February 21-24, 2006 Washington, DC
REE BPPI WorkshopRequisitions
2 February 2006
AgendaAgenda
1. IAS Goals and Objectives
2. Functional Scope of IAS
3. Overview of IAS Processes
4. IAS Implementation Lifecycle
5. Purpose and Goals for Today
6. Standard USDA Procurement Process
7. Detailed Process Stepsa. Requisitioningb. Receiving c. Invoicing
3 February 2006
IAS Goals and ObjectivesIAS Goals and Objectives
Ensure reliable and accurate USDA-wide, procurement-related financial information
Make the most efficient use of IT investments and comply with electronic commerce directives and digital Department initiatives
Support an integrated policy, planning, and budgeting process
Improve customer service and reduce program office and administrative burden in the acquisition management process
Lower purchasing costs
Provide a robust security environment that meets or exceeds USDA’s Common Criteria standards
Automate tracking system for requisition approvals and contract writing and review
Provide a platform for advanced future acquisition management business processes
4 February 2006
Functional Scope of IASFunctional Scope of IAS
The functional scope of IAS is to support procurement at USDA, and to support interfaces with appropriate controls and pertinent data for other processes at USDA
IAS currently covers the procurement lifecycle from requisition through closeout of contract, with an interface to FFIS
PSD is examining future capabilities that will extend system capabilities, consistent with the vision
FY05 IAS Functional Vision
e-Catalog
e-Invoicing
Data Warehouse
Auctions
e-RFx
Asset Management
Interface (CPAIS)
Requisition Processing
Contract Management
Financial Interface
Review and Approval
ReceivingReconciliation
System Administration and Reporting
Solicitation Preparation
RFP Advertisement & Distribution / Fed Biz Opps
Proposal Acceptance Award
Contract Modification
Audit Support
Contract Closeout
Purchase Orders
5 February 2006
Overview of IAS ProcessesOverview of IAS Processes
RequisitionOrder /
ContractReceipt Invoice
Payment Backfeed
• Requisition user creates or modifies a request
• Request is approved by manager in program office
• Request is approved by others (e.g.: property or IT. Optional setup per agency.)
• Request is approved by Finance for Commitment
• Contracting Officer completes all pre-award research, processes, and documentation
• Synopsis abstracts can be sent to FBO from IAS; Otherwise, CO must post IAS- created documents to FBO
• Contracting Officer completes obligating document including all terms and conditions
• Contracting Officer releases obligating document and completes FPDS-NG reports
• Requisitioner or other designee enters receipt and acceptance into IAS
• Contracting Officer or other designee may review off-line for official acceptance prior to entry in IAS
• ACFO-FO COD APB enters the invoice into IAS
• ACFO-FO COD APB resolves issues related to discrepancies
• ACFO-FO COD APB transmits invoice to schedule payment
• Agency designee reviews payment backfeed for accuracy
6 February 2006
IAS Implementation LifecycleIAS Implementation Lifecycle
Identify Agency Team
Data Gathering / Validation
Data Entry Transition to Customer Care
Business Process Policy
Integration Go LiveGo Live SignoffSignoff
Outreach / Education
Training Management & Delivery
Configuration Prep
7 February 2006
Purpose and Goals for TodayPurpose and Goals for Today
Obtain a detailed understanding of current REE “As-Is” Requisitioning, Receiving and Invoicing processes
Identify potential changes or gaps for REE based on new “To Be” IAS processes (systems, forms, staff, etc.)
Identify any non-standard or unusual transactions
8 February 2006
Standard USDA Procurement ProcessStandard USDA Procurement Process
Requestor
CO
COTR
Does this map to your current process? Are there deviations from the example above? If so, what?
Create Requisition
Program
Approve Requisition
Program/Budget
Generate Award
AcquisitionsBudget
Receives Invoice
Budget
Review•Receipt & Acceptance (Requestor)•Verify distribution (AFM)
Budget
Fax Receipt to NFC
NFC
Invoice Entry
9 February 2006
RequisitioningRequisitioningRequisition Order /
ContractReceipt Invoice
Create Requisition
Program Approval (optional)
Funds ApprovalEdit
sEdit
s
Commit
Creation of Requisition Who creates the Requisition? What office are they from? What form(s) are being used in the creation of the Requisition (other than AD700)? What systems, if any, are used for Requisition entry? How do you number your Requisitions? Do you maintain a log?
Approval of Requisition Who are the individuals involved in approving the Requisition? What is the order of approval? Who ultimately signs off on the Requisition? How is it routed for signature (e.g., fax or mail)? Who is actually responsible for approving availability of funds ? Who sends the Requisition to Contracting and how is it sent?
Unusual Transactions Describe any unusual transactions you process (e.g., transactions funded differently)?
10 February 2006
Receiving and InvoicingReceiving and InvoicingRequisition
Order / Contract
Receipt Invoice
Vendor Delivers Goods/ Services
Vendor Submits Invoice
Designee Receives (Acceptance) in IAS Deobligation
of Remaining FundsInvoice Entered in IAS
Initiate Closeout
Procedures
Receiving Who are the individuals involved in receiving goods and acknowledging services rendered? Who creates the receipt? Who do they send the receipt to? What form(s) are being used in the creation of the Receipt (e.g., AD838B)? Is there a difference between individual receiving the goods vs. individual receipting for the goods?
Invoicing Who initially receives the invoice from the vendor? Who reviews the invoice (for acceptance, budget, line item disbursal, etc.) and how is the invoice
transmitted to this person? What systems are involved in the invoicing process? How does the receipt/invoice get into FFIS? How do you interact with vendors (e.g., phone, email, fax, etc.)?
YesFinal Payment
No
11 February 2006
Known Change Management IssuesKnown Change Management Issues
Identified Issue Effect on REE IAS Users
Commitment Accounting Any change (other than Admin) must be initiated by requisition creator
Tolerances As of May 24, 2005, tolerances will be available and enforced in FFIS
Line items must still be entered, though (eg: for shipping and handling)
Purchase Order System (PRCH) Shutdown
Identify orders which will extend past 6 month shut-down window (based on your ‘Go Live’ date, this means any order or line item to exercised in FY06)
Standard Forms No more use of AD forms
Sub-CLINs Restructure line items
Invoice Entry All invoices entered by OCFO, COD, APB (NFC)
12 February 2006
Known Change Management IssuesKnown Change Management Issues
Identified Issue Effect on REE IAS Users
Document Numbering IAS will auto-number documents based on FPDS-NG and policy standards; reports will be driven off fields other than the document number
Real-time interface to FFIS Requisitions and obligations are inserted into FFIS real-time (< 2 minutes) rather than overnight; No additional entry needed
Document Suspense File (SUSF)
Users will use IAS error tables
COMT Acquisition staff will request new vendors be added to FFIS via the PVND screen in IAS
Three-way matching Requisitioners will now have to enter receipts (certification and acceptance) in IAS in order for invoices to be processed
13 February 2006
Next StepsNext Steps
Action Item Review
Deliver complete list of gaps between current process and future process in IAS
Move into Configuration Preparation phase of implementation
Top Related