&E process has the solicitation and vendor a) Re-engineer the procurement flow evaluation steps occurring prior to the to follow the standard IAS creation of a requisition. The IAS procurement process flow requiring workflow requires that the requisition be the Requisitioner to create the created prior to the solicitation. Requisition prior to Solicitation and to update the Requisition, if needed, prior to award. B) Follow the current 'As-Is' process in IAS by creating a 'Stand-alone' solicitation and allowing the Requisitioner to create the Requisition after the vendor evaluation and creation of the award. This however, may cause an orphan solicitation to exist in the system. 1 of 12 12/7/2010 BPPI Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed Potential Impact/Risk 7 ARS - Building User Workflow For ARS Facilities Construction, the Options: ARS High TBD & Facilities current process has the solicitation and a) Re-engineer the procurement flow Construction vendor evaluation steps occurring prior to to follow the standard IAS the creation of a requisition. The IAS procurement process flow requiring workflow requires that the requisition be the Requisitioner to create the created prior to the solicitation. Requisition prior to Solicitation and to update the Requisition, if needed, prior to award. B) Follow the current 'As-Is' process in IAS by creating a 'Stand-alone' solicitation and allowing the Requisitioner to create the Requisition after the vendor evaluation and creation of the award. This however, may cause an orphan solicitation to exist in the system. 8 ARS - Standard User Workflow For ARS Requisitions, the approval chain A decision must be made on how the ARS High TBD includes the Delegated Reviewer Approval chain will be changed so that reviewing the requisition and certifying the individual assigned to certify the the availability of funds followed by a funds is the last approver in the series of optional additional approvals workflow. (Lab Tech, Lab Lead, IT or Engineer). The IAS workflow requires the Budget Approver to be the last approver. 9 CSREES User Workflow For CSREES Requisitions, the approval A decision must be made on how the CSREES Medium TBD chain includes the Budget Analyst Approval chain will be changed so that reviewing the requisition and certifying the individual assigned to certify the the availability of funds followed by a funds is the last approver in the series of managerial approvals (and workflow. Accounting Technician). The IAS workflow requires the Budget Approver to be the last approver. 10 ERS Approval IAS supports a default approval chain, Options: ERS High TBD Process but does not automatically adjust the a) Approvers can be defaulted into the approval chain based on business/system requisition approval chain, which logic (i.e., if over/under certain dollar means this review occurs every amount route here). Decision needs to requisition. be made on how financial based b) Requisitioners or Requisition approvals will fit into this process. Approvers can add in these reviewers on an ad-hoc basis. 11 ERS User Workflow For ERS Requisitions, the approval chain A decision must be made on how the ERS High TBD includes the Budget Analyst reviewing the Approval chain will be changed so that requisition and certifying the availability the individual assigned to certify the of funds followed by a series of funds is the last approver in the managerial approvals (Division Director workflow. and Agency Administrator). The IAS workflow requires the Budget Approver to be the last approver. 12 NAL Requisition/ Currently, no requisition process exists Policy should be implemented to NAL High TBD Acquisition for the procurement of library materials. require that a requisition be created In the current process, the Library prior to submitting a purchase order Technician is the individual responsible for library materials. for creating purchase orders for library materials. In addition, a decision must be made as to whether the Library Technician should continue to create POs or if this function should be executed by an individual within the Contracting Office with warrant authority. 2 of 12 12/7/2010 BPPI Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed Potential Impact/Risk 13 NAL Commitment NAL is not currently practicing Need to educate users on this process NAL Medium TBD Accounting Commitment Accounting. and policy. 14 NASS Approval IAS supports a default approval chain, Decision needs to be made on how NASS High TBD Process but does not automatically adjust the financial based approvals will fit into approval chain based on business/system this process. logic (i.e., if over/under certain dollar amount route here). Options: a) Approvers can be defaulted into the requisition approval chain, which means this review occurs every requisition. b) Requisitioners or Requisition Approvers can add in these reviewers on an ad-hoc basis. 