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									                                                                                                 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)

								
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