Functional Design Document Food Aid Information System (FAIS) FDD_v1.2.pdf · 2020-02-12 · rules,...

US Department of Agriculture Foreign Agricultural Service

Formatted: Font: (Default) Arial, 2 pt, Bold, Font color: Black

Formatted: Header,h,hd, Left, Indent: Left: -0.07", Line spacing: 1.5 lines, Tabs: 0.5", Left

Functional Design Document Food Aid Information System (FAIS)

June 418, 2007 v1.12

Prepared by: Teracore, Inc.

Formatted: Font: (Default) Arial

For Additional Information Contact: Barrett Witkin

Contracting Team [email protected]

202-720-0138or

Mark Clark FAIS Project Manager

[email protected]

U.S. Department of Agriculture Teracore, Inc. Foreign Agricultural Service

Formatted: Indent: Left: 0", Tabs: 3", Centered + 6", Right + Not at 11.88" + 12"


Functional Design Document v1.1 2 Page 4 of 4296/0418/07

Formatted: Footer,f, Centered, Indent: Left: -0.08"



Formatted: Font: Arial

Document Change Control Sheet

Formatted TableDate Filename/Version # Author Revision Description 6/4/2007 FDD / 1.0 Teracore

Contracting Team Initial draft.

6/4/2007 FDD / 1.1 Teracore Contracting Team

Updated per cycle submissions.

6/18/2007 FDD / 1.2 Teracore Contracting Team

Updated per client review.















Functional Design Document v1.1 2 Page 5 of 429 6/0418/07




TABLE OF CONTENTS Formatted: Indent: Left: 0", Tabs: 3", Centered + 6", Right + Not at 11.88" + 12"

1 PURPOSE AND LAYOUT 7

2 FUNCTIONAL DESIGN DOCUMENT: FEATURES 8

3 SYSTEM INTERFACE ASSUMPTIONS 422



Functional Design Document v1.1 2 Page 6 of 4296/0418/07



1 PURPOSE AND LAYOUT

This Functional Design Document lists all of the features and the corresponding assumptions, business rules, and relationships for the Food Aid Information System (FAIS). It is intended to be used in conjunction with the To-Be Document to understand the detailed, required (or in some cases desired) functionality for the FAIS system. Thus, all features in this document correspond with an Activity identified in the To-Be process flows.

All features are listed in the tables below. Each row represents a single feature, and contains a number of different types of information about that feature in each of the row’s columns including the:

• Feature Number: A unique identifier assigned to each feature. Each number is pre-pended with “FR” an abbreviation designated for features, and followed with a unique numeric identifier. These numbers always match the number from the corresponding process, sub-process, activity, or task in the To-Be Process flows (in either the High or Detail-Level Flows ). If multiple features are assigned to a single feature, the number is followed by a letter (e.g. FR1.1.1a).

• Feature Name: A text name of the feature. These names always match the name from the corresponding process, sub-process, activity, or task in the To-Be Process flows (in either the High or Detail-Level Flows ).

• Description: A text description outlining the details of the feature. • Relationship/Traces-To: Lists the feature, business rule, or assumption that corresponds with a

feature. An o Business Rules: A rule that confines or constrains some aspect of the system’s

functionality, asserting an intended business structure or influencing behavior of the system. Each Business Rule identifiers pre-pended with “BRULE”, an abbreviation designated for features, and followed with a unique numeric identifier.

o Assumption: A description referring to an intended external interface between FAIS and another information system. Each Assumption identifier is pre-pended with “ASSUM”, and is followed with a unique numeric identifier.

• Priority Level: A descriptor explaining whether the feature is required or only desired functionality. • Status: The current state of the feature, identifying whether it is on hold, in progress, or approved

(i.e. reviewed and finalized). • Process Owner: The intended individual or group of users intended to utilize, maintain, or own that

particular feature’s corresponding functionality.

The Functional Design Document: Appendix A is the list of features which contain traces to any Assumptions (i.e. traces to any external system interfaces).

Functional Design Document v1.1 2 Page 7 of 429 6/0418/07






itePro_

o:FRRe

ro:FRRe

ro:FRRe

ro:FRRe

ro:FRRe

ro:FRRe

ro:Relat

o:Attri

Pro:FR

Pro:FR

Pro:FR

Pro:Rel

o:Attr


FAIS

Functional Design Document v1.1 2

Page Page 8 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted

Formatted Table

2 FUNCTIONAL DESIGN DOCUMENT: FEATURES

Feature ID# Feature Name Description Relationship / Traces from: Priority Level

Status Process Owner

FR1 Budgeting and Planning The system shall support the Budgeting and Planning processes which include: Budget Creation, Budget Allocation, Planning, and Reconciliation.

Mandatory Approved FAD Director’s Office, OGA Analyst

FR1.1 Budget Creation The system shall support the budget creation activities for all program types as relevant.


FR1.1. 2 Determine Limited Cash Accounts Budget Requests

The system shall allow the user to determine the limited cash accounts food budget request (FFP) that will be submitted in the President’s budget.

Mandatory Approved FAD Director’s Office

FR1.1. 2. 1a Determine Administrative Budget

The system shall allow the user to enter the fixed administrative budget for the current and out years by program.


FR1.1. 2. 1b Determine Administrative Budget

The system shall allow the user to select the administrative budget per program for the prior fiscal years to view.


FR1.1. 2. 1c Determine Administrative Budget

The system shall allow the user to modify the existing budget and/or create a new budget for the same year. BRULE1

Determine Administrative Budget The user will not be able to modify the existing budget if the President’s Budget has been received or if the fiscal year has passed.


FR1.1. 2. 2a Determine Freight Budget The system shall allow the user to enter the fixed freight budget for the current and out years by program.


FR1.1. 2. 2b Determine Freight Budget The system shall allow the user to select the freight budget per program for the prior fiscal years to view.


FR1.1. 2. 2c Determine Freight Budget The system shall allow the user to modify the existing budget and/or create a new budget for the same year. BRULE2


Formatted

Formatted

Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Comment [OPEN1]: C:Requis

Comment [REPEAT2]: ReqPr

Comment [REPEAT3]: ReqP







Comment [REPEAT10]: Req





... [2]

... [3]

... [1]

... [4]

... [19]

... [5]

... [20]

... [6]

... [21]

... [7]

... [22]

... [8]

... [23]

... [9]

... [24]

... [10]

... [25]

... [11]

... [26]

... [12]

... [27]

... [13]

... [28]

... [14]

... [29]

... [15]

... [30]

... [16]

... [31]

... [17]

... [32]

... [18]

... [33]

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:Rel

o:Attr


FAIS


Page Page 9 of of 429 6/0418/07

Formatted: Indent: Left: 0", Tabs: 3", Centered + 6", Right + Not at 11.88"



Formatted: Left, Tabs: 3", Centered + Not at 4.5"

Formatted Table



Determine Freight Budget The user will not be able to modify the existing budget if the President’s Budget has been received or if the fiscal year has passed.

FR1.1. 2. 2d Determine Freight Budget If the user wishes to modify the existing budget then all calculations will be based on the data received and/or retrieved from when the original budget was submitted.

BRULE3

Determine Freight Budget The user will not be able to modify the existing budget if the President’s Budget has been received or if the fiscal year has passed.


FR1.1. 2. 3 Retrieve Freight Purchase Price and Quantity

The system shall retrieve and store the freight purchase price and quantity from the past 12 months by program and commodity.


FR1.1. 2. 4 Calculate Freight Price Weighted Average

The system shall calculate, display, and store the freight price weighted average for limited cash accounts. BRULE4

Calculate Freight Price Weighted Average : 1) For each commodity purchase within the last 12 months, calculate the Total Freight Price by program using the following formula:

Unit Price for Freight per Commodity x Tonnage per Commodity

2) Then calculate the Weighted Value using the following formula:

Total Freight Price / Total Tonnage by Commodity


FR1.1. 2. 5 Calculate Tonnage The system shall calculate, display, and store tonnage by program and commodity. BRULE5

Calculate Tonnage 1) First calculate the Freight Budget by Commodity using the following formula:


Formatted Table





















... [40]

... [36]

... [35]

... [34]

... [41]

... [37]

... [43]

... [42]

... [38]

... [39]

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:FR

Pro:FR

Pro:FR

Pro:FR


FAIS


Page Page 10 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Freight Budget (by program) x Percentage of Commodity Used (by program & commodity)

Freight Budget by Commodity / Freight Price Weighted Average (by commodity)

2) Then calculate the Tonnage using the following formula: Freight Budget by Commodity / Freight Price Weighted Average (by commodity)

FR1.1. 2. 6 Calculate Out Year Commodity Budget

The system shall calculate, display, and store the out year commodity budget. BRULE6

Calculate Out Year Commodity Budget: 1) Tonnage x OGA prices (by commodity)


FR1.1. 2. 7 Calculate Current Year Commodity Budget

The system shall calculate, display, and store the current year commodity budget. BRULE7

Calculate Current Year Commodity Budget: 1) Tonnage x Commodity Price Weighted Average (by program)


FR1.1. 3 Determine Full Cash Accounts Budget Requests

The system shall allow the user to determine the full cash accounts food budget request (Title I, Title II, and FFE) that will be submitted in the President's budget.


FR1.1. 3. 1 Retrieve Title I Carry-over Funds

The system shall retrieve the carry-over funds for the current year for Title I.


FR1.1. 3. 2 Receive Title II Carry-over Funds

The system shall allow the user to enter the carry-over funds for Title II.


FR1.1. 3. 3a Determine Total Food Aid Budget

The system shall allow the user to enter in the total food aid budget for the current and out years by program.


FR1.1. 3. 3b Determine Total Food Aid Budget

The system shall allow the user to select the food aid budget per program for the prior fiscal years to view.





Formatted Table




















... [46]

... [44]

... [47]

... [45]

... [54]

... [49]

... [52]

... [55]

... [50]

... [53]

... [56]

... [48]

... [51]

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:FR

Pro:FR

Pro:Rel

o:Attr


FAIS


Page Page 11 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR1.1. 3. 3c Determine Total Food Aid Budget


Determine Total Food Aid Budget The user will not be able to modify the existing budget if the President’s Budget has been received or if the fiscal year has passed.


FR1.1. 3. 3d Determine Total Food Aid Budget

If the user wishes to modify the existing budget then all calculations will be based on the data received and/or retrieved from when the original budget was submitted.

BRULE8

Determine Total Food Aid Budget The user will not be able to modify the existing budget if the President’s Budget has been received or if the fiscal year has passed.


FR1.1. 3. 4 Retrieve Total Obligated Administrative Costs

The system shall retrieve and store the total administrative costs for the last available full fiscal year by program.

Assumption: When determining the mid-year Budget, use the previous fiscal year obligations. When determining the end-year Budget, use the current fiscal year obligations.


FR1.1. 3. 5 Retrieve Last Available Full Fiscal Year Approved Budget

The system shall retrieve the approved budget by program for the last available full fiscal year.


FR1.1. 3. 6a Calculate Obligated Percentage of Administrative Costs

The system shall calculate, display, and store the percentage of the program budget spent on administrative costs for the last available full fiscal year.

BRULE10

Calculate Obligated Percentage of Administrative Costs The system shall calculate the percentage of obligated administrative costs for the last available full fiscal year by using the following formula:

Obligated Administrative Costs / Last Available Full Fiscal Year Approved Total Program Budget





Formatted Table




















... [59]

... [66]

... [60]

... [58]

... [67]

... [62]

... [65]

... [68]

... [57]

... [69]

... [63]

... [61]

... [64]

Pro:FR

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:Rel

o:Attr


FAIS


Page Page 12 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR1.1. 3. 6b Calculate Obligated Percentage of Administrative Costs

The system shall allow the user to adjust the percentage of actual administrative costs based on information received for Title II administrative costs from USAID.


FR1.1. 3. 7 Determine Administrative Budget

The system shall calculate, display, and store the administrative budget for the current and out years by program. BRULE11

Determine Administrative Budget The system shall calculate the administrative budget by using the following formula:

Percentage of Administrative Costs x Total Food Aid Budget


FR1.1. 3. 8 Determine Non-Calculated Draw-downs

The system shall allow the user to enter draw-downs to the current and out years by program.

Note: An example of a drawdown would be rescissions and types of transfers.


FR1.1. 3. 9 Determine Total Available for Programming Budget

The system shall calculate, display, and store the total available programming budget for the current and out years by program. BRULE259

Determine Total Available for Programming Budget The system shall calculate the total available programming budget by using the following formula:

Total Food Aid Budget - Administrative Budget and any Non-Calculated Drawdowns (i.e. rescissions)


FR1.1. 3.10 Retrieve Total Freight Costs The system shall retrieve and store total freight costs for the last available full fiscal year by program.

Note: When determining the mid-year Budget, retrieve the latest freight costs (actual if available, otherwise contract if available, otherwise use obligated) for the previous bill-to fiscal year for each program.

ASSUM11

Kansas City Applications This assumes that Kansas City Applications will be able to send and/or receive the information listed in traced features through a feed.







Formatted Table


















... [78]

... [73]

... [71]

... [70]

... [72]

... [74]

... [75]

... [81]

... [79]

... [82]

... [76]

... [77]

... [80]

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:FR

Pro:Rel

o:Attr

Pro:FR

Pro:Rel

o:Attr


FAIS


Page Page 13 of of 429 6/0418/07





Formatted Table



When determining the end-year Budget, retrieve the latest freight costs (actual if available, otherwise contract if available, otherwise use obligated) for the current bill-to fiscal year for each program.

This is under the assumption that Kansas City Applications will provide Title II freight costs. Freight costs for Title I and FFE will be retrieved from the SF-1166’s or Bill of Ladings.

If it is not feasible to retrieve Title II freight costs from Kansas City Applications, then they will have to be retrieved from USAID.

FR1.1. 3.11a Calculate Actual Percentage of Freight Costs

The system shall calculate, display, and store the percentage of the program budget spent on freight costs for the last available full fiscal year.

BRULE12

Calculate Actual Percentage of Freight Costs The system shall calculate the percentage of actual freight costs for the last available full fiscal year by using the following formula:

Freight Costs / Last Available Full Fiscal Year Approved Total Program Budget


FR1.1. 3.11b Calculate Actual Percentage of Freight Costs

The system shall allow the user to adjust the percentage of actual freight costs based on information received for Title II administrative costs from USAID.


FR1.1. 3.12 Determine Freight Budget The system shall allow the user to view the freight budget for the current and out years by program. BRULE13

Determine Freight Budget The system shall calculate the freight budget by using the following formula:

Percentage of Freight Costs x Total Available for Programming Budget


FR1.1. 3.13 Determine Commodity Budget

The system shall allow the user to view the total commodity budget for the current and out years by program. BRULE14


Formatted Table





















... [89]

... [85]

... [84]

... [83]

... [90]

... [86]

... [92]

... [91]

... [87]

... [88]

Pro:FR

qPro:FR

qPro:FR

qPro:FR

qPro:FR

qPro:Rel

qPro:Attr

qPro:FR

qPro:FR

qPro:FR

qPro:Rel

qPro:Attr

qPro:FR


FAIS


Page Page 14 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table

Formatted Feature ID# Feature Name Description Relationship / Traces from: Priority

Level Status Process Owner

Determine Commodity Budget The system shall calculate the commodity budget by using the following formula:

Total Available for Programming Budget - Freight Budget

FR1.1. 4 Determine Title I Account Country Estimates

The system shall allow the user to determine the Title I account country estimates.


FR1.1. 4. 1 Retrieve Programmed Countries from Existing Obligations

The system shall retrieve and display programmed countries for the current fiscal year for all existing obligations.


FR1.1. 4. 2 Retrieve Programmed Countries from Agreements

The system shall retrieve and display programmed countries for the current fiscal year for all agreements.


FR1.1. 4. 3 Determine Programming Countries

The system shall allow the user to include additional or exclude countries.


FR1.1. 4. 4 Calculate Historical Averages

The system shall calculate, display, and store historical averages of the past three years per country.

Note: This includes the full values for Title I (loans + subsidies).

BRULE15

Calculate Historical Averages For each country, average the value programmed of the past three years


FR1.1. 4. 5 Enter Initial Subsidy Factors The system shall allow the user to enter in the subsidy value for each country.


FR1.1. 4. 6 Request Risk Factors The system shall request risk factors for Title I countries receiving loans from the Risk Management Office.


FR1.1. 4. 7 Enter Loan Subsidy Factors The system shall allow the user to enter subsidy factors for Title I countries receiving loans from the Risk Management Office. BRULE16

Enter Loan Subsidy Factors Based on risk factor, FAD will calculate subsidy factor manually.


FR1.1. 4. 8 Calculate Subsidy The system shall calculate, display, and store the subsidy amount Mandatory Approved FAD Director’s

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted


Comment [REPEAT69]: Re












... [93]

... [94]

... [95]

... [109]

... [96]

... [110]

... [97]

... [111]

... [98]

... [112]

... [99]

... [113]

... [100]

... [114]

... [101]

... [115]

... [102]

... [116]

... [103]

... [117]

... [104]

... [118]

... [105]

... [119]

... [106]

... [120]

... [107]

... [121]

... [108]

... [122]

qPro:Rel

qPro:Attr

qPro:FR

qPro:Rel

qPro:Attr

qPro:FR

qPro:FR

qPro:FR

qPro:Rel

qPro:Attr


FAIS


Page Page 15 of of 429 6/0418/07





Formatted Table



for the Title I loan for each country. BRULE17

Calculate Subsidy The system shall calculate the subsidy by the following formula:

Subsidy Percentage x Historical Average

Office

FR1.1. 4. 9a Adjust Country Estimates The system shall allow the user to adjust the country estimates. BRULE18

Adjust Country Estimates If the Total Commodity Budget for each year does not equal the total Title I Account Country Estimates, then the user must remove one of more programmed countries and/or adjust the allocated value to one or more countries until the totals match.


FR1.1. 4. 9b Adjust Country Estimates The system shall alert the user when the Total Commodity Budget for each year does not equal the total Title I Account Country Estimates.


FR1.1. 6 Determine Commodity Tonnage Estimates

The system shall allow the user (FAD Director's Office) to determine out year and current year commodity tonnage estimates that will be submitted in the President's budget request.


FR1.1. 6. 1 Retrieve Title II Tonnage The system shall retrieve and store Title II Tonnage by commodity for the current fiscal year.

Note: The tonnage received for the current fiscal year will be organized by the Title II program. Under Title II the system will retrieve the tonnage for multiple commodities (Wheat, Soybean, Corn, etc.) This is also an input to the calculate percentage of Commodity Used process.

Assumption: Kansas City applications will be able to provide Title II tonnage. If this option is not feasible, Title II tonnage will have to be retrieved from USAID.

ASSUM11



Formatted Table





















... [124]

... [129]

... [128]

... [123]

... [131]

... [126]

... [132]

... [127]

... [130]

... [125]

.rqs', Kar

ement( P:

hip('P:\R

alue('


FAIS 3", Centered + 6", Right + Not at 11.88"




Formatted Table



FR1.1. 6. 2 Retrieve Tonnage from Agreements

The system shall retrieve and store tonnage by program and commodity for the current fiscal year for all agreements.

Note: The tonnage received from all of the agreements for the current fiscal year will be organized by each program. Under each program the system will retrieve multiple commodities. For example, under the FFE program, the system will retrieve the tonnage for Wheat, Soybean, Corn, etc.


FR1.1. 6. 3 Retrieve Tonnage from Approved Proposals

The system shall retrieve and store tonnage by program and commodity for the current fiscal year for all approved proposals.

Note: The tonnage received from all of approved proposals for the current fiscal year will be organized by each program. Under each program the system will retrieve multiple commodities. For example, under the FFE program, the system will retrieve the tonnage for Wheat, Soybean, Corn, etc.


FR1.1. 6. 4 Retrieve Tonnage from Existing Obligations

The system shall retrieve and store tonnage by program and commodity for the current fiscal year for all existing obligations.

Note: The tonnage received from all of existing obligations for the current fiscal year will be organized by each program. Under each program the system will retrieve multiple commodities. For example, under the FFE program, the system will retrieve the tonnage for Wheat, Soybean, Corn, etc.


FR1.1. 6. 5 Calculate Percentage of Commodity Used

The system shall calculate, display, and store the calculated percentage of commodity used. BRULE19

Calculate Percentage of Commodity Used The system shall calculate the percentage of commodity used by using the following formulas:

1) Aggregate the tonnage for each commodity by program 2) Aggregate the tonnage by program 3) Then for each program take the Total Tonnage for Each Commodity / Total Tonnage to calculate the Percentage of Commodity Used by program



Formatted Table






Comment [REPEAT91]: ReqPro:FR Requirement:ReqPro|1.1|Requirement('P: \Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2734')

Comment [REPEAT92]: ReqPro:FR Requirement:ReqPro|1.1|Requirement('P: \Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2735')

Comment [REPEAT93]: ReqPro:FR Requirement:ReqPro|1.1|Requirement('P: \Requisite Pro\FAS_Projects\FAS_Projects '

Comment [REPEAT94]: ReqPro:FR Requirement:ReqPro|1.1|Requir '

Comment [REPEAT95]: ReqPro:Rel ationship:ReqPro|1.1.1|Relations

Comment [REPEAT96]: ReqPro:Attr ibuteValue:ReqPro|1.1.1|AttributeV... [136]

... [133]

... [135]

... [134]

Formatted: Indent: Left: 0", Tabs:

Functional Design Document v1.1 Page Page 16 of of 429 6/0418/07 2

qPro:FR

qPro:Rel

qPro:Attr

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 17 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR1.1. 6. 6 Determine Commodity List for Estimates

The system shall allow the user to select from a list of commodities that require out year commodity forecasting prices. The selected commodity will be stored in the system.

FR4.2. 14

Maintain Commodity List The system shall allow the user to maintain a list of all commodities. The Commodity list should include: - Commodity - Commodity Code - CCC Code - Commodity Specification Available (Y/N) - Scarce Commodity Indicator


FR1.1. 6. 7a Forecast Commodity Prices The system shall allow the user (OGA Analyst) to enter the forecasted price for each commodity that was requested.

Mandatory Approved OGA Analyst

FR1.1. 6. 7b Forecast Commodity Prices The system shall allow the user (FAD Director's Office) to select commodity prices for the prior fiscal years to view.


FR1.1. 6. 7c Forecast Commodity Prices The system shall send an e-mail notification to the user (OGA Analyst) when the commodities have been selected.

Desirable Approved FAD Director’s Office

FR1.1. 6. 7d Forecast Commodity Prices The system shall send an e-mail notification to the user (FAD Director’s Office) when the OGA prices have been entered.

Desirable Approved OGA Analyst

FR1.1. 6. 8 Are Commodity Mixes Needed?

The system shall allow the user to determine (Y/N) if commodity mixes are needed.


FR1.1. 6. 9 Group Commodity Mixes If commodity mixes are needed, the system shall allow the user to select from a list of commodities to be grouped and assign it a name. The selected commodities will be stored in the system.

Note: For example, the user can select peas, beans, and lentils and assigned them the name of “PBL”.

FR4.2. 14

Maintain Commodity List The system shall allow the user to maintain a list of all commodities. The Commodity list should include: - Commodity - Commodity Code - CCC Code - Commodity Specification Available (Y/N)





Formatted Table




















... [138]

... [146]

... [140]

... [144]

... [139]

... [142]

... [145]

... [148]

... [137]

... [149]

... [143]

... [141]

... [147]

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 18 of of 429 6/0418/07





Formatted Table



- Scarce Commodity Indicator

FR1.1. 6.10 Calculate Commodity Mixes Price Averages

The system shall calculate, display, and store the average price for each commodity mix for out year estimates. BRULE20

Calculate Commodity Mixes Price Averages The system shall calculate the commodity mixes price average by averaging the price of the grouped commodities.


FR1.1. 6.11 Calculate Out Year Commodity Tonnage Estimates

The system shall calculate, display, and store the out year commodity tonnage estimates. BRULE21

Calculate Out Year Commodity Tonnage Estimates The system shall calculate the out year commodity estimates by using the following formulas:

1) Calculate the Out Year Budget by Commodity and Program by taking the:

Total Out Year Commodity Budget x Percentage of Commodity Used (by program & commodity)

2) Then calculate the Out Year Commodity Tonnage Estimates by taking the:

Out Year Budget by Commodity and Program / OGA Prices (by commodity)

Notes: - Percentage of commodity used must remain fixed - The remaining total available budget less freight is the commodity budget and that remains fixed.


FR1.1. 6.12 Retrieve Commodity Purchase Price and Quantity

The system shall retrieve and store purchase price and quantity by program for the past 12 months. ASSUM11


Formatted Table










Comment [REPEAT108]: ReqPro:F RRequirement:ReqPro|1.1|Requirement(' P:\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2745')









... [152]

... [150]

... [156]

... [154]

... [157]

... [155]

... [151]

... [153]

3-

ship( P:\

U.S. Department of Agriculture Teracore, Inc. Formatted: Indent: Left: 0", Tabs: Foreign Agricultural Service





Formatted Table



Note: The purchase price and quantities retrieved for each commodity for the past 12 months will be organized by program. Under each program the system will retrieve each instance of a commodity purchased with its respective purchase price and quantity. For example, under the FFE program, the system will retrieve the purchase price and quantity of each instance of Wheat. This is also an input to the Calculate Commodity Price Weighted Average Process.

Assumption: This is under the assumption that Kansas City Applications will provide all commodity costs.

If the first option is not feasible, commodity costs for Title I and FFE will have to be entered from the SF-1166’s or Bill of Ladings. Commodity costs for Title II will have to be received from USAID.


FR1.1. 6.13 Calculate Commodity Price Weighted Average

The system shall calculate, display, and store commodity price weighted average for current year estimates. BRULE22

Calculate Commodity Price Weighted Average 1) For each commodity purchase within the last 12 months, calculate the Total Commodity Price by program using the following formula:

Unit Price per Commodity x Tonnage per Commodity

2) Then calculate the Weighted Value using the following formula:

Total Commodity Price / Total Tonnage by Commodity


FR1.1. 6.14 Calculate Current Year Commodity Tonnage Estimates

The system shall calculate, display, and store the current year commodity tonnage estimates. BRULE23

Calculate Current Year Commodity Tonnage Estimates The system shall calculate the current year commodity estimates by using the following



Formatted Table







Comment [REPEAT118]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2748','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}2748{4BFB83C

Comment [REPEAT119]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue

Comment [REPEAT120]: ReqPro:F RRequirement:ReqPro|1.1|Requirement('

Comment [REPEAT121]: ReqPro:R elationship:ReqPro|1.1.1|Relation '


... [160]

... [162]

... [159]

... [161]

... [158]


Teracore, Inc.

FAIS



formulas:

1) Calculate the Current Year Budget by Commodity and Program by taking the:

Total Current Year Commodity Budget x Percentage of Commodity Used (by program & commodity)

2) Then calculate the Current Year Commodity Tonnage Estimates by taking the:

Current Year Budget by Commodity and Program / Commodity Price Weighted Average (by program)

Notes: - Percentage of commodity used must remain fixed - The remaining total available budget less freight is the commodity budget and that remains fixed.

FR1.1. 7 Determine President’s Budget Request

The system shall allow the user to compile and submit the President's budget request.


FR1.1. 7. 1 Compile Budget Request Package

The system shall compile the administrative, freight, and commodity budgets including Title I account country estimates for all programs as relevant.

The FFP, Title I funded Program Budget is included in the Title I Budget while the FFP, CCC funded Program Budget is included in the FFP Budget.


FR1.1. 7. 2 Submit Budget Request Package

The system shall allow the user to submit the budget request package organized by program to FAS/FSA budget offices.


FR1.1.11 Request Ad-Hoc Apportionments

The system shall allow the user to request ad-hoc apportionments. Mandatory Approved FAD Director’s Office

FR1.1.11. 1a Create and Request The system shall allow the user to select the account when creating Mandatory Approved FAD Director’s

U.S. Department of AgricultureForeign Agricultural Service





Formatted Table

Formatted Table










Comment [REPEAT127]: ReqPro:F RRequirement:ReqPro|1.1|Requirement('... [163]


Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 21 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



MARAD Apportionment a MARAD apportionment request. The selected account will be stored in the system.

FR4.2. 2

Maintain Funding Sources The system shall maintain a list of Funding Sources. Type of Funding Sources should include the following: - Title I - CCC - FAS - 416 (b)

Office

FR1.1.11. 1b Create and Request MARAD Apportionment

The system shall allow the user to select the program type when creating a MARAD apportionment request. The selected program type will be stored in the system.

FR4.2. 3

Maintain Program Type The system shall maintain a list of Program Types. The Program Types should include the following: - FFP - FFE - Title I - 416 (b)


FR1.1.11. 1c Create and Request MARAD Apportionment

The system shall populate the amount of MARAD funds available to the user.


FR1.1.11. 1d Create and Request MARAD Apportionment

The system shall allow the user to enter the amount requested for the MARAD apportionment. This amount cannot exceed the amount of MARAD funds available.


FR1.1.11. 1e Create and Request MARAD Apportionment

The system shall allow the user to request a full or partial MARAD apportionment via e-mail. This request will include the account, program, and amount requested.


FR1.1.11. 2a Create 416 (b) Apportionment Request


Create 416 (b) Apportionment Request The user will not be able to modify the existing budget once the apportionment has been






Formatted Table



















... [165]

... [170]

... [173]

... [168]

... [166]

... [169]

... [172]

... [175]

... [167]

... [176]

... [164]

... [171]

... [174]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 22 of of 429 6/0418/07

Formatted

Formatted

Formatted


Formatted Table



received.

FR1.1.11. 2b Create 416 (b) Apportionment Request

If the user wishes to modify the existing budget then all calculations will be based on the data received and/or retrieved from when the original budget was submitted.

BRULE24

Create 416 (b) Apportionment Request The user will not be able to modify the existing budget once the apportionment has been received.


FR1.1.11. 2c Create 416 (b) Apportionment Request

The system shall allow the user to select prior 416 (b) apportionment requests to view.


FR1.1.11. 2d Create 416 (b) Apportionment Request

The system shall allow the user to select the commodity when creating a 416 (b) apportionment request. The selected commodity will be stored in the system.

FR4.2. 14



FR1.1.11. 2e Create 416 (b) Apportionment Request

The system shall allow the user to enter the tonnage associated with the commodity when creating a 416 (b) apportionment request.


FR1.1.11. 2f Create 416 (b) Apportionment Request

The system shall allow the user to enter the total administrative costs when creating a 416 (b) apportionment request.


FR1.1.11. 2g Create 416 (b) Apportionment Request

The system shall allow the user to enter the total ITSH costs when creating a 416 (b) apportionment request.


FR1.1.11. 3 Retrieve Commodity Costs The system shall retrieve and store selected commodity costs by program for the past 12 months.

Note: This is under the assumption that Kansas City Applications will provide all commodity costs.

ASSUM11

Kansas City Applications This assumes that Kansas City Applications will


Formatted


Formatted

Formatted Table



Formatted


















... [181]

... [180]

... [179]

... [178]

... [185]

... [184]

... [182]

... [188]

... [190]

... [189]

... [192]

... [191]

... [183]

... [193]

... [177]

... [194]

... [186]

... [195]

... [187]

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 23 of of 429 6/0418/07





Formatted Table



If the first option is not feasible, commodity costs for all programs (except Title II) will be entered from the SF-1166’s or Bill of Ladings. Commodity costs for Title II will have to be received from USAID.

be able to send and/or receive the information listed in traced features through a feed.

FR1.1.11. 4 Calculate Commodity Price Weighted Average

The system shall calculate, display, and store commodity price weighted average for all programs combined. BRULE26

Calculate Commodity Price Weighted Average 1. For each selected commodity purchase within the last 12 months, calculate the Total Commodity Price across all programs using the following formula:

Unit Price per Commodity x Tonnage per Commodity

2. Then calculate the Weighted Value using the following formula:

Total Commodity Price / Total Tonnage by Commodity


FR1.1.11. 5 Calculate Commodity Costs The system shall calculate, display, and store commodity costs for 416 (b) apportionments. BRULE27

Calculate Commodity Costs 1. Calculate the commodity costs using the following formula:

Commodity Price Weighted Average x Tonnage


FR1.1.11. 6 Retrieve Freight Costs The system shall retrieve and store freight costs for the selected commodity by program for the past 12 months.

Note: This is under the assumption that Kansas City Applications will provide Title II freight costs. Freight costs for all other programs will be retrieved from the SF-1166’s or Bill of Ladings.

If it is not feasible to retrieve Title II freight costs from Kansas City

ASSUM11



Formatted Table



















... [198]

... [196]

... [202]

... [200]

... [203]

... [201]

... [197]

... [199]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 24 of of 429 6/0418/07





Formatted Table



Applications, then they will have to be received from USAID.

FR1.1.11. 7 Calculate Freight Price Weighted Average

The system shall calculate, display, and store the freight price weighted average for all programs combined. BRULE28

Calculate Freight Price Weighted Average 1. For each selected commodity purchase within the last 12 months, calculate the Total Freight Price across all programs using the following formula:

Unit Price for Freight per Commodity x Tonnage per Commodity

2. Then calculate the Weighted Value using the following formula:

Total Freight Price / Total Tonnage by Commodity


FR1.1.11. 8 Calculate Freight Costs The system shall calculate, display, and store freight costs for 416 (b) apportionments. BRULE29

Calculate Freight Costs 1. Calculate the freight costs using the following formula:

Freight Price Weighted Average x Tonnage


FR1.1.11. 9 Request 416 (b) Apportionment

The system shall allow the user to request a full or partial 416 (b) apportionment via e-mail. This request will include the commodity, tonnage, commodity costs, freight costs, administrative costs, and ITSH costs.


FR1.1.11.10a Create and Request Supplemental FFP-CCC Apportionment

The system shall allow the user to select the commodity when creating a FFP-CCC Apportionment. The selected commodity will be stored in the system.

FR4.2. 14

Maintain Commodity List The system shall allow the user to maintain a list of all commodities. The Commodity list should


Formatted Table





















... [206]

... [210]

... [205]

... [209]

... [211]

... [207]

... [204]

... [212]

... [208]

... [213]

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F


FAIS


Page Page 25 of of 429 6/0418/07





Formatted Table



include: - Commodity - Commodity Code - CCC Code - Commodity Specification Available (Y/N) - Scarce Commodity Indicator

FR1.1.11.10b Create and Request Supplemental FFP-CCC Apportionment

The system shall allow the user to enter the amount requested for the selected commodity when creating a FFP-CCC Apportionment.


FR1.1.11.10c Create and Request Supplemental FFP-CCC Apportionment

The system shall allow the user to request a supplemental FFPCCC Apportionment via e-mail. This request will include the program, commodity, and amount requested.


FR1.1.11.11a Create and Request Supplemental Apportionment

The system shall allow the user to select the account when creating a supplemental apportionment request. The selected account will be stored in the system.

FR4.2. 2



FR1.1.11.11b Create and Request Supplemental Apportionment

The system shall allow the user to select the program type when creating a supplemental apportionment request. The selected program type will be stored in the system.

FR4.2. 3



FR1.1.11.11c Create and Request Supplemental

The system shall allow the user to enter the amount requested for the supplemental apportionment request.


Formatted Table



















... [214]

... [215]

... [218]

... [219]

... [216]

... [221]

... [217]

... [220]

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 26 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Apportionment FR1.1.11.11d Create and Request

Supplemental Apportionment

The system shall allow the user to request a supplemental apportionment via e-mail. This request will include the account, program type, and amount requested.


FR1.2 Budget Allocation The system shall support the budget allocation activities for all program types.