15 NASS User Workflow For NASS Requisitions, the approval A decision must be made on how the NASS Medium TBD chain includes the Budget Analyst Approval chain will be changed so that reviewing the requisition and certifying the individual assigned to certify the the availability of funds followed by a funds is the last approver in the series of managerial approvals (Financial workflow. Officer and Agency Administrator). The IAS workflow requires the Budget Approver to be the last approver. 16 NASS, ERS, Receiving For Type 53 POs, a receipt is not Moving forward, a receipt will have to NASS, ERS, Medium TBD CSREES generated? Because IAS relies on a 3- be generated in IAS for processing CSREES way match (receipt, invoice, and Type 53 POs. obligation) for processing payments, this will cause an error in FFIS. 3 of 12 12/7/2010 BPPI Parking Lot Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed REE BPPI PARKING LOT ISSUES 1 All Line Item Ability to split a single line item from a Split Line Item Awards are not High Per IAS 2.5 System Procedures document, the Details requisition amongst different awards. supported in IAS. Need to identify and process will require a Requisitioner to create the Reporting document process/steps to handle this. requisition based on the structure of the contract. Process will require Requisitioner to If this is not done, the CO will need to notify the update the requisition and split the Line requisitioner to perform an update to the Items first. requisition based on the structure of the contract. 2 All PCMS Explanation on whether PCMS transactions will TBD High TBD Transactions need to be processed in IAS, except micropurchases. Concern about duplicate work. 3 All PCMS A high volume of REE transactions are procured Options: High TBD Transactions via Purchase Cards. REE currently uses PCMS to a) Enter Purchase Card transactions into track purchases paid via credit cards. IAS as IQ-NO-COMMIT. If a requisition is intially entered as an IQ-COMMIT and handled via credit card, a business process should be implemented to update the requisition to IQ-NO- COMMIT. b) DO NOT use IAS for Purchase Card transactions. If a requisition is initially entered into IAS and is handled via credit card, a business process should be implemented to 'Cancel' the requisition. 4 All Receiving Problem with PO-45s (that use AD-838D) and Decision will have to be made on how to High TBD do not specify obligating dollar amount. (Ex. handle High Volume-Low Cost BPAs (in BPA Calls) which calls are placed via phone, ex. FedEx) in IAS. IAS requires that an obligation must exist in order for a receipt and invoice to be entered. 5 All Receiving IAS supports quantity-based receiving that Options: High TBD accommodates partial receipts. REE has a a) If a Lot or Job is the preferred unit of number of awards that have receipts based on issue, line items on the Requisition and % or $ value. Explanation of how IAS will the Contract must be set-up so that handle partial payments against lots. Currently each Line Item represents each partial most ARS Construction contracts receipt by receipt and invoice. Receipt would be dollar instead of quantity. based on the full line item. b) If using Lot or Job is not required, Agency should implement the workaround using Quantity as the dollar value and the Unit Cost = $1. The receipt would be based on the dollar value entered in the Quantity Received. 6 All Foreign Problem with POs with foreign currency not Foreign payments are not currently Low Per IAS 2.5 Systems Procedures document, IAS Transactions accepted via PC-PRCH (ex. French office). managed in IAS. Users will need to perform manual processes for these awards. 7 All Foreign Explanation of how IAS will handle purchases Decision will have to be made on how to Low TBD Transactions that are physically made in a foreign country handle these purchases in IAS. and a foreign embassy is making the payments. 8 All Other Problem when ARS purchases a commodity from Decision will have to be made on how to Low TBD another US Government agency, in which the handle these purchases in IAS. other Government agency serves as a vendor (ex. GPO). 4 of 12 12/7/2010 BPPI Parking Lot Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed 9 All Other Explanation of how IAS will handle trade-ins and IAS does not process trade-ins. Low Per IAS 2.5 Systems Procedures document, IAS volume discounts. Requisitioner will need to calculate does not process trade-ins. Need to document in discount in advance and discounted Supplemental Policy Guide. amount should be reflected in the final requisition amount. Requisitioner may specify justification for discount in the requisition description. 10 All Line Item From Requisitoning to Contracting, there are Communication between the Medium Per IAS 2.5 System Procedures document, the Details different levels of granularity for reporting line requisitioning office and contracting process will require a Requisitioner to create the Reporting item details (ex. The requisitioning office may office will need to take place for requisition based on the structure of the contract. have a different breakout of the requisition's line consistency in reporting line item details. If this is not done, the CO will need to notify the item details vs. the the contracting office's requisitioner to perform an update to the breakout.) requisition based on the structure of the contract (See answer to ID#1). 11 All Line of Capability for IAS to handle multiple accounting For multi-agency partnerships, each Medium TBD Accounting lines crossing multiple agencies which would agency will create a separate requisition entail multiple approvers. (w/ separate accounting line) and the award can be made as a single obligation document. 12 All Line of Desired functionality that enables a Contracting The ability to edit a requisition's BOC (as Medium Per IAS 2.5 System Procedures document, the Accounting Office to edit a requisition's Budget Object Code well as other line of accounting and Requisitioner will have to handle any edits to a (BOC) once the requisition has been sent to the financial impacting data) will have to be requisition's BOC (or other line of accounting Contracting Office. handled by the Requisitioner in IAS. data). Once the requisition has been sent to Contracting, the Contracting Officer will have to contact the Requisitioner to modify the line of accounting (BOC) and re-route the requisition through the approval chain. 13 All Other Process for emergency buys (ex. For The workflow supported by IAS does not Medium TBD Protests/legal fees). support emergency-related purchases. An emergency buy consists of an emergency Option: procurement situation where procurements a) Proceed with the requisition and must be made real-time. award in IAS after the Emergency Buy occurs. 14 All Other Process for handling ratifications (requisition Options: Medium TBD sent after purchase order and obligation). a) Complete requisition and commit funds, then reference requisition on A ratification is the act of approving and paying order and release the obligation (This for supplies or services provided to and procedure has the limitation that the accepted by the government as a result of an obligation will not show up as a unauthorized commitment. ratification in FFIS.) b) Complete a requisition and do not commit funds (by using the transaction code IQ-NOCOMMIT), create a PO using the information but NOT referencing in a systemic sense, release the PO and the interface will trigger the creation of a ratification obligation. 15 All Other Explanation of how UNICOR orders will be UNICOR transactions will not currently Medium Per IAS 2.5 Systems Procedures document, processed in IAS. be managed via IAS. UNICOR orders will be handled by the current process, outside of IAS. 5 of 12 12/7/2010 BPPI Parking Lot Issues for REE Implementation ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Action Needed 16 All Other For IDIQ contracts, does the base contract Yes, when you create the delivery Medium Yes, when you create the delivery orders, IAS will reflect a draw down? orders, IAS will draw down from the draw down from the min/max set. The min/max min/max set. The min/max will not will not change on the contract as you draw down change on the contract as you draw (the system will keep track but the PT/PA will not down (the system will keep track but the be able to see the remaining quantities/dollars); PT/PA will not be able to see the however, if the PA/PT tries to create delivery remaining quantities/dollars); however, orders for more than the maximum on the if the PA/PT tries to create delivery contract, you will receive a warning message on orders for more than the maximum on the delivery order in IAS. the contract, you will receive a warning message on the delivery order in IAS. 17 All PCMS Explanation of PCMS numbering to FPDS-NG. TBD. Medium TBD Transactions Option: a) Develop a separate numbering system in IAS for PCMS purchases for FPDS-NG reporting. 