FR1.2. 4 Allocate Budget by Account and Program

The system shall allow the user to allocate the budget by account and program.


FR1.2. 4. 1a Receive President’s Budget The system shall allow the user to enter the amount received from the President’s Budget into the corresponding program and account.


FR1.2. 4. 1b Receive President’s Budget The system shall allow the user to upload the documents received from the President’s Budget.


FR1.2. 4. 2a Receive Continuing Resolution

The system shall allow the user to enter the amount received from the continuing resolution into the corresponding program and account.


FR1.2. 4. 2b Receive Continuing Resolution

The system shall allow the user to upload the documents received from the continuing resolution.


FR1.2. 4. 3a Receive Ad-Hoc Apportionments

The system shall allow the user to enter the amount received from ad-hoc apportionments into the corresponding program and account.


FR1.2. 4. 3b Receive Ad-Hoc Apportionments

The system shall allow the user to upload the documents received from the ad-hoc apportionments.


FR1.2. 4. 4 Confirm Opening Balance for each Program

The system shall allow the user to confirm the opening balance for each program after the President’s Budget, Continuing Resolution, or Ad-Hoc apportionments are received.

BRULE306

Confirm Opening Balance for each Program If the President’s Budget exceeds the Continuing Resolution approved budget, then the allocated budget should be adjusted using the President’s Budget, otherwise no updates are required.


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [222]

... [223]

... [224]

... [238]

... [225]

... [239]

... [226]

... [240]

... [227]

... [241]

... [228]

... [242]

... [229]

... [243]

... [230]

... [244]

... [231]

... [245]

... [232]

... [246]

... [233]

... [247]

... [234]

... [248]

... [235]

... [249]

... [236]

... [250]

... [237]

... [251]






Formatted Table



FR1.2. 4. 5 Is the President’s Budget less than the Continuing Resolution?

The system shall determine if the President’s Budget for account and program is less than the Continuing Resolution.

Note: In either case, the system will determine if the President's Budget will cover existing obligations.


FR1.2. 4. 6a Are there Sufficient Funds in the President’s Budget to Cover Existing Obligations?

The system shall determine if there are sufficient funds to cover the existing obligations for account and program in the President’s Budget.

Note: If there are sufficient funds then no action will be required. If there are not sufficient funds to cover existing obligations, then the FAD Director's Office will have the ability to create and request a supplemental apportionment.

BRULE30

Are there Sufficient Funds to Cover Existing Obligations? The obligations will check against the President’s Budget for each account and program using the business rules outlined below to determine if sufficient funds exist.

1) FFP – CCC Funded

a. Administrative – the estimated administrative costs cannot exceed the balance for administrative expenses in this account.

b. Freight – the estimated freight costs cannot exceed the balance for freight expenses in this account.

c. Commodity – the estimated commodity costs cannot exceed the balance for commodity expenses in this account.

2) FFP – Title I Funded, Title I Loan, FFE, and 416(b)

a. Administrative, Freight, and Commodity – the estimated administrative, freight, and commodity costs cannot exceed the total balance in the respective account.


FR1.2. 4. 6b Are there Sufficient Funds in If there are insufficient funds then the system shall alert the user to Mandatory Approved FAD Director’s


Formatted Table







Comment [REPEAT194]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2792','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}2792{4BFB83C3-7CAB-40E4-ACAD-



... [253]

... [254]

... [252]



3-

ship( P:\






Formatted Table



the President’s Budget to Cover Existing Obligations?

request a supplemental apportionment. Office

FR1.2. 4. 7 Are There Sufficient Funds to Cover Existing Obligations?

The system shall determine if there are sufficient funds to cover the existing obligations using the balance of each account and program.

Note: If there are sufficient funds then no action will be required. If there are not sufficient funds to cover existing obligations, then the FAD Director's Office will have the ability to determine which apportionment request will be created.

BRULE32

Are there Sufficient Funds to Cover Existing Obligations? The obligations will check against the balance of each account and program using the business rules outlined below to determine if sufficient funds exist.

1) FFP – CCC Funded

a. Administrative – the estimated administrative costs cannot exceed the balance for administrative expenses in this account.

b. Freight – the estimated freight costs cannot exceed the balance for freight expenses in this account.

c. Commodity – the estimated commodity costs cannot exceed the balance for commodity expenses in this account.

2) FFP – Title I Funded, Title I Loan, FFE, and 416(b)

a. Administrative, Freight, and Commodity – the estimated administrative, freight, and commodity costs cannot exceed the total balance in the respective account


FR1.2. 4. 8a Can an Apportionment be Requested?

The system shall determine if an apportionment can be requested. BRULE33

Can an Apportionment be Requested? Apportionments can only be requested using MARAD or CCC funds and there are limitations



Formatted Table












... [257]

... [259]

... [256]

... [258]

... [255]



.rqs', Kar






Formatted Table



on what can be funded using the business rules below.

1) CCC a. FFP – apportionments can only be requested for commodity costs b. 416(b) – apportionments can be requested for all costs (administrative, freight, and commodity costs)

2) MARAD (if funds available) a. FFE, 416(b), and Title I Loans – apportionments can be requested for all costs (administrative, freight, and commodity costs). b. FFP-CCC Funded – apportionments can only be requested for transportation costs.

FR1.2. 4. 8b Can an Apportionment be Requested?

If an apportionment can be requested, then the system shall alert the user to request an ad-hoc apportionment.


FR1.2. 4. 8c Can an Apportionment be Requested?

If there are insufficient funds to request an apportionment or an apportionment cannot be requested based on the business rules, then the system shall alert the user to determine if the agreement should be amended, suspended, or closed out.


FR1.2. 4. 9 Is an Agreement Amendment necessary?

The system shall allow the user to determine whether an agreement amendment is necessary.

Note: The FAD Director's Office will be able to determine if an agreement should be amended, suspended, or closed out.


FR1.3 Planning The system shall support the planning activities for all program types.


FR1.3. 2 Determine Commodity Availability

The system shall allow the user (FAD Director's Office) to determine commodity availability.


FR1.3. 2. 1 Request the Excess to The system shall allow the user (OGA Analyst) to request the Mandatory Approved OGA Analyst


Formatted Table








Comment [REPEAT205]: ReqPro:F RRequirement:ReqPro|1.1|Requirement(' P:\Requisite Pro\FAS_Projects\FAS_Projects '




... [260]

... [263]

... [262]

... [261]


Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 30 of of 429 6/0418/07





Formatted Table



Requirements Report Excess to Requirements Report from the World Agricultural Outlook Board (WAOB).

FR1.3. 2. 2a Receive the Excess to Requirements Report

The system shall allow the user (OGA Analyst) to select the commodity to enter based on the Excess to Requirements Report. The selected commodity will be stored in the system.

FR4.2. 14



FR1.3. 2. 2b Receive the Excess to Requirements Report

The system shall allow the user (OGA Analyst) to enter the excess to requirements number related to the commodity from the Excess to Requirements Report.


FR1.3. 2. 2c Receive the Excess to Requirements Report

The system shall allow the user (OGA Analyst) to enter the tonnage related to the commodity from the Excess to Requirements Report.


FR1.3. 2. 3 Determine List of Scarce Commodities

The system shall display a list of scarce commodities based on the information entered in by OGA.


FR1.3. 2. 4a Is Commodity Exemption Needed?

The system shall allow the user to select the commodity that requires exemption from the Commodity Exemption Report. The selected commodity will be stored in the system.

FR4.3. 7

Commodity Exemption Report The system shall generate the Commodity Exemption Report which includes the program, commodity, and total tonnage from the approved proposals, signed agreements with shipments for the current fiscal year, prior year obligations with shipments for the current fiscal year, and planned proposals from Title II for each of the scarce commodities.


Formatted Table



















... [266]

... [268]

... [264]

... [270]

... [271]

... [269]

... [265]

... [267]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F


FAIS


Page Page 31 of of 429 6/0418/07





Formatted Table



FR1.3. 2. 4b Is Commodity Exemption Needed?

The system shall allow the user to select the program for the selected commodity that requires exemption from the Commodity Exemption Report. The selected program will be stored in the system.

FR4.3. 7



FR1.3. 2. 4c Is Commodity Exemption Needed?

The system shall populate the tonnage for the selected commodity that requires exemption from the Commodity Exemption Report. FR4.3. 7



FR1.3. 2. 5 Send Exemption Letter to the Secretary of USDA

The system shall send an exemption letter with all of the commodities selected to the Secretary of USDA. The letter will contain the program, commodity type, and tonnage.


FR1.3. 2. 6 Accept or Reject Exemption Letter?

The system shall allow the user to enter the decision received from the Secretary of USDA indicating if the exemption was accepted or rejected for all commodities.


FR1.3. 2. 7 Is Title I or Title II Impacted? The system shall determine which program is impacted by the rejection of the exemption letter.


FR1.3. 2. 8 Send Alert to USAID The system shall send an e-mail notification to USAID if the rejection impacts Title II.


Formatted Table





















... [278]

... [279]

... [274]

... [277]

... [280]

... [275]

... [272]

... [281]

... [276]

... [273]

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 32 of of 429 6/0418/07





Formatted Table



FR1.3. 2. 9 Existing Obligation or Approved Proposal?

For Title I the system shall determine if there is an existing obligation or an approved proposal.

Note: If there is an existing obligation, then determine if the agreement should be amended or cancelled. If there is an approved proposal, then determine if the proposal should be modified or withdrawn.


FR1.3. 2.10 Is an Agreement Amendment necessary?

For Title I the system shall allow the user to determine whether an agreement amendment is necessary.

Note: If an agreement can be modified then proceed with requesting an amendment otherwise closeout the agreement.


FR1.3. 2.11 Should the Proposal be modified?

For Title I the system shall allow the user to determine if a proposal should be modified.

Note: If an approved proposal can be modified then proceed with modifying the proposal otherwise withdraw the proposal.


FR1.3. 4 Determine Program Priority Countries

The system shall allow the user to determine priority countries by program (FFE or FFP).


FR1.3. 4. 1a Determine Countries that Meet Per Capita Income Threshold

The system shall allow the user to select countries for which a per capita income amount will be entered. The selected countries will be stored in the system.

FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)

The system shall allow the user to create sub-


Formatted Table










Comment [REPEAT230]: ReqPro:F RRequirement:ReqPro|1.1|Requirement(' P:\Requisite





... [284]

... [286]

... [282]

... [285]

... [283]

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 33 of of 429 6/0418/07





Formatted Table



lists off of the entire Country list.

FR4.2. 40

Maintain Program Priority Country Criteria The system shall allow the user to maintain the program priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.

FR1.3. 4. 1b Determine Countries that Meet Per Capita Income Threshold

The system shall allow the user to enter the per capita income for each country selected. FR4.2. 40



FR1.3. 4. 1c Determine Countries that Meet Per Capita Income Threshold

Once the per capita income amount is entered for each country, the system shall mark out the countries that do not meet this criterion.

Note: Once this is evaluated, the countries that meet this criterion will serve as the base list.

FR4.2. 40


BRULE34

Determine Countries that Meet Per Capita Income Threshold The per capita income amount entered for each country will be compared against the per capita


Formatted Table





















... [294]

... [293]

... [288]

... [287]

... [295]

... [292]

... [296]

... [291]

... [290]

... [289]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 34 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



income target. Countries that do not meet this target will be marked out.

FR1.3. 4. 2a Determine Countries that Meet Malnutrition Rate Threshold

The system shall allow the user to enter the malnutrition rate for each country from the base list. FR4.2. 40



FR1.3. 4. 2b Determine Countries that Meet Malnutrition Rate Threshold

Once the malnutrition rate is entered for each country, the system shall mark out and track the countries that do not meet this criterion.

Note:

The system shall track which countries did not meet each criterion by marking them distinctly. Both the marked out countries as well as the countries that met the criterion will be displayed to the user when entering information for the next criterion.

FR4.2. 40


BRULE35

Determine Countries that Meet Malnutrition Rate Threshold The malnutrition rate entered for each country will be compared against the malnutrition rate target. Countries that do not meet this target will be marked out.


FR1.3. 4. 3a Determine Countries that Meet Population Size

The system shall allow the user to enter the population size threshold for each country from the base list. FR4.2. 40

Maintain Program Priority Country Criteria The system shall allow the user to maintain the program priority country criteria which include the






Formatted Table



















... [297]

... [300]

... [299]

... [298]

... [307]

... [302]

... [305]

... [308]

... [306]

... [309]

... [303]

... [301]

... [304]

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 35 of of 429 6/0418/07





Formatted Table



program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.

FR1.3. 4. 3b Determine Countries that Meet Population Size

Once the population size is entered for each country, the system shall mark out and track the countries that do not meet this criterion.

Note:

The system shall track which countries did not meet each criterion by marking them distinctly. Both the marked out countries as well as the countries that met the criterion will be displayed to the user when entering information for the next criterion.

FR4.2. 40


BRULE36

Determine Countries that Meet Population Size The population size entered for each country will be compared against the population size target. Countries that do not meet this target will be marked out.


FR1.3. 4. 4a Determine Countries Export Status Requirements

The system shall allow the user to select the export status (net importer or net exporter) for each country from the base list. The selected export status will be stored in the system.

FR4.2. 40


FR4.2. 42

Maintain Export Status The system shall allow the user to maintain the export status:


Formatted Table





















... [317]

... [316]

... [311]

... [310]

... [318]

... [313]

... [319]

... [314]

... [312]

... [315]

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 36 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



1) Net Food Importer 2) Net Food Exporter

FR1.3. 4. 4b Determine Countries Export Status Requirements

Once the export status is selected for each country, the system shall mark out and track the countries that do not meet this criterion.

Note: The system shall track which countries did not meet each criterion by marking them distinctly. Both the marked out countries as well as the countries that met the criterion will be displayed to the user when entering information for the next criterion.

FR4.2. 40


BRULE302

Determine Countries Export Status Requirements The export status selected for each country will be compared against the export status target. Countries that do not meet this target will be marked out


FR1.3. 4. 5a Is Program FFE or FFP? The system shall allow the user to select whether the program is FFE or FFP. The selected program will be stored in the system. FR4.2. 40



FR1.3. 4. 5b Is Program FFE or FFP? The system shall allow the user to enter a value for quantitative and qualitative criteria for the appropriate program. FR4.2. 40

Maintain Program Priority Country Criteria The system shall allow the user to maintain the program priority country criteria which include the






Formatted Table



















... [321]

... [323]

... [326]

... [327]

... [322]

... [325]

... [328]

... [331]

... [329]

... [332]

... [320]

... [324]

... [330]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 37 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.

FR1.3. 4. 5c Is Program FFE or FFP? Once the quantitative value is entered for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 40



FR1.3. 4. 6a Determine Countries that Meet Adult Literacy Rate Threshold

For FFE, the system shall allow the user to enter the adult literacy rate of each country from the base list. FR4.2. 40



FR1.3. 4. 6b Determine Countries that Meet Adult Literacy Rate Threshold

For FFE, once the adult literacy rate is entered for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 40


BRULE37





Formatted Table




















... [337]

... [342]

... [336]

... [334]

... [335]

... [338]

... [341]

... [344]

... [333]

... [345]

... [339]

... [343]

... [340]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 38 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Determine Countries that Meet Adult Literacy Rate Threshold The adult literacy rate entered for each country will be compared against the adult literacy rate target. Countries that do not meet this target will be marked out.

FR1.3. 4. 7a Determine Countries that Meet Internal Strife Criterion

For FFE, the system shall allow the user to indicate (Y/N) if each country meets the Internal Strife criterion. The selected information will be stored in the system.

FR4.2. 40



FR1.3. 4. 7b Determine Countries that Meet Internal Strife Criterion

For FFE, once the internal strife is selected for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 40


BRULE38

Determine Countries that Meet Internal Strife Criterion The internal strife status selected for each country will be compared against the internal strife target. Countries that do not meet this target will be marked out.


FR1.3. 4. 8 Include / Exclude FFE Countries and Indicate

For FFE, the system shall allow the user to include or exclude countries and provide a reason. The selected countries will be FR4.2. 10






Formatted Table



















... [346]

... [349]

... [348]

... [347]

... [356]

... [351]

... [354]

... [357]

... [355]

... [358]

... [352]

... [350]

... [353]

.rqs', Kar

ship( P:\






Formatted Table



Reason stored in the system. Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)

The system shall allow the user to create sub-lists off of the entire Country list.

FR1.3. 4. 9 Finalize FFE Countries List The system shall display the finalized list of FFE program priority countries.


FR1.3. 4.10a Determine Countries that are Free or Partly-Free

For FFP, the system shall allow the user to select countries that are free, partly-free, or improving. The selected freedom status will be stored in the system.

FR4.2. 40


FR4.2. 43

Maintain Freedom Status The system shall allow the user to maintain the freedom status:

1) free 2) partly free 3) improving



Formatted Table








Comment [REPEAT301]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects '



Comment [REPEAT304]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue... [362]

... [359]

... [361]

... [360]


Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F


FAIS


Page Page 40 of of 429 6/0418/07





Formatted Table



FR1.3. 4.10b Determine Countries that are Free or Partly-Free

For FFP, once the freedom status is selected for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 40


BRULE39

Determine Countries that Meet Free or Partly Free The freedom status selected for each country will be compared against the freedom target. Countries that do not meet this target will be marked out.


FR1.3. 4.11 Include / Exclude FFP Countries and Indicate Reason

For FFP, the system shall allow the user to include or exclude countries and provide a reason. The selected countries will be stored in the system.

FR4.2. 10




FR1.3. 4.12 Finalize FFP Countries List The system shall display the finalized list of FFP program priority countries.


Formatted Table



















... [363]

... [364]

... [367]

... [368]

... [365]

... [370]

... [366]

... [369]

.rqs', Kar

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 41 of of 429 6/0418/07





Formatted Table



FR1.3. 4.13a Indicate MCA and USAID / State Dept. Overlaps

The system shall allow the user to select countries that are Millennium Challenge Account (MCA) programmed countries. The selected countries will be stored in the system.

FR4.2. 10



FR4.2. 40



FR1.3. 4.13b Indicate MCA and USAID / State Dept. Overlaps

The system shall allow the user to select countries that are USAID / State Department programmed countries. The selected countries will be stored in the system.

FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region

Mandatory Approved FAD Director's Office

Formatted Table

















... [372]

... [374]

... [375]

... [377]

... [371]

... [373]

... [376]

3-

ship( P:\

ship( P:\


FAIS


Page Page 42 of of 429 6/0418/07





Formatted Table



- FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)


FR4.2. 40


FR1.3. 4.13c Indicate MCA and USAID / State Dept. Overlaps

The system shall display the overlap between the FFP and FFE programmed countries with the MCA and/or USAID/State Department programmed countries.


FR1.3. 4.14a Determine Countries that Meet Ad-Hoc Criterion

For FFE, the system shall allow the user to enter or select if each country meets the ad-hoc criterion. FR4.2. 40



FR1.3. 4.14b Determine Countries that Meet Ad-Hoc Criterion

For FFE, once the information is entered or selected for each country, the system shall mark out and track the countries that do not meet this ad-hoc criterion.

Note: The system shall track which countries did not meet each criterion by marking them distinctly. Both the marked out countries as well as the countries that met the criterion will be displayed to the user

FR4.2. 40

Maintain Program Priority Country Criteria The system shall allow the user to maintain the program priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid


Formatted Table













... [378]

... [381]

... [379]

... [383]

... [382]

... [385]

... [380]

... [386]

... [384]

ship( P:\

ship( P:\

ship( P:\


FAIS


Page Page 43 of of 429 6/0418/07





Formatted Table



when entering information for the next criterion. dates. The user will be able to include, modify, and exclude criteria.

BRULE321

Determine Countries that Meet Ad-Hoc Criterion The information entered or selected will be compared against the ad-hoc criterion’s target. Countries that do not meet this target will be marked out.

FR1.3. 4.15a Determine Countries that Meet Ad-Hoc Criterion

For FFP, the system shall allow the user to enter or select if each country meets the ad-hoc criterion. FR4.2. 40



FR1.3. 4.15b Determine Countries that Meet Ad-Hoc Criterion

For FFP, once the information is entered or selected for each country, the system shall mark out and track the countries that do not meet this ad-hoc criterion.


FR4.2. 40


BRULE321



Formatted Table

Comment [REPEAT331]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','5158','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}5158{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}5160')










... [391]

... [392]

... [387]

... [393]

... [388]

... [394]

... [389]

... [395]

... [390]

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 44 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR1.3. 5 Determine Proposal Priorities

The system shall allow the user to determine proposal priorities for the FFE program.


FR1.3. 5. 1a Determine Countries that Meet Adult Female Literacy Rates

For FFE, the system shall allow the user to enter the adult female literacy rate for each country. FR4.2. 41

Maintain Proposal Priorities Criteria The system shall allow the user to maintain the proposal priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.


FR1.3. 5. 1b Determine Countries that Meet Adult Female Literacy Rates

For FFE, once the female adult literacy rate is entered for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 41


BRULE40

Determine Countries that Meet Female Adult Literacy Rate The female adult literacy rate entered for each country will be compared against the female adult literacy rate target. Countries that do not meet this target will be marked out.


FR1.3. 5. 2a Determine Countries that Meet Primary Education Completion Rate

For FFE, the system shall allow the user to enter the Primary Education Completion Rate for each country. FR4.2. 41

Maintain Proposal Priorities Criteria The system shall allow the user to maintain the


Formatted Table

Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [396]

... [399]

... [397]

... [400]

... [398]

... [401]

... [404]

... [402]

... [405]

... [403]

... [406]

... [409]

... [407]

... [410]

... [408]

... [411]

... [414]

... [412]

... [415]

... [413]

... [416]

... [419]

... [417]

... [420]

... [418]

... [421]

... [424]

... [422]

... [425]

... [423]

... [426]

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 45 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



proposal priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.

FR1.3. 5. 2b Determine Countries that Meet Primary Education Completion Rate

For FFE, once the primary education completion rate is entered for each country, the system shall mark out and track the countries that do not meet this criterion.


FR4.2. 41


BRULE41

Determine Countries that Meet Primary Education Completion Rate The primary education completion rate entered for each country will be compared against the primary education completion rate target. Countries that do not meet this target will be marked out.


FR1.3. 5. 3a Determine Countries that Meet Government Support for Education Requirements

For FFE, the system shall allow the user to select countries (Y/N) that meet the Government Support for Education metrics. The selected information will be stored in the system.

FR4.2. 41



FR1.3. 5. 3b Determine Countries that Meet Government Support

For FFE, once the government support for education status is selected for each country, the system shall mark out and track the FR4.2. 41






Formatted Table



















... [428]

... [430]

... [433]

... [434]

... [429]

... [432]

... [435]

... [438]

... [436]

... [439]

... [427]

... [431]

... [437]

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 46 of of 429 6/0418/07





Formatted Table



for Education Requirements countries that do not meet this criterion.

Note: The system shall track which countries did not meet each criterion by marking them distinctly. Both the marked out countries as well as the countries that met the criterion will be displayed to the user before finalizing the priorities list.


BRULE42

Determine Countries that Meet Government Support for Education Requirements The government support for education status selected for each country will be compared against the government support for education target. Countries that do not meet this target will be marked out.

FR1.3. 5. 4a Finalize FFE Proposal Priorities List

The system shall the display the finalized list of FFE proposal priorities.


FR1.3. 5. 4b Finalize FFE Proposal Priorities List

The system shall allow the user to enter a value for quantitative and qualitative criteria for the appropriate program. FR4.2. 41



FR1.3. 5. 4c Finalize FFE Proposal Priorities List

Once the quantitative value is entered for each country, the system shall mark out and track the countries that do not meet this criterion. FR4.2. 41

Maintain Proposal Priorities Criteria The system shall allow the user to maintain the proposal priority country criteria which include the program, criteria, type of criteria (quantitative or





Formatted Table







Comment [REPEAT364]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','2847','{4BFB83C3-7CAB-









... [445]

... [440]

... [442]

... [443]

... [441]

... [447]

... [446]

... [448]

... [444]

Pro:At

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:F


FAIS


Page Page 47 of of 429 6/0418/07





Formatted Table



qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.

FR1.3. 5. 5a Determine Countries that Meet Ad-Hoc Criterion

For FFE, the system shall allow the user to enter or select if each country meets the ad-hoc criterion. FR4.2. 41



FR1.3. 5. 5b Determine Countries that Meet Ad-Hoc Criterion

For FFE, once the information is entered or selected for each country, the system shall mark out and track the countries that do not meet this ad-hoc criterion.


FR4.2. 41


BRULE321



FR1.3. 6 Determine Performance Indicators

The system shall allow the user to determine performance indicators and goals by fiscal year and program.


FR1.3. 6. 1 Enter Number of Beneficiaries

The system shall allow the user to enter the number-of-beneficiaries goal by program for the current fiscal year.


Formatted Table


Formatted Table












... [451]

... [449]

... [453]

... [450]

... [454]

... [456]

... [455]

... [452]






Formatted Table



FR1.3. 6. 2 Enter Number of Meals Provided

The system shall allow the user to enter the number-of-meals- provided goal by program for the current fiscal year.


FR1.4. 1 Reconcile Budget The system shall calculate and display the funds analysis for all program types by funding source and bill-to fiscal year.


FR1.4. 1a Reconcile Budget (VI) The system shall display the total budgeted amount for the sub-accounts (cash, commodity, and transportation) as well as the grand total budgeted amount by program type, funding source, and bill-to fiscal year in a summary view.

(I, II, III, VII) The system shall calculate the sub-account amount (including total cash, commodity, and transportation) as well as the grand total account activity amount by program type, funding source, and bill-to fiscal year and display it in a summary view.

(IV, V) The system shall calculate the contracted tonnage percentage for the sub-accounts (commodity and transportation) by program type, funding source, and bill-to fiscal year and display it in a summary view.

(VIII, IX, X, XI) The system shall calculate the balance for the sub-accounts (cash, commodity, and transportation) as well as the grand total balance by program type, funding source, and bill-to fiscal year and display it in a summary view.

BRULE307

Reconcile Budget I. The total cash sub-account cost will be calculated by aggregating the obligated amount for each individual cost type (administrative, projects, and ITSH) by program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used.

If there is no obligated amount ("-" ) for an agreement then the proposed amount will be used. However, a zero value can be obligated for an agreement and that amount will be used.

II. The total commodity sub-account cost will be calculated by aggregating the obligated amount for each individual cost type (commodity) by program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used.


III. The total transportation sub-account cost will be calculated by aggregating the obligated amount for each individual cost type


Formatted Table











... [457]

... [458]




Teracore, Inc.

FAIS





Formatted Table

Formatted Table Functional Design Document v1.1 2

Page Page 49 of of 429 6/0418/07



(transportation) by program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used.


IV. The contracted tonnage percentage for the commodity sub-account will be calculated by program type and fiscal year using the following formula: (Total Commodity Contracted Tonnage for All Agreements / Total Obligated Tonnage for All Agreements) * 100

V. The contracted tonnage percentage for the transportation sub-account will be calculated by program type and fiscal year using the following formula: (Total Freight Contracted Tonnage for All Agreements / Total Obligated Tonnage for All Agreements) * 100

VI. The grand total budgeted amount will be calculated by using the following formula: Budgeted Cash Sub-Account + Budgeted Commodity Sub-Account + Budgeted Transportation Sub-Account

VII. The grand total account activity will be calculated by using the following formula: Cash Sub-Account Activity + Commodity Sub-Account Activity + Transportation Sub-Account Activity Balance

VIII. The balance for the cash sub-account will be


FAIS





Formatted Table

Feature ID# Feature Name Description Relationship / Traces from: Priority Process Owner Level

Status

calculated using the following formula: Budgeted Cash Sub-Account - Cash Sub-Account Activity

IX. The balance for the commodity sub-account will be calculated using the following formula: Budgeted Commodity Sub-Account - Commodity Sub-Account Activity

X. The balance for the transportation sub-account will be calculated using the following formula: Budgeted Transportation Sub-Account Transportation Sub-Account Activity

XI. The grand total balance will be calculated using the following formula: Grand Total Budgeted Amount - Grand Total Account Activity

FR1.4. 1b Reconcile Budget The system shall display a detailed view within the cash sub- Mandatory Approved FAD Director's account for each individual cost type (administrative, projects, and ITSH). In addition, the system shall allow the user (FAD Director's Office) to view detailed transactions under each individual cost type. Reconcile Budget

I. The total proposed amount for each individual (I) The system shall calculate and display the total proposed cost type will be calculated by aggregating the amount for each individual cost type by approved proposal, amount for the specific individual cost type byprogram type, funding source, and bill-to fiscal year. approved proposal, program type, funding

source, and bill-to fiscal year. (II)The system shall calculate and display the total obligated amount for each individual cost type by agreement, program type, funding II. The total obligated amount for each individual source, and bill-to fiscal year. cost type will be calculated by aggregating the

amount for the specific individual cost type by (III)The system shall calculate and display the total pending actual agreement, program type, funding source, and amount for each individual cost type by agreement, program type, bill-to fiscal year. funding source, and bill-to fiscal year.

III. The total pending actual amount for each(IV)The system shall calculate and display the total confirmed individual cost type will be calculated byactual amount for each individual cost type by agreement, program aggregating the amount for the specific individual type, funding source, and bill-to fiscal year. cost type across all payments, refunds, and

claims pending by agreement, program type, Formatted Table






Comment [REPEAT390]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ('P:\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','5052','416')

BRULE308 Office



Teracore, Inc.

FAIS





Formatted Table


Page Page 51 of of 429 6/0418/07



The system shall display the total de-obligated amount for each individual cost type by agreement, program type, funding source, and bill-to fiscal year.

(V, VI, VII)The system shall calculate and display the total for each individual cost type by agreement, program type, funding source, and bill-to fiscal year.

(VIII)The system shall calculate and display the grand total for each individual cost type by program type, funding source, and bill-to fiscal year.

funding source, and bill-to fiscal year.

IV. The total confirmed actual amount for each individual cost type will be calculated by aggregating the amount for each individual cost type across all payments, refunds, and claims confirmed (made) by agreement, program type, funding source, and bill-to fiscal year.

V. The total administrative amount for each agreement will be calculated by (1) Aggregating the obligated amount for the administrative cost type by agreement, program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used. (2) The administrative de-obligated amount will be subtracted from the amount calculated in Step 1 to calculate the total. (3) If there is no obligated amount ("-" ) for an agreement then the proposed amount will be used. However, a zero value can be obligated for an agreement and that amount will be used.

VI. The total ITSH amount for each agreement will be calculated by (1) Aggregating the obligated amount for the ITSH cost type by agreement, program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used. (2) The ITSH de-obligated amount will be subtracted from the amount calculated in Step 1 to calculate the total. (3) If there is no obligated amount ("-" ) for an agreement then the proposed amount will be used. However, a zero value can be obligated for an agreement and that amount will be used.


FAIS



VII. The total projects amount for each agreement will be calculated by (1) Aggregating the obligated amount for the projects cost type by agreement, program type, funding source, and bill-to fiscal year unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used. (2) The projects de-obligated amount will be subtracted from the amount calculated in Step 1 to calculate the total. (3) If there is no obligated amount ("-" ) for an agreement then the proposed amount will be used. However, a zero value can be obligated for an agreement and that amount will be used.

VIII. The grand total for each individual cost type (administrative, ITSH, and projects) will be calculated by aggregating the total for each individual cost type across all agreements (and/or proposals).

FR1.4. 1c Reconcile Budget The system shall display a detailed view within the commodity subaccount for the commodity cost type. In addition, the system shall allow the user (FAD Director's Office) to view detailed transactions under each individual cost type.

(I)The system shall calculate and display the total proposed amount for the commodity cost type by approved proposal, program type, funding source, and bill-to fiscal year.

(II)The system shall calculate and display the total contracted tonnage for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

(III)The system shall calculate and display the total obligated amount for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

(IV)The system shall calculate and display the total contracted

BRULE309

Reconcile Budget I. The total proposed amount for the commodity cost type within the commodity sub-account will be calculated by aggregating the amount for the commodity cost type by approved proposal.

II. The total obligated tonnage for the commodity cost type within the commodity sub-account will be calculated by aggregating the tonnage for the commodity cost type by agreement.

III. The total obligated amount for the commodity cost type within the commodity sub-account will be calculated by aggregating the amount for the commodity cost type by agreement.


Functional Design Document v1.1 Page Page 52 of of 429 6/0418/07





Formatted Table







Formatted Table

2


Teracore, Inc.

FAIS





Formatted Table


Page Page 53 of of 429 6/0418/07



tonnage for all contracted commodities for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

(V)The system shall calculate and display the total contracted amount for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

(VI)The system shall calculate and display the invoiced tonnage for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

(VII)The system shall calculate and display the total pending actual amount for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

(VIII)The system shall calculate and display the total confirmed actual amount for the commodity cost type by agreement, program type, funding source, and bill-to fiscal year.

Note: This is under the assumption that the actual reference number can be retrieved from the number on the 1166 from Kansas City or the Financial Management Domain (FMD) for commodity payments.

(IX)The system shall calculate and display the totals for each column.

(X)The system shall calculate and display the contracted tonnage percentage for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

(XI)The system shall calculate and display the total commodity amount for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

(XII)The system shall calculate and display the difference for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

IV. The total contracted tonnage for the commodity cost type within the commodity subaccount will be calculated by aggregating the tonnage for the commodity cost type across all commodity awards by agreement.

V. The total contracted amount for the commodity cost type within the commodity sub-account will be calculated by aggregating the amount for the commodity cost type across all commodity awards by agreement.

VI. The total invoiced tonnage for the commodity cost type within the commodity sub-account will be calculated by aggregating the tonnage for the commodity cost type across all payments pending by agreement.

VII. The total pending actual amount for the commodity cost type within the commodity subaccount will be calculated by aggregating the amount for the commodity cost type across all payments, refunds, and claims pending by agreement.

VIII. The total confirmed actual amount for the commodity cost type within the commodity subaccount will be calculated by aggregating the amount for the commodity cost type across all payments, refunds, and claims confirmed (made) by agreement.

IX. The totals for each column will be calculated by aggregating all of the line items (detailed transactions).

X. The contracted tonnage percentage will be calculated for each commodity within an agreement by using the following formula: (Total Contracted Tonnage for All Instances of


FAIS





Formatted Table


Status

The system shall display the total de-obligated amount for each the Commodity / Total Obligated Tonnage for All commodity within an agreement by program type, funding source, Instances of the Commodity) * 100 and bill-to fiscal year.

XI. The total commodity amount for each commodity within an agreement will be calculated

(XIII)The system shall calculate and display the total for the by aggregating the obligated amount for each commodity cost type by agreement, program type, funding source, instance of the commodity unless the pending or and bill-to fiscal year. confirmed actual amount is greater than the

obligated in which case the greater amount will (XIV)The system shall calculate and display the grand total for all be used. agreements and/or proposals for the commodity cost type by program type, funding source, and bill-to fiscal year. If there is no obligated amount ("-" ) for an

agreement then the proposed amount will be used. However, a zero value can be obligated for an agreement and that amount will be used.

XII. The difference amount for each commodity within an agreement will be calculated using the following formula: Total Commodity Amount - Total Obligated Amount

XIII. The total commodity cost type will be calculated by using the following formula: Aggregated Total Commodity Amount (across all commodities within the agreement) - Aggregated Commodity De-Obligated Amount (across all commodities within the agreement).

XIV. The grand total for the commodity cost type will be calculated by aggregating the total for each commodity cost type across all agreements (and/or proposals).