18 All Receiving Problem with PO-41s/42s as they currently do PO-41s/42s will be setup as recurring Medium Per IAS 2.5 Systems Procedures document, PO- not generate a receiving report. payments in IAS. 41s/42s will be setup as recurring payments in IAS. 6 of 12 12/7/2010 Enterprise Issues for REE Implementation Action ID Agency Category Description Pilot Tactics/Comments Owner Priority Resolution Needed Potential Impact/Risk ENTERPRISE WIDE GAPS 1 Enterprise Close-Out - Need to define end of year processing for Refer to IAS Systems Procedures Guide. Enterprise High Closing Open Requisitions Review End of Year REE. At the end of the fiscal year, IAS system administrators will run Systems processes to cancel all requisitions that have committed annual Procedures funds but have not been referenced by an order. The funding Document. that is released from the cancellation of these requisitions will be returned to the original budget in FFIS. In advance of the end of the fiscal year, it is recommended that program offices track their open commitments. Closing Obligations If the Contracting Officer has not closed an obligation of single year funds by the end of the fifth year after the obligation was originally created, prior to the year-end close process, then as part of the year end close processes in FFIS the obligation will be closed automatically. This statement does not apply to multi- year or no year funds. It is expected that Contracting Officers and fiscal offices will routinely review reports generated from both IAS and FFIS to determine which obligations are open, and to determine which of those open obligations can and should be closed. 2 Enterprise Other Reporting functionality is different in IAS. IAS has the capaility of running 27 reports. Enterprise High TBD REE should IAS Canned reports do not fit all user Need to determine which reports users need review needs. to run to support their procurement activities. system Any new reports that need to be created will reports to be an enhancement. determine if they meet their reporting needs. 3 Enterprise Other How will users update user configuration Process needs to be defined on configuration Enterprise High TBD Review Help desk impact and post-production? for user updates, buyer assigment rules, Systems time delay for users to warrant authority updates. For changes that Procedures carry out tasks. effect FFIS roles, a new 1143 form must be document and created via FFIS security administrator. add to REE agency specific Policy document. 4 Enterprise Other Will users be required to maintain hard Only signature pages need to be printed Enterprise Low TBD Review Users may not keep the copies of documents? because IAS does not support digital Systems appropriate signatures. Need to define process for record Procedures documentation. Legal maintenance. Do users need to keep entire document and repercussions. contract or just signature pages? add to REE agency Options: specific Policy a) Print off copies of everything. document. b) Print signature pages only. 5 Enterprise Other In-active functionality in IAS. Since IAS is a COTS product, it includes Enterprise Medium TBD Need to add Users may assume modules that users may not be using. For to Systems certain functionality is Ex. Foreign Currency functionality. example iProcurement there are Exchange Procedures broken or use rate fields that appear which may lead a user document functionality which is not to think that they can put foreign contracts everything supported by REE policy. into IAS. Need to identify all of these that users Help desk impact. instances and add to policy documentation. may see but may not use. Enterprise Issues for REE Implementation 6 Enterprise Other How will REE support SOX compliancy in Agency CFOs will have to prove compliance Enterprise Low TBD TBD Legal reprocussions. the future (due to system/organizational and will likely look to their agency IAS rep for changes)? the agency's IAS' information. The agency's IAS team's will have to create and then A-123 -- is the requirement for federal review and update their Desk Reference Sarbanes-Oxley (SOX) compliance Guide annually will have to document or re- beginning 10/1/05. SOX is a certify their workflow configuration post- methodology for financial GL system Implementation. management but, as a feeder system, IAS will have to show compliance as well. For example, PSD has all the implemenation config data originally provided from REE. So PSD can vouch that separation of duties, roles etc was enforced. However, if changes occur thereafter, the agency needs to document (ie: flow chart) their general workflow at a very high level and certify that roles, separations, etc. still occur. 7 Enterprise Policy IAS Users will need guidance on where to The Help Desk provides assistance regarding Enterprise Low Document specific policy-related questions in REE Supplemental Verify Users may go for agency-specific policy questions. system specific questions, password resets, Policy Guide. adequate inappropriately use reference data updates, etc. However, they support for system, causing delays will not be able to support many REE specific policy in contracting and errors policy related questions. Need process questions. in IAS. communicated to users on where to go for policy related questions. Options: a) Identify group of REE users as "Super Users" to be contact points for policy questions. b) Document specific policy-related questions in REE Supplemental Policy Guide. 8 Enterprise PRCH- Users will no longer have access to Need process to document existing Enterprise High TBD Need to Users will have to figure Shutdown various pieces of their legacy systems procurements and plan for managing out of create further out how to use IAS to such as PRCH once they go-live. legacy systems. communicatio close out their contracts ns regarding still in PRCH. Option: 6 month a) Send communication pre go-live informing shutdown. users of legacy system shut-down. Communications should be sent at 6-month, 3-month, 1-month, and 1-week intervals. 9 Enterprise Reconstructs Define process for migration of old Need to identify who will be doing Enterprise High Contracts created prior to the implementation of IAS can be Review Contracts may be contracts into IAS. Reconstructs and when. Reconstruct reconstructed in IAS for management of option years or for Systems managed out functionality in IAS allows users to capture reference by task and delivery orders. Users who enter these Procedures inappropriately. obligation documents without actually documents will be able to enter all existing information though doc and obligating funds in FFIS. the original award number must be entered in the notes field as incorporate IAS will auto-generate a new document number. If your original into REE accounting code is not in IAS, you may use the default Supplemental accounting code as Reconstruct transactions are not sent to policy guide. FFIS. Existing financial obligations for these reconstructed contracts must be managed to close via direct-entry in FFIS; the IAS interface will not transmit any transactions for reconstructed contracts. 10 Enterprise Requisitions Requisitioners must estimate shipping This is a new process for users since IAS does Enterprise High This will be added to the REE Supplemental Policy Guide. Need update Documents could get costs and add them via a separate line not support a separate field for shipping cost. to Policy rejected if shipping isn't item. Also, requisitioners are not used to having to documents. estimated correctly and estimate this cost. Users need to be falls outside of tolerance. instructed on entering in shipping costs via a separate line item in the system. Recommend this is added to support documentation. Enterprise Issues for REE Implementation 11 Enterprise Requisitions Requisitioners do not currently enter In IAS a requisitioner must select or enter in Enterprise Low TBD- Some guidance is provided via the CBT. Need to Requisitioners may be PSC's on requisitions and will need to be the appropriate PSC code that corresponds to identify PSC entering in PSC codes coached on when, how, why to do it. their procurement need. They have never codes and incorrectly which will had to enter these in the past. Recommend document. then have to be modified Product Service Codes (PSC)s are addition to the policy documentation a list of and lengthen the standard codes used by the government commonly used PSCs or further guidance on procurement process. to categorize goods and services. PSC selection. Especially if they decide to use this for Buyer Assignments. 12 Enterprise Vendor Vendor requests in IAS Need to document process for adding vendors Enterprise Medium If a Contracting Officer needs to release a document to a Updates to FFIS. vendor not currently in the FFIS vendor table (VEND), a request for addition of that vendor can be processed through the FFIS Preliminary Vendor Table (PVND) request table via the agency PVND Requestor. Updates to vendor tables in FFIS will be processed automatically via a nightly CCR match process. In order for a vendor to be matched, all three of the following parameters must be met: 1. The Tax ID number on VEND must match CCR. 2. The banking information on VEND must match CCR. 3. The zip code on VEND must match the remittance address on CCR, including zip +4. Once a vendor is matched, the match tool process will upload the DUNS/CAGE fields in the VDUN table, which is displayed on the VEND record. Only those records matched will be automatically updated if a vendor changes their CCR information. If the update pertains to one of the 3 parameters, (such as adding EFT information) or these parameters are not met then the match tool will not work. In this case the IAS User will need to go through the PVND Requestor to update this information in FFIS via the PVND table. System Policy Document Topics Potential Communication ID Agency Description Pilot Tactics/Comments Owner Priority Resolution Action Needed Impact/Risk Method IAS SYSTEM POLICY DOCUMENT TOPICS 1 REE Auto-numbering of requisitions in IAS. Auto-numbering is part of the IAS PSD This will be covered in the CBT. Perhaps may need Help desk CBT system and Requistioners will be another impact. unable to change the number on their communication Requistion. Recommend this is method for addressed in CBT. Requisitioners. 