FR1.4. 1d Reconcile Budget The system shall display a detailed view within the transportation Mandatory Approved FAD Director's sub-account for the freight cost type. In addition, the system shall allow the user (FAD Director's Office) to view detailed transactions under each individual cost type. Reconcile Budget

I. The total proposed amount for the freight cost (I)The system shall calculate and display the total proposed amount type within the transportation sub-account will be

Formatted Table







BRULE310 Office



Teracore, Inc.

FAIS





Formatted Table


Page Page 55 of of 429 6/0418/07



for the freight cost type by approved proposal, program type, funding source, and bill-to fiscal year.

(II)The system shall calculate and display the total obligated tonnage for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(III) The system shall calculate and display the total obligated amount for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(IV) The system shall calculate and display the total contracted tonnage for all contracted commodities for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(V)The system shall calculate and display the total contracted amount for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(VI)The system shall calculate and display the total invoiced tonnage for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(VII)The system shall calculate and display the total pending actual amount for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(VIII)The system shall calculate and display the total confirmed actual amount for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(IX)The system shall calculate and display the totals for each column.

(X)The system shall calculate and display the contracted tonnage percentage for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

(XI)The system shall calculate and display the total transportation amount for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

calculated by aggregating the amount for the freight cost type by approved proposal.

II. The total obligated tonnage for the freight cost type within the transportation sub-account will be calculated by aggregating the tonnage for the freight cost type by agreement.

III. The total obligated amount for the freight cost type within the transportation sub-account will be calculated by aggregating the amount for the freight cost type by agreement.

IV. The total contracted tonnage for the freight cost type within the transportation sub-account will be calculated by aggregating the tonnage for the freight cost type across all freight awards by agreement.

V. The total contracted amount for the freight cost type within the transportation sub-account will be calculated by aggregating the amount for the freight cost type across all freight awards by agreement.

VI. The total invoiced tonnage for the freight cost type within the transportation sub-account will be calculated by aggregating the tonnage for the freight cost type across all payments pending by agreement.

VII. The total pending actual amount for the freight cost type within the transportation subaccount will be calculated by aggregating the amount for the freight cost type across all payments, refunds, and claims pending by agreement.

VIII. The total confirmed actual amount for the freight cost type within the transportation subaccount will be calculated by aggregating the


Teracore, Inc.

FAIS





Formatted Table


Page Page 56 of of 429 6/0418/07



(XII)The system shall calculate and display the difference for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

The system shall display the total de-obligated amount for each commodity within an agreement by program type, funding source, and bill-to fiscal year.

(XIII)The system shall calculate and display the total for the freight cost type by agreement, program type, funding source, and bill-to fiscal year.

(XIV) The system shall calculate and display the grand total for all agreements and/or proposals for the transportation cost type by program type, funding source, and bill-to fiscal year.

amount for the freight cost type across all payments, refunds, and claims confirmed (made) by agreement.

IX. The totals for each column will be calculated by aggregating all of the line items (detailed transactions).

X. The contracted tonnage percentage will be calculated for each commodity within an agreement by using the following formula: (Total Contracted Tonnage for All Instances of the Commodity / Total Obligated Tonnage for All Instances of the Commodity) * 100

XI. The total transportation amount for each commodity within an agreement will be calculated by aggregating the obligated amount for each instance of the commodity unless the pending or confirmed actual amount is greater than the obligated in which case the greater amount will be used.


XII. The difference amount for each commodity within an agreement will be calculated using the following formula: Total Transportation Amount for each Commodity - Total Obligated Amount

XIII. The total freight cost type will be calculated by using the following formula: Aggregated Total Transportation Amount (across all commodities within the agreement) - Aggregated Transportation De-Obligated Amount (across all commodities within the agreement).

.rqs', Kar

ship( P:\






Formatted Table



XIV. The grand total for the freight cost type will be calculated by aggregating the total freight cost type across all agreements (and/or proposals).

FR2 Proposal Management The system shall support the Proposal Management processes which include: Proposal Creation and Submission and Evaluation, Recommendation, and Approval.

Mandatory Approved FAD Director's Office, FAD Branch Chief, FAD Analyst, CS Director, CS Proposal Creator, CS Proposal Contributor, Transportation and Logistics Branch, Post Personnel

FR2.1 Proposal Creation and Submission

The system shall support the proposal creation and submission activities for all FAS Food Aid programs.

Mandatory Approved FAD Director's Office, FAD Branch Chief, FAD Analyst, CS Director, CS Proposal Creator, CS Proposal Contributor

FR2.1. 1 Solicit Proposals The system shall allow the user to solicit proposals for all program types.


FR2.1. 1. 1a Set Solicitation Period Dates The system shall allow the user to specify solicitation period dates by creating a start and end date for a program type and fiscal year.

The ability to set solicitation dates for differing fiscal years allows for ad-hoc solicitation needs.

BRULE222

Set Solicitation Period Dates 1. Set by FAD Director’s Office 2. Must be set per program, with applicable fiscal year(s) specified 3. Defaults to previous fiscal year’s values



Formatted Table











Comment [REPEAT402]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue... [462]

... [459]

... [461]

... [460]



Pro:F

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 58 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR2.1. 1. 1b Set Solicitation Period Date The system shall retrieve FFE and FFP priority country lists from the Determine Priority Country process. These country lists shall be viewable for users creating solicitation documentation.


FR2.1. 1. 2a Retrieve, Validate, and Update Foreign Country Post Email/Contact Information

The system shall allow the user to maintain the list of food aid eligible countries in the Country list.


FR2.1. 1. 2b Retrieve, Validate, and Update Foreign Country Post Email/Contact Information

The system shall import contact information from the OASIS system containing email contact information for Post personnel contacts covering foreign countries on the Food Aid Country list.

The information imported should contain at least the individual’s name, their email address, and the country(s) they are covering. This import should occur on an as-is-needed basis.

If contact information is not available in OASIS, the countries with unavailable Post personnel should be highlighted.

BRULE223

Retrieve, Validate, and Update Foreign Country Post Email/Contact Information I. Information is only systematically imported for Post personnel in foreign countries from the OASIS system. II. Information pertaining to USAID and State Department contacts must be manually entered. III. Once manually entered email addresses are in FAIS, the email addresses will be available for recall.

Desirable Approved FAD Director's Office

FR2.1. 1. 2c Retrieve, Validate, and Update Foreign Country Post Email/Contact Information

The system shall allow the user to enter contact information for Post personnel contacts covering foreign countries on the Food Aid Country list.

The information imported should contain at least the individual’s name, their email address, and the country(s) they are covering. This import should occur on an as-is-needed basis.

If contact information is not available in OASIS, the countries with unavailable Post personnel should be highlighted.

BRULE224

Retrieve, Validate, and Update Foreign Country Post Email/Contact Information III. Once manually entered email addresses are in FAIS, the email addresses will be available for recall (referred to 4.3 Maintain System Data).


FR2.1. 1. 2d Retrieve, Validate, and Update Foreign Country Post Email/Contact Information

The system shall allow the user to manually update contact information for the State Department and USAID employee that will receive the email announcing the food aid solicitation.

BRULE225

Retrieve, Validate, and Update Foreign Country Post Email/Contact Information IV. If the State Department and USAID employee has already been entered into the system, the







Formatted Table


















... [464]

... [469]

... [466]

... [467]

... [465]

... [468]

... [471]

... [474]

... [472]

... [475]

... [463]

... [470]

... [473]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 59 of of 429 6/0418/07





Formatted Table



contact information should be made available to the user to accept or modify.

FR2.1. 1. 3a Generate and Review Approved Cable Text

The system shall allow the user to upload and store multiple file types including: MS PPT, MS Excel, MS Word, MS Access, and PDF file.

The system should send alerts are to the owner of the task (cc Director’s Office) after the solicitation period dates have been entered into the system.

BRULE313

Generate and Review Approved Cable Text, Upload Grants.gov Text, Upload Approved FAD Web Site Text 1. Alerts are sent to the owner of the task (cc Director’s Office) via email two weeks prior to the start date of the solicitation period if this activity has not been completed.


FR2.1. 1. 3b Generate and Review Approved Cable Text

The document should be routed to the Branch Chief for approval, modification, and or rejection that will be sent back to the Analyst. Once the Branch Chief approves the cable text, it should be routed to the Director's Office for approval, modification, and or rejection that will be sent back to the Analyst and Branch Chief.


FR2.1. 1. 4 Upload Grants.gov Text The system shall allow the user to upload and store multiple file types including: MS PPT, MS Excel, MS Word, MS Access, and PDF file.


BRULE313

Generate and Review Approved Cable Text, Upload Grants.gov Text, Upload Approved FAD Web Site Text 1. Alerts are sent to the owner of the task (cc Director’s Office) via email two weeks prior to the start date of the solicitation period if this activity has not been completed.


FR2.1. 1. 5 Upload Approved FAD Web Site Text

The system shall allow the user to upload and store multiple file types including: MS PPT, MS Excel, MS Word, MS Access, and PDF file.


BRULE313

Generate and Review Approved Cable Text, Upload Grants.gov Text, Upload Approved FAD Web Site Text 1. Alerts are sent to the owner of the task (cc Director’s Office) via email two weeks prior to the start date of the solicitation period if this activity


Formatted Table





















... [482]

... [478]

... [477]

... [476]

... [483]

... [479]

... [485]

... [484]

... [480]

... [481]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F


FAIS


Page Page 60 of of 429 6/0418/07





Formatted Table



has not been completed.

FR2.1. 1. 6a Send Cable Information to INCA

The system shall allow for integration with INCA to automate a send of cable text once uploaded and approved to the INCA system. INCA shall use this text to send a cable to all indicated countries.

The list of indicated countries must also be conveyed to INCA in this send.

Assumption: The indicated country list has already been updated at this point.

ASSUM14

INCA This assumes that INCA will be able to send and/or receive the information listed in traced features through a feed.


FR2.1. 1. 6b Send Cable Information to INCA

The system shall allow a user to retrieve and copy the cable text as well as the list of indicated countries. ASSUM14



FR2.1. 1. 7a Enter Cable Metadata (Cable Num, Date Sent)

The system shall integrate with INCA to record metadata values associated with the cable sent. This metadata value will include at least the Cable Number and Date Sent. The cable number is an identifier generated by INCA.


FR2.1. 1. 7b Enter Cable Metadata (Cable Num, Date Sent)

The system shall allow a user to record metadata values associated with the cable sent. This metadata values will include at least the Cable Number and Date Sent. The cable number is an identifier generated by INCA.

Note: The Cable metadata will be stored with the Cable text.


FR2.1. 1. 8 Cable Confirmation Email Sent to Embassy Contact Emails including Cable Num, Date Sent

The system shall send an automated email to attaché contacts. This email will notify individuals that a cable was sent and the date captured. In addition, it will reference the cable number.

An individual from the Director’s Office should be copied on this email.


FR2.1. 1. 9 Send Email Alert to FAD The system shall send the FAS Web Site Webmaster an email alert Mandatory Approved FAD Director's

Formatted Table





















... [492]

... [493]

... [488]

... [491]

... [494]

... [489]

... [486]

... [495]

... [490]

... [487]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 61 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Web Site Webmaster (cc FAD Director’s Office contact)

that they must publish the FAD Web Site.

An individual from the FAD Director’s Office should be copied on this email.

Office

FR2.1. 1.10 Upload Saved Copy of the FAD Web Page Containing New Guidance

Upon publishing of the FAD Website, the system shall allow the FAD Webmaster to upload a saved copy of the updated web page containing guidance to the system.

The system should allow the FAS Web Site Webmaster the ability to record the posting date of the FAD Website update.

A notice should be added in the queue of an FAIS maintenance and operations individual to add a news release.

BRULE226

Upload Saved Copy of the FAD Web Page Containing New Guidance An alert is sent to the owner of the task (cc Director’s Office) via email one weeks prior to the start date of the solicitation period if this activity has not been completed.


FR2.1. 1.11 Create a News Release in FAIS linking to the new guidance on the FAD Website

The system shall allow a user to create a news release within FAIS.

The system shall alert the CS members that an update has been made to FAIS.


FR2.1. 1.12 Send Email to USDA’s Grants.gov Coordinator (cc FAD Director’s Office contact)

The system shall send the USDA Grants.gov coordinator an email alert that they must post new Guidance to the Grants.gov Web Site. The Grants.gov text should be attached to this email.


ASSUM15

Grants.gov This assumes that Grants.gov will be able to send and/or receive the information listed in traced features through a feed.


FR2.1. 4 Create/Modify and Submit Proposal

The system shall allow the user to create/modify and submit proposals for all program types.

Mandatory Approved CS Director, CS Proposal Creator, CS Proposal Contributor,

FR2.1. 4. 1 Do multiple CS employees need to work on the Proposal?

The system shall allow a Proposal Creator to assign additional users to work on a Proposal. Note: A Proposal Creator role will be designated in the Maintain System Data.

ASSUM15

Grants.gov This assumes that Grants.gov will be able to send and/or receive the information listed in

Mandatory Approved CS Proposal Creator





Formatted Table



















... [497]

... [501]

... [499]

... [503]

... [505]

... [504]

... [498]

... [507]

... [496]

... [508]

... [502]

... [500]

... [506]

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 62 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



traced features through a feed.

FR2.1. 4. 2 Does the CS employee(s) have access to FAIS?

The system shall determine if the user (CS Proposal Creator, CS Director) has access to FAIS.

Note: If the CS Proposal Creator does not have access, then the CS Director will grant them access. However, if the CS Director does not have access, then the FAD Director's Office will grant them access.

If the CS Proposal Creator or CS Director has access, then the CS Proposal Creator will determine if this is a new or existing proposal.

Mandatory Approved CS Proposal Creator, CS Director

FR2.1. 4. 3 Grant employee(s) access to FAIS

The system shall allow the user (CS Director) to grant additional users access to FAIS, primarily the Proposal Creators.

Assumption: 1. All users will need the appropriate eAuthentication level account to access FAIS.

Note: 1. A risk assessment must be considered to determine the appropriate eAuthentication account needed per each FAIS user role

BRULE227

Grant employee(s) access to FAIS 1. The level of eAuthentication permissions (i.e. Level 1, 2, and 3) required to access FAIS must meet all USDA security guidelines.

Mandatory Approved CS Director

FR2.1. 4. 4 Is this a New or Existing Proposal

The system shall allow the user (CS Proposal Creator) to choose from existing or new proposals.


FR2.1. 4. 5a Create New Proposal The system shall allow the user to create a new proposal for all program types. BRULE228

Create New Proposal 2. A CS employee with the Proposal Creator role will have the ability to start with a previously submitted proposal, a previously saved but not submitted proposal, a rejected proposal, or a withdrawn proposal.


FR2.1. 4. 5b Create New Proposal The system shall allow the user to create multiple proposals for all program types. BRULE314







Formatted Table


















... [517]

... [512]

... [510]

... [509]

... [511]

... [513]

... [514]

... [520]

... [518]

... [521]

... [515]

... [516]

... [519]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F


FAIS


Page Page 63 of of 429 6/0418/07





Formatted Table



Create New Proposal 1. A CS employee with the Proposal Creator role will have the ability to create multiple proposals

FR2.1. 4. 6a Select Proposal to Modify The system shall display a list of proposals that have been created for the current fiscal year by the CS’s organization. BRULE229

Select Proposal to Modify A CS employee with the Proposal Creator role will have the ability to view and copy the text of a previously submitted proposal, a previously saved but not submitted proposal, a rejected proposal, or a withdrawn proposal.

Mandatory Approved CS Proposal Contributor, CS Proposal Creator

FR2.1. 4. 6b Select Proposal to Modify The system shall allow the user to select a current fiscal year proposal to modify from a list of proposals that have been assigned to the user.


FR2.1. 4. 7 Modify Proposal The system shall allow the user to modify a current fiscal year proposal. BRULE230

Modify Proposal 1. The Proposal Creator and/or CS Director can reject the submitted Proposal and require corrections to be made before resubmission. 2. After a Proposal has been modified, it must be resubmitted to the Proposal Creator for approval.


FR2.1. 4. 8 Foreign Government or Non-Gov?

The system shall determine whether the CS is a Foreign Government or Non-Government Cooperating Sponsor.


FR2.1. 4. 9 Program Type? The system shall allow the Foreign Government Cooperating Sponsor to select the Food Aid Program they would like to submit a proposal for.


FR2.1. 4.10a Complete and Submit (Govt The system shall allow the Foreign Government Cooperating Mandatory Approved CS Proposal

Formatted Table





















... [528]

... [529]

... [524]

... [522]

... [530]

... [525]

... [523]

... [531]

... [526]

... [527]

ship( P:\

ship( P:\






Formatted Table







Comment [REPEAT467]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ('P:\Requisite





... [534]

... [532]

... [535]

... [536]

... [533]


FAIS




Req) FFP Proposal Draft for Review

Sponsor to enter a proposal draft for the Food for Progress program and submit the draft for the Proposal Creator to review.

FR4.2. 3


FR4.2. 4

Maintain Proposal Solicitation Period Dates The system shall maintain the proposal Solicitation period dates per Food Aid program.

FR4.2. 6

Maintain Cooperating Sponsor Organization List The FAD Director's Office will update the CS Organization List with the approved CS Organization Name and CS Director(s).

The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User

Contributor, CS Proposal Creator

Formatted Table

2

ship( P:\

ship( P:\


FAIS


Page Page 65 of of 429 6/0418/07



Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 7

Maintain Cooperating Sponsor FAIS User List The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list. The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number - CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s), Agreement Executor(s), Agreement Modifier(s))

FR4.2. 8

Maintain FAS User List The system shall allow the user to maintain the FAS User list. The FAIS User list should include: - Employee name - Employee title - Employee phone number - Employee fax number - Employee User Role - (Analyst(s), Branch Chief(s), FAD Director’s Office, TLB Analyst(s), CAD Payment Certifier(s), CAD Payment Approver(s), POST Personnel)

FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code





Formatted Table

Comment [REPEAT473]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ('P:\Requisite ... [537]





Comment [REPEAT475]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ... [539]

... [538]



Formatted Table



... [540]

... [541]



ship( P:\

ship( P:\


FAIS


Page Page 66 of of 429 6/0418/07



- Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)


FR4.2. 13

Maintain Commodity Grouping The system shall allow the user to create sub-lists off of the entire commodity list. Sub-lists should include: - Wheat products - Corn products - Blended products - Bulk commodities - Packaged commodities - Value added products - High valued products - Other

FR4.2. 14


FR4.2. 15

Maintain Commodity Specification The system shall allow the user to maintain Commodity Specifications document(s) for each





Formatted Table









... [543]

Formatted Table



... [545]

... [546]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 67 of of 429 6/0418/07



commodity.

FR4.2. 16

Maintain Commodity Usage The system shall allow the user to maintain a list of Commodity Uses. The list of Commodity Uses should include: - Monetization - Barter - Direct Feeding - Food for Work - Food for Training

FR4.2. 17

Maintain Package Type The system shall allow the user to maintain a list of Package Types. - Bulk - Packaged

FR4.2. 18

Maintain Activity Name The system shall allow the user to maintain a list of Activity Names.

The system shall alert the user when ‘Other’ is selected from the Activity Name dropdown and a new activity is entered into the proposal activity textbox.

FR4.2. 19

Maintain Types of Beneficiaries The system shall allow the user to maintain a list of Types of Beneficiaries.

The system shall allow the user to group beneficiary types.





Formatted Table







... [548]

... [547]

... [549]

... [550]






Comment [REPEAT489]: Req... [552]

... [551]





... [553]

Formatted Table

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 68 of of 429 6/0418/07



The system shall alert the user when ‘Other’ is selected from the Types of Beneficiaries dropdown and a new beneficiary is entered into the Beneficiary textbox.

FR4.2. 20

Maintain Project Types The system shall allow the user to maintain a list of Project Types.

The system shall allow the user to group Project Types.

The system shall alert the user when ‘Other’ is selected from the Project Types dropdown and a new Project Type is entered into the Project Types textbox.

FR4.2. 58

Maintain Discharge Ports The system shall allow the user (TLB) to maintain a list of discharge ports for use with the freight tenders.

FR4.2. 76

Maintain Package Size The system shall allow the user (TLB) to maintain a list of Package Sizes, also known as Cargo Types.

FR4.2. 77

Maintain Food & Agriculture Organization Commodity List The system shall allow the user to maintain the Food & Agriculture Organization commodity list. This list is desirable if the associated desirable





Formatted Table





... [555]




Comment [REPEAT495]: Req ... [557]

... [558]





... [559]





... [561]

Formatted Table

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At






Formatted Table



external system interface is created.

FR4.2. 86

Maintain Criteria for Measuring Progress The system shall allow the user to maintain a list of Expected Outputs, Expected Outcomes, and Expected Long Term Impacts.

The system shall allow the user to maintain the relationship between Expected Outputs and Outcomes and the Expected Long Term Impacts.

BRULE231

Complete and Submit (Govt Req) FFP Proposal Draft for Review 1. The track changes functionality is desired, and will apply to all the Proposal entry processes. Track changes functionality will be similar to the track changes functionality in MS Word for text fields. Non-text fields will have revision history. 2. If track changes functionality cannot be implemented, an audit trail should be developed within FAIS to track revision history. 3. Multiple users will be able to edit different proposal sections simultaneously. 4. Individual sections are only available to one user. 5. Field level help functionality and samples will be included in the proposal entry process.

FR2.1. 4.10b Complete and Submit (Govt Req) FFP Proposal Draft for Review

The following fields on the Proposal are required and all other fields shall remain optional: - Name and Address of Applicant – Req. - Country of Donation – Req. - Kind and Quantity of Commodities Requested and Delivery Schedule – Only the Commodity is required, tonnage is optional - Program Introduction – Req.

BRULE232

Complete and Submit (Govt Req) FFP Proposal Draft for Review Submission of the SF-424 form will be optional.


Formatted Table















... [563]

... [567]

... [568]

... [564]

... [565]

... [566]



3-

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At






Formatted Table



FR2.1. 4.11a Complete and Submit (Gov't Req.) FFE Proposal Draft for Review

One of the proposal sections will consist of the form SF424. Upon completion of introduction and plan of operation, this form will be completed by the user and will be dynamically populated with information already added in the earlier portions of the proposal.

The following fields will be static values: (1) Type of Submission; value: Non-Construction (2) Applicant Identifier; value: N/A (3) Date Received By State; value: N/A (3) State Application Identifier; N/A (4) Federal Identifier; N/A (8) Type of Application; value: New (9) Name of Federal Agency; USDA/Foreign Agricultural Service (14) Congressional Districts b. Project; NA (15c) Estimated Funding State - N/A (15d) Estimated Funding Local - N/A (16) Is Application Subject to Review by State Executive Order 12372 Process?; value: No. Program is not covered by E.O. 1237

The following fields will allow user entry: (5) Application Information – Organizational Unit, optional (6) Employer Identification Number - optional (7) Type of Application - required (11) Descriptive Title of Applicant’s Project - required (13) Start Date; dropdown list of years defaulted to current - required (13) End Date; dropdown list of years defaulted to current - required (14) Congressional Districts – Applicant; check box for N/A. Text box if N/A is not selected. (17) Is the Applicant Delinquent on any Federal Debt?; Radio button (18a) Name of Authorized Representative - required (18b) Title - required (18c) Telephone Number - required (18d) Certification - Confirmation Checkbox, required

The following fields will be dynamically populated: (2) Date Submitted - Current date (4) Date Received by Federal Agency - Defaulted to the date that

FR4.2. 3


FR4.2. 4


FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address,

Mandatory Approved CS Proposal Contributor, CS Proposal Creator Formatted Table















... [572]

... [570]

... [574]

... [569]

... [573]

... [571]



ship( P:\

uteValue

ship( P:\


FAIS


Page Page 71 of of 429 6/0418/07



the proposal is opened (5) Application Information – Legal Name; match to name of CS from proposal (5) Application Information – Address; match to address of CS from proposal (5) Application Information – Contact; match to contact name and number of CS from proposal (10) Catalog of Federal Domestic Assistance Number; Automatically populated by program specified in proposal (10) Title; Automatically populated by program specified in proposal (12) Areas Affected; populated by country specified in proposal (15a) Estimated Funding - Federal (FAS/FAD), auto-populated with total cash resources requested in proposal (15b) Estimated Funding –Applicant, auto-populated with information from program income section (cash contributions that the CS is providing) (15e) Estimated Funding - Other, contributions from other sources not captured in 15a and 15b. (15f) Estimated Funding - Program income, auto-populated from section 6c of the proposal (anticipated proceeds) (15g) Estimated Funding – Total; calculated automatically with above information (18e) Date Signed; set to current date

Field level specifications for the FFE proposal sections are found in the following attachment: Proposal_FFE.doc

Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 7


FR4.2. 8


FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include:





Formatted Table








Comment [REPEAT517]: ReqPro:At tributeValue:ReqPro|1.1.1|Attrib ... [577]

... [576]

Formatted Table



... [578]

... [579]



ship( P:\

ship( P:\


FAIS


Page Page 72 of of 429 6/0418/07



- Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)


FR4.2. 13


FR4.2. 14


FR4.2. 15





Formatted Table

Formatted Table











... [582]

... [580]

... [583]

... [584]

... [581]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 73 of of 429 6/0418/07



Maintain Commodity Specification The system shall allow the user to maintain Commodity Specifications document(s) for each commodity.

FR4.2. 16


FR4.2. 17


FR4.2. 19




FR4.2. 20





Formatted Table









... [586]

... [585]

... [587]

... [588]





... [589]

Formatted Table



... [591]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 74 of of 429 6/0418/07






FR4.2. 26

Maintain Budget Line Items The system shall allow the user to maintain a list of all Budget line items. The system shall allow the user to enter in attributes associated to the Budget line items.

FR4.2. 58


FR4.2. 76


FR4.2. 77

Maintain Food & Agriculture Organization Commodity List The system shall allow the user to maintain the Food & Agriculture Organization commodity list. This list is desirable if the associated desirable





Formatted Table

Formatted Table

















... [598]

... [594]

... [593]

... [595]

... [600]

... [596]

... [597]

... [599]

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 75 of of 429 6/0418/07





Formatted Table



external system interface is created.

FR4.2. 86



FR2.1. 4.11b Complete and Submit (Gov't Req.) FFE Proposal Draft for Review

The system shall allow the user to enter a full proposal draft for the Section 416(b) program and submit the draft for the Proposal Creator to review.

Note: 1. All complete proposal draft processes are broken into multiple Proposal sections including the SF-424, the Proposal Introduction, and the Proposal Plan of Operations.

BRULE233

Complete and Submit FFE Proposal Draft for Review 1. The track changes functionality is desired, and will apply to all the Proposal entry processes. Track changes functionality will be similar to the track changes functionality in MS Word for text fields. Non-text fields will have revision history. 2. If track changes functionality cannot be implemented, an audit trail should be developed within FAIS to track revision history. 3. Multiple users will be able to edit different proposal sections simultaneously. 4. Individual sections are only available to one user. 5. Field level help functionality and samples will be included in the proposal entry process.


FR2.1. 4.12a Complete and Submit (Govt Req) Section 416(b) Proposal Draft for Review

Refer to feature FR2.1.4.10a. The same rules apply. FR4.2. 3

Maintain Program Type The system shall maintain a list of Program Types. The Program Types should include the


Formatted Table

















... [606]

... [602]

... [601]

... [603]

... [608]

... [605]

... [604]

... [607]

ship( P:\

ship( P:\


FAIS


Page Page 76 of of 429 6/0418/07

3", Centered + 6", Right + Not at 11.88"




Formatted Table



following: - FFP - FFE - Title I - 416 (b)

FR4.2. 4


FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 7 Formatted: Font: (Default) Arial

Formatted Table












... [611]

... [609]

... [612]

... [613]

... [610]


FAIS


Page Page 77 of of 429 6/0418/07




FR4.2. 8


FR4.2. 10






Formatted Table





Formatted Table



... [614]

... [615]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 78 of of 429 6/0418/07




FR4.2. 13


FR4.2. 14


FR4.2. 15


FR4.2. 16

Maintain Commodity Usage





Formatted Table



... [616]







... [619]

Formatted Table









... [621]

... [623]

... [620]

... [622]

ship( P:\

ship( P:\


FAIS


Page Page 79 of of 429 6/0418/07 Formatted Table



The system shall allow the user to maintain a list of Commodity Uses. The list of Commodity Uses should include: - Monetization - Barter - Direct Feeding - Food for Work - Food for Training

FR4.2. 17


FR4.2. 18



FR4.2. 19










elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','4665','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4665{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4479')






... [626]

... [624]

... [627]

... [628]

... [625]





Formatted Table

Comment [REPEAT568]: ReqPro:R

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS





FR4.2. 20




FR4.2. 26


FR4.2. 58


FR4.2. 76


FR4.2. 77

Maintain Food & Agriculture Organization Commodity List

















... [634]

... [632]

... [637]

... [635]

... [638]

... [636]

... [633]

... [631]





Formatted Table





... [629]

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At






Formatted Table



The system shall allow the user to maintain the Food & Agriculture Organization commodity list. This list is desirable if the associated desirable external system interface is created.

FR4.2. 86



FR2.1. 4.12b Complete and Submit (Govt Req) Section 416(b) Proposal Draft for Review

Refer to feature FR2.1.4.10b. The same rules apply. Mandatory Approved CS Proposal Contributor, CS Proposal Creator

FR2.1. 4.13a Complete and Submit (Govt Req) Title I Proposal Draft for Review

Refer to feature FR2.1.4.10a. The same rules apply. FR4.2. 3


FR4.2. 4



Formatted Table

















... [644]

... [640]

... [639]

... [643]

... [646]

... [641]

... [642]

... [645]



FAIS


Page Page 82 of of 429 6/0418/07





Formatted Table



FR4.2. 6



FR4.2. 7

Maintain Cooperating Sponsor FAIS User List The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list. The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number - CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s),

Formatted Table









... [647]

... [648]


ship( P:\

ship( P:\


FAIS


Page Page 83 of of 429 6/0418/07



Agreement Executor(s), Agreement Modifier(s))

FR4.2. 8


FR4.2. 10



FR4.2. 13

Maintain Commodity Grouping The system shall allow the user to create sub-lists off of the entire commodity list. Sub-lists should include: - Wheat products - Corn products





Formatted Table






... [649]

... [650]




Formatted Table



... [652]

... [653]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 84 of of 429 6/0418/07



- Blended products - Bulk commodities - Packaged commodities - Value added products - High valued products - Other

FR4.2. 14


FR4.2. 15


FR4.2. 16


FR4.2. 17

Maintain Package Type





Formatted Table









... [655]

... [654]

... [656]

... [657]





... [658]

Formatted Table





... [660]

ship( P:\

ship( P:\


FAIS


Page Page 85 of of 429 6/0418/07



The system shall allow the user to maintain a list of Package Types. - Bulk - Packaged

FR4.2. 18



FR4.2. 19




FR4.2. 20



The system shall alert the user when ‘Other’ is selected from the Project Types dropdown and a





Formatted Table






... [662]

... [663]








... [665]

... [666]

Formatted Table

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 86 of of 429 6/0418/07



new Project Type is entered into the Project Types textbox.

FR4.2. 26


FR4.2. 58


FR4.2. 76


FR4.2. 77

Maintain Food & Agriculture Organization Commodity List The system shall allow the user to maintain the Food & Agriculture Organization commodity list. This list is desirable if the associated desirable external system interface is created.

FR4.2. 86








... [667]

Formatted Table







... [669]





... [671]





... [674]





... [676]

Formatted Table

Pro:F

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 87 of of 429 6/0418/07





Formatted Table




FR2.1. 4.13b Complete and Submit (Govt Req) Title I Proposal Draft for Review

Refer to feature FR2.1.4.10b. The same rules apply. Mandatory Approved CS Proposal Contributor, CS Proposal Creator

FR2.1. 4.14 Program Type? The system shall allow the Non-Foreign Government Cooperating Sponsor to select the Food Aid Program they would like to submit a proposal for.


FR2.1. 4.15a Complete and Submit FFP Proposal Draft for Review



The following fields will allow user entry: (5) Application Information – Organizational Unit, optional (6) Employer Identification Number - optional (7) Type of Application - required (11) Descriptive Title of Applicant’s Project - required (13) Start Date; dropdown list of years defaulted to current -

FR4.2. 3


FR4.2. 4


FR4.2. 6



Formatted Table



















... [677]

... [679]

... [681]

... [682]

... [683]

... [684]

... [680]

... [678]


FAIS


Page Page 88 of of 429 6/0418/07



required (13) End Date; dropdown list of years defaulted to current - required (14) Congressional Districts – Applicant; check box for N/A. Text box if N/A is not selected. (17) Is the Applicant Delinquent on any Federal Debt?; Radio button (18a) Name of Authorized Representative - required (18b) Title - required (18c) Telephone Number - required (18d) Certification - Confirmation Checkbox, required

The following fields will be dynamically populated: (2) Date Submitted - Current date (4) Date Received by Federal Agency - Defaulted to the date that the proposal is opened (5) Application Information – Legal Name; match to name of CS from proposal (5) Application Information – Address; match to address of CS from proposal (5) Application Information – Contact; match to contact name and number of CS from proposal (10) Catalog of Federal Domestic Assistance Number; Automatically populated by program specified in proposal (10) Title; Automatically populated by program specified in proposal (12) Areas Affected; populated by country specified in proposal (15a) Estimated Funding - Federal (FAS/FAD), auto-populated with total cash resources requested in proposal (15b) Estimated Funding –Applicant, auto-populated with information from program income section (cash contributions that the CS is providing) (15e) Estimated Funding - Other, contributions from other sources not captured in 15a and 15b. (15f) Estimated Funding - Program income, auto-populated from section 6c of the proposal (anticipated proceeds) (15g) Estimated Funding – Total; calculated automatically with above information (18e) Date Signed; set to current date

Field level specifications for all FFP proposal sections are found in the following attachment: Proposal_FFP.doc


FR4.2. 7


FR4.2. 8

Maintain FAS User List The system shall allow the user to maintain the FAS User list. The FAIS User list should include:





Formatted Table





Formatted Table



... [685]

... [686]




FAIS


Page Page 89 of of 429 6/0418/07



- Employee name - Employee title - Employee phone number - Employee fax number - Employee User Role - (Analyst(s), Branch Chief(s), FAD Director’s Office, TLB Analyst(s), CAD Payment Certifier(s), CAD Payment Approver(s), POST Personnel)

FR4.2. 10



FR4.2. 13






Formatted Table









... [687]

... [688]

Formatted Table

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 90 of of 429 6/0418/07





Formatted Table



FR4.2. 14


FR4.2. 15


FR4.2. 16


FR4.2. 17


FR4.2. 18

Formatted Table





















... [690]

... [694]

... [692]

... [689]

... [697]

... [695]

... [698]

... [696]

... [693]

... [691]

ship( P:\

ship( P:\


FAIS


Page Page 91 of of 429 6/0418/07





FR4.2. 19




FR4.2. 20




FR4.2. 26

Maintain Budget Line Items The system shall allow the user to maintain a list





Formatted Table









... [700]




... [702]

... [703]

Formatted Table


Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 92 of of 429 6/0418/07





Formatted Table



of all Budget line items. The system shall allow the user to enter in attributes associated to the Budget line items.

FR4.2. 58


FR4.2. 76


FR4.2. 77


FR2.1. 4.15b Complete and Submit FFP Proposal Draft for Review

The system shall allow the user to enter a full proposal draft for the Food for Education program and submit the draft for the Proposal Creator to review.


BRULE234

Complete and Submit FFP Proposal Draft for Review 1. The track changes functionality is desired, and will apply to all the Proposal entry processes. Track changes functionality will be similar to the track changes functionality in MS Word for text fields. Non-text fields will have revision history. 2. If track changes functionality cannot be implemented, an audit trail should be developed within FAIS to track revision history.