2 REE Requisitioners do not currently enter the Recommend guidance via training on PSD This will be covered in the CBT. Perhaps may need If delivery CBT 'Ship To' address. Customers will need entering addresses via fed-strip id. another information is to be coached to provide this information communication incorrect, there to Requisitioners. method for may be a delay Requisitioners. in delivery. 3 REE Requisitioners do not currently enter in Many fields appear which REE does REE Create a generic "How To" guide for all Need to add to IAS Requisitioners Email notification, accounting codes in the same way they not use. Since it is a COTS product, it requistioners. website will be unable to website, help desk are entered in IAS. Need to provide cannot be modified currently. process guidance on how to enter the "Z"s in the Recommend creation of a "how to" to requisitions fields which are not utilized. be sent out with go-live memo. succesfully if they are unable to correctly enter in the charge account. 4 REE The IQ-Commit/IQ-No-Commit Users should use IQ-Commit when PSD Functionality will be covered in CBT and May want to Requisitioners Training, REE transaction code selection may be they have available funding and IQ-No Supplemental Policy Guide. analyze CBT to may use the No- Supplemental Policy unfamiliar to Requisitioners. Commit when they do not have ensure explanation Commit Guide, System funding. An obligation document must is robust. functionality Policy Document be referencing IQ-Commit line items incorrectly and upon release or FFIS will reject the have to make a document. IQ-No Commit may be formal used in many ways, for example, when modification, users are trying to create future year lengthening the contracts for which the appropriate procurement funds have not be approved. process. Recommend review of CBT to ensure this functionality is covered and update of training materials. 5 REE Documents are named differently in IAS. Users are unfamiliar with the naming PSD Recommend documenting in REE Supplemental Help desk REE Supplemental "Types" are not supported. convention used in IAS. For example, Policy Guide. This is also indirectly covered in impact. Policy Guide, IAS the types they use are numbered, the training. Systems Procedures way documents are categorized in IAS Document is via letter. Recommend this is covered in support documentation. 6 REE FPDS-NG reporting will be done from This is a new process for users. PSD This will be covered in PRISM Training. If the username Training within the obligation document. Recommend this action be addressed is not set-up, in training. users will be unable to release documents. System Policy Document Topics 7 REE Explanation of IAS Proxy functionality. The proxy functionality is new to users REE Recommend documenting in REE Supplemental Work may be Training, REE and can be done by Requisitioners and Policy Guide. delayed if a user Supplemental Policy COs. Recommend additional guidance does not proxy. Guide, IAS Systems in policy documentation and training to Help desk Procedures cover this functionality. impact. Document 8 REE The required actions for release of a Some of the various required fields REE This will be covered in PRISM Training. Delay in work. Training document in the system are new. "ex: Admin Office or FPDS-NG Help desk reporting " are new processes for impact. users. They must have all of these complete before they can release a document. Need to communicate what is required at a minimum to release a document. 9 REE Tolerances Tolerances will be managed in FFIS at PSD Recommend documenting in REE Supplemental Users will have Training, REE the document level. Agencies may set Policy Guide. to learn how to Supplemental Policy tolerances to a maximum not to execute Guide, IAS Systems exceed 25 percent or $1,000 between transactions Procedures the requisition and obligation which support Document documents and between the obligation the new and payment documents. Each agency tolerance policy. HCAD and OCFO has the option to Documents choose their own tolerance in the which fall system as long as it complies with the outside of the threshold stated above. policy will be rejected. 10 REE Explanation of 3-way Match process. This is a new process for users which PSD All invoices in IAS are subject to a three way May need to If commitment Training, REE supports commitment accounting matching requirement. This requires that the update this based accounting Supplemental Policy procedures. invoice must match the receipt(s) in the on new tolerance procedures are Guide, IAS Systems system as well as the obligated funds for the policy. not followed, the Procedures purchase. There are no exceptions to this rule users will be Document per USDA financial policy for transactions unable to initiated in IAS. The total of the invoice cannot complete most exceed the total amount receipted or the total procurement amount obligated. The values matched are activities. units but more importantly dollars. 11 REE Users unfamiliar with exact role NFC NFC will be entering invoices into IAS. REE NFC/APB will enter in invoices into IAS. Need to determine REE Supplemental plays in procurement process. Process will be documented in REE if they will handle Policy Guide, IAS Supplemental Policy Guide. any other Systems Procedures processes. Document 12 REE Process of commitment accounting in COs must know that amendments to REE Recommend documenting in REE Supplemental Potential delays Training, REE association with workflow unfamiliar to line item quantity, price, or funding Policy Guide. This will also be covered in CBT. in contract Supplemental Policy users. must be directed back to original processing. Guide, IAS Systems Requisitioner. Procedures Document 13 REE IAS role definitions unfamiliar to users. Many IAS roles have different names REE Recommend documenting in REE Supplemental Perhaps may need Could cause a Training, REE Responsibilities differ dependent on role than daily procurement roles. Policy Guide. another delay in Supplemental Policy and new roles are being incorporated. However, they very well may perform communication procurement Guide, IAS Systems the same function. Need to create method for activities if users Procedures training materials showing the IAS Requisitioners. do not Document roles and how they create to REE understand their titles. role in IAS. System Policy Document Topics 14 REE Procurement users unable to do direct In the past various procurement users REE Communicate access to COs in PRISM Training Double entries in Training, FAQ entry into FFIS or FPDS-NG. have directly accessed FFIS and FPDS- and in FAQ document. FPDS-NG could document NG to enter data. Now, procurement occur as well as users may not access these systems as potential double Budget and Finance users will have this entries in FFIS. ability. Option: a) Communicate to COs through training sessions and FAQ document. 15 REE Clause update process new to users. Agriculture Acquisition Regulation REE This will be covered in PRISM Training. Help desk FAQ document, (AGAR) and other Standard Clauses impact. training, email (REE , MSPWA, etc.) are updated in communication IAS within 30 days of the government update. Option: a) Use training mechanisms to communicate this to users. 16 REE Hanging Commitments Description of hanging commitment REE IAS provides a way to eliminate hanging REE Supplemental process. commitments in the application. If an award Policy Guide, IAS document (obligation) is marked as “final” by Systems Procedures the CO via the final flag functionality, all funds Document committed by the requisition but not obligated by the award will be released (de-committed) to be used for other purchases. 17 REE Will IAS be used for grants, cooperative IAS does not currently support these PSD Per IAS 2.5 Systems Procedures document, IAS Systems agreements, travel documents, type of procurements. these procurements will be handled by the Procedures telephone/utility accounts, leases? current process, outside of IAS. Document 18 REE How will users handle recurring IAS currently supports the creation of REE Receipts are not required for recurring IAS Systems payments? recurring payments. payments in IAS. Users should stipulate the Procedures following when creating the obligating Document Recurring payments are defined as document for a recurring payment: payments for a fixed amount which • start date (first date on which payment occurs on a fixed basis, such as rent. should be made) • end date (date upon which the final payment should be made • number of periods (the number of months over which the recurring payment lasts) • frequency with which payments should be made (the system allows daily, weekly, and monthly payments)