Formatted Table
















... [709]

... [705]

... [704]

... [706]

... [707]

... [711]

... [710]

... [712]

... [708]

3-

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At






Formatted Table



3. Multiple users will be able to edit different proposal sections simultaneously. 4. Individual sections are only available to one user. 5. Field level help functionality and samples will be included in the proposal entry process.

FR2.1. 4.16a Complete and Submit FFE Proposal Draft for Review



The following fields will allow user entry: (5) Application Information – Organizational Unit, optional (6) Employer Identification Number - optional (7) Type of Application - required (11) Descriptive Title of Applicant’s Project - required (13) Start Date; dropdown list of years defaulted to current - required (13) End Date; dropdown list of years defaulted to current - required (14) Congressional Districts – Applicant; check box for N/A. Text box if N/A is not selected. (17) Is the Applicant Delinquent on any Federal Debt?; Radio button (18a) Name of Authorized Representative - required (18b) Title - required

FR4.2. 3


FR4.2. 4


FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations


Formatted Table















... [716]

... [714]

... [718]

... [713]

... [717]

... [715]



FAIS


Page Page 94 of of 429 6/0418/07



(18c) Telephone Number - required (18d) Certification - Confirmation Checkbox, required

The following fields will be dynamically populated: (2) Date Submitted - Current date (4) Date Received by Federal Agency - Defaulted to the date that the proposal is opened (5) Application Information – Legal Name; match to name of CS from proposal (5) Application Information – Address; match to address of CS from proposal (5) Application Information – Contact; match to contact name and number of CS from proposal (10) Catalog of Federal Domestic Assistance Number; Automatically populated by program specified in proposal (10) Title; Automatically populated by program specified in proposal (12) Areas Affected; populated by country specified in proposal (15a) Estimated Funding - Federal (FAS/FAD), auto-populated with total cash resources requested in proposal (15b) Estimated Funding –Applicant, auto-populated with information from program income section (cash contributions that the CS is providing) (15e) Estimated Funding - Other, contributions from other sources not captured in 15a and 15b. (15f) Estimated Funding - Program income, auto-populated from section 6c of the proposal (anticipated proceeds) (15g) Estimated Funding – Total; calculated automatically with above information (18e) Date Signed; set to current date

Field level specifications for the FFE proposal sections are found in the following attachment: Proposal_FFE.doc

- CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 7


FR4.2. 8






Formatted Table





Formatted Table



... [719]

... [720]



ship( P:\

ship( P:\





Formatted Table









... [721]

... [722]


FAIS




FR4.2. 10



FR4.2. 13


FR4.2. 14

Maintain Commodity List The system shall allow the user to maintain a list of all commodities. The Commodity list should include: - Commodity - Commodity Code





... [724]

... [725]

Formatted Table

2

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 96 of of 429 6/0418/07



- CCC Code - Commodity Specification Available (Y/N) - Scarce Commodity Indicator

FR4.2. 15


FR4.2. 16


FR4.2. 17


FR4.2. 18







Formatted Table







... [727]

... [726]

... [728]

... [729]







... [730]





... [732]

Formatted Table

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


Teracore, Inc.

FAIS





FR4.2. 19




FR4.2. 20




FR4.2. 26


FR4.2. 58

Maintain Discharge Ports The system shall allow the user (TLB) to maintain









... [739]

... [741]

... [738]

... [740]





Formatted Table









... [735]

... [734]

... [736]

... [737]

Pro:At

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F


FAIS


Page Page 98 of of 429 6/0418/07





Formatted Table



a list of discharge ports for use with the freight tenders.

FR4.2. 76


FR4.2. 77


FR2.1. 4.16b Complete and Submit FFE Proposal Draft for Review

The system shall allow the user to enter a full proposal draft for the Section 416(b) program and submit the draft for the Proposal Creator to review.


BRULE235

Complete and Submit FFE Proposal Draft for Review 1. The track changes functionality is desired, and will apply to all the Proposal entry processes. Track changes functionality will be similar to the track changes functionality in MS Word for text fields. Non-text fields will have revision history. 2. If track changes functionality cannot be implemented, an audit trail should be developed within FAIS to track revision history. 3. Multiple users will be able to edit different proposal sections simultaneously. 4. Individual sections are only available to one user. 5. Field level help functionality and samples will be included in the proposal entry process.


FR2.1. 4.17a Complete and Submit One of the proposal sections will consist of the form SF424. Upon Mandatory Approved CS Proposal

Formatted Table

















... [743]

... [746]

... [745]

... [744]

... [747]

... [749]

... [748]

... [742]

ship( P:\

ship( P:\






Formatted Table












... [752]

... [750]

... [753]

... [754]

... [751]


FAIS




Section 416(b) Proposal Draft for Review

completion of introduction and plan of operation, this form will be completed by the user and will be dynamically populated with information already added in the earlier portions of the proposal.



The following fields will be dynamically populated: (2) Date Submitted - Current date (4) Date Received by Federal Agency - Defaulted to the date

that the proposal is opened (5) Application Information – Legal Name; match to name of CS from proposal

FR4.2. 3


FR4.2. 4


FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User

Contributor, CS Proposal Creator

Formatted Table

2

ship( P:\

ship( P:\


FAIS


Page Page 100 of of 429 6/0418/07



(5) Application Information – Address; match to address of CS from proposal (5) Application Information – Contact; match to contact name and number of CS from proposal (10) Catalog of Federal Domestic Assistance Number; Automatically populated by program specified in proposal (10) Title; Automatically populated by program specified in proposal (12) Areas Affected; populated by country specified in proposal (15a) Estimated Funding - Federal (FAS/FAD), auto-populated with total cash resources requested in proposal (15b) Estimated Funding –Applicant, auto-populated with information from program income section (cash contributions that the CS is providing) (15e) Estimated Funding - Other, contributions from other sources not captured in 15a and 15b. (15f) Estimated Funding - Program income, auto-populated from section 6c of the proposal (anticipated proceeds) (15g) Estimated Funding – Total; calculated automatically with above information (18e) Date Signed; set to current date

Field level specifications for the 416(b) proposal sections are found in the following attachment: Proposal_416b.doc

Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 7


FR4.2. 8


FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code





Formatted Table







... [756]



Formatted Table



... [758]

... [759]



ship( P:\

ship( P:\


FAIS


Page Page 101 of of 429 6/0418/07



- Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)


FR4.2. 13


FR4.2. 14


FR4.2. 15

Maintain Commodity Specification The system shall allow the user to maintain Commodity Specifications document(s) for each





Formatted Table









... [761]

Formatted Table



... [763]

... [764]



Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 102 of of 429 6/0418/07



commodity.

FR4.2. 16


FR4.2. 17


FR4.2. 18



FR4.2. 19







Formatted Table







... [766]

... [765]

... [767]

... [768]







... [769]





... [771]

Formatted Table

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 103 of of 429 6/0418/07




FR4.2. 20




FR4.2. 26


FR4.2. 58


FR4.2. 76






Formatted Table





... [773]





... [776]





... [777]

Formatted Table





... [779]

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 104 of of 429 6/0418/07





Formatted Table



FR4.2. 77


FR2.1. 4.17b Complete and Submit Section 416(b) Proposal Draft for Review

The system shall allow the Foreign Government Cooperating Sponsor to enter a partial proposal draft for the Title I program and submit the draft for the Proposal Creator to review.


BRULE236

Complete and Submit Section 416(b) Proposal Draft for Review 1. The track changes functionality is desired, and will apply to all the Proposal entry processes. Track changes functionality will be similar to the track changes functionality in MS Word for text fields. Non-text fields will have revision history. 2. If track changes functionality cannot be implemented, an audit trail should be developed within FAIS to track revision history. 3. Multiple users will be able to edit different proposal sections simultaneously. 4. Individual sections are only available to one user. 5. Field level help functionality and samples will be included in the proposal entry process.


FR2.1. 4.18a Complete and Submit Title I Proposal Draft for Review

The system shall allow the Foreign Government Cooperating Sponsor to enter a partial proposal draft for the Title I program and submit the draft for the Proposal Creator to review.


FR4.2. 3

Maintain Program Type The system shall maintain a list of Program Types. The Program Types should include the following: - FFP - FFE - Title I


Formatted Table

















... [786]

... [782]

... [781]

... [783]

... [788]

... [785]

... [784]

... [787]

ship( P:\

ship( P:\


FAIS


Page Page 105 of of 429 6/0418/07



- 416 (b)

FR4.2. 4


FR4.2. 6



FR4.2. 7

Maintain Cooperating Sponsor FAIS User List The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list.





Formatted Table






... [789]

... [790]




Formatted Table



... [792]

... [793]




FAIS


Page Page 106 of of 429 6/0418/07



The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number - CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s), Agreement Executor(s), Agreement Modifier(s))

FR4.2. 8


FR4.2. 10







Formatted Table

Formatted Table









... [794]

... [795]

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 107 of of 429 6/0418/07





Formatted Table



FR4.2. 13


FR4.2. 14


FR4.2. 15


FR4.2. 16

Maintain Commodity Usage The system shall allow the user to maintain a list of Commodity Uses. The list of Commodity Uses should include: - Monetization

Formatted Table

















... [801]

... [797]

... [796]

... [798]

... [803]

... [799]

... [800]

... [802]

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 108 of of 429 6/0418/07



- Barter - Direct Feeding - Food for Work - Food for Training

FR4.2. 17


FR4.2. 18



FR4.2. 19




FR4.2. 20

Maintain Project Types





Formatted Table









... [805]

... [804]

... [806]

... [807]





... [808]

Formatted Table





... [810]

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At

Pro:R

Pro:At


FAIS


Page Page 109 of of 429 6/0418/07



The system shall allow the user to maintain a list of Project Types.



FR4.2. 26


FR4.2. 58


FR4.2. 76


FR4.2. 77






Formatted Table

Formatted Table

















... [817]

... [813]

... [812]

... [814]

... [819]

... [815]

... [816]

... [818]


FAIS



FR2.1. 4.18b Complete and Submit Title I Proposal Draft for Review




The following fields will be dynamically populated: (2) Date Submitted - Current date (4) Date Received by Federal Agency - Defaulted to the date that the proposal is opened






Formatted Table



Functional Design Document v1.1 Page Page 110 of of 429 6/0418/07 Formatted Table

2


FAIS







Formatted Table





Formatted Table

(5) Application Information – Legal Name; match to name of CS from proposal (5) Application Information – Address; match to address of CS from proposal (5) Application Information – Contact; match to contact name and number of CS from proposal (10) Catalog of Federal Domestic Assistance Number; Automatically populated by program specified in proposal (10) Title; Automatically populated by program specified in proposal (12) Areas Affected; populated by country specified in proposal (15a) Estimated Funding - Federal (FAS/FAD), auto-populated with total cash resources requested in proposal (15b) Estimated Funding –Applicant, auto-populated with information from program income section (cash contributions that the CS is providing) (15e) Estimated Funding - Other, contributions from other sources not captured in 15a and 15b. (15f) Estimated Funding - Program income, auto-populated from section 6c of the proposal (anticipated proceeds) (15g) Estimated Funding – Total; calculated automatically with above information (18e) Date Signed; set to current date

Field level specifications for the Title I proposal sections are found in the following attachment: Proposal _TitleI.doc

FR2.1. 4.19 Does the Proposal Creator approve the Proposal?

The system shall alert the appropriate Proposal Creator when a Mandatory Approved CS Proposal proposal draft has been submitted for review. The system shall Creator send the proposal to the Proposal Creator queue.

The system shall allow the Proposal creator to review, update, approve, and/or request modification and provide comments on the proposal draft.

FR2.1. 4.20 Does the CS Director The system shall alert the appropriate CS Director when a proposal Mandatory Approved CS Director approve the Proposal? draft has been submitted for review. The system shall send the

proposal to the CS Director queue.

The system shall allow the CS Director to review, update, approve,


Pro:At

Pro:F

Pro:R

Pro:At






Formatted Table



request modification, and/or reject and provide comments on the proposal draft.

FR2.1. 4.21 Notify Proposal Creator that CS Director does not want to submit the Proposal

The system shall allow the CS Director to notify the Proposal Creator if they would not like to submit the proposal to the Food Assistance Division.


FR2.1. 4.22 CS Director Submits Proposal

The system shall allow the CS Director to submit the proposal to the Food Assistance Division. BRULE237

CS Director Submits Proposal 1. CS will have the ability to only submit the proposal once, and will not be able to modify the proposal after it has been submitted. A new proposal can be submitted using a previously submitted proposal, a previously saved, but not submitted proposal, a rejected proposal, or a withdrawn proposal as a basis. 2. Once submitted a CS will not have the ability to modify that proposal. If changes must be made, the proposal must be withdrawn and a new proposal re-submitted. 3. Once the CS submits the proposal, FAD will have the ability to access and view the proposal. 4. CS will receive a notice that the Food Assistance Division has received their Proposal and it is being processed. 5. The Proposal can be deleted anytime before the CS Director has submitted it to the Food Assistance Division in the 4.1 Withdraw Proposal process. 6. Once the proposal is submitted, a copy will be e-mailed to the Post personnel for review.


FR2.1. 4.23 Compile / Update UMR Requests

The system shall compile UMR requests to be sent to OGA queue for all proposals that include commodity(s) being monetized and/or bartered.

The system shall track the status of UMR requests per Proposal.

BRULE317

Compile / Update UMR Requests If a UMR for a country and commodity within the current fiscal year is available or has already

Mandatory Approved FAD Analyst, FAD Branch Chief

Formatted Table










Comment [REPEAT790]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite





... [824]

... [820]

... [821]

... [822]



Pro:F

Pro:F

Pro:R

Pro:At

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 113 of of 429 6/0418/07





Formatted Table



been requested, no request should be sent.

FR2.1. 5 Manual Proposal Data Entry The system shall allow the user to enter proposal data for all proposals that are submitted through Grants.gov, fax, email (PDF or Word document), mail, and/or cable by the Cooperating Sponsors.

The system will allow for cut and paste functionality from all file formats.


FR2.1. 5. 1 Is Proposal a Cable? The system shall interface with Grants.gov to capture proposal data submitted by the Cooperating Sponsors.

Note: Proposals that are mailed and faxed are considered hard copy proposals, and proposals sent via e-mail or Grants.gov are considered electronic.

ASSUM15


BRULE239

Is Proposal a Cable? 1. If the CS submits their proposals through Grants.gov, fax, email (PDF or Word document), mail, and/or cable, FAD will manually enter all proposal information into FAIS.

2. If possible Grants.gov information should be sent electronically, and systematically entered to prevent manual data entry.

Desirable Approved FAD Branch Chief

FR2.1. 5. 2 Is Proposal electronic or hardcopy?

The system shall allow the user (FAD Branch Chief) to determine if the proposal submitted is electronic or hardcopy.

Note: If the proposal was submitted electronically, then the FAD Analyst will upload the proposal. If the proposal was submitted through hardcopy, then the FAD Analyst will scan the proposal.

Mandatory Approved FAD Branch Chief

FR2.1. 5. 3 Scan in Proposal and capture pertinent metadata

The system shall allow the user (FAD Analyst) to scan in a proposal submitted via mail or fax by the Cooperating Sponsors. BRULE240

Scan in Proposal and capture pertinent metadata


Formatted Table





















... [826]

... [830]

... [828]

... [825]

... [832]

... [831]

... [834]

... [833]

... [829]

... [827]

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F


FAIS


Page Page 114 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



1. The date the proposal is received, the method sent, the individual who sent the document, program type, CS email address, and organization of CS will be entered by the user.

FR2.1. 5. 4 Retrieve Cable in text format The system shall retrieve a Cable in text format, submitted by a foreign government, by interfacing with the INCA system.


FR2.1. 5. 5 Upload Scanned, Image, PDF, MS Word Document of Proposal

The system shall allow the user (FAD Analyst) to upload the proposal submitted by the Cooperating Sponsors.

The system shall send an alert to the applicable Program Branch and the proposal will be sent to the Program Branch queue.

Note: Reports will be generated to display who submitted the proposal and which method was used for submission.

BRULE241

Upload Scanned, Image, PDF, MS Word Document of Proposal 1. The date the proposal is received, the method sent, the individual who sent the document, program type, CS email address, and organization of CS will be entered by the user.

2. The SF424 form is included as part of the proposal.


FR2.1. 5. 6 Send Confirmation E-mail The system shall send a confirmation e-mail notification that the proposal has been uploaded to the Cooperating Sponsors. BRULE242

Send Confirmation E-mail The Cooperating Sponsor must have a valid e-mail address.


FR2.1. 5. 7 Program Branch Assigns employee(s) Proposal

The system shall allow the Branch Chief to assign individuals to enter proposals on behalf of the Cooperating Sponsors.


FR2.1. 5. 8 Is this a New or Existing Proposal?

The system shall send an alert to the Analyst and the proposal will be sent to the Analyst queue. BRULE243

Is this a New or Existing Proposal? The system should only allow users to view proposals they are assigned to.

Mandatory Approved FAD Analyst

FR2.1. 5. 9 Select Proposal to Modify The system shall allow the user to select a proposal to modify from a list of proposals that have been assigned to the user.


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [835]

... [836]

... [837]

... [851]

... [838]

... [852]

... [839]

... [853]

... [840]

... [854]

... [841]

... [855]

... [842]

... [856]

... [843]

... [857]

... [844]

... [858]

... [845]

... [859]

... [846]

... [860]

... [847]

... [861]

... [848]

... [862]

... [849]

... [863]

... [850]

... [864]

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F


FAIS


Page Page 115 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR2.1. 5.10 Create New Proposal The system shall allow the user to select an assigned proposal document and create a new proposal for all program types. BRULE315

Create New Proposal The FAD employee will have the ability to access the uploaded proposal during the proposal draft creation processes.


FR2.1. 5.11 Modify Proposal The system shall allow the user to modify a draft proposal for the current fiscal year. BRULE244

Modify Proposal 1. The Branch Chief can reject the submitted Proposal and require corrections to be made before resubmission.

2. After a Proposal has been modified, it will be resubmitted to the Branch Chief for approval.


FR2.1. 5.12 Foreign Government or Non-Gov?

The system shall determine whether the CS is a Foreign Government or Non-Government Cooperating Sponsor.


FR2.1. 5.13 Program Type? The system shall determine the type of Cooperating Sponsor and Food Aid Program the user would like to submit a proposal for.


FR2.1. 5.14a Complete and Submit (Govt Req) FFP Proposal Draft for Review

Refer to feature FR2.1.4.10a. The same rules apply. Mandatory Approved FAD Analyst

FR2.1. 5.14b Complete and Submit (Govt Req) FFP Proposal Draft for Review

Refer to feature FR2.1.4.10b. The same rules apply. Mandatory Approved FAD Analyst

FR2.1. 5.15a Complete and Submit FFE Proposal (Govt Req) Draft for Review


FR2.1. 5.15b Complete and Submit (Govt Req) FFE Proposal Draft for Review


FR2.1. 5.16a Complete and Submit (Govt Req) Section 416(b)


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted














... [865]

... [866]

... [867]

... [881]

... [868]

... [882]

... [869]

... [883]

... [870]

... [884]

... [871]

... [885]

... [872]

... [886]

... [873]

... [887]

... [874]

... [888]

... [875]

... [889]

... [876]

... [890]

... [877]

... [891]

... [878]

... [892]

... [879]

... [893]

... [880]

... [894]

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F


FAIS


Page Page 116 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Proposal Draft for Review FR2.1. 5.16b Complete and Submit (Govt

Req) Section 416(b) Proposal Draft for Review


FR2.1. 5.17a Complete and Submit (Govt Req) Title I Proposal Draft for Review


FR2.1. 5.17b Complete and Submit (Govt Req) Title I Proposal Draft for Review


FR2.1. 5.18 Program Type? The system shall determine the type of Cooperating Sponsor and Food Aid Program the user would like to submit a proposal for.


FR2.1. 5.19a Complete and Submit Draft for FFP Proposal for Review


FR2.1. 5.19b Complete and Submit Draft for FFP Proposal for Review


FR2.1. 5.20a Complete and Submit Draft for FFE Proposal for Review


FR2.1. 5.20b Complete and Submit Draft for FFE Proposal for Review


FR2.1. 5.21a Complete and Submit Draft for Section 416(b) Proposal for Review


FR2.1. 5.21b Complete and Submit Draft for Section 416(b) Proposal for Review


FR2.1. 5.22a Complete and Submit Draft for Title I Proposal for Review


FR2.1. 5.22b Complete and Submit Draft for Title I Proposal for Review


FR2.1. 5.23 Are Fields Complete and Valid?

The system shall determine whether proposal fields are complete and valid based on the list of required fields. If the proposal is complete and valid, it should proceed to the appropriate Branch Chief. If the proposal is not complete and valid, it should be rejected and a rejection letter should be sent to the CS.

The system shall prompt the user and ask if they would like the


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted














... [895]

... [896]

... [897]

... [912]

... [898]

... [913]

... [899]

... [914]

... [900]

... [915]

... [901]

... [916]

... [902]

... [917]

... [903]

... [918]

... [904]

... [919]

... [905]

... [920]

... [906]

... [921]

... [907]

... [922]

... [908]

... [923]

... [909]

... [924]

... [910]

... [925]

... [911]

... [926]

.rqs', Kar

ship( P:\






Formatted Table



system to send a rejection letter.

FR2.1. 5.24 Are Fields Complete and Valid?

The system shall determine whether proposal fields are complete and valid based on the list of required fields. If the proposal is complete and valid, it should proceed to the appropriate Branch Chief. If the proposal is not complete and valid, it should be rejected and a rejection letter should be sent to the CS.

The system shall prompt the user and ask if they would like the system to send a rejection letter.


FR2.1. 5.25 Has the Branch Chief approved the Proposal?

The system shall alert the appropriate Branch Chief when a proposal draft has been submitted for review. The system shall send the proposal to the Branch Chief queue.

The system shall allow the user to review, edit, request modifications, and approve the proposal draft.

Note: The Branch Chief will review proposal data before it is submitted.


FR2.1. 5.26 Branch Chief Submits Proposal

The Branch Chief will review proposal data before it is submitted.

Note: The Branch Chief will review proposal data before it is submitted.

BRULE246

Branch Chief Submits Proposal 1. The Branch Chief will have the ability to approve all draft proposals at the same time.

2. The appropriate Branch Chief will review the proposals based on proposal type.

a) FFP & Title I b) FFE & 416(b)

3. Once the proposal is submitted, a copy will be e-mailed to the Post personnel for review.

a) FFP & Title I b) FFE & 416(b)


FR2.1. 5.27 Compile / Update UMR Requests

The system shall compile UMR requests to be sent to OGA queue for all proposals that include commodity(s) being monetized and/or

Mandatory Approved FAD Branch Chief, FAD


Formatted Table












... [929]

... [927]

... [930]

... [928]



Pro:F

Pro:R

Pro:At

Pro:F


FAIS


Page Page 118 of of 429 6/0418/07





Formatted Table



bartered.

The system shall track the status of UMR requests per Proposal.

Analyst

FR2.1. 5.28 Should Proposal be Rejected?

The system shall allow the user (FAD Analyst) to determine if the proposal should be rejected.

Note: If the proposal is rejected, then a rejection cable will be sent to the Post. If the proposal is not rejected, then the FAD Analyst will send a response to Post Personnel.


FR2.1. 5.29 Send Response to Post Personnel

The system shall allow the user to send a message to the Post personnel queue.


FR2.1. 6 Request and Obtain UMR Analysis

The system shall allow the user (FAD) to request the UMR.

The system shall allow the user (OGA) to create and submit the UMR Analysis.

Mandatory Approved FAD Director’s Office, OGA Analyst, OGA Branch Chief

FR2.1. 6. 1a Submit USAID/Ad-hoc UMR Requests

The system shall allow the FAD Director’s Office to submit USAID/Ad-hoc UMR Requests by submitting the following information to the OGA Branch Chief:

(1) Commodity (2) Country (3) FAD Analyst (4) Date Complete – defaulted to a month after the UMR Request was made or a date specified by the FAD Director’s Office

Only one UMR request line item should be displayed for all UMR requests that consist of the same country and commodity combination.

The system shall allow the FAD Director’s Office to cancel an already submitted UMR Request.

BRULE208

Submit USAID/Ad-hoc UMR Requests 1. UMR Requests are submitted for Proposals and/or Agreements that include Monetization or Barter. The Country and Commodity will be contained in the UMR Request. 2. Any commodities defined in the same commodity group should receive the same UMR Analysis. 3. The FAD Director’s Office will enter the Due Date for submitted UMR Requests. The Due Date can also be defaulted to a month after the request was made.


FR2.1. 6. 1b Submit USAID/Ad-hoc UMR Requests

The system shall allow OGA to define Commodity Groups that can receive the same UMR Analysis.

Mandatory Approved OGA Branch Chief

Formatted Table















... [934]

... [933]

... [931]

... [935]

... [932]

.rqs', Kar

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F


FAIS


Page Page 119 of of 429 6/0418/07





Formatted Table



FR2.1. 6. 2 Existing UMR Request for this Country and Commodity?

The system shall determine if an existing UMR is available for the UMR Request.

If a UMR for a country and commodity within the current fiscal year is available or has already been requested, no request should be sent.

BRULE209

Existing UMR Request for this Country and Commodity? 1. The UMR Request needs to consider the Ship-To Window for UMR Analyses that are available in the system. The Ship-To Window defines the period of time the commodity is being shipped in. The Ship-To Window will be entered by the FAD Director’s Office. This will determine if a UMR is currently valid or if a new UMR Request needs to be made.


FR2.1. 6. 3 Submit UMR Update Requests

The system shall allow the user to select a UMR Identifier tied to the UMR Request to be updated.

The system shall allow the FAD Director’s Office to cancel an already submitted UMR Request.

BRULE210

Submit UMR Update Requests 1. UMR Requests are submitted for Submitted Proposals, Approved Proposals, and/or Agreements that include Monetization or Barter. The Country and Commodity will be contained in the UMR Request. 2. Any commodities defined in the same commodity group should receive the same UMR Analysis. 3. An update to an existing UMR Analysis should not overwrite the previously submitted UMR Analysis. 4. The FAD Director’s Office will enter the Due Date for submitted UMR Requests. The Due Date can also be defaulted to a month after the request was made.


FR2.1. 6. 4a Receive UMR Requests The system shall send a system alert to the OGA Branch Chief to review the UMR request.


FR2.1. 6. 4b Receive UMR Requests The system shall allow the OGA Branch Chief to receive the UMR Request in their queue.


Formatted Table

















... [939]

... [936]

... [940]

... [937]

... [942]

... [938]

... [941]

.rqs', Kar

Pro:F

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 120 of of 429 6/0418/07





Formatted Table



FR2.1. 6. 5a Assign UMR Requests The system shall allow the OGA Branch Chief to assign the UMR Request to an OGA Analyst.


FR2.1. 6. 5b Assign UMR Requests The system shall allow the OGA Branch Chief to assign additional users with an OGA Analyst user role.

Note: The OGA Branch Chief role will be designated in Maintain System Data.

Assumption: 1. Any additional users would obtain an eAuthentication account. 2. All FAIS users must have Level 2 eAuthentication permissions.


FR2.1. 6. 5c Assign UMR Requests The system shall send a system alert to the OGA Analyst to conduct a UMR Analysis for a UMR request.


FR2.1. 6. 5d Assign UMR Requests The system shall allow the OGA Analyst to receive the UMR Request in their queue.


FR2.1. 6. 6a Conduct UMR Analysis The system shall allow the user to conduct an UMR Analysis. Mandatory Approved OGA Analyst

FR2.1. 6. 6b Conduct UMR Analysis The system shall allow the user to conduct an UMR Analysis. The following fields should be displayed in the header section of the UMR.

The following fields should be statically pre-populated in the UMR: (1) Internal USDA Document (2) Program Justification

The following fields should be dynamically pre-populated in the UMR: (1) U.S. Fiscal Year Beginning – populate the current Fiscal Year (2) Country – from the UMR Request (3) Commodity – from the UMR Request (4) Commercial and the recommended Usual Marketing Requirement – from the Commercial Year Average Sub-Total (5) Concessional – from the Concessional Year Average Sub-Total

The following fields should be user entered:

BRULE211

Conduct UMR Analysis 1. Total Requirement will be calculated using the following formula:

Consumption Needs + Stock Changes

2. Balance Import Requirement will be calculated using the following formula:

Total Requirement – Production

3. Total will be calculated using the following formula:

Commercial and the recommended Usual Marketing Requirement + Concessional


Formatted Table

















... [947]

... [946]

... [944]

... [949]

... [943]

... [945]

... [948]


FAIS



(1) Consumption Needs (2) Stock Changes (3) Production

The following fields will be calculated by the system: (1) Total Requirement (2) Balance Import Requirement (3) Total (4) Maximum for U.S. Programming

4. Maximum for U.S. Programming will be calculated using the following formula:

Balance Import Requirement - Commercial and the recommended Usual Marketing Requirement

FR2.1. 6. 6c Conduct UMR Analysis The system shall retrieve the following information from PS&D Online through an external system interface: (1) Consumption Needs (2) Stock Changes (3) Production


FR2.1. 6. 6d Conduct UMR Analysis The system shall allow the user to conduct an UMR Analysis. The following fields should be displayed in the Total Imports section of the UMR.

The following fields should be statically pre-populated in the UMR: (1) Total Imports (Thousand Metric Tons)

The following fields should be dynamically pre-populated in the UMR: (1) OGA Analyst – based on login (2) Concessional Years – display the current year and 4 previous years, OGA should be able to add additional years (3) Commercial Years – display the current year and 4 previous years, OGA should be able to add additional years

The following fields should be user entered: (1) Concessional Country List – drop-down (2) Commercial Country List – drop-down (3) Total Concessional Imports by Country for each year (4) Total Commercial Imports by Country for each year (5) Source – drop-down (6) Date Basis (7) Comments

BRULE212

Conduct UMR Analysis 1. Once OGA defines the Country list for the Concessional and Commercial areas, these lists should be displayed for future years. OGA should be able to add/remove Countries from these lists. 2. If Total Imports by Country data is available for previous years, and those years are included in the UMR, the data should be displayed for OGA. 3. OGA should be able to define how many years to include in the Year Average calculation.






Formatted Table









Formatted Table Functional Design Document v1.1 Page Page 121 of of 429 6/0418/07 2

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:F

Pro:F


FAIS


Page Page 122 of of 429 6/0418/07





Formatted Table



The following fields will be calculated by the system: (1) Year Average – OGA should be able to define how many years to include in this calculation (2) Sub-Total (3) Total

FR2.1. 6. 6e Conduct UMR Analysis The system shall retrieve the following information from the Food & Agriculture Organization through an external system interface:

(1) Total Concessional Imports by Country for each year (2) Total Commercial Imports by Country for each year

The system shall allow the user to list commodities (referred to in Maintain System Data) that the Food & Agriculture Organization can provide Total Import Country data for.


FR2.1. 6. 6f Conduct UMR Analysis The system shall retrieve the following information from the International Grains Council through an external system interface:

(1) Total Imports by Country for each Concessional Year (2) Total Imports by Country for each Commercial Year

The system shall allow the user to list commodities (referred to in Maintain System Data) that the International Grains Council can provide Total Import Country data for.

FR4.2. 78

Maintain International Grains Council Commodity List The system shall allow the user to maintain the International Grains Council commodity list. This list is desirable if the associated desirable external system interface is created.


FR2.1. 6. 7 Submit UMR for Review The system shall allow the OGA Analyst to submit the UMR Analysis to the OGA Branch Chief for review.


FR2.1. 6. 8a UMR Approved? The system shall send a system alert to the OGA Branch Chief to review the UMR Analysis.


FR2.1. 6. 8b UMR Approved? The system shall allow the OGA Branch Chief to receive the UMR Analysis in their queue.


FR2.1. 6. 8c UMR Approved? The system shall allow the OGA Branch Chief to approve the UMR Analysis.


FR2.1. 6. 8d UMR Approved? The system shall allow the OGA Branch Chief to modify the UMR Analysis.


Formatted Table



















... [955]

... [951]

... [954]

... [952]

... [956]

... [957]

... [950]

... [953]

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At


FAIS


Page Page 123 of of 429 6/0418/07





Formatted Table



FR2.1. 6. 8e UMR Approved? The system shall allow the OGA Branch Chief to reject the UMR Analysis with comments.

If the UMR Analysis is rejected, the OGA Analyst should receive a system alert to review the UMR Analysis.

The system shall allow the OGA Analyst to receive the UMR Analysis in their queue.


FR2.1. 6. 9 Submit UMR Analysis The system shall allow the OGA Branch Chief to submit the UMR Analysis to the FAD Director’s Office.

The FAD Director’s Office should receive a system alert to review the UMR Analysis, including when an update is made to an already submitted UMR Analysis.


FR2.1. 7 Allocate Tonnage The system shall allow the user to allocate tonnage to the UMR. Mandatory Approved FAD Director’s Office

FR2.1. 7. 1 Modifications? The system shall determine whether modifications need to be made to allocated tonnage.

Once the UMR Analysis is received and if modifications are not required, the system shall update the UMR status on the approved Proposal, submitted Proposal, or signed Agreement.

BRULE214

Modifications? 1. If the total tonnage exceeds the Total Available for Programming, then an approved/submitted Proposal(s) or signed Agreement(s) need to be modified.


FR2.1. 7. 2 Allocate Tonnage If modifications are required, the system shall generate and display a UMR summary page which will contain a high level summary of all submitted UMR Analyses that require modification. The summary page should contain the following:

(1) Country (2) Requested Commodity (3) Total Tonnage Requested – drill down functionality to display Total Tonnage Requested per USAID, signed Agreement(s), approved Proposal(s), and submitted Proposal(s) line items. (4) Total Tonnage Available for US Programming

BRULE215

Allocate Tonnage 1. The total Tonnage for the UMR Request should be sent to the FAD Director’s Office. 2. If the total available for programming is negative, there shouldn’t be any tonnage allocated to the signed Agreement, Approved Proposal, and/or Submitted Proposal. 3. Total Tonnage Allocated will be calculated


Formatted Table



















... [960]

... [962]

... [958]

... [959]

... [964]

... [963]

... [965]

... [961]

.rqs', Kar






Formatted Table



(5) Total Tonnage Allocated per USAID, signed Agreement(s), approved Proposal(s), and submitted Proposal(s) line items. This is user entered. (6) Total Tonnage Allocated (7) Total Remaining Tonnage Available for US Programming (8) UMR Date (9) Comments for each USAID, signed Agreement(s), approved Proposal(s), and submitted Proposal(s) line items.

The system shall allow the user to view tonnages requested and their source in order by UMR priority. UMR priority should be defined as follows: (1) Requests from USAID (2) Requests from a signed Agreement (3) Requests from an approved Proposal (4) Requests from a submitted Proposal

The system shall allow the user to export a UMR Analysis to a PDF document.

using the following formula:

USAID allocated + signed Agreements allocated + approved Proposals allocated + submitted Proposals allocated

4. If the Total Tonnage Requested exceeds the Total Tonnage Available for US Programming, the UMR issue should be displayed on the Allocate Tonnage table. 5. The Total Allocated Tonnage should never exceed the Total Tonnage Available for US Programming.

FR2.1. 7. 3 Signed Agreement, Approved Proposal, Submitted Proposal?

If the total tonnage requested exceeds the total available for US programming, the system shall the user to allocate tonnage between signed Agreements, approved Proposals, and submitted Proposals.

BRULE216

Signed Agreement, Approved Proposal, Submitted Proposal? The Total Allocated Tonnage should never exceed the Total Tonnage Available for US Programming.


FR2.2 Evaluation, Recommendation, and Approval

The system shall support the evaluation, recommendation, and approval for all program types.

Mandatory Approved FAD Director’s Office, FAD Branch Chief, Post Personnel, FAD Analyst, Transportation and Logistics Branch

FR2.2. 1 Evaluate, Score, and Grade Proposal

The system shall allow the user to assign, evaluate, score, and grade proposals.

Mandatory Approved FAD Director's Office, FAD


Formatted Table







Comment [REPEAT896]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ('P:\Requisite Pro\FAS_Projects\FAS_Projects '



... [967]

... [968]

... [966]


.rqs', Kar

Pro:R

Pro:At

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 125 of of 429 6/0418/07





Formatted Table



Branch Chief, Post Personnel, FAD Analyst, Transportation and Logistics Branch

FR2.2. 1. 1 Do Freight Estimates Exist for this Country and Package Type?

The system shall determine if freight estimates exist for each shipment within a proposal.

Mandatory Approved Transportation and Logistics Branch

FR2.2. 1. 2 Send Alert to TLB The system shall send an alert to TLB when freight estimates are not available for the country in the proposal. The alert should direct the user to the Freight Pricing Table (referred to in Maintain System Data) which highlights any estimates that are missing.

FR4.2. 22

Maintain Freight Pricing The system shall maintain freight estimates by country and package type in the Freight Pricing Table.

If freight estimates do not exist, the system shall highlight missing country and package type combinations.


FR2.2. 1. 3 Do Commodity Estimates Exist?

The system shall determine if commodity estimates exist for each proposal.


FR2.2. 1. 4 Send Alert to FAD The system shall send alert to FAD when commodity estimates are not available. The alert should direct the user to the Commodity Pricing Table (referred to in Maintain System Data) which highlights any estimates that are missing.

FR4.2. 23

Maintain Commodity Pricing The system shall maintain commodity estimates in the Commodity Pricing Table. Commodity estimates will be obtained from the WBSCM system for the highest, average, and latest costs associated to each commodity if feasible, otherwise these estimates will be obtained from actual costs data for previous fiscal years in FAIS.

The system shall allow the user to select which


Formatted Table

















... [973]

... [969]

... [970]

... [975]

... [971]

... [972]

... [974]

Pro:At

Pro:R

Pro:At

Pro:F






Formatted Table



estimate applies (highest, average, or latest cost) or the user can override the estimate for each commodity.

If commodity estimates do not exist, the system shall highlight missing commodity(s) and allow the user to enter the estimate and/or initiate another request from WBSCM.

FR2.2. 1. 5a Create Proposal Summary The system shall lock all proposal costs (commodity by metric ton, freight by metric ton, administrative, and project) once freight and commodity estimates exist for the proposal.


FR2.2. 1. 5b Create Proposal Summary The system shall generate and display a proposal summary page which will provide a high level summary of each proposal.

The proposal summary page should include the following for each proposal: (1) Proposal Number (Mandatory) (2) Program Type (Mandatory) (3) Cooperating Sponsor (Mandatory) (4) Country (Mandatory) (5) Number of Pages (Mandatory) (6) CS Proposal Complexity (Desirable) (7) Country Complexity (Desirable) (8) New CS (Mandatory) (9) New Country (Mandatory) (10) Priority Country (Mandatory) (11) Proposal Continuation (Mandatory) (12) Proposal Status (Mandatory) Status could include: Unassigned, Assigned, Non-priced, Scored (13) Analyst Assigned (Mandatory) (14) Secondary Analyst Assigned (Mandatory)

The system shall highlight non-priced proposals.

ASSUM15


BRULE70

Create Proposal Summary A non-priced proposal cannot be assigned.

Mandatory Approved FAD Branch Chief, FAD Director's Office

FR2.2. 1. 5c Create Proposal Summary The system shall allow the user to sort, filter, and hide the information displayed on the proposal summary page.

Mandatory Approved FAD Branch Chief, FAD Director's Office

Formatted Table















... [979]

... [976]

... [980]

... [977]

... [978]


Pro:F

Pro:R

Pro:At

Pro:F

Pro:R

Pro:At

Pro:F

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 127 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR2.2. 1. 5d Create Proposal Summary The system shall allow the user to enter ad-hoc criteria for the Proposal Summary page (referred to in Maintain System Data). This allows the Branch Chief and/or FAD Director’s Office to maintain the layout of the Proposal Summary page.

FR4.2. 91

Maintain Proposal Summary List The system shall allow the user to maintain the Proposal Summary List to be displayed on the Proposal Summary page. The Proposal Summary List should include: - Proposal Number - Program Type - Cooperating Sponsor - Country - Number of Pages - CS Proposal Complexity - Country Complexity - New CS - New Country - Priority Country - Proposal Continuation - Proposal Status - Analyst Assigned - Secondary Analyst

Desirable Approved FAD Branch Chief, FAD Director's Office

FR2.2. 1. 6 Assign Evaluator(s) to Proposals

The system shall allow the user to assign a proposal to an evaluator(s). FR4.2. 5

Maintain Proposal Solicitation Contact List The system shall allow the user to maintain the solicitation contact list for the USDA’s Grants.gov Coordinator and FAS Web site Webmaster.


FR2.2. 1. 7a Send Alert to Evaluator The system shall send a system alert when a proposal is assigned to an evaluator.


FR2.2. 1. 7b Send Alert to Evaluator The system shall send assigned proposals to the queue of the assigned evaluator.


FR2.2. 1. 8a Evaluate Proposal The system shall display the proposal evaluation criteria questions, instructions, guidance, and applicable section(s) of the proposal for each proposal.

FR4.2. 21 Mandatory Approved Post Personnel,

FAD Analyst Formatted: Font: (Default) Arial



Formatted Table




















... [983]

... [990]

... [984]

... [982]

... [991]

... [986]

... [989]

... [992]

... [981]

... [993]

... [987]

... [985]

... [988]

Pro:F

Pro:F

Pro:R

Pro:At


FAIS


Page Page 128 of of 429 6/0418/07





Formatted Table



The user will be able to view and/or print the entire proposal and proposal evaluation criteria questions, instructions, and guidance. The system shall not allow the user to view the proposal and proposal evaluation criteria questions, instructions, and guidance in any format that is editable.

Post personnel can view the entire proposal, but can only submit a score and/or comments for the Post proposal evaluation criteria question.

Maintain Proposal Evaluation Data The system shall allow the user to maintain the following fields on the proposal evaluation:

- Evaluation Criteria Questions including proposal priority questions - Proposal Priority Question Bonus Points - Evaluation Criteria Question Weights - Instructions - Guidance - High Level Subject Areas - Reference Links

FR2.2. 1. 8b Evaluate Proposal The system shall allow the user to select a value of 0-4 for each proposal evaluation criteria question.

Mandatory Approved Post Personnel

FR2.2. 1. 8c Evaluate Proposal The system shall allow the user to save the evaluation as a draft or submit the evaluation as final.

Mandatory Approved Post Personnel, FAD Analyst

FR2.2. 1. 8d Evaluate Proposal The proposal evaluation criteria questions shall have link capability to reference other Web sites and documents.

Desirable Approved Post Personnel, FAD Analyst

FR2.2. 1. 9 How many Evaluators were Assigned to the Proposal?

The system shall determine how many evaluators were assigned to the proposal.

Note: If there are multiple evaluators assigned to the proposal, the system will calculate the average score of each criteria question. If there is one evaluator assigned, continue with submitting the proposal evaluation.


FR2.2. 1.10 Calculate Average Score of each Criteria Question

The system shall calculate the average score of each criteria question based on the scores submitted by the evaluators. BRULE71

Calculate Average Score of each Criteria Question 1. Scores must be submitted be all evaluators before the scores are averaged. 2. An average score will be calculated for each criteria question based on the scores submitted by the evaluators.


Formatted Table















... [996]

... [998]

... [994]

... [997]

... [995]

.rqs', Kar

ReqPro:At

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:R

ReqPro:At


FAIS


Page Page 129 of of 429 6/0418/07





Formatted Table



FR2.2. 1.11 Is there POST personnel for proposal country?

The system shall determine whether Post personnel are assigned to the proposal country.

Assumption: The system integration with the OASIS system will determine the Attaché and/or Post personnel assigned to the proposal country. If the integration is not feasible, the Attaché contact information and/or Post personnel (referred to Maintain System Data) will be maintained in the system.

FR4.2. 11

Maintain Personnel Contact List The system shall allow the user to maintain the Personnel contact list. The Personnel contact list should include: - Post personnel name - Title - Phone number - APO address (internal) - Embassy address - Email address - Primary Country - Associated Country(s) - FAS, USAID, State Department employee


FR2.2. 1.12 Has Post Personnel Submitted Score and/or Comments for Proposal?

The system shall determine whether the Post submitted a score and/or comments for the proposal.

Note: If the Post has submitted a score and/or comments, then the total score will be calculated. If the Post has not submitted a score and/or comments, then the system will determine if the submission time period has expired.


FR2.2. 1.13 Has the submission time period expired?

A specified proposal submission time period will be established for the Post response. If the Post personnel does not respond within this time period, the proposal evaluation score will be calculated without the POST score.


FR2.2. 1.14 Final Calculation of Total Score

Input from the analyst (required) and POST personnel as well as system generated scores (if applicable) are compiled into the weighted total score for proposal.

The system shall calculate the weighted numeric score of the proposal. The weighted numeric score shall not be displayed to the Analyst.

The system shall generate an alpha grade of A-D based on the

BRULE72

Final Calculation of Total Score 1) For each proposal evaluation, calculate the Weighted Score by using the following formula:

Criteria Question Weight x Score


Formatted Table











Comment [REPEAT934]:






... [1003]

... [1000]

... [1002]

... [1005]

... [999]

... [1001]

... [1004]


FAIS


Status

weighted numeric score. Then calculate the Weighted Average using the following formula:

Total Weighted Score / 4

2) If POST Personnel scores are included, use separate Weighted Score calculation.

3) If the proposal adheres to proposal priorities, then bonus points will be added to the final score.

FR2.2. 2 Grade and Recommend The system shall allow the user to grade and recommend Mandatory Approved FAD Branch Proposal proposals. Chief, FAD

Director's Office

FR2.2. 2. 1a Create Branch Chief The system shall generate and display a summary of all the Mandatory Approved FAD Branch Proposal Evaluation proposal evaluations submitted by the evaluators by Program type Chief Summary or all Programs.

The proposal evaluation summary page should include the following for each proposal: (1) Proposal Number (should work as hyperlink to Proposal) (2) Program (3) Funding Source (Editable) (4) Multi Year Indicator (5) Country (6) Score (system generated) (7) Analyst Grade (system generated) (8) Proposal Continuation (Display prior year of funding) (9) Priority Country (Y/N) (10) Proposal Priority (Y/N) (11) Branch Grade (Editable and defaulted to Analyst Grade) (12) Branch Recommendation (auto generated from the BranchGrade) (13) Transportation Costs (Calculated) (14) Commodity Costs (Calculated) (15) Administration Costs (Fixed) (16) Activity Cost, if applicable (Fixed) (17) Total Value (Calculated) (18) Drill-down functionality (includes everything from 19-28), bill-to





Formatted Table






2


FAIS



year, and delivery date (month and year) (19) Funding Year (Defaulted to current year), display up to three years out based on current year (Editable), anything tied to an out year will not be included in the Total Value for the current year (20) Requested Commodity (21) Requested Tonnage (22) Recommended Tonnage (Editable) (23) Transportation Costs (Calculated) (24) Commodity Costs (Calculated) (25) Administration Costs (Fixed) (26) Activity Cost, if applicable (Fixed) (27) Total Value (Calculated) (28) POST Input Indicator (Mandatory)

1) The system shall order the proposals by Branch Chief grade (AD) and then by Priority Country and then Analyst score. All proposals graded as ‘A’ will be considered ‘Recommended’ subject to available funding. If all of the proposals graded as ‘A’ are ‘Recommended’ and funding is still available, any proposals graded lower can be recommended.

2) Once the system has allocated all of the funding to proposals based on the ordering system, the remaining proposals within that letter grade, if applicable, and the following letter grade will be considered 'On Hold'. All remaining letter grades will then become 'Not Recommended'.

3) All proposals graded as 'D' will always be considered as 'Not Recommended'.

FR2.2. 2. 1b Create Branch Chief Proposal Evaluation Summary

The system shall allow the user to maintain the criteria which determines recommendation status and the associated grade (referred to in Maintain System Data). For example, if funding is not available, proposals graded as either A or B will be considered ‘Onhold’. Proposals graded as C or D will be considered ‘Notrecommended.’

FR4.2. 92

Maintain Recommendation Status Table The system shall allow the user to maintain the Recommendation Status Table. The Recommendation Status Table should include: - Grade (A-D) - Recommendation Status (Recommended, Not-Recommended, On-Hold) for each Grade







Formatted Table







Formatted Table

2

ReqPro:At

ReqPro:R

ReqPro:At

ReqPro:F






Formatted Table



FR2.2. 2. 1c Create Branch Chief Proposal Evaluation Summary

The system shall indicate the proposal recommendation status for each evaluated proposal by displaying red, yellow, and green to represent not-recommended, on-hold, and recommended.


FR2.2. 2. 2a Grade and Recommend Proposal

The system shall calculate and display the total value of the proposal using the recommended tonnage, bill-to year, and funding source entered by the user on the Create Branch Chief Proposal Evaluation Summary.

FR4.2. 22



FR4.2. 23


The system shall allow the user to select which estimate applies (highest, average, or latest cost) or the user can override the estimate for each commodity.



FR2.2. 2. 2b Grade and Recommend The system shall allow the user to provide a grade for the proposal Mandatory Approved FAD Branch

Formatted Table















... [1009]

... [1006]

... [1010]

... [1007]

... [1008]



ReqPro:F

ReqPro:F

ReqPro:R

ReqPro:At

ReqPro:F


FAIS


Page Page 133 of of 429 6/0418/07





Formatted Table



Proposal on the Create Branch Chief Proposal Evaluation Summary.

Note: The grade will be editable and defaulted to the grade assigned by the Analyst who conducted the original evaluation.

BRULE74

Grade and Recommend Proposal Recommendations cannot be sent to the Director’s Office if budget shows a negative balance.

Chief

FR2.2. 2. 2c Grade and Recommend Proposal

The system shall display the balance of the budget by Program Type as proposals are recommended, put on hold, and not-recommended by the system based on the grade assigned by the Branch Chief on the Create Branch Chief Proposal Evaluation Summary.


FR2.2. 2. 3 Send to Director’s Office The system shall send an alert to the DO when Branch Chief proposal recommendations are ready for review.

Note: After the Branch Chief has graded and submitted their final proposal recommendations, the Director's Office will be alerted to review the proposal recommendations.

BRULE316

Send to Director's Office 1. The Send to the Director’s Office only happens if all proposals are evaluatedgraded by the Branch Chief.


FR2.2. 2. 4 Create Director's Office Proposal Evaluation Summary

The system shall generate and display a summary of all the proposal evaluations submitted by the Evaluators and Branch Chiefs by Program type or all Programs.

The proposal evaluation summary page should include the following for each proposal (1) Proposal Number (should work as hyperlink to Proposal) (2) Program (3) Funding Source (Editable) (4) Multi Year Indicator (5) Country (6) Score (system generated) (7) Analyst Grade (system generated) (8) Proposal Continuation (Display prior year of funding) (9) Priority Country (Y/N) (10) Proposal Priority (Y/N) (11) Branch Grade (Editable and defaulted to Analyst Grade) (12) Branch Recommendation (auto generated from the Branch Grade)


Formatted Table















... [1011]

... [1015]

... [1014]

... [1012]

... [1016]

... [1013]

.rqs', Kar

ship( P:\






Formatted Table



(13) DO Recommendation (entered by the DO) (14) Transportation Costs (Calculated) (15) Commodity Costs (Calculated) (16) Administration Costs (Fixed) (17) Activity Cost, if applicable (Fixed) (18) Total Value (Calculated) (19) Drill-down functionality (includes everything from 20-29), bill-to year, and delivery date (month and year) (20) Funding Year (Defaulted to current year), display up to three years out based on current year (Editable), anything tied to an out year will not be included in the Total Value for the current year (21) Requested Commodity (22) Requested Tonnage (23) Recommended Tonnage (Editable) (24) Transportation Costs (Calculated) (25) Commodity Costs (Calculated) (26) Administration Costs (Fixed) (27) Activity Cost, if applicable (Fixed) (28) Total Value (Calculated) (29) Post Input Indicator (Mandatory)

The Director's Office will be able to change the system generated recommendations that were based on the Branch Chief grade, priority country, and funding availability.

FR2.2. 2. 5a Review and Update Proposal Recommendations

The system shall calculate and display the total value of the proposal using the recommended tonnage, bill-to year, and funding source entered by the user on the Create Director's Office Proposal Evaluation Summary.

FR4.2. 22



FR4.2. 23

Maintain Commodity Pricing



Formatted Table







Comment [REPEAT961]: ReqPro:At tributeValue:ReqPro|1.1.1|AttributeValue ('P:\Requisite Pro\FAS_Projects\FAS_Projects '



... [1018]

... [1017]

... [1019]


3-7CAB

Foreign Agricultural Service FAIS

3", Centered + 6", Right + Not at 11.88" + 12"





The system shall maintain commodity estimates in the Commodity Pricing Table. Commodity estimates will be obtained from the WBSCM system for the highest, average, and latest costs associated to each commodity if feasible, otherwise these estimates will be obtained from actual costs data for previous fiscal years in FAIS.



FR2.2. 2. 5b Review and Update Proposal Recommendations

The system shall display the balance of the budget by Program Type as proposals are recommended, pending, and not-recommended based by the recommendation assigned by the Director’s Office on the Create Director's Office Proposal Evaluation Summary.


FR2.2. 2. 6 Generate Proposal Recommendation Report

The system shall generate and display a proposal recommendation report that shows obligations for current fiscal years and proposal recommendations.


FR2.2. 2. 7 Review and Finalize Proposal Recommendation

The system shall allow the user to enter approve, disapprove, or place proposals on-hold for each proposal. Approve and disapprove proposal decisions will generate and send approval and rejection alerts respectively for CS's that are FAIS users. On-hold proposal decisions will remain in the Director's Office queue and will not generate approval and/or rejection letters.

eSignature capabilities will be available for the approval and rejection letters.

After the Director's Office approves the proposal, an obligation will

FR4.2. 22




Formatted Table









Comment [REPEAT967]: ReqPro:R elationship:ReqPro|1.1.1|Relationship('P:\ Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','3274','{4BFB83C -


... [1020]

... [1021]

U.S. Department of Agriculture Teracore, Inc. Formatted: Indent: Left: 0", Tabs: 3", Centered + 6", Right + Not at 11.88"



.rqs', Kar






Formatted Table



impact the Budget Reconciliation. FR4.2. 23




FR2.2. 2. 8 Are there Sufficient Funds for Proposals?

The system shall determine if there are sufficient funds in the program budget to cover all recommended proposals.

Note: The proposal evaluation summary will be updated to reflect if the recommended proposals will be covered with available funds.


FR2.2. 6 Generate and Send Approval/Rejection Letters

The system shall generate and send proposal approval and rejection letters based on the Director's Office final proposal approval or rejection decisions.

Mandatory Approved FAD Director's Office, FAD Branch Chief

FR2.2. 6. 1 Receive Proposal Rejections The system shall receive proposal rejection decisions from the Manual Proposal Data Entry process. CS's that are FAIS users will receive a rejection alert.

Assumption: This includes proposals that are not complete and valid.

Mandatory Approved FAD Branch Chief FAD Director's Office

Formatted Table











... [1023]

... [1024]

... [1022]



ReqPro:F

ReqPro:F

ReqPro:R

ReqPro:At

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:R

ReqPro:At

ReqPro:F

ReqPro:R

ReqPro:At


FAIS


Page Page 137 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table

Formatted



FR2.2. 6. 2 Foreign Government? The system shall determine whether or not the proposal was submitted by a Foreign Government.


FR2.2. 6. 3 Generate and Send Rejection Letters to CS

The system shall generate (referred to in Maintain System Data) and send proposal rejection letters to the CS.

Assumption: 1. The Director’s Office will be able to automatically eSign the rejection letters. 2. CS's that are FAIS users will receive a rejection system alert.

FR4.2. 24

Maintain Approval/Rejection Letter The system shall maintain the content that is displayed in the proposal approval and rejection letters.


FR2.2. 6. 4 Is the CS a FAIS user? The system shall determine if the CS is a FAIS user. Mandatory Approved FAD Director's Office

FR2.2. 6. 5 Send Rejection System Alert to CS

The system shall send a rejection alert to the CS and the rejection letter will be sent to the queue of the CS.


FR2.2. 6. 6 Is the CS’s e-mail available? The system shall determine if the CS’s e-mail address is available in order to send proposal rejection letters via e-mail.


FR2.2. 6. 7 Print Rejection Letters to CS The system shall allow the Director’s Office to print proposal rejection letters to send to the CS if the CS has not provided an e-mail address or is not a FAIS user.


FR2.2. 6. 8 Send Rejection E-mail to CS The system shall allow the Director’s Office to send proposal rejection letters to the CS via e-mail if the CS has provided an e-mail address.


FR2.2. 6. 9 Generate Cable Text The system shall generate cable text for proposal rejection letters if the proposal is from a Foreign Government. FR4.2. 25

Maintain Approval/Rejection Cable Text The system shall maintain the cable text content that is displayed in the proposal approval and rejection cables to Foreign Governments.


FR2.2. 6.10 Send Cable Information The system shall send Cable Information regarding the proposal rejection letter to INCA. ASSUM14


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted
















... [1026]

... [1027]

... [1025]

... [1028]

... [1043]

... [1029]

... [1044]

... [1030]

... [1045]

... [1031]

... [1046]

... [1032]

... [1047]

... [1033]

... [1048]

... [1034]

... [1049]

... [1035]

... [1050]

... [1036]

... [1051]

... [1037]

... [1052]

... [1038]

... [1053]

... [1039]

... [1054]

... [1040]

... [1055]

... [1041]

... [1056]

... [1042]

... [1057]

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:F

ReqPro:R

ReqPro:At

ReqPro:F

ReqPro:R

ReqPro:At

ReqPro:F

ReqPro:R

ReqPro:


FAIS


Page Page 138 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Assumption: If an external interface with INCA is built, this information will be sent directly to INCA. If this is not built, the Cable Information will be exported to a MS Word document and entered into INCA by FAD.


FR2.2. 6.11 Receive Final Proposal Recommendations

The system shall receive the final proposal decisions from the Grade and Recommend Proposal process.


FR2.2. 6.12 Is the Proposal Approved or Rejected?

The system shall determine if a proposal was approved or rejected from the final proposal decision process.


FR2.2. 6.13 Foreign Government? The system shall determine whether or not the proposal was submitted by a Foreign Government.


FR2.2. 6.14 Generate Cable Text The system shall generate cable text for proposal approval letters if the proposal is from a Foreign Government. FR4.2. 25

Maintain Approval/Rejection Cable Text The system shall maintain the cable text content that is displayed in the proposal approval and rejection cables to Foreign Governments.


FR2.2. 6.15 Send Cable Information The system shall send Cable Information regarding the proposal approval letter to INCA..


ASSUM14



FR2.2. 6.16 Generate and Send Approval Letters to CS

The system shall generate (referred to in Maintain System Data) and send proposal approval letters to the CS.

Assumption: 1. The Director’s Office will be able to automatically eSign the approval letters. 2. CS's that are FAIS users will receive a approval system alert

FR4.2. 24

Maintain Approval/Rejection Letter The system shall maintain the content that is displayed in the proposal approval and rejection letters.


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1058]

... [1059]

... [1060]

... [1074]

... [1061]

... [1075]

... [1062]

... [1076]

... [1063]

... [1077]

... [1064]

... [1078]

... [1065]

... [1079]

... [1066]

... [1080]

... [1067]

... [1081]

... [1068]

... [1082]

... [1069]

... [1083]

... [1070]

... [1084]

... [1071]

... [1085]

... [1072]

... [1086]

... [1073]

... [1087]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 139 of of 429 6/0418/07





Formatted Table



FR2.2. 6.17 Is the CS a FAIS user? The system shall determine if the CS is a FAIS user. Mandatory Approved FAD Director's Office

FR2.2. 6.18 Send Approval System Alert to CS

The system shall send an approval alert to the CS and the approval letter will be sent to the queue of the CS.


FR2.2. 6.19 Send Approval E-mail to CS The system shall allow the Director’s Office to send proposal approval letters to the CS via e-mail.


FR2.2. 6.20 Enter Cable Metadata (Cable Num, Date Sent)

The system shall allow the user to enter the cable metadata upon the receipt of cable information from INCA. Cable metadata includes the cable number and the date sent.

Assumption: Preferably a system integration conducts this send.

ASSUM14



FR2.2. 6.21 Cable Confirmation Email Sent to Embassy Contact Emails including Cable Num, Date Sent

The system shall send an e-mail to the Embassy to alert them that a proposal approval or rejection has been sent. This should include the Cable Number and the date the Cable was sent.


FR3 Agreement Management The system shall support the Agreement processes which include: Agreement Generation, Procurement, Payments and Receivables, Amendments, Claims, Compliance and Evaluation, and Closeout.

Mandatory Approved CS Agreement Executor, CS Director, FAD Analyst, FAD Branch Chief, FAD Director's Office, Transportation and Logistics Branch, FSA, GSM/Associate Administrator, Freight Forwarder, Carrier, Carrier Broker, Payment Reviewer,

Formatted Table









Comment [REPEAT1001]: ReqPro: FRRequirement:ReqPro|1.1|Requirement( 'P:\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','3292')

Comment [REPEAT1002]: ReqPro: FRRequirement:ReqPro|1.1|Requirement( 'P:\Requisite Pro\FAS_Projects\FAS_Projects '







... [1091]

... [1092]

... [1089]

... [1088]

... [1094]

... [1090]

... [1093]

3-7CAB

ttributeVal




Payment Certifier, Financial Management Division, MARAD, M&E Analyst, M&E Director, M&E Branch Chief

FR3.1 Agreement Generation The system shall support the Agreement Generation activities for all FAS Food Aid programs.

Mandatory Approved CS Agreement Executor, CS Director, FAD Analyst, FAD Branch Chief, FAD Director's Office, Transportation and Logistics Branch, FSA, GSM/Associate Administrator

FR3.1. 1 Input Agreement Budget Information

The system shall allow the user to input Agreement Budget information for all FAS Food Aid programs.

Mandatory Approved CS Director, CS Agreement Executor, FAD Analyst

FR3.1. 1. 1 Accept Approval Letter The system shall prompt the user to accept or reject the Approval Letter sent by FAD for the selected approved proposal.

The system shall send an alert to the assigned Analyst if the Approval Letter is accepted.

The system shall send an alert to the FAD Director's Office if an Approval Letter is rejected.

Once accepted, the system shall allow the user to select the Agreement from a list of active Agreements.

BRULE262

Accept Approval Letter 1. The FAD Analyst assigned to a CS Agreement will be defaulted to the FAD Analyst who evaluated the CS proposal. 2. The Branch Chief will have the ability to reassign CS Agreements to FAD Analysts.


Comment [REPEAT1012]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','4900','{4BFB83C -

Comment [REPEAT1013]: ReqPro: AttributeValue:ReqPro|1.1.1|A

... [1095]

... [1096]





Formatted Table










2

.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Assumption: 1. Agreement Number will be generated and contained in the Approval Letter sent to the CS by FAD. 2. The CS Director will assign the Agreement Executor to the Agreement.

FR3.1. 1. 2 Do multiple CS employees need to work on the Agreement?

The system shall allow an Agreement Executor to assign additional users to work on an Agreement.

Note: An Agreement Executor role will be designated in Maintain System Data.

FR4.2. 6



FR4.2. 7

Maintain Cooperating Sponsor FAIS User List The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list.

Mandatory Approved CS Agreement Executor


Formatted Table






Comment [REPEAT1015]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','4901','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4901{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4468')

Comment [REPEAT1016]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite Pro\FAS_Projects\FAS_Projects '

Comment [REPEAT1017]: ReqPro: Relationship:ReqPro|1.1.1|Rel


... [1098]

... [1097]

... [1099]


quirement(

quirement(

ationship('P

ttributeVal






Formatted Table



The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number - CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s), Agreement Executor(s), Agreement Modifier(s))

FR4.2. 75

Maintain Security User Roles List The system shall allow the user to maintain Security User Roles list. The Security User Roles list should include:

- Employee Name - User Role(s) - Organization - Phone Number - Email Address - Types of Alerts (Email Notification, System Alert) - Status

FR3.1. 1. 3 Does the CS employee(s) have access to FAIS?

The system shall determine if the additional users assigned to the Agreement have access to FAIS.


FR3.1. 1. 4 Grant employee(s) access to FAIS

The system shall allow the Agreement Executor to grant additional users access to FAIS.

Assumption: 1. All users will need the appropriate eAuthentication level account to access FAIS. 2. All FAIS users must have Level 2 eAuthentication permissions.

FR4.2. 7

Maintain Cooperating Sponsor FAIS User List The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list. The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number



Formatted Table







Comment [REPEAT1020]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite

Comment [REPEAT1021]: ReqPro: FRRequirement:ReqPro|1.1|Re




... [1100]

... [1103]

... [1104]

... [1101]

... [1102]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s), Agreement Executor(s), Agreement Modifier(s))

FR3.1. 1. 5 Is Budget Necessary? The system shall determine whether an Agreement Budget is necessary for a CS Agreement. BRULE263

Is Budget Necessary? 1. If the CS Approval Letter includes Monetization and/or Barter of a commodity(s), an Agreement Budget must be submitted. This is only applicable to PVO and World Food Program CS’s. 2. If the CS Approval Letter authorizes cash, an Agreement Budget must be submitted. This is only applicable to PVO and World Food Program CS’s. 3. The system will not require Foreign Government CS’s to enter Agreement Budgets.


FR3.1. 1. 6a Complete & Submit Budget Information

The system shall allow the PVO user to enter and submit the following information regarding their Agreement Budget: 1) Budget line items – Req., drop-down 2) Amount Requested (for each Budget line item) – Req. 3) Indirect Cost Recovery (ICR) Rate (for each Budget line item) – Optional 4) Comments (for each Budget line item) – Optional

The system shall display the Approved Amount from the Approval Letter for each Budget Category.

FR4.2. 26


BRULE264

Complete & Submit Budget Information 1. If CS’s are submitting Agreement Budgets for Food for Progress, Section 416 (b) or Title I Agreements, they cannot go over the Authorized Amount from the Approval Letter for each Budget Category.

2. If CS’s are submitting Agreement Budgets for


Formatted Table










Comment [REPEAT1026]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite Pro\FAS_Projects\FAS_Projects '







... [1106]

... [1108]

... [1109]

... [1111]

... [1105]

... [1107]

... [1110]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 144 of of 429 6/0418/07





Formatted Table



Food for Education Agreements, they cannot go over their Total Budget from the Approval Letter.

3. The Reconciliation must compile the Total Program value from multiple origins depending on Cooperating Sponsor type: - PVO (from Agreement) - Foreign Government(from Agreement) - WFP (from Budget)

4. If multi-years are funded, the CS is responsible for submitting a Budget for each year.

FR3.1. 1. 6b Complete & Submit Budget Information

The system shall receive the following information regarding the WFP Country Program Budget from the WINGS system: 1) Country 2) Project Category 3) Project Number 4) Cost Elements 5) $value per Cost Element 6) Commodity(s) 7) Tonnage per Commodity

ASSUM16

WINGS System This assumes that WINGS system will be able to send the information listed in traced features through a feed.

BRULE265

Complete & Submit Budget Information Reference the WFP Program Budget Report

Desirable Approved CS Agreement Executor

FR3.1. 1. 6c Complete & Submit Budget Information

The system shall allow the user to upload the WFP Country Program Budget.


FR3.1. 1. 6d Complete & Submit Budget Information

The system shall allow the user to complete and submit their Agreement Budget.

The following fields will be pre-populated from the Proposal: 1) Country 2) NMS Request/Award #: value: Agreement # 3) Project Category – drop-down 4) Project Number 5) Activity Number 6) Commodity(s)

FR4.2. 22


If freight estimates do not exist, the system shall highlight missing country and package type


Formatted Table



















... [1114]

... [1116]

... [1112]

... [1113]

... [1118]

... [1119]

... [1115]

... [1117]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 145 of of 429 6/0418/07





Formatted Table



7) Tonnage per Commodity

The following fields will be entered by the user: 1) Program Period Start Date – drop-down (Month/Day/Year) 2) Program Period End Date – drop-down (Month/Day/Year) 3) Total Direct Support Costs (DSC) 4) Total Other Direct Operation Costs (ODOC) 5) ITSH/MT 6) Inland (Overland)/MT 7) Program Gross MT Requirement 8) Activity Gross MT Requirement

combinations.

FR4.2. 23




FR4.2. 38

Maintain WFP Disallowed Direct Support Cost Line Items The system shall allow the user to maintain a list of all WFP Disallowed Direct Support Cost Line Items for each Program Type.

FR4.2. 39

Maintain WFP Other Disallowed Direct Operation Cost Line Items The system shall allow the user to maintain a list of all WFP Disallowed Other Direct Operation Cost Line Items for each Program Type.

BRULE266

Formatted Table









Comment [REPEAT1042]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','4908','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4908{4BFB83C3-7CAB-40E4-ACAD-








... [1125]

... [1121]

... [1120]

... [1122]

... [1127]

... [1123]

... [1124]

... [1126]

.rqs', Kar

ttributeVal

ationship('P

ttributeVal






Formatted Table



Complete & Submit Budget Information 1. If CS’s are submitting Agreement Budgets for Food for Progress, Section 416 (b) or Title I Agreements, they cannot go over the Authorized Amount from the Approval Letter for each Budget Category. 2. If CS’s are submitting Agreement Budgets for Food for Education Agreements, they cannot go over their Total Budget from the Approval Letter. 3. The Reconciliation must compile the Total Program value from multiple origins depending on Cooperating Sponsor type: - PVO (from Agreement) - Foreign Government(from Agreement) - WFP (from Budget) 4. If multiple Activities are funded, the WFP is responsible for submitting a Budget for each Activity.

FR3.1. 1. 6e Complete & Submit Budget Information

After the WFP submits their Agreement Budget, the system shall allow FAD to enter the following fields. The system shall allow the user to view the WFP Country Program Budget. 1) Disallowed DSC Line Items – drop-down 2) Disallowed DSC amount per Line Items 3) Disallowed ODOC Line Items – drop-down 4) Disallowed ODOC amount per Line Items


FR3.1. 1. 6f Complete & Submit Budget Information

The following fields will be negotiable (editable) during the Generate and Negotiate Agreement process: 1) Commodity 2) Tonnage per Commodity 3) Disallowed DSC Line Items – drop-down 4) Disallowed DSC amount per Line Items 5) Disallowed ODOC Line Items – drop-down 6) Disallowed ODOC amount per Line Items

FR4.2. 38

Maintain WFP Disallowed Direct Support Cost Line Items The system shall allow the user to maintain a list of all WFP Disallowed Direct Support Cost Line Items for each Program Type.

FR4.2. 39

Maintain WFP Other Disallowed Direct Operation



Formatted Table











Comment [REPEAT1055]: ReqPro: AttributeValue:ReqPro|1.1.1|A ... [1131]

... [1128]

... [1130]

... [1129]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 147 of of 429 6/0418/07





Formatted Table



Cost Line Items The system shall allow the user to maintain a list of all WFP Disallowed Other Direct Operation Cost Line Items for each Program Type.

FR3.1. 1. 7a Approve or Reject? The system shall send a system alert to the CS Director to review the Agreement Budget.


FR3.1. 1. 7b Approve or Reject? The system shall allow the CS Director to approve the Agreement Budget.


FR3.1. 1. 7c Approve or Reject? The system shall allow the CS Director to reject the Agreement Budget with comments.


FR3.1. 1. 7d Approve or Reject? The system shall allow the CS Director to modify the Agreement Budget with comments.


FR3.1. 1. 8a Submit Agreement Budget The system shall allow the CS Director to submit the Agreement Budget to FAD.


FR3.1. 1. 8b Submit Agreement Budget The system shall send the CS acceptance of the Approval Letter, CS employee name(s) that are working on the CS Agreement, and the CS Agreement Budget, if applicable, to the assigned FAD Analyst’s queue.

BRULE267

Submit Agreement Budget 1. The FAD Analyst assigned to a CS Agreement will be defaulted to the FAD Analyst who evaluated the CS proposal.2. The Branch Chief will have the ability to reassign CS Agreements to FAD Analysts. 3. If the CS is required to submit an Agreement Budget, the FAD Analyst will receive the CS employee name(s) that are working on the CS Agreement, and the CS Agreement Budget. 4. If the CS is not required to submit an Agreement Budget, the FAD Analyst will receive the CS employee name(s) that are working on the CS Agreement.


FR3.1. 2 Create Ad-hoc Agreement The system shall allow the FAD Director’s Office user to submit an Ad-hoc agreement.

Mandatory Approved FAD Director’s Office, CS

Formatted Table



















... [1133]

... [1137]

... [1132]

... [1138]

... [1136]

... [1139]

... [1134]

... [1135]

.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Agreement Executor, FAD Analyst, FAD Branch Chief

FR3.1. 2. 1 Enter Ad-hoc Agreement Information

The system shall allow the FAD Director’s Office to enter the following Ad-hoc Agreement information. (1) CS Name (2) Country Name(s) (3) Commodity(s) (4) Commodity Use (5) Total Authorized Cash (6) Program (7) Funding Source (8) Tonnage Requested per Commodity

The system shall calculate Commodity costs. (Commodity Estimate from Maintain System Data * Tonnage Requested)

The system shall retrieve Freight costs. (Freight Estimates from Maintain System Data)

FR4.2. 2


FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS



Formatted Table










... [1141]

... [1140]

... [1142]



ationship('P

ttributeVal

ationship('P

ttributeVal


FAIS


Page Page 149 of of 429 6/0418/07



Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR4.2. 10



FR4.2. 14


FR4.2. 16

Maintain Commodity Usage The system shall allow the user to maintain a list of Commodity Uses. The list of Commodity Uses should include: - Monetization





Formatted Table

Comment [REPEAT1071]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite ... [1143]








... [1144]

Formatted Table





... [1146]

... [1147]

ationship('P

ttributeVal

ationship('P

ttributeVal


FAIS


Page Page 150 of of 429 6/0418/07



- Barter - Direct Feeding - Food for Work - Food for Training

FR4.2. 22



FR4.2. 23




BRULE268

Enter Ad-hoc Agreement Information





Formatted Table






... [1148]

... [1149]




Formatted Table



... [1151]

... [1152]



.rqs', Kar

quirement(

quirement(






Formatted Table



1. The FAD Director’s Office will enter the CS name, Country(s), Commodity(s), and Tonnage Requested per Commodity for the Ad-hoc Agreement. 2. A system alert will be sent to the CS to notify them that the Ad-hoc Agreement has been created. 3. The system will retrieve commodity estimates from the system (refer to Maintain System Data). If commodity estimates are not available, request commodity estimates from Kansas City Applications. 4. The system will retrieve freight estimates from the system (refer to Maintain System Data). If freight estimates are not available, send system alert to TLB.

FR3.1. 2. 2 Amend Approval Proposal(s) or Signed Agreement(s)?

If there are not sufficient funds for the Agreement, the system shall allow the FAD Director’s Office to select one of the following actions: 1) Modify Approved Proposal(s) 2) Request Amendment on a Signed Agreement(s)

BRULE269

Amend Approval Proposal(s) or Signed Agreement(s)? 1. The Ad-hoc Agreement cannot move forward until a Signed Agreement(s) or Approved Proposal(s) is amended. 2. The FAD Analyst assigned to a CS Agreement Amendment will be defaulted to the FAD Analyst who was assigned to the initial CS Agreement. 3. The Branch Chief will have the ability to reassign CS Agreement Amendments to FAD Analysts. 4. The FAD Analyst assigned to amending the Agreement(s) will be defaulted to the FAD Analyst currently assigned to the Agreement.


FR3.1. 2. 3 Send to Branch Chief’s Queue

The system shall send the Ad-hoc Agreement information to the Branch Chief’s queue.


FR3.1. 2. 4 Assign FAD Analyst to Ad-hoc Agreement

The system shall allow the Branch Chief user to assign the Ad-hoc Agreement information to an FAD Analyst.



Formatted Table










... [1154]

... [1155]

... [1153]


3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



Once the Agreement has been assigned to the FAD Analyst, the CS will be notified to enter Budget Line Items.

FR3.1. 2. 5 Is Budget Necessary? Once the Agreement has been assigned to the FAD Analyst, the system shall determine whether a budget is necessary. BRULE270

Is Budget Necessary? 1. If the Ad-hoc Agreement includes Monetization and/or Barter of a commodity(s), an Agreement Budget must be submitted. This is only applicable to PVO and World Food Program CS’s. 2. If the Ad-hoc Agreement authorizes cash, an Agreement Budget must be submitted. This is only applicable to PVO and World Food Program CS’s. 3. The system will not require Foreign Government CS’s to enter Agreement Budgets.


FR3.1. 2. 6 Complete and Submit Ad-hoc Agreement Budget Line Items

If an Agreement Budget is necessary for the CS, the system shall allow the CS user to select Budget line items and the associated dollar values for each line item.

BRULE272

Complete and Submit Ad-hoc Agreement Budget Line Items 1. If an Agreement Budget is necessary for the CS, the CS will enter the Budget line items and associated $ values for the Ad-hoc Agreement. 2. The Budget Categories will be calculated based on the aggregated amount of all the Budget line items within the Budget Category. 3. Once the Agreement has been assigned to the FAD Analyst, the CS will be notified to enter Budget Line Items. 4. If CS’s are submitting Agreement Budgets for Food for Progress, Section 416 (b) or Title I Agreements, they cannot go over the Authorized Amount from the Approval Letter for each Budget Category. 5. If CS’s are submitting Agreement Budgets for



Formatted Table







Comment [REPEAT1088]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','4923','{4BFB83C3-7CAB-40E4-ACAD-168AF7C15808}4923{4BFB83C





... [1158]

... [1160]

... [1157]

... [1159]

... [1156]



.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 153 of of 429 6/0418/07





Formatted Table



Food for Education Agreements, they cannot go over their Total Budget from the Approval Letter.

FR3.1. 2. 7 Is this for a Government? The system shall determine if the Ad-hoc Agreement is for a Foreign Government CS.


FR3.1. 2. 8 Generate and Send 3rd Country Consultation Letter

If the Agreement is for a Foreign Government, the system shall generate and send a 3rd Country Consultation Letter to the State Department. The letter should be sent via email (State Department email addresses referred to in Maintain System Data).

The system shall pre-populate the 3rd Country Consultation Letter from sections of the Agreement and template language (referred to in Maintain System Data).

The system shall pre-populate the following fields with information from the Agreement: 1) Program Type 2) Cooperating Sponsor Name 3) Fiscal Year 4) Total Requested Tonnage (in Metric Tons) 5) Date 6) Country 7) Commodity(s) 8) Requested Tonnage per Commodity 9) World Market Value F.O.B (Commodity Estimated Price (per MT) * Quantity) 10) UMR - Available for Programming (for commodity(s) being monetized or bartered) 11) UMR - Import Section 12) UMR - Past 5 years of Imports and 5 year average 13) Country(s) being Consulted (from the 3rd Country Commodity Consultation table)

The system shall allow the FAD Director’s Office to eSignature the 3rd Country Consultation Letter. The system shall display the eSignature sign date.

Assumption: 1) The FAD Director’s Office has defined the 3rd Country

FR4.2. 27

Maintain 3rd Country Consultation Letter The system shall allow the user to maintain the template language for the 3rd Country Consultation Letter.

FR4.2. 28

Maintain 3rd Country Commodity Consultation Table The system shall allow the user to maintain the 3rd Country Commodity Consultation table.

The system shall allow the user to indicate which Countries would like to be consulted for a list of defined commodities.

FR4.2. 29

Maintain 3rd Country Consultation Contact List The system shall allow the user to maintain the 3rd Country Consultation contact list for the State Department Coordinator.


Formatted Table

















... [1165]

... [1161]

... [1162]

... [1167]

... [1163]

... [1164]

... [1166]

3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 154 of of 429 6/0418/07





Formatted Table



Commodity Consultation table (referred to in Maintain System Data).

FR3.1. 2. 9 Compile/Update UMR Requests

The system shall compile UMR requests to be sent to OGA queue for all Ad-hoc Agreements that include commodity(s) being monetized and/or bartered.

The system shall track the status of UMR requests per Ad-hoc Agreement.

BRULE273

Compile / Update UMR Requests If a UMR for a country and commodity within the current fiscal year is available or has already been requested, no request should be sent.


FR3.1. 2.10 Are there Sufficient Funds for Agreement?

The system shall determine if there are sufficient funds in the program budget to cover the agreement.

Note: If there are sufficient funds, then the ad-hoc agreement will be sent to the FAD Branch Chief. If there are insufficient funds, then the FAD Director's Office will be alerted to modify an approved proposal or amend a signed agreement.


FR3.1. 3 Generate and Negotiate Agreement

The system shall allow the user to generate and negotiate Agreements for all FAS Food Aid programs.

The system shall display the Agreement Budget and any updates to the Budget as changes are being made.

BRULE274

Generate and Negotiate Agreement 1. If there is any change to the Commodity, Bill-To FY, Country, Commodity Quantity, Agreement Budget, and/or Package Type should check against the Approved Proposal Budget to see if there are sufficient funds. If the Agreement Budget needs to exceed the Approved Proposal Budget amount, the Director's Office will need to override the Proposal Approved amount. 2. Any commodity, country, or tonnage change to an Agreement with a Commodity use of Monetization and/or Barter will require a UMR check. UMR data should be retrieved from the system. If a UMR is not available, the user should submit an Ad-hoc UMR request to OGA. 3. Any change to the Commodity(s), Requested Tonnage per Commodity, Commodity Use, Discharge Port per Agreement will update the

Mandatory Approved CS Agreement Executor, FSA, FAD Analyst, FAD Branch Chief, FAD Director’s Office, Transportation and Logistics Branch

Formatted Table















... [1171]

... [1169]

... [1173]

... [1168]

... [1172]

... [1170]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 155 of of 429 6/0418/07





Formatted Table



Bellmon Analysis.

FR3.1. 3. 1 Send to FAD Analyst's Queue

The system shall allow the FAD Analyst to receive the following in their queue: 1) Acceptance of approval letters 2) CS Budgets (if applicable), 3) Ad-hoc Agreements

The system shall alert the FAD Analyst to review the Acceptance of approval letters, CS Budgets (if applicable), and/or Ad-hoc Agreements.

BRULE318

Send to FAD Analyst's Queue 1. The FAD Analyst assigned to a CS Agreement will be defaulted to the FAD Analyst who evaluated the CS proposal. 2. The Branch Chief will have the ability to reassign CS Agreements to FAD Analysts. 3. If the CS is required to submit an Agreement Budget, the FAD Analyst will receive the CS acceptance of the Approval Letter, CS employee name(s) that are working on the CS Agreement, and the CS Agreement Budget. 4. If the CS is not required to submit an Agreement Budget, the FAD Analyst will receive the CS acceptance of the Approval Letter and CS employee name(s) that are working on the CS Agreement.


FR3.1. 3. 2 Is the CS a WFP, Foreign Gov, or PVO?

The system shall determine whether the CS is a WFP, Foreign Government, or PVO.

If the CS is a PVO or Foreign Government, the system will generate the Agreement. If the CS is WFP, the system shall generate a Commitment Letter and Budget.


FR3.1. 3. 3 Generate Agreement The system shall generate and display an Agreement based on Program Type for each Approved Proposal.

The Agreement shall contain system generated template language (referred to in Maintain System Data) and information from the Proposal.

The system shall allow the user to edit sections of the Agreement and provide comments.

The system shall provide the ability to add additional Agreement

FR4.2. 15


FR4.2. 30

Maintain Food Aid Program Agreements


Formatted Table



















... [1174]

... [1176]

... [1178]

... [1179]

... [1180]

... [1181]

... [1175]

... [1177]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 156 of of 429 6/0418/07





Formatted Table



templates to support new Food Aid Programs.

Note: Field level specifications for each Program Type are found in the following attachments: Agreement_FFE.doc Agreement_FFP.doc Agreement_TitleI.doc Agreement_416b.doc

The system shall allow the user to maintain the template language for the Food Aid Program Agreements by Program Type and Funding Source.

FR3.1. 3. 4 Generate Commitment Letter and Budget

The system shall generate and display a Commitment Letter based on Program Type for each Approved Proposal.

The Commitment Letter shall contain system generated template language (referred to in Maintain System Data) and information from the Proposal and WFP Budget Cost Sheet.

The following fields within the Commitment Letter should be pre-populated: 1) Agreement # 2) Country 3) Program Type 4) Donor (Commodity Credit Corporation or USDA)

The following fields within the Commitment Letter should be calculated from the WFP Budget and Proposal: 1) Total Program Cost 2) Total Commodity Cost 3) Total Ocean Transportation Cost 4) Total Inland Cost 5) Total Associated Costs 6) ITSH Subtotal 7) Proportional DSC of DSC Budget 8) Proportional ODOC of ODOC Budget 9) In-country ISC Applied to value of Food for Education Contribution 10) Headquarters ISC Applied to value of Food for Education Contribution 11) Total WFP Program Tons The system shall provide the ability to add additional Commitment

FR4.2. 32

Maintain Food Aid Program Commitment Letters The system shall allow the user to maintain the template language for the Food Aid Program Commitment Letters for World Food Program CS’s by Program Type and Funding Source.

FR4.2. 85

Maintain Project Category The systems shall allow the user to maintain the Project Category list. - CP (Country Program) - DEV (Development Program) - PRRO (Protracted Relief and Recovery Operation) - EMOP (Emergency Operation)

FR4.2. 88

Maintain Non Cargo Preference Freight Rate per MT The system shall allow the user to maintain the non cargo preference freight rate per MT.

FR4.2. 84

Maintain ISC Rate


Formatted Table



















... [1182]

... [1184]

... [1186]

... [1187]

... [1183]

... [1188]

... [1189]

... [1185]


FAIS



Letter and WFP Budget templates to support new Food Aid The systems shall allow the user to maintain the Programs ISC rate for In-Country and Headquarters. 12) Total FAS Contribution %

The following fields within the Commitment Letter should be retrieved from the system: 1) All Approved Tonnage Amounts per Commodity 2) All Commodity(s) Approved 3) Project Category 4) Project Number 5) Activity Number 6) ITSH/MT 7) Disallowed DSC Line Items 8) Disallowed ODOC Line Items 9) Program Gross MT Requirement 10) Ocean/MT Bulk 11) Ocean/MT Processed 12) Non Cargo Preference Ocean/MT Bulk 13) Non Cargo Preference Ocean/MT Processed 14) Fiscal Year 15) Program Period Start Date 16) Program Period End Date

The WFP Budget should be generated with the latest WFP Budget information entered in the system.

The system shall provide the ability to add additional commitment Letter and WFP Budget templates to support new Food Aid Programs.





Formatted Table





Formatted Table

FR3.1. 3. 5 Call Forward Exception? The system shall allow the FAD Director's Office to allow the CS to Mandatory Approved FAD Director’s call forward commodity on any generated Agreement. Office

The Agreement will continue through the normal Agreement negotiation process until it is signed.

FR3.1. 3. 6 Submit Changes to the The system shall allow the FAD Analyst user to submit changes to Mandatory Approved FAD Analyst Agreement editable sections (referenced in FR3.1.3.2) of the Agreement.

Note:


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 158 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



All changes recommended by the Branch Chief, Director’s Office, TLB, FSA, and OGC need to be sent to the Analyst for review. The Analyst will correspond with the CS to resolve any recommended changes.

FR3.1. 3. 7 Has Commodity Been Changed?

The system shall determine if commodity has changed within the Agreement. BRULE278

Has Commodity Been Changed?, Compile/Update UMR Requests 1. If commodity has been changed for an Agreement that includes Monetization and/or Barter, a UMR should be requested.


FR3.1. 3. 8 Compile / Update UMR Requests

The system shall compile UMR requests to be sent to OGA queue for all Agreements that include commodity(s) being monetized and/or bartered.

The system shall track the status of UMR requests per Agreement.

BRULE278

Has Commodity Been Changed?, Compile/Update UMR Requests 1. If commodity has been changed for an Agreement that includes Monetization and/or Barter, a UMR should be requested.


FR3.1. 3. 9 Do the Changes Need to be Sent to CS?

The system shall alert the CS to review the Agreement if any of the following fields within the Agreement are changed: 1) Commodity 2) Tonnage 3) Any Dollar Values (Commodity Costs, Freight Costs, Administrative Costs)

BRULE280

Do the Changes Need to be Sent to CS? 1. The initial and final change to the Agreement will always be sent to the CS for review. 2. All major changes need to be cleared by the CS.


FR3.1. 3.10 Does the CS Agree? The system shall allow the CS user to reject the Agreement changes and submit comments to the FAD Analyst.

The system shall allow the CS user to accept the Agreement changes.


FR3.1. 3.11 Submit Changes to the Agreement

The system shall allow the CS user to submit changes to editable sections (referenced in FR3.1.3.2) of the Agreement.





Formatted Table




















... [1190]

... [1194]

... [1193]

... [1191]

... [1192]

... [1195]

... [1198]

... [1201]

... [1196]

... [1199]

... [1202]

... [1200]

... [1197]

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



FR3.1. 3.12 Does FAD Analyst Agree? The system shall allow the FAD Analyst user to reject the Agreement changes and submit comments to the CS.

The system shall allow the FAD Analyst user to accept the Agreement changes.


FR3.1. 3.13 Has Branch Chief Approved?

The system shall allow the Branch Chief user to reject and edit the Agreement changes and submit comments to the FAD Analyst.

The system shall allow the Branch Chief user to accept the Agreement changes.

BRULE277

Has Branch Chief Approved?, Has FSA Approved?, Has TLB Approved?, Has DO Approved?, Has OGC Approved? 1. TLB, FSA, and OGC can only provide comments to the Agreement and cannot edit the negotiable sections. The Analyst, Branch Chief, and FAD Director’s Office can provide comments and edit negotiable sections of the Agreement. 2. The Agreement should be viewable to the Analyst, Branch Chief, Director’s Office, FSA, and OGC at all times, but should only be editable by the person who has the Agreement in their queue 3. The FAD Director’s Office should be able to override a required clearance step. 4. An Audit Trail of which clearance step the Agreement is in should be displayed to all users. 5. If changes to the Agreement have been submitted by the Branch Chief, FSA, TLB, Director’s Office, and/or OGC the changes will need to be sent back to the party who originally submitted the changes for a final review. 6. Only changes to commodity or shipping within the Amendment will require FSA and TLB approval. All Amendments require Branch Chief and Director’s Office approval. .


FR3.1. 3.14 Has FSA Approved? The system shall allow the FSA user to reject the Agreement changes and submit comments to the FAD Analyst.

The system shall allow the FSA user to accept the Agreement

BRULE277

Has Branch Chief Approved?, Has FSA

Mandatory Approved FSA

Formatted Table










Comment [REPEAT1141]: ReqPro: Relationship:ReqPro|1.1.1|Relationship('P :\Requisite




Comment [REPEAT1145]: ... [1206]

... [1207]

... [1203]

... [1204]

... [1205]




FAIS



changes. Approved?, Has TLB Approved?, Has DO Approved?, Has OGC Approved? 1. TLB, FSA, and OGC can only provide comments to the Agreement and cannot edit the negotiable sections. The Analyst, Branch Chief, and FAD Director’s Office can provide comments and edit negotiable sections of the Agreement. 2. The Agreement should be viewable to the Analyst, Branch Chief, Director’s Office, FSA, and OGC at all times, but should only be editable by the person who has the Agreement in their queue 3. The FAD Director’s Office should be able to override a required clearance step. 4. An Audit Trail of which clearance step the Agreement is in should be displayed to all users. 5. If changes to the Agreement have been submitted by the Branch Chief, FSA, TLB, Director’s Office, and/or OGC the changes will need to be sent back to the party who originally submitted the changes for a final review. 6. Only changes to commodity or shipping within the Amendment will require FSA and TLB approval. All Amendments require Branch Chief and Director’s Office approval. .

FR3.1. 3.15 Has TLB Approved? The system shall allow the TLB user to reject the Agreement changes and submit comments to the FAD Analyst.

The system shall allow the TLB user to accept the Agreement changes.

BRULE277

Has Branch Chief Approved?, Has FSA Approved?, Has TLB Approved?, Has DO Approved?, Has OGC Approved? 1. TLB, FSA, and OGC can only provide comments to the Agreement and cannot edit the negotiable sections. The Analyst, Branch Chief, and FAD Director’s Office can provide comments and edit negotiable sections of the Agreement. 2. The Agreement should be viewable to the Analyst, Branch Chief, Director’s Office, FSA, and OGC at all times, but should only be editable by the person who has the Agreement in their queue







Formatted Table




Comment [REPEAT1148]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite Pro\FAS_Projects\FAS_Projects.rqs','Kar en','****','4','5004','416')



Formatted Table

2


FAIS





Formatted Table


Status

3. The FAD Director’s Office should be able to override a required clearance step. 4. An Audit Trail of which clearance step the Agreement is in should be displayed to all users. 5. If changes to the Agreement have been submitted by the Branch Chief, FSA, TLB, Director’s Office, and/or OGC the changes will need to be sent back to the party who originally submitted the changes for a final review. 6. Only changes to commodity or shipping within the Amendment will require FSA and TLB approval. All Amendments require Branch Chief and Director’s Office approval. .

FR3.1. 3.16 Has DO Approved? The system shall allow the FAD Director’s Office user to reject and Mandatory Approved FAD Director’s edit the Agreement and submit comments to the FAD Analyst.

The system shall allow the FAD Director’s Office user to accept the Has Branch Chief Approved?, Has FSAAgreement changes. Approved?, Has TLB Approved?, Has DO

Approved?, Has OGC Approved? 1. TLB, FSA, and OGC can only provide comments to the Agreement and cannot edit the negotiable sections. The Analyst, Branch Chief, and FAD Director’s Office can provide comments and edit negotiable sections of the Agreement. 2. The Agreement should be viewable to the Analyst, Branch Chief, Director’s Office, FSA, and OGC at all times, but should only be editable by the person who has the Agreement in their queue 3. The FAD Director’s Office should be able to override a required clearance step. 4. An Audit Trail of which clearance step the Agreement is in should be displayed to all users. 5. If changes to the Agreement have been submitted by the Branch Chief, FSA, TLB, Director’s Office, and/or OGC the changes will need to be sent back to the party who originally submitted the changes for a final review.







6. Only changes to commodity or shipping within the Amendment will require FSA and TLB

Formatted Table

BRULE277 Office


3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



approval. All Amendments require Branch Chief and Director’s Office approval. .

FR3.1. 3.17 Has OGC Approved? The system shall allow the OGC user to reject the Agreement changes and submit comments to the FAD Analyst.

The system shall allow the OGC user to accept the Agreement changes.

BRULE277

Has Branch Chief Approved?, Has FSA Approved?, Has TLB Approved?, Has DO Approved?, Has OGC Approved? 1. TLB, FSA, and OGC can only provide comments to the Agreement and cannot edit the negotiable sections. The Analyst, Branch Chief, and FAD Director’s Office can provide comments and edit negotiable sections of the Agreement. 2. The Agreement should be viewable to the Analyst, Branch Chief, Director’s Office, FSA, and OGC at all times, but should only be editable by the person who has the Agreement in their queue 3. The FAD Director’s Office should be able to override a required clearance step. 4. An Audit Trail of which clearance step the Agreement is in should be displayed to all users. 5. If changes to the Agreement have been submitted by the Branch Chief, FSA, TLB, Director’s Office, and/or OGC the changes will need to be sent back to the party who originally submitted the changes for a final review. 6. Only changes to commodity or shipping within the Amendment will require FSA and TLB approval. All Amendments require Branch Chief and Director’s Office approval. .


FR3.1. 3.18a Generate and Send 3rd Country Consultation Letter

The system shall determine if the Ad-hoc Agreement is for a Foreign Government CS.


FR3.1. 3.18b Generate and Send 3rd Country Consultation Letter

If the Agreement is for a Foreign Government, the system shall generate and send a 3rd Country Consultation Letter to the State Department. The letter should be sent via email (State Department email addresses referred to in Maintain System Data).

FR4.2. 27

Maintain 3rd Country Consultation Letter The system shall allow the user to maintain the


Formatted Table















... [1211]

... [1209]

... [1213]

... [1208]

... [1212]

... [1210]



.rqs', Kar

ttributeVal

quirement(






Formatted Table



The system shall pre-populate the 3rd Country Consultation Letter from sections of the Agreement and template language (referred to in Maintain System Data).

The system shall pre-populate the following fields with information from the Agreement: 14) Program Type 15) Cooperating Sponsor Name 16) Fiscal Year 17) Total Requested Tonnage (in Metric Tons) 18) Date 19) Country 20) Commodity(s) 21) Requested Tonnage per Commodity 22) World Market Value F.O.B (Commodity Estimated Price (per MT) * Quantity) 23) UMR - Available for Programming (for commodity(s) being monetized or bartered) 24) UMR - Import Section 25) UMR - Past 5 years of Imports and 5 year average 26) Country(s) being Consulted (from the 3rd Country Commodity Consultation table)

The system shall allow the FAD Director’s Office to eSignature the 3rd Country Consultation Letter. The system shall display the eSignature sign date.

Assumption: 4) The FAD Director’s Office has defined the 3rd Country Commodity Consultation table (referred to in Maintain System Data).

template language for the 3rd Country Consultation Letter.

FR4.2. 28

Maintain 3rd Country Commodity Consultation Table The system shall allow the user to maintain the 3rd Country Commodity Consultation table.


FR4.2. 29

Maintain 3rd Country Consultation Contact List The system shall allow the user to maintain the 3rd Country Consultation contact list for the State Department Coordinator.

FR3.1. 5 Generate Bellmon Analysis The system shall allow the user to generate a Bellmon Analysis for all countries with active Agreements for the current Fiscal Year and all FAS Food Aid programs.

Note: Active Agreements include existing obligations from previous fiscal years and Agreements from the current fiscal year that include

Mandatory Approved FAD Branch Chief, FAD Director’s Office, Transportation and Logistics Branch

Formatted Table











... [1215]

... [1216]

... [1214]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 164 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



shipments in the current ship-to window.

FR3.1. 5. 1 Select Country The system shall allow the user to select from a list of countries to generate a Bellmon Analysis.

The system shall display the following information about a Bellmon Analysis for each country: 1) Country 2) PVO Acceptance Status 3) Date of last signed Bellmon Analysis (hyperlink to Bellmon Analysis) 4) Required Bellmon Analysis Information Received? (Y/N) 5) Additional Bellmon Analysis Information Received? (Y/N)

Note: Required Bellmon Analysis Information Received? refers to Bellmons that do not exist. Additional Bellmon Analysis Information Received? refers to Bellmons that exists (signed or unsigned).

FR4.2. 10



BRULE289

Select Country All Approved proposals for a specific country must be accepted before the Bellmon Analysis is generated.


FR3.1. 5. 2 Additional Bellmon Analysis Information Received?

The system shall allow the user to select one of the following actions on the Bellmon Analysis:

1) Amend signed Bellmon Analysis 2) Update un-signed Bellmon Analysis 3) Generate new Bellmon Analysis

BRULE290

Additional Bellmon Analysis Information Received? The system shall prompt the user to update an existing Bellmon Analysis if the Commodity(s), Request Tonnage per Commodity, Commodity Use, or Discharge Port for an Agreement has changed.


FR3.1. 5. 3 Generate New Bellmon Analysis

The system shall allow the user to generate a new Bellmon Analysis for each country. FR4.2. 34

Mandatory Approved Transportation and Logistics





Formatted Table



















... [1218]

... [1220]

... [1223]

... [1224]

... [1219]

... [1222]

... [1225]

... [1228]

... [1226]

... [1229]

... [1217]

... [1221]

... [1227]

ttributeVal


FAIS



The system shall pre-populate the Bellmon Analysis from sections of the Agreement, Proposal, and template language (referred to in Maintain System Data).

The system shall pre-populate the following fields with information on each active Agreement(s) for a specific country for the current Fiscal Year: 1) FAS Food Aid Program 2) Cooperating Sponsor(s) 3) Country 4) Commodity(s) 5) Requested Tonnage per Commodity and Use 6) UMR per Commodity (if the commodity is being monetized or bartered) 7) Discharge Port

These should be grouped together to determine port capacity.

The system shall pre-populate the narrative section of the Bellmon Analysis with information from the Distribution Methods section of each Cooperating Sponsor(s) Proposal(s) for CS’s that have accepted the Approval Letter. This section of the Bellmon Analysis should be editable. 1) Description of Transportation and Storage 2) Description of Any Reprocessing or Repackaging 3) Logistics Plan

This section should be populated with information from approved proposals from the current fiscal year.

The system shall pre-populate the narrative section of the Bellmon Analysis with UMR data if commodity is being monetized or bartered. 1) and 2) within this section of the Bellmon Analysis should be editable. 1) Commodity and Quantity 2) Commodity Use 3) UMR - Production and Import data by Commodity (not editable)

Maintain Bellmon Analysis The system shall allow the user to maintain the template language for the Bellmon Analysis.

FR4.2. 35

Maintain Ship-To Window The system shall allow the user to maintain the Ship-To Window for the Bellmon Analysis and UMR.

The system shall allow the user to enter start and end dates.

BRULE291

Generate New Bellmon Analysis 1) The Bellmon Analysis will be created for each Country. All Agreements for a particular country should be included in one Bellmon Analysis. 2) Only Agreements with accepted Approval Letters will be included on the Bellmon Analysis. 3) If commodity(s) is being monetized or bartered, the system shall pre-populate the UMR section of the Bellmon Analysis with UMR data available for each Agreement. 4) The Bellmon Analysis needs to consider the Ship-To Window for commodities in any signed Agreements or Approved Proposals. The Ship-To Window should be pulled from the most up-todate information whether that is from the Approved Proposal or Negotiated Agreement.

Branch





Formatted Table



... [1230]

... [1231]








ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 166 of of 429 6/0418/07





Formatted Table



FR3.1. 5. 4 Update Existing Bellmon Analysis

The system shall allow the user to select an existing Bellmon Analysis to update or amend. FR4.2. 35

Maintain Ship-To Window The system shall allow the user to maintain the Ship-To Window for the Bellmon Analysis and UMR.


BRULE292

Update Existing Bellmon Analysis 1) The Bellmon Analysis will be created for each Country. All Agreements for a particular country should be included in one Bellmon Analysis. 2) Agreements with accepted Approval Letters and Agreements from previous fiscal years will be included on the Bellmon Analysis. 3) If commodity(s) is being monetized or bartered, the system shall pre-populate the UMR section of the Bellmon Analysis with UMR data available for each Agreement. 4) If a Bellmon Analysis has been generated and a change to the Commodity(s), Request Tonnage per Commodity, Commodity Use, or Discharge Port for an Agreement has taken place, the user should be prompted to update or amend the Bellmon Analysis.


FR3.1. 5. 5 Edit & Submit Bellmon Analysis

The system shall allow the user to edit the narrative section of the Bellmon Analysis.

The system shall allow the user to submit the Bellmon Analysis for review.

BRULE293

Edit & Submit Bellmon Analysis The Bellmon Analysis will require new eSignatures each time the Bellmon Analysis is updated by TLB.


FR3.1. 5. 6a Approve or Reject? The system shall alert the Branch Chief to review the Bellmon Mandatory Approved FAD Branch

Formatted Table



















... [1232]

... [1233]

... [1236]

... [1237]

... [1234]

... [1239]

... [1235]

... [1238]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 167 of of 429 6/0418/07





Formatted Table



Analysis. Chief

FR3.1. 5. 6b Approve or Reject? The system shall allow the user to edit and approve the Bellmon Analysis.


FR3.1. 5. 6c Approve or Reject? The system shall allow the user to reject the Bellmon Analysis, edit and submit comments to the TLB user.


FR3.1. 5. 7 Sign and Submit Bellmon Analysis

The system shall allow the user to sign and submit the Bellmon Analysis.

Assumption: 1) The Branch Chief will sign the Bellmon Analysis through an eSignature.


FR3.1. 5. 8a Approve or Reject? The system shall alert the FAD Director’s Office to review the Bellmon Analysis.


FR3.1. 5. 8b Approve or Reject? The system shall allow the user to edit and approve the Bellmon Analysis.


FR3.1. 5. 8c Approve or Reject? The system shall allow the user to reject the Bellmon Analysis, edit and submit comments to the TLB user.


FR3.1. 5. 9 Sign and Submit Bellmon Analysis

The system shall allow the user to sign and submit the Bellmon Analysis.

Assumption: 1) The FAD Director’s Office will sign the Bellmon Analysis through an eSignature.


FR3.1. 6 Sign and Send Agreement The system shall allow the user to sign and send Agreements for all FAS Food Aid programs.

Mandatory Approved FAD Director’s Office, CS Director, GSM/Associate Administrator

FR3.1. 6. 1 Send Final Agreement to CS The system shall allow the user to send the final Agreement to the CS.


Formatted Table



















... [1244]

... [1245]

... [1240]

... [1241]

... [1246]

... [1247]

... [1242]

... [1243]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 168 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table

Formatted



FR3.1. 6. 2a Sign and Submit Final Agreement

The system shall alert the CS Director to review the final Agreement for signing. BRULE294

Sign and Submit Final Agreement 1) The Agreement is in a read-only format that cannot be edited.


FR3.1. 6. 2b Sign and Submit Final Agreement

The system shall allow the user to sign and submit the final Agreement.

Assumption: 1) The CS will sign the Agreement through an eSignature.


FR3.1. 6. 3a Receive CS Signed Final Agreement

The system shall alert the FAD Director’s Office and the Analyst assigned to the Agreement after the CS Director has submitted the signed final Agreement.

The system shall alert the Administrator/GSM to review the final signed Agreement for signing.

BRULE295

Receive CS Signed Final Agreement 1) The Agreement is in a read-only format that cannot be edited.


FR3.1. 6. 3b Receive CS Signed Final Agreement

The system shall display a summary screen of all signed CS Agreements for the Administrator/GSM with the following information: 1) Food Aid Program 2) Cooperating Sponsor 3) Country(s) 4) Commodity(s) 5) Total Value

BRULE296


Mandatory Approved GSM/Associate Administrator

FR3.1. 6. 3c Receive CS Signed Final Agreement

The system shall allow the user to upload a CS signed final Agreement. BRULE297



FR3.1. 6. 4 Sign Final Agreement The system shall allow the user to sign the final Agreement. Once the agreement has been finalized, the budget will be updated to include the obligated amounts. For freight and commodity obligated amounts, the budget will include an additional 5% on top of the

ASSUM11

Kansas City Applications


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

















... [1249]

... [1250]

... [1248]

... [1251]

... [1266]

... [1252]

... [1267]

... [1253]

... [1268]

... [1254]

... [1269]

... [1255]

... [1270]

... [1256]

... [1271]

... [1257]

... [1272]

... [1258]

... [1273]

... [1259]

... [1274]

... [1260]

... [1275]

... [1261]

... [1276]

... [1262]

... [1277]

... [1263]

... [1278]

... [1264]

... [1279]

... [1265]

... [1280]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 169 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



respective amounts. This amount will serve as a buffer to cover any cost overruns.

Assumption: 1) The Administrator/GSM will sign the Agreement through an eSignature.

This assumes that Kansas City Applications will be able to send and/or receive the information listed in traced features through a feed.

BRULE298

Sign Final Agreement 1) Cash cannot be advanced until the Agreement is Signed.

FR3.1. 6. 5a Send Notification of Agreement Signing

The system shall send a notification of Agreement signing to FAD, TLB, C&A, FMD, CS, and CPPAD containing a hyperlink to the final signed Agreement.

BRULE299

Send Notification of Agreement Signing 1) The Agreement is in a read-only format that cannot be edited.


FR3.1. 6. 5b Send Notification of Agreement Signing

The system shall send the signed Agreement via email to KCCO users.


FR3.1. 8 Assign Freight Forwarder The system shall allow the user (CS Agreement Executor) to assign a Freight Forwarder to an agreement.

Mandatory Approved CS Agreement Executor, Transportation and Logistics Branch

FR3.1. 8. 1a Has the CS Nominated the Freight Forwarder for Approval?

The system shall allow the user (CS Agreement Executor) to select from all available Freight Forwarders.

Note: If the Freight Forwarder is not listed, the CS will need to enter the name of the Freight Forwarder. The selected Freight Forwarder(s) will be stored in the system.

FR4.2. 49

Maintain Freight Forwarder Certifications The system shall allow the user (TLB) to maintain the template language for the Freight Forwarder certifications.


FR3.1. 8. 1b Has the CS Nominated the Freight Forwarder for Approval?

The system shall determine if the Freight Forwarder has previously been nominated for approval.

Note: If the Freight Forwarder has been nominated and is currently valid, then the CS will proceed with assigning the Freight Forwarder to the agreement. If the Freight Forwarder has not been

BRULE43

Has the CS Nominated the Freight Forwarder for Approval? Determine if the Freight Forwarder exists in the


Formatted

Formatted

Formatted Table

Formatted


Formatted


















... [1283]

... [1287]

... [1282]

... [1281]

... [1293]

... [1292]

... [1291]

... [1284]

... [1295]

... [1285]

... [1294]

... [1286]

... [1288]

... [1297]

... [1296]

... [1298]

... [1290]

... [1299]

... [1289]

.rqs', Kar

quirement(

quirement(

quirement(


FAIS


Page Page 170 of of 429 6/0418/07





Formatted Table



nominated, then the CS will proceed with nominating the Freight Forwarder for approval.

system, is linked to the CS, and is valid for the program and/or country corresponding to the agreement.

Note: A Freight Forwarder must be approved if they are not currently assigned to an active agreement for the specific CS.

FR3.1. 8. 1c Has the CS Nominated the Freight Forwarder for Approval?

If the Freight Forwarder has been nominated and is valid the system shall alert the user (CS Agreement Executor) to proceed with assigning the Freight Forwarder to an agreement.


FR3.1. 8. 1d Has the CS Nominated the Freight Forwarder for Approval?

If the Freight Forwarder has not been nominated, the system shall alert the user (CS Agreement Executor) to proceed with nominating the Freight Forwarder for approval.


FR3.1. 8. 2a Assign Freight Forwarder to Agreement

The system shall allow the user (CS Agreement Executor) to select the agreement and assign it to the Freight Forwarder. In addition, the country associated with the agreement will be displayed to the user.

Note: The CS will only be able to select from its? own agreements. The selected agreement will be stored in the system.


FR3.1. 8. 2b Assign Freight Forwarder to Agreement

The system shall send an alert to the Freight Forwarder and TLB once the Freight Forwarder has been assigned to an agreement by the CS.


FR3.1. 8. 3a Are there Monetized Commodities?

The system shall determine if there are monetized commodities associated with the agreement.

Note: If there are monetized commodities associated with the agreement, then an alert will be sent to the CS to certify the existence of the sales contract. If there are no monetized commodities, then the Freight Forwarder can proceed with creating a call forward.


FR3.1. 8. 3b Are there Monetized Commodities?

If there are monetized commodities, the system shall send an alert to the CS to certify the existence of the sales contract.



Formatted Table












... [1300]

... [1303]

... [1302]

... [1301]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 171 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.1. 8. 3c Are there Monetized Commodities?

If there are no monetized commodities, the system shall send an alert to the Freight Forwarder indicating that the call forward can be created.


FR3.1. 8. 4 Certify Existence of Sales Contract

The system shall allow the user (CS Agreement Executor) to certify the existence of the sales contract.


FR3.1. 8. 5a Has the CS Certified Existence of the Sales Contract?

The system shall determine if the CS has certified the existence of the sales contract.

Note: If the CS has confirmed there is a sales contract in place, then the Freight Forwarder can select the commodity when creating a call forward. If the CS has not confirmed there is a sales contract in place, then the CS will be alerted to certify the sales contract when TLB checks the status. The selected commodity will be stored in the system.

FR4.2. 14



FR3.1. 8. 5b Has the CS Certified Existence of the Sales Contract?

If the CS has confirmed there is a sales contract in place, then the system shall send an alert to the Freight Forwarder that the commodity can be selected when creating a call forward. The selected commodity will be stored in the system.

FR4.2. 14



FR3.1. 8. 5c Has the CS Certified Existence of the Sales Contract?

If the CS has not confirmed there is a sales contract in place, then the system shall send an alert to the CS requesting certification when TLB checks the status.

BRULE44

Has the CS Certified Existence of Sales Contract? Until the CS has certified that the sales contract exists, the Freight Forwarder will not be able to







Formatted Table


















... [1305]

... [1310]

... [1307]

... [1308]

... [1306]

... [1309]

... [1312]

... [1315]

... [1313]

... [1316]

... [1304]

... [1311]

... [1314]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 172 of of 429 6/0418/07





Formatted Table



select monetized commodities.

FR3.1. 9 Publish Press Release The system shall allow the user to publish Press Releases. Mandatory Approved FAD Director’s Office

FR3.1. 9. 1a Post Press Release to FAS Website

The system shall pre-populate the Press Release from sections of the Agreement and template language (referred to in Maintain System Data).

The following fields should be pre-populated from the Agreement: 1) Cooperating Sponsor 2) Country 3) Fiscal Year(s) 4) Date 5) Commodity(s) 6) Tonnage 7) Program Vision – 5A of the Agreement 8) Contact Person - FAD Analyst who negotiated Agreement 9) Contact Person’s Phone Number - FAD Analyst who negotiated Agreement

FR4.2. 36

Maintain Press Release The system shall allow the user to maintain the template language for the Press Release.


FR3.1. 9. 1b Post Press Release to FAS Website

The system shall post the Press Release to the FAS Web Site. Mandatory Approved FAD Director’s Office

FR3.1. 9. 2 Post Press Release to FAIS The system shall allow a user to create and post a news release within FAIS (referred to Maintain System Data).

The system shall display updated information alert the CS members that an update has been made to FAIS.

FR4.2. 12

Maintain FAIS News Releases The system shall allow the user to maintain the content associated with each FAIS News Release type. Types of FAIS News Releases should include: - Awards - Proposal Solicitations - Progress Reports - Food Aid Guidance - Other


FR3.2 Procurement The system shall support the procurement activities for all program types as relevant.

Mandatory Approved CS Agreement Executor,

Formatted Table



















... [1318]

... [1322]

... [1323]

... [1319]

... [1321]

... [1324]

... [1317]

... [1320]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 173 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Transportation and Logistics Branch, Freight Forwarder

FR3.2. 1 Nominate and Approve Freight Forwarder

The system shall allow the user (CS Agreement Executor) to nominate the Freight Forwarder for approval by TLB.

Mandatory Approved CS Agreement Executor, Transportation and Logistics Branch, Freight Forwarder

FR3.2. 1. 1a CS Nominates Freight Forwarder

The system shall allow the user (CS Agreement Executor) to select from all available Freight Forwarders. The selected Freight Forwarder will be stored in the system.

Note: If the Freight Forwarder does not exist in the system, the CS will need to enter in all relevant information.

FR4.2. 66

Maintain Freight Forwarder The system shall allow the user (TLB) to maintain a list of Freight Forwarder and associated contact information.


FR3.2. 1. 1b CS Nominates Freight Forwarder

If the user (CS Agreement Executor) wishes to nominate the Freight Forwarder to a program, the system shall allow the user (CS Agreement Executor) to select the program. The selected program will be stored in the system.

FR4.2. 3


BRULE45

CS Nominates Freight Forwarder The CS must nominate the Freight Forwarder to a program or country.


FR3.2. 1. 1c CS Nominates Freight Forwarder

If the user (CS Agreement Executor) wishes to nominate the Freight Forwarder to a country, the system shall allow the user (CS FR4.2. 10


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1325]

... [1326]

... [1327]

... [1341]

... [1328]

... [1342]

... [1329]

... [1343]

... [1330]

... [1344]

... [1331]

... [1345]

... [1332]

... [1346]

... [1333]

... [1347]

... [1334]

... [1348]

... [1335]

... [1349]

... [1336]

... [1350]

... [1337]

... [1351]

... [1338]

... [1352]

... [1339]

... [1353]

... [1340]

... [1354]

quirement(

quirement(

quirement(

quirement(






Formatted Table



Agreement Executor) to select the country. The selected country will be stored in the system. Maintain Country List

The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)


BRULE46

CS Nominates Freight Forwarder The CS must nominate the Freight Forwarder to a program or country.

FR3.2. 1. 1d CS Nominates Freight Forwarder

If the Freight Forwarder does not exist in the system, the system shall allow the user (CS Agreement Executor) to enter the Freight Forwarder's company name.


FR3.2. 1. 1e CS Nominates Freight Forwarder

If the Freight Forwarder does not exist in the system or a modification is needed, the system shall allow the user (CS Agreement Executor) to enter the Freight Forwarder's company address information (street address, city, state, and ZIP code).


FR3.2. 1. 1f CS Nominates Freight Forwarder

If the Freight Forwarder does not exist in the system or a modification is needed, the system shall allow the user (CS Agreement Executor) to enter the Freight Forwarder's telephone number.


FR3.2. 1. 1g CS Nominates Freight Forwarder

If the Freight Forwarder does not exist in the system or a modification is needed, the system shall allow the user (CS Agreement Executor) to enter the Freight Forwarder's fax number.



Formatted Table












... [1358]

... [1355]

... [1359]

... [1356]

... [1357]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 175 of of 429 6/0418/07





Formatted Table



FR3.2. 1. 1h CS Nominates Freight Forwarder

The system shall send an alert to TLB once the nomination is submitted.


FR3.2. 1. 2 Will CS have a Written Contract with Freight Forwarder?

The system shall allow the user (CS Agreement Executor) to indicate if there is a written contract. The selected indication will be stored in the system.


FR3.2. 1. 3a Has Freight Forwarder been Nominated by Another CS and is Currently Valid?

The system shall determine if the Freight Forwarder has been nominated by another CS and is currently valid.

Note: If the Freight Forwarder has been nominated, then proceed with determining if the application and certification are valid for the current fiscal year. If the Freight Forwarder has not been nominated then request the Freight Forwarder to provide the application and certification.

BRULE47

Has Freight Forwarder been Nominated by Another CS and is Currently Valid? Determine if the Freight Forwarder exists in the system and is linked to another CS.

Note: A Freight Forwarder must receive a Dun and Bradstreet certification if they are not currently assigned to an active agreement (regardless of CS linkage).


FR3.2. 1. 3b Has Freight Forwarder been Nominated by Another CS and is Currently Valid?

If the Freight Forwarder has not been nominated by another CS, then the system shall send an alert to an active Freight Forwarder or an e-mail to a new or inactive Freight Forwarder from the CS to provide the application and certification to TLB.


FR3.2. 1. 4 Does Freight Forwarder Have Current Fiscal Year Application and Certification?

The system shall determine if the Freight Forwarder has a current fiscal year application and certification.

Note: If the Freight Forwarder does not have a current fiscal year application and certification, then the Freight Forwarder will need to validate the information on hand. If the Freight Forwarder does have a current fiscal year application and certification, then the Freight Forwarder will need to determine if any updates need to be made.

This assumes that due diligence is performed.

Mandatory Approved Freight Forwarder

FR3.2. 1. 5a Does Freight Forwarder Need to Update Application?

The system shall allow the user (Freight Forwarder) to view the application and determine if any updates are required.


Formatted Table

















... [1363]

... [1360]

... [1361]

... [1364]

... [1366]

... [1362]

... [1365]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 176 of of 429 6/0418/07





Formatted Table



Note: If the application needs to be updated, the Freight Forwarder will update the application and certify. If the application does not need to be updated, then an approval notification will be sent from TLB.

FR3.2. 1. 5b Does Freight Forwarder Need to Update Application?

The system shall alert TLB to send the approval notification to the Freight Forwarder. The alert will include the country, program, CS, and Freight Forwarder.


FR3.2. 1. 6a Validate Application and Recertify

The system shall allow the user (Freight Forwarder) to view the application and make any necessary updates or confirm the application is valid.


FR3.2. 1. 6b Validate Application and Recertify

The system shall allow the user (Freight Forwarder) to recertify their nomination. This information will be stored in the system.


FR3.2. 1. 6c Validate Application and Recertify

The system shall alert TLB to send the approval notification to the Freight Forwarder. The alert will include the country, program, CS, Freight Forwarder, and any updates made by the Freight Forwarder to the application.


FR3.2. 1. 7a Send Approval Notification to CS and Freight Forwarder

The system shall allow the user (TLB) to view the application submitted by the Freight Forwarder.


FR3.2. 1. 7b Send Approval Notification to CS and Freight Forwarder

The system shall allow the user (TLB) to send the approval notification to the CS and Freight Forwarder.


FR3.2. 1. 8a Provide Application and Certification

The system shall allow the user (Freight Forwarder) to enter the name of all incorporators.


FR3.2. 1. 8b Provide Application and Certification

The system shall allow the user (Freight Forwarder) to enter the names and titles of all officers and directors.


FR3.2. 1. 8c Provide Application and Certification

The system shall allow the user (Freight Forwarder) to enter the names of all affiliates, includes the names and titles of all officers and directors of each affiliate, and a description of the type of business in which the affiliate is engaged.


Formatted Table



















... [1371]

... [1372]

... [1367]

... [1368]

... [1373]

... [1374]

... [1369]

... [1370]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 177 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.2. 1. 8d Provide Application and Certification

If beneficial interest in stock is held by other than the named shareholders, the system shall allow the user (Freight Forwarder) to indicate names of the holders of the beneficial interest and the proportionate share of each.


FR3.2. 1. 8e Provide Application and Certification

The system shall allow the user (Freight Forwarder) to enter the amount of the subscribed capital.


FR3.2. 1. 8f Provide Application and Certification

The system shall allow the user (Freight Forwarder) to certify their nomination. This includes certifying four statements. This information will be stored in the system.

FR4.2. 49

Maintain Freight Forwarder Certifications The system shall allow the user (TLB) to maintain the template language for the Freight Forwarder certifications.


FR3.2. 1. 9a Are Application and Certification Complete?

The system shall allow the user (TLB) to view and determine if the application is complete and certified.

If the application and certification are complete, the user (TLB) will proceed with the Dun and Bradstreet certification request. If the application and certification are not complete then the Freight Forwarder will be notified.


FR3.2. 1. 9b Are Application and Certification Complete?

If the certification has not been provided, the system shall send an alert to the Freight Forwarder from TLB to complete the application and certification.


FR3.2. 1.10a Request Dun and Bradstreet Certification

The system shall provide the company name, address, and telephone number when requesting the Dun and Bradstreet certification.


FR3.2. 1.10b Request Dun and Bradstreet Certification

The system shall request the Business Information Report and Supplier Evaluation Report for the Dun and Bradstreet certification.

Desirable Approved Transportation and Logistics Branch

FR3.2. 1.10c Request Dun and Bradstreet Certification

The system shall allow the user (TLB) to submit the request for a Dun and Bradstreet certification.

Note: This is under the assumption that this process is automated.

ASSUM13

Dun and Bradstreet


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1375]

... [1376]

... [1377]

... [1391]

... [1378]

... [1392]

... [1379]

... [1393]

... [1380]

... [1394]

... [1381]

... [1395]

... [1382]

... [1396]

... [1383]

... [1397]

... [1384]

... [1398]

... [1385]

... [1399]

... [1386]

... [1400]

... [1387]

... [1401]

... [1388]

... [1402]

... [1389]

... [1403]

... [1390]

... [1404]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 178 of of 429 6/0418/07





Formatted Table



This assumes that Dun and Bradstreet will be able to send and/or receive the information listed in traced features through a feed.

FR3.2. 1.11a Receive Dun and Bradstreet Certification

The system shall receive the supplier risk score from the Dun and Bradstreet certification.


ASSUM13

Dun and Bradstreet This assumes that Dun and Bradstreet will be able to send and/or receive the information listed in traced features through a feed.


FR3.2. 1.11b Receive Dun and Bradstreet Certification

The system shall store the electronic Dun and Bradstreet certification that is received.


ASSUM13

Dun and Bradstreet This assumes that Dun and Bradstreet will be able to send and/or receive the information listed in traced features through a feed.


FR3.2. 1.12a Did Freight Forwarder Pass Check?

The system shall allow the user (TLB) to view the application submitted by the Freight Forwarder.


FR3.2. 1.12b Did Freight Forwarder Pass Check?

The system shall allow the user (TLB) to indicate if the Freight Forwarder passed the check. This indication will be stored in the system.

Note: If the Freight Forwarder passes the check then an approval notification will be sent, otherwise a rejection notification with the reason will be sent.


FR3.2. 1.13 Send Rejection Notification to CS and Freight Forwarder

If the Freight Forwarder does not pass the check, the system shall allow the user (TLB) to send the rejection notification alert with a reason to the Cooperating Sponsor and Freight Forwarder.


FR3.2. 3 Create Call Forward The system shall allow the user (Freight Forwarder) to create the call forward.

Note: This is under the assumption that this activity will occur in

Mandatory Approved Freight Forwarder, Transportation and Logistics

Formatted Table





















... [1411]

... [1412]

... [1407]

... [1410]

... [1413]

... [1408]

... [1405]

... [1414]

... [1409]

... [1406]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 179 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FAIS for the following reasons:

1) the Freight Forwarder is approved in FAIS; 2) the call forward is validated against the agreement; and 3) the orders are subject to FAS approval.

Branch

FR3.2. 3. 1 Select Agreement The system shall allow the user (Freight Forwarder) to select an agreement.

Note: The Freight Forwarder can only select from the list of agreements it has been assigned by the CS. The selected agreement will be stored in the system.


FR3.2. 3. 2a Select Commodity The system shall display the commodity, package type, tonnage, destination country, and program type associated with the selected agreement to the user (Freight Forwarder).


FR3.2. 3. 2b Select Commodity The system shall allow the user (Freight Forwarder) to select from the list of available commodities in the agreement. The selected commodities as well as the associated package type, tonnage, destination country, and program type will be stored in the system.

Note: Until the CS has certified that the sales contract exists, the user will not be able to select monetized commodities.

FR4.2. 14



FR3.2. 3. 3a Enter Tonnage Requested, Delivery Point, Marking and Special Requests

The system shall generate and display the FAIS Order Number to the user (Freight Forwarder). BRULE48

Enter Tonnage Requested, Delivery Point, Marking and Special Requests The FAIS Order Number will be generated per call forward and agreement.


FR3.2. 3. 3b Enter Tonnage Requested, Delivery Point, Marking and

The system shall allow the user (Freight Forwarder) to enter the amount of tonnage requested for the selected commodity. BRULE49







Formatted Table


















... [1416]

... [1421]

... [1418]

... [1419]

... [1417]

... [1420]

... [1423]

... [1426]

... [1424]

... [1427]

... [1415]

... [1422]

... [1425]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 180 of of 429 6/0418/07





Formatted Table



Special Requests Enter Tonnage Requested, Delivery Point, Marking and Special Requests The tonnage requested cannot exceed the total available tonnage for that commodity based on the agreement, any previous call forwards, and/or purchases, if relevant, associated with the agreement

FR3.2. 3. 3c Enter Tonnage Requested, Delivery Point, Marking and Special Requests

The system shall allow the user (Freight Forwarder) to enter the final delivery point for the selected commodity.


FR3.2. 3. 3d Enter Tonnage Requested, Delivery Point, Marking and Special Requests

The system shall allow the user (Freight Forwarder) to enter the markings for the selected commodity.


FR3.2. 3. 3e Enter Tonnage Requested, Delivery Point, Marking and Special Requests

The system shall allow the user (Freight Forwarder) to enter any special requests for the selected commodity.


FR3.2. 3. 4a Select Certification Requirement, and Select Vendor, Shipping Period, or Invitation Number

The system shall allow the user (Freight Forwarder) to select the call forward certification requirements. The selected call forward certification requirements will be stored in the system.

FR4.2. 50

Maintain Call Forward Certification Requirements The system shall allow the user (TLB) to maintain the list of certifications related to customs clearance of the commodity selected at the time the call forward is requested.


FR3.2. 3. 4b Select Certification Requirement, and Select Vendor, Shipping Period, or Invitation Number

The system shall allow the user to select the shipping period. The selected shipping period will be stored in the system. FR4.2. 51

Maintain Procurement Schedule The system shall allow the user (TLB) to maintain the procurement schedule including the Invitation Number, Invitation Issued Date, Steam Ship Line (SSL) Rates Due Date, Vendor Bids Due Date, Bids Accepted and Purchase Contracts Released Date, Port Allocation Released Date, Vendor Shipping Periods, and Date at U.S. Ports.


FR3.2. 3. 4c Select Certification If the shipping period is selected by the user (Freight Forwarder) Mandatory Approved Freight

Formatted Table





















... [1433]

... [1434]

... [1428]

... [1436]

... [1435]

... [1431]

... [1429]

... [1437]

... [1432]

... [1430]

3-7CAB

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 181 of of 429 6/0418/07





Formatted Table



Requirement, and Select Vendor, Shipping Period, or Invitation Number

then the system will display and store the corresponding invitation number and at U.S. port dates.

FR4.2. 51


Forwarder

FR3.2. 3. 4d Select Certification Requirement, and Select Vendor, Shipping Period, or Invitation Number

The system shall allow the user to select the invitation number. The selected invitation number will be stored in the system. FR4.2. 51



FR3.2. 3. 4e Select Certification Requirement, and Select Vendor, Shipping Period, or Invitation Number

If the invitation number is selected by the user (Freight Forwarder), then the system will display and store the corresponding shipping period and at U.S. port dates.

FR4.2. 51



FR3.2. 3. 5a Does a Call Forward Override Need to be Requested?

The system shall allow the user to determine if a call forward override needs to be requested (Y/N). This indication will be stored in the system

Note: If a call forward override is not needed, then TLB will





Formatted Table
















... [1440]

... [1444]

... [1438]

... [1443]

... [1439]

... [1441]

... [1446]

... [1442]

... [1445]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 182 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



determine if the call forward can be approved. If a call forward override is needed then a request for an override will need to be made by TLB.

FR3.2. 3. 5b Does a Call Forward Override Need to be Requested?

If a call forward override is needed, the system shall allow the user (TLB) to send an alert to the Director's Office with the reason for the call forward override request.


FR3.2. 3. 6 Does TLB Approve Call Forward?

The system shall allow the user (TLB) to approve the call forward (Y/N). This status will be stored in the system.

Note: If the call forward is approved then an approval notification will be sent to the Freight Forwarder otherwise a rejection or cancellation notification will be sent to the Freight Forwarder.

BRULE50

Does TLB Approve Call Forward? TLB must verify that the final delivery point is in the country of the agreement.


FR3.2. 3. 7 Update and Display Status as Approved

If the call forward is approved by TLB, the system shall update, display, and store the status as approved to the Freight Forwarder and CS.

Note: This is under the assumption that the FARES will receive the call forward.

ASSUM11



FR3.2. 3. 8 Send Cancellation Notification Alert to Freight Forwarder and CS

If the call forward is not approved by TLB and the call forward needs to be cancelled, the system shall allow the user (TLB) to send a cancellation notification alert with the reason to the Freight Forwarder and the CS.


FR3.2. 3. 9 Send Modification Notification Alert to Freight Forwarder and CS

If the call forward is not approved by TLB and the Freight Forwarder needs to modify the call forward, the system shall allow the user (TLB) to send a modification notification alert with the reason to the Freight Forwarder and the CS.


FR3.2. 3.10 Capture Commodity Request Number

The system shall receive the commodity request number once it has been sent by FARES.


ASSUM11



Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1447]

... [1448]

... [1449]

... [1463]

... [1450]

... [1464]

... [1451]

... [1465]

... [1452]

... [1466]

... [1453]

... [1467]

... [1454]

... [1468]

... [1455]

... [1469]

... [1456]

... [1470]

... [1457]

... [1471]

... [1458]

... [1472]

... [1459]

... [1473]

... [1460]

... [1474]

... [1461]

... [1475]

... [1462]

... [1476]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 183 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.2. 7 Receive Commodity Tender Summary Data

The system shall receive the commodity tender summary data from FARES.

Note: This is under the assumption that this process will be automated, otherwise the features associated with this activity will need to be modified to allow the user to enter in this information.

ASSUM11



FR3.2. 7. 1a Receive Commodity Request Number and Invitation Number

The system shall link the FARES commodity request number to the FAIS Order Number. As a result the FAIS Order Number will be linked to one or more invitation numbers.

Note: This is under the assumption that the FARES Commodity Request Number will be received.

ASSUM11



FR3.2. 7. 1b Receive Commodity Request Number and Invitation Number

The system shall display the FARES commodity request number and invitation number to the user (TLB). In addition, the corresponding commodities requested that are linked to the invitation number will be displayed.

Note: This is under the assumption that the approved call forward from FARES will be received.

ASSUM11



FR3.2.10 Create and Post Freight Tender

The system shall allow the user to create and post the freight tender.

Mandatory Approved Freight Forwarder, Transportation and Logistics Branch

FR3.2.10. 1a Draft Freight Tender The system shall generate, display, and store the IFB Number. BRULE51

Draft Freight Tender I. The IFB Number will be generated in the following format:

1) The first component is the Destination Country, 2) Following the Destination Country component


Formatted

Formatted

Formatted Table


Formatted

Formatted


















... [1479]

... [1484]

... [1483]

... [1478]

... [1480]

... [1488]

... [1487]

... [1485]

... [1482]

... [1486]

... [1481]

... [1491]

... [1489]

... [1493]

... [1492]

... [1494]

... [1477]

... [1495]

... [1490]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 184 of of 429 6/0418/07





Formatted Table



will be a dash mark, 3) The next component of the IFB Number is the CS 4) Following the CS component will be a dash mark, 5) The next component of the IFB Number is Program Type, 6) Following the Program Type component will be a dash mark, and 7) The last component of the IFB Number consists of a subset of the Freight Tender Number, which is the last three digit number followed by either the letter B or P (B for Bulk and P for Packaged).

For example: GT-FINCA-FFP-06-080B.

FR3.2.10. 1b Draft Freight Tender The system shall display and store the Cooperating Sponsor, Commodity, Agreement Country, Quantity (Net Weight), Package Type, Commodity Request (CR) Number.


FR3.2.10. 1c Draft Freight Tender The system shall allow the user (Freight Forwarder) to enter the at US Port Dates.


FR3.2.10. 1d Draft Freight Tender For bulk, the system shall allow the user (Freight Forwarder) to enter the Laydays.


FR3.2.10. 1e Draft Freight Tender The system shall display and store the Offer Requirements and Offer Submission Location to the user (Freight Forwarder). FR4.2. 53

Maintain Offer Requirements and Submission Location The system shall allow the user (TLB) to maintain the offer requirements and submission location of the freight tender.


FR3.2.10. 1f Draft Freight Tender The system shall allow the user (Freight Forwarder) to select the US load port. The selected US load port will be stored in the system. This entry will be optional. the user will be able to select multiple load parts.

FR4.2. 60

Maintain US Load Ports


Formatted Table



















... [1498]

... [1500]

... [1496]

... [1497]

... [1502]

... [1501]

... [1503]

... [1499]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 185 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



The system shall allow the user (TLB) to maintain the US load ports used for the freight tenders.

FR3.2.10. 1g Draft Freight Tender The system shall allow the user (Freight Forwarder) to enter the load terms.


FR3.2.10. 1h Draft Freight Tender The system shall allow the user (Freight Forwarder) to enter the discharge terms.


FR3.2.10. 1i Draft Freight Tender The system shall allow the user (Freight Forwarder) to select the discharge port. The selected discharge port will be stored in the system. The user will be able to select multiple discharge ports.

Note: if it is through-bill, then the selection of the discharge port will be optional and the final destination will be entered.

FR4.2. 58



FR3.2.10. 1j Draft Freight Tender The system shall allow the user (Freight Forwarder) to determine (Y / N) if the final destination is a through-bill location. The selected through-bill indication will be stored in the system.


FR3.2.10. 1k Draft Freight Tender If through bill is indicated, the system shall allow the user (Freight Forwarder) to enter the final destination. The user will be able to enter multiple final destinations.


FR3.2.10. 1l Draft Freight Tender The system shall allow the user (Freight Forwarder) to enter free form remarks. This entry will be optional.


FR3.2.10. 1m Draft Freight Tender The system shall allow the user (Freight Forwarder) to select one or more standard booking note clauses. The selected standard booking note clauses will be stored in the system.

FR4.2. 54

Maintain Standard Booking Note Clauses The system shall allow the user (TLB) to maintain the standard booking note clauses used for the freight tenders.


FR3.2.10. 1n Draft Freight Tender The system shall allow the user (Freight Forwarder) to select the point of origin. The selected point of origin will be stored in the system. This entry will be optional.

FR4.2. 55

Maintain Point of Origin


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted















... [1504]

... [1507]

... [1505]

... [1508]

... [1506]

... [1509]

... [1512]

... [1510]

... [1513]

... [1511]

... [1514]

... [1517]

... [1515]

... [1518]

... [1516]

... [1519]

... [1522]

... [1520]

... [1523]

... [1521]

... [1524]

... [1527]

... [1525]

... [1528]

... [1526]

... [1529]

... [1532]

... [1530]

... [1533]

... [1531]

... [1534]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 186 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



The system shall allow the user (TLB) to maintain the point of origin used for the freight tenders.

FR3.2.10. 1o Draft Freight Tender The system shall default the point of origin and US Load Port to KC362. FR4.2. 55

Maintain Point of Origin The system shall allow the user (TLB) to maintain the point of origin used for the freight tenders.


FR3.2.10. 1p Draft Freight Tender The system shall link the Commodity Request Number to the IFB Number. As a result, the IFB Number will be linked to the FAIS Order Number.

Note: This is under the assumption that FARES will provide this data.

ASSUM11



FR3.2.10. 1q Draft Freight Tender The system shall allow the user (Freight Forwarder) to view all previous freight tenders by country.


FR3.2.10. 1r Draft Freight Tender The system shall allow the user (Freight Forwarder) to select and/or modify the US load port, load terms, discharge terms, discharge port, final destination, the inland indicator, free form remarks, standard booking note clauses, and/or point of origin from a previous tender. The selected information will be stored in the system.


FR3.2.10. 1s Draft Freight Tender The system shall allow the user (Freight Forwarder) to indicate if there will be Inland/Overland costs through Direct Services. The selected DSC Inland/Overland indication will be stored in the system.


FR3.2.10. 1t Draft Freight Tender The system shall allow the user (Freight Forwarder) to indicate if DDA charges will be allowed. The selected DDS indication will be stored in the system.


FR3.2.10. 1u Draft Freight Tender If DDA charges are allowed, then the system shall allow the user (Freight Forwarder) to enter the DDA Rate.





Formatted Table




















... [1537]

... [1535]

... [1538]

... [1536]

... [1545]

... [1540]

... [1543]

... [1546]

... [1541]

... [1544]

... [1547]

... [1539]

... [1542]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 187 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.2.10. 1v Draft Freight Tender The system shall allow the user (Freight Forwarder) to indicate if LDA charges will be allowed. The selected LDA indication will be stored in the system.


FR3.2.10. 1w Draft Freight Tender If LDA charges are allowed, then the system shall allow the user (Freight Forwarder) to enter the LDA Rate.


FR3.2.10. 2a Submit Draft Freight Tender The system shall allow the user (Freight Forwarder) to submit the draft freight tender.


FR3.2.10. 2b Submit Draft Freight Tender The system shall alert the user (TLB) to review the submitted draft freight tender.


FR3.2.10. 3 Review Freight Tender The system shall display the completed draft freight tender for review to the user (TLB).


FR3.2.10. 4 Is the Freight Tender Approved?

The system shall allow the user (TLB) to approve the freight tender (Y/N).

Note: If the freight tender is approved then an approval notification will be sent otherwise a modification notification will be sent.


FR3.2.10. 5 Send Modification Notification

If the freight tender is not approved, the system shall allow the user (TLB) to send a modification notification alert with the reason to the Freight Forwarder.


FR3.2.10. 6 Send Approval Notification If the freight tender is approved, the system shall send an approval notification to the Freight Forwarder.


FR3.2.10. 7a Post Freight Tender to FAS Website

The system shall populate the Web template with all fields from the freight tender.


FR3.2.10. 7b Post Freight Tender to FAS Website

The system shall allow the user (TLB) to submit and send an e-mail to Public Affairs indicating that the FAS Website is ready to be published.


FR3.2.10. 7c Post Freight Tender to FAS The system shall post the approved freight tender to the FAS Mandatory Approved Transportation





Formatted Table



















... [1548]

... [1551]

... [1549]

... [1552]

... [1550]

... [1553]

... [1556]

... [1559]

... [1554]

... [1557]

... [1560]

... [1555]

... [1558]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 188 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Website Website. and Logistics Branch

FR3.2.10. 7d Post Freight Tender to FAS Website

The system shall allow the user (TLB) to send an e-mail to the Tender Subscription list. FR4.2. 63

Maintain Tender Subscription List The system shall allow the user (TLB) to maintain the e-mail addresses and names of the individuals who wish to be notified that the freight tender is posted.


FR3.2.10. 7e Post Freight Tender to FAS Website

The system shall allow individuals to subscribe to the Tender Subscription list. FR4.2. 63

Maintain Tender Subscription List The system shall allow the user (TLB) to maintain the e-mail addresses and names of the individuals who wish to be notified that the freight tender is posted.


FR3.2.10. 8 Download Freight Tender The system shall allow the user (Freight Forwarder) to download the freight tender.


FR3.2.14 Determine Subject Awards The system shall allow the user (TLB) to determine subject awards. Mandatory Approved Transportation and Logistics Branch, Freight Forwarder, FAD Director's Office

FR3.2.14. 1a Receive Lowest Landed Solution

The system shall receive, display, and store the lowest landed solution. This includes the SSL, Vessel, Bid Number, Commodity, Commodity Request Number, Load Port, Point of Origin, Service, Foreign/US Flag, Country/Destination, Discharge Port, Quantity Awarded, Ocean Cost/MT, Total Ocean Cost, Commodity Cost/MT, Total Commodity Cost, Total Cost/MT, and Extended Cost.

Note: This is under the assumption that FBES will send the lowest landed solution.

ASSUM11






Formatted Table




















... [1563]

... [1570]

... [1564]

... [1562]

... [1571]

... [1566]

... [1569]

... [1572]

... [1561]

... [1573]

... [1567]

... [1565]

... [1568]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 189 of of 429 6/0418/07





Formatted Table



FR3.2.14. 1b Receive Lowest Landed Solution

The system shall link the Commodity Request Number, IFB Number and the FAIS Order Number together.


FR3.2.14. 2a Is the Lowest Landed Solution Acceptable?

The system shall determine if the lowest landed solution is within the specific commodity and freight costs for the agreement as well as the total commodity and freight costs for the agreement and the full program budget (by program and account) and display the result to the user (TLB and FAD Director's Office).

Mandatory Approved Transportation and Logistics Branch, FAD Director's Office

FR3.2.14. 2b Is the Lowest Landed Solution Acceptable?

If the lowest landed solution is over the commodity and freight costs for the agreement and under the program budget, the system shall allow the user (FAD Director's Office) to approve the additional costs.

Note: If the additional cost is approved then the contract commodity and freight costs for the agreement will be updated and the change will be reflected in the program budget.


FR3.2.14. 2c Is the Lowest Landed Solution Acceptable?

The system shall allow the user (TLB and FAD Director's Office) to determine if the lowest landed solution is acceptable.

Note: If the lowest landed solution is acceptable, then KCCO will award the commodity contract. If the lowest landed solution is not acceptable, then TLB will reject all offers.

Mandatory Approved Transportation and Logistics Branch, FAD Director's Office

FR3.2.14. 3a Reject All Offers Before the offer is rejected, the system shall alert the user (TLB) to verify that the commodity contract supplier has been notified.


FR3.2.14. 3b Reject All Offers If the lowest landed solution is not acceptable, the system shall allow the user (TLB) to reject all offers and send a rejection notification alert with the reason to the Freight Forwarder.


FR3.2.14. 4a Send Subject Award Notification

Before the subject award notification can be sent, the system shall alert the user (TLB) to verify that the commodity contract has been awarded.


FR3.2.14. 4b Send Subject Award Notification

The system shall allow the user (TLB) to send a Subject Award Notification.


Formatted Table

















... [1577]

... [1574]

... [1575]

... [1578]

... [1580]

... [1576]

... [1579]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 190 of of 429 6/0418/07





Formatted Table



Note: This is an output of the acceptance of the contract. Branch

FR3.2.14. 4c Send Subject Award Notification

The system shall display and store the Subject Award information. This includes: Load Port, US Port Dates (Packaged), Laydays (Bulk), Discharge Port, IFB Number plus Line Item Number, Freight Rate, Carrier Name, Quantity Awarded (Net Weight), Commodity, Commodity Request Number, Package Type, Cooperating Sponsor, Vessel Name, Agreement Country, Final Destination (Through-Bill), Load terms, Discharge terms, Free form remarks, Standard booking note clauses, Foreign/US Flag, Point of Origin, DDA Indicator, DDA Rate, LDA Indicator, LDA Rate, Through-Bill Indicator, DSC Inland/Overland Indicator, Vessel Service, and Fumigation Rate per Ton or Total Fumigation Cost.

BRULE260

Send Subject Award Notification I. A two-digit Line Item Number will be assigned to each line item selected from the lowest landed solution. The Line Item Numbers will be assigned starting from '01'. For example, if the fifth line item was selected it will be assigned '01'.

II. Laydays will only be populated for Bulk. At US Port Date will only be populated for Packaged.

For example: GT-FINCA-FFP-06-080B-01


FR3.2.14. 4d Send Subject Award Notification

The system shall allow the user (TLB) to modify the Vessel Service (P1, P2, P3). The selected Vessel Service will be stored in the system.

FR4.2. 65

Maintain Vessel Types The system shall allow the user (Freight Forwarder) to maintain a list of Vessel Types.


FR3.2.14. 5a Is the Ship Owner's Offer Withdrawn?

The system shall allow the user (Freight Forwarder) to determine if the ship owner's offer has been withdrawn.

Note: If the ship owner's offer has been withdrawn, then a check will be made to determine if the guideline rate is required. If the ship owner's offer has not been withdrawn, then TLB will request the next lowest landed solution from FBES.


FR3.2.14. 5b Is the Ship Owner's Offer Withdrawn?

If the ship owner's offer has not been withdrawn, the system shall store the record of the lowest landed solution with the rejected reason.


Formatted Table

















... [1584]

... [1581]

... [1585]

... [1582]

... [1587]

... [1583]

... [1586]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 191 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.2.14. 6 Send Notification Alert If the ship owner's offer has been withdrawn, the system shall allow the user (Freight Forwarder) to send a notification alert with the reason to TLB.


FR3.2.14. 7 Is the Guideline Rate Required?

The system shall allow the user (TLB) to determine if the guideline rate is required.

Note: If the guideline rate is required, then MARAD will determine if the offered rate is above the guideline rate. If the guideline rate is not required, a notification alert will be sent to the Freight Forwarder to determine if the award is acceptable.

BRULE52

Is the Guideline Rate Required? The Guideline Rate is not required for Foreign Flag vessels.


FR3.2.14. 8 Send Notification Alert to Freight Forwarder

The system shall allow the user (TLB) to send a notification alert to the Freight Forwarder asking to determine if the award is acceptable.


FR3.2.14. 9a Is the Negotiated Rate Acceptable?

The system shall allow the user (TLB) to determine if the negotiated rate is acceptable.

Note: If the negotiated rate is acceptable, then the Carrier Broker (through the Freight Forwarder) will determine if the award is acceptable. If the negotiated rate is not acceptable, then TLB will determine if the lowest landed solution needs to be re-run or if the Freight Tender should be reissued.


FR3.2.14. 9b Is the Negotiated Rate Acceptable?

If the negotiated rate is acceptable, the system shall allow the user (TLB) to update the freight rate with the new rate.


FR3.2.14. 9c Is the Negotiated Rate Acceptable?

If the negotiated rate is not acceptable, the system shall allow the user (TLB) to send a notification alert to the Freight Forwarder to draft and reissue the Freight Tender.


FR3.2.14. 9d Is the Negotiated Rate Acceptable?

If the negotiated rate is not acceptable, the system shall allow the user (TLB) to enter the rejection reason and store the record of the lowest landed solution.


FR3.2.16 Receive Commodity Contract Summary Data

The system shall receive commodity contract summary data from COS. ASSUM11


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1588]

... [1589]

... [1590]

... [1604]

... [1591]

... [1605]

... [1592]

... [1606]

... [1593]

... [1607]

... [1594]

... [1608]

... [1595]

... [1609]

... [1596]

... [1610]

... [1597]

... [1611]

... [1598]

... [1612]

... [1599]

... [1613]

... [1600]

... [1614]

... [1601]

... [1615]

... [1602]

... [1616]

... [1603]

... [1617]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 192 of of 429 6/0418/07





Formatted Table





FR3.2.16. 1 Receive Commodity Contracts Summary Data

The system shall receive the commodity contract price and quantity and link them to the FARES Commodity Request Number. The FARES Commodity Request Number will then be linked to the FAIS Order Number.

Note: This is under the assumption that the FARES Commodity Request Number will be received from COS.

ASSUM11



FR3.2.17 Is the Offered Rate Above Guideline Rate?

The system shall allow the user (MARAD) to determine if the offered rate is above the guideline rate.

Mandatory Approved MARAD

FR3.2.17.1 Is the Offered Rate Above Guideline Rate?

The system shall allow the user (MARAD) to determine if the offered rate is above the guideline rate.

Note: If the offered rate is above the guideline rate, then MARAD will enter the guideline rate. If the offered rate is not above the guideline rate, then a notification alert will be sent to TLB.


FR3.2.17.2 Send Notification Alert to TLB

The system shall send a notification alert to TLB if the offered rate is not above the guideline rate.


FR3.2.17.3 Enter Guideline Rate If the offered rate is above the guideline rate, then the system shall allow the user (MARAD) to enter the guideline rate.


FR3.2.17.4 Send Negotiation Notification Alert to TLB

The system shall send a negotiation notification alert to TLB with the entered guideline rate.


FR3.2.19 Firm Award Contracts The system shall allow the user (TLB) to determine firm award contracts.

Mandatory Approved Transportation and Logistics Branch, Freight Forwarder

FR3.2.19. 1 Is Award Acceptable? The system shall allow the user (Freight Forwarder) to indicate if the ship owner accepts or rejects the award.


Formatted Table





















... [1624]

... [1625]

... [1620]

... [1618]

... [1626]

... [1621]

... [1619]

... [1627]

... [1622]

... [1623]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 193 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Note: If the award is acceptable, then TLB will approve the award. If the award is not acceptable, a rejection notification alert with the reason will be sent to TLB.

FR3.2.19. 2 Send Rejection Notification Alert

If the award is not acceptable, the system shall allow the user (Freight Forwarder) to send a rejection notification alert to TLB with the reason.


FR3.2.19. 3a Firm Award The system shall display and store the Load Port, Discharge Port, IFB Number plus Line Item Number, Freight Rate, Carrier Name, Quantity Awarded (Net Weight), Commodity, Package Type, Cooperating Sponsor, Vessel Name, Agreement Country, Final Destination (Through-Bill), Disclaimers, Foreign/US Flag, Point of Origin, Vessel Service, DDA Indicator, DDA Rate, Fumigation Rate per Ton or Total Fumigation Cost, LDA Indicator, LDA Rate, Through-Bill Indicator, and DSC Inland/Overland Indicator.


FR3.2.19. 3b Firm Award The system shall display and store the Laydays information for Bulk to the user (TLB). BRULE53

Firm Award Laydays will only be populated for Bulk. At US Port Date will only be populated for Packaged.


FR3.2.19. 3c Firm Award The system shall display and store the US Port Date information for Packaged to the user (TLB). BRULE54

Firm Award Laydays will only be populated for Bulk. At US Port Date will only be populated for Packaged.


FR3.2.19. 3d Firm Award The system shall display and store Disclaimers to the user (TLB). FR4.2. 57

Maintain Disclaimers The system shall allow the user (TLB) to maintain the disclaimer language used for the award.


FR3.2.19. 3e Firm Award The system shall allow the user (TLB) to finalize the award. Mandatory Approved Transportation and Logistics

Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1628]

... [1629]

... [1630]

... [1644]

... [1631]

... [1645]

... [1632]

... [1646]

... [1633]

... [1647]

... [1634]

... [1648]

... [1635]

... [1649]

... [1636]

... [1650]

... [1637]

... [1651]

... [1638]

... [1652]

... [1639]

... [1653]

... [1640]

... [1654]

... [1641]

... [1655]

... [1642]

... [1656]

... [1643]

... [1657]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 194 of of 429 6/0418/07





Formatted Table



Branch

FR3.2.19. 3f Firm Award The system shall send a notification alert to the Freight Forwarder once the award has been finalized.


FR3.2.19. 4a Post Award to FAS Website The system shall populate the Web template with all fields from the freight award.


FR3.2.19. 4b Post Award to FAS Website The system shall send an e-mail to Public Affairs indicating that the FAS Web page is ready to be published.


FR3.2.19. 4c Post Award to FAS Website The system shall post the approved freight award to the FAS Website.


FR3.2.19. 5 Download Award The system shall allow the user (Freight Forwarder) to download the award. The award will include all fields except the DSC Inland/Overland Indicator.


FR3.2.19. 6a Calculate Gross Weight The system shall calculate, display, and store the Gross Weight. FR4.2. 62

Maintain Conversion Weights The system shall allow the user (TLB) to maintain a list of conversion weights for packaged cargo.

BRULE261

Calculate Gross Weight I. The Gross Weight for Packaged commodities will be calculated using the following formula:

Quantity Awarded (Net Weight) X Package Weight Factor

II. The Gross Weight for Bulk commodities is calculated using the following formula:


Formatted Table





















... [1659]

... [1664]

... [1663]

... [1658]

... [1666]

... [1661]

... [1667]

... [1665]

... [1662]

... [1660]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 195 of of 429 6/0418/07





Formatted Table



Quantity Awarded (Net Weight) +/- Commodity Contract Tolerance

FR3.2.19. 7 Is there Inland/Overland? The system shall determine if there will be Inland/Overland costs through Direct Services.

Note: If there are Inland/Overland costs through Direct Services, then there will be a check to determine if the Cooperating Sponsor is WFP. In addition, regardless if there are Inland/Overland costs, an ocean freight invoice can be created once the award has been firmed.

BRULE312

Is there Inland/Overland? I. The IFB Number Plus the Line Item Number will be appended with the DSC Indicator:

For example: GT-FINCA-FFP-06-014P-11-DSC


FR3.2.19. 8a Is it WFP? If there are Inland/Overland costs through Direct Services, the system shall determine if the Cooperating Sponsor is WFP.

Note: If the Cooperating Sponsor is WFP, then an Inland/Overland invoice can be created. If the Cooperating Sponsor is not WFP, then the Inland/Overland Rate will need to be approved by TLB.


FR3.2.19. 8b Is it WFP? If the Cooperating Sponsor is not WFP and there are Inland/Overland costs through Direct Services, then the system shall send a notification to the Cooperating Sponsor and Freight Forwarder to provide the maximum Inland/Overland Rate to TLB.


FR3.2.19. 9 Does Carrier or Carrier Broker Need to be Assigned to Award?

The system shall allow the user (Freight Forwarder) to determine if the Carrier or Carrier Broker needs to be assigned to the Firm Fixed Award.

Note: If the Carrier or Carrier Broker needs to be assigned to the award, then the Freight Forwarder will assign the Carrier or Carrier Broker to the award. If the Carrier or Carrier Broker does not need to be assigned to the award, then the freight invoice can only be created by the Freight Forwarder.


FR3.2.19.10 Assign Carrier and Carrier Broker to Award

The system shall allow the user (Freight Forwarder) to assign the Carrier or Carrier Broker to the Firm Fixed Award. FR4.2. 64


Formatted Table



















... [1670]

... [1672]

... [1668]

... [1674]

... [1675]

... [1673]

... [1669]

... [1671]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



Note: Once this is done, the Carrier or Carrier Broker will be able to create a freight invoice.

Maintain Carrier Names The system shall allow the user (TLB) to maintain a list of Carrier Names and associated contact information.

Note: This list will be populated with the Carrier Names received from the Lowest Landed Solution.

FR4.2. 67

Maintain Carrier Brokers The system shall allow the user (TLB) to maintain a list of Carrier Brokers and associated contact information.

FR3.2.19.11 Modify Firm Award The system shall allow the user (TLB) to modify the Firm Fixed Award on an ad-hoc basis. Once the award is modified, the Freight Forwarder will need to determine if the award is acceptable.


FR3.2.21 Confirm Non-WFP Direct Services

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to submit the Inland/Overland Rate for Direct Services to TLB for approval.

Mandatory Approved Transportation and Logistics Branch, CS Agreement Executor, Freight Forwarder, FAD Director's Office

FR3.2.21. 1 Select the Line Item Number The system shall allow the user (CS Agreement Executor, Freight Forwarder) to select the Line Item Number associated to the IFB Number from the Firm Fixed Award. The selected Line Item Number associated with the IFB Number will be stored in the system.

Note: The system shall allow the CS or FF to select multiple Line Item Numbers associated with the IFB Number from the Firm Fixed Award.

BRULE255

Select the Line Item Number The CS or FF will be able to select multiple Line Item Numbers.

Mandatory Approved CS Agreement Executor, Freight Forwarder

Formatted Table















... [1676]

... [1679]

... [1681]

... [1677]

... [1680]

... [1678]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 197 of of 429 6/0418/07





Formatted Table



FR3.2.21. 2a Enter Maximum Inland/Overland Rate

The system shall display and store the commodity and gross weight from the Firm Fixed Award for each Line Item Number selected.


FR3.2.21. 2b Enter Maximum Inland/Overland Rate

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the maximum Inland/Overland Rate per Ton for Direct Services for each Line Item Number selected and submit it to TLB for approval.


FR3.2.21. 3a Verify Inland/Overland Against Budget

The system shall calculate, display, and store the Projected Total Inland/Overland Cost by Line Item Number. BRULE256

Verify Inland/Overland Against Budget I. The Projected Total Inland/Overland Cost will be calculated using the following formula:

Inland/Overland Rate per Ton x Gross Weight


FR3.2.21. 3b Verify Inland/Overland Against Budget

The system shall determine if the Projected Total Inland/Overland Cost is within the Inland/Overland cost for the specific commodity in the agreement as well as the Total Inland/Overland Costs for the Agreement and the full Program Budget (by program and account) and display the result to TLB.


FR3.2.21. 4 Does TLB Approve Inland/Overland Rate?

The system shall allow the user (TLB) to determine if the Inland/Overland Rate will be approved.

Note: If TLB approves the rate and Inland/Overland Costs are over the agreement, then it will be determined if a notification should be sent to the Director’s Office. If TLB does not approve the rate and Inland/Overland Cost, then TLB will send a notification to the CS or FF.


FR3.2.21. 5 Send Modification Notification to CS/FF

The system shall send a notification to the CS or FF indicating that the Inland/Overland Rate will need to be modified with the reason.


FR3.2.21. 6 Should a Notification be Sent to the Director’s Office?

The system shall determine if a notification should be sent to the Director’s Office.


Formatted Table



















... [1686]

... [1682]

... [1688]

... [1687]

... [1684]

... [1689]

... [1685]

... [1683]

.rqs', Kar

quirement(

ationship('P

ttributeVal






Formatted Table



Note: If the Projected Total Inland/Overland Cost is over the inland/overland costs for the agreement and under the program budget after TLB approves the Inland/Overland Rate, then TLB will send a notification to the Director’s Office. If the Projected Total Inland/Overland Cost is within the agreement after TLB approves the Inland/Overland Rate, then the an approval notification will be sent to the CS or FF.

Branch

FR3.2.21. 7 Send Notification to Director’s Office

The system shall send a Notification to the Director’s Office indicating that the Projected Total Inland/Overland Cost is over the amount in the Agreement with the reason from TLB.


FR3.2.21. 8 Should Costs Be Approved? The system shall allow the user (FAD Director’s Office) to determine if the Projected Inland/Overland Cost should be approved.

Note: If the Director’s Office determines that the Projected Inland/Overland Cost should be approved, then the system shall send an approval notification to the CS or FF. If the Director’s Office determines that the Projected Inland/Overland Cost should not be approved, then the Director’s Office will send a Notification to TLB with the reason.


FR3.2.21. 9 Send Modification Notification to TLB

The system shall send a notification to TLB indicating that the Projected Inland/Overland Costs are not approved with the reason from the Director’s Office.

Note: This will inform TLB that the Inland/Overland Rate will need to be modified and to send a request to the CS or FF.


FR3.2.21.10 Send Approval Notification If the Projected Inland/Overland Costs are within the costs of the Agreement or if the Director’s Office has approved the additional costs, then the system shall send an Approval Notification with the IFB Number plus the Line Item Number plus the DSC Indicator to the user (CS Agreement Executor, Freight Forwarder) indicating that the Inland/Overland Rate has been approved.

Note: The CS or FF will then need to certify the existence of supporting documentation.

BRULE257

Send Approval Notification I. The IFB Number Plus the Line Item Number will be appended with the DSC Indicator.

For example: GT-FINCA-FFC-06-014P-11-DSC

Mandatory Approved Transportation Logistics Branch, FAD Director’s Office


Formatted Table












... [1690]

... [1692]

... [1691]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 199 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.2.21.11 Certify the Existence of Supporting Documentation

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations.

FR4.2. 69

Maintain Attestations The system shall allow the user (FAD Director’s Office) to maintain Attestation statement template language that the user will certify. Typically, the user will certify that they have all of the documentation that is required in accordance with USDA regulations.


FR3.2.22 Create Supplemental Award The system shall allow the user (TLB) to create a Supplemental Award.

Mandatory Approved Transportation and Logistics Branch, Freight Forwarder

FR3.2.22. 1 Initiate Supplemental Award The system shall allow the user (TLB) to initiate a Supplemental Award.


FR3.2.22. 2 Select IFB Number Plus Line Item Number

The system shall allow the user (TLB) to select the IFB Number Plus the Line Item Number. The user will be able to select multiple Line Item Numbers.


FR3.2.22. 3 Re-associate the Call Forward to the New Line Item Number

The system shall re-associate the Call Forward from the IFB Number Plus Line Item Number to the new Line Item Number (incrementing the last Line Item Number of the Firm Fixed Award associated to the IFB Number by 1).

BRULE258

Re-associate the Call Forward to the New Line Item Number I. The last Line Item Number of the Firm Fixed Award will be incremented by 1.


FR3.2.22. 4a Determine Subject Award The system shall display and store the Cooperating Sponsor, Commodity, Agreement Country, Quantity (Net Weight), Package Type, Commodity Request (CR) Number from the Call Forward.


FR3.2.22. 4b Determine Subject Award For Packaged, the system shall allow the user (TLB) to enter the at US Port Dates.





Formatted Table




















... [1695]

... [1694]

... [1697]

... [1701]

... [1698]

... [1699]

... [1702]

... [1705]

... [1700]

... [1703]

... [1706]

... [1704]

... [1696]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 200 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.2.22. 4c Determine Subject Award For Bulk, the system shall allow the user (TLB) to enter Laydays. Mandatory Approved Transportation and Logistics Branch

FR3.2.22. 4d Determine Subject Award The system shall allow the user (TLB) to enter the Freight Rate. Mandatory Approved Transportation and Logistics Branch

FR3.2.22. 4e Determine Subject Award The system shall allow the user (TLB) to select the Carrier Name. The selected Carrier Name will be stored in the system. FR4.2. 64




FR3.2.22. 4f Determine Subject Award The system shall allow the user (TLB) to enter the Vessel Name. Mandatory Approved Transportation and Logistics Branch

FR3.2.22. 4g Determine Subject Award The system shall allow the user (TLB) to select the Vessel Service (P1, P2, P3). FR4.2. 96

Maintain Vessel Service The system shall allow the user (TLB) to maintain the types of Vessel Service: P1 - All US Flag Vessels P2 - Part US Flag Vessel and Part Foreign Flag Vessel P3 - All Foreign Flag Vessels


FR3.2.22. 4h Determine Subject Award The system shall allow the user (TLB) to select the US load port. The selected US load port will be stored in the system. This entry will be optional. The user will be able to select multiple load ports.

FR4.2. 60

Maintain US Load Ports


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1707]

... [1708]

... [1709]

... [1723]

... [1710]

... [1724]

... [1711]

... [1725]

... [1712]

... [1726]

... [1713]

... [1727]

... [1714]

... [1728]

... [1715]

... [1729]

... [1716]

... [1730]

... [1717]

... [1731]

... [1718]

... [1732]

... [1719]

... [1733]

... [1720]

... [1734]

... [1721]

... [1735]

... [1722]

... [1736]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 201 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



The system shall allow the user (TLB) to maintain the US load ports used for the freight tenders.

FR3.2.22. 4i Determine Subject Award The system shall allow the user (TLB) to enter the load terms. Mandatory Approved Transportation and Logistics Branch

FR3.2.22. 4j Determine Subject Award The system shall allow the user (TLB) to enter the discharge terms. Mandatory Approved Transportation and Logistics Branch

FR3.2.22. 4k Determine Subject Award The system shall allow the user (TLB) to enter free form remarks. This entry will be optional.


FR3.2.22. 4l Determine Subject Award The system shall allow the user (TLB) to select one or more standard booking note clauses. The selected standard booking note clauses will be stored in the system.

FR4.2. 54

Maintain Standard Booking Note Clauses The system shall allow the user (TLB) to maintain the standard booking note clauses used for the freight tenders.


FR3.2.22. 4m Determine Subject Award The system shall allow the user (TLB) to select the point of origin. The selected point of origin will be stored in the system. This entry will be optional.

FR4.2. 55

Maintain Point of Origin The system shall allow the user (TLB) to maintain the point of origin used for the freight tenders.


FR3.2.22. 4n Determine Subject Award The system shall allow the user (TLB) to indicate if there will be Inland/Overland costs through Direct Services. The selected Inland/Overland indication will be stored in the system.


FR3.2.22. 4o Determine Subject Award The system shall allow the user (TLB) to indicate if DDA charges will be allowed. The selected DDA indication will be stored in the system.


FR3.2.22. 4p Determine Subject Award If DDA charges are allowed, then the system shall allow the user (Freight Forwarder) to enter the DDA Rate.


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1737]

... [1738]

... [1739]

... [1753]

... [1740]

... [1754]

... [1741]

... [1755]

... [1742]

... [1756]

... [1743]

... [1757]

... [1744]

... [1758]

... [1745]

... [1759]

... [1746]

... [1760]

... [1747]

... [1761]

... [1748]

... [1762]

... [1749]

... [1763]

... [1750]

... [1764]

... [1751]

... [1765]

... [1752]

... [1766]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 202 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Branch

FR3.2.22. 4q Determine Subject Award The system shall allow the user (TLB) to indicate if LDA charges will be allowed. The selected LDA indication will be stored in the system.


FR3.2.22. 4r Determine Subject Award If LDA charges are allowed, then the system shall allow the user (TLB) to enter the LDA Rate.


FR3.2.22. 4s Determine Subject Award The system shall allow the user (TLB) to indicate if Fumigation charges will be allowed. The selected Fumigation indication will be stored in the system.


FR3.2.22. 4t Determine Subject Award If Fumigation charges are allowed, then the system shall allow the user (TLB) to enter the Fumigation Rate per ton or Total Fumigation Cost.


FR3.2.22. 4u Determine Subject Award The system shall allow the user (TLB) to determine (Y / N) if the final destination is a through-bill location. The selected through-bill indication will be stored in the system.


FR3.2.22. 4v Determine Subject Award If through-bill is indicated, then the system shall allow the user (TLB) to enter the final destination.


FR3.2.22. 4w Determine Subject Award The system shall allow the user (TLB) to select the discharge port. The selected discharge port will be stored in the system. The user will be able to select multiple discharge ports.

Note: If it is through-bill, then the selection of the discharge port will be optional and the final destination will be entered.

FR4.2. 58



FR3.2.22. 4x Determine Subject Award The system shall allow the user (TLB) to send a Subject Award Notification.


FR3.2.22. 5a Is the Ship Owner’s Offer Withdrawn?

The system shall allow the user (Freight Forwarder) to determine if the ship owner’s offer has been withdrawn.






Formatted Table



















... [1767]

... [1768]

... [1770]

... [1774]

... [1769]

... [1772]

... [1775]

... [1778]

... [1773]

... [1776]

... [1779]

... [1777]

... [1771]


FAIS



Note: If the ship owner’s offer has not been withdrawn, then a check will be made to determine if the guideline rate is required. If the ship owner’s offer has been withdrawn, then TLB will need to reissue a freight tender.

FR3.2.22.5b Is the Ship Owner’s Offer Withdrawn?

If the ship owner’s offer has been withdrawn, the system shall allow the user (Freight Forwarder) to send a notification with the reason to TLB. This notification will also prompt TLB to reissue a freight tender.


FR3.3 Payments and Receivables The system shall support the payments and receivables activities for all program types.

Mandatory Approved CS Agreement Executor, Carrier, Carrier Broker, Freight Forwarder, FAD Director's Office, Transportation Logistics Branch, Payment Reviewer, Payment Certifier, Financial Management Division, MARAD

FR3.3. 1 Create Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to create a Freight Invoice.

Mandatory Approved Carrier, Carrier Broker, Freight Forwarder

FR3.3. 1. 1 Select the IFB Number The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the IFB Number. The selected IFB Number will be stored in the system.

Note: The Carrier or Carrier Broker will only be able to select from a list of awards (IFB Number) it has been assigned by the Freight






Formatted Table










ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 204 of of 429 6/0418/07





Formatted Table



Forwarder.

FR3.3. 1. 2a Enter / Modify Invoice If’ the user (Carrier, Carrier Broker, or Freight Forwarder) wishes to create a new invoice, and a previous invoice exists against the Award (IFB Number), then the system shall populate all user entry and selectable fields except for Gross Weight from the previous invoice.


FR3.3. 1. 2b Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to create a new invoice or modify an existing invoice.


FR3.3. 1. 2c Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to modify an existing invoice until payment is made.


FR3.3. 1. 2d Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to view the selected Firm Fixed Award (IFB Number).


FR3.3. 1. 2e Enter / Modify Invoice The system shall default the Shippers’ Name with the name of the Cooperating Sponsor (CS) on the Award.

Desirable Approved Carrier, Carrier Broker, Freight Forwarder

FR3.3. 1. 2f Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Shippers’ Name.


FR3.3. 1. 2g Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Load Date.


FR3.3. 1. 2h Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Final Destination.


FR3.3. 1. 2i Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Bill of Lading Number.


Formatted Table



















... [1784]

... [1785]

... [1780]

... [1781]

... [1786]

... [1787]

... [1782]

... [1783]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 205 of of 429 6/0418/07

Formatted

Formatted

Formatted


Formatted Table



FR3.3. 1. 2j Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Gross Weight from the Bill of Lading.


FR3.3. 1. 2k Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Freight Rate.


FR3.3. 1. 2l Enter / Modify Invoice If the Award indicates that DDA charges can be incurred, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Delivery Date.


FR3.3. 1. 2m Enter / Modify Invoice If the Freight Forwarder or Carrier Broker is creating the invoice, then the system shall allow the user (Carrier Broker or Freight Forwarder) to select the Carrier Name. The selected Carrier Name will be stored in the system.

FR4.2. 64



Mandatory Approved Carrier Broker, Freight Forwarder

FR3.3. 1. 2n Enter / Modify Invoice If the Carrier is creating the invoice, then the system shall populate the Carrier Name from the Award.

Mandatory Approved Carrier

FR3.3. 1. 2o Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the Vessel Type. The selected Vessel Type will be stored in the system.

FR4.2. 65

Maintain Vessel Types The system shall allow the user (Freight Forwarder) to maintain a list of Vessel Types.


FR3.3. 1. 2p Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the Package Size. The selected Package Size will be stored in the system.

FR4.2. 76

Maintain Package Size The system shall allow the user (TLB) to maintain a list of Package Sizes, also known as Cargo


Formatted

Formatted

Formatted Table




Formatted


















... [1791]

... [1795]

... [1794]

... [1792]

... [1800]

... [1799]

... [1798]

... [1790]

... [1802]

... [1797]

... [1801]

... [1793]

... [1796]

... [1804]

... [1803]

... [1805]

... [1789]

... [1806]

... [1788]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 206 of of 429 6/0418/07





Formatted Table



Types.

FR3.3. 1. 2q Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the Load Port. The selected Load Port will be stored in the system.

FR4.2. 60

Maintain US Load Ports The system shall allow the user (TLB) to maintain the US load ports used for the freight tenders.


FR3.3. 1. 2r Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the Discharge Port. The selected Discharge Port will be stored in the system.

FR4.2. 58



FR3.3. 1. 2s Enter / Modify Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to indicate if the payment is requested after the cargo has been loaded on the vessel, or if the payment is requested after the cargo has been delivered.


FR3.3. 1. 2t Enter / Modify Invoice The system shall generate, display and store the USDA Tracking Number to the user (Carrier, Carrier Broker, or Freight Forwarder) submitting the invoice.

BRULE119

Enter / Modify Invoice I. The USDA Tracking Number will be generated using the following format and will be tied to the Agreement Number:

1) The first two digits of the USDA Tracking Number are the last 2 digits of the Bill-To Fiscal Year, 2) Following the Fiscal Year component will be a dash mark, 3) The next section of the USDA Tracking Number consists of a subset of the Freight Tender Number, which is the last three digit number followed by either the letter B or P (B for Bulk and P for Packaged),


Formatted Table





















... [1809]

... [1813]

... [1808]

... [1812]

... [1814]

... [1810]

... [1807]

... [1815]

... [1811]

... [1816]

.rqs', Kar

ationship('P

ttributeVal






Formatted Table



4) Following the subset of the Freight Tender Number component will be a dash mark, and 5) The next component will be the two-digit line item from the selected lowest landed solution, 6) Then there will be a dash mark, and 7) The last component will be a three-digit number that is incremented for each invoice tied to the Freight Award (IFB Number).

For example: 06-014P-11-001.

FR3.3. 1. 2u Enter / Modify Invoice The system shall calculate, display, and store the Total Freight Cost to the user (Carrier, Carrier Broker, or Freight Forwarder). FR4.2. 68

Maintain Payment Percentages The system shall allow the user (FAD Director’s Office) to maintain the Percentages of the total invoiced amount that can be paid at load and delivery on Freight Invoices.

Note: This includes the Percentage of Tolerance allowed for tonnage.

BRULE120

Enter / Modify Invoice II. The Percentage Charged component will be determined using the following information:

1) If payment is requested after the cargo has been loaded on the vessel, then the percentage charged will be 80%. 2) If payment is requested after the cargo has been delivered, and a prior invoice for 80% was paid against the award, then the percentage charged will be up to 20% plus the percentage of tolerance allowed. 3) If payment is requested after the cargo has been delivered and no prior invoices exist against the award, then the percentage charged will be



Formatted Table










... [1818]

... [1817]

... [1819]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 208 of of 429 6/0418/07





Formatted Table



100%.

III. The Total Freight Cost will be calculated using the following formula:

Gross Weight x Freight Rate x Percentage Charged

FR3.3. 1. 2v Enter / Modify Invoice If there are multiple discharge ports, the system shall display instructions to the user (Carrier, Carrier Broker, or Freight Forwarder) indicating that the user must select the known discharge port or wait to submit the invoice for payment until the discharge port has been confirmed.

BRULE121

Enter / Modify Invoice IV. The user must wait to submit the invoice for payment until the discharge port has been confirmed.


FR3.3. 1. 3 Is the Amount Requested Over the Award and Percentage of Tolerance Allowed?

The system shall determine if the amount requested is over the award plus the percentage of tolerance allowed.

Note: If the amount requested is over the award and percentage of the tolerance allowed, then an on-screen alert will appear for the Carrier, Carrier Broker, or Freight Forwarder preventing them from moving to the next step. If the amount requested is not over the award and percentage of tolerance allowed, then the user will proceed to determine if Fumigation is required.

FR4.2. 68

Maintain Payment Percentages The system shall allow the user (FAD Director’s Office) to maintain the Percentages of the total invoiced amount that can be paid at load and delivery on Freight Invoices.


BRULE122

Is the Amount Requested Over the Award and Percentage of Tolerance Allowed? The invoice amount requested plus the amount paid for any previous invoices against the award cannot exceed the total amount in the award plus the percentage of tolerance allowed.


FR3.3. 1. 4 Alert to Modify The system shall send an on-screen alert to the user (Carrier, Carrier Broker, or Freight Forwarder) to modify the invoice since they have exceeded the total amount in the Award plus the


Formatted Table



















... [1824]

... [1825]

... [1820]

... [1826]

... [1822]

... [1827]

... [1821]

... [1823]

ttributeVal

quirement(






Formatted Table



Percentage of Tolerance allowed.

Note: The user will not be able to submit the invoice for payment if the amount exceeds the total amount in the Award plus the Percentage of Tolerance allowed.

FR3.3. 1. 5 Is Fumigation Required? If the Award indicates that Fumigation is allowed, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Fumigation Rate or the full Fumigation Charge amount.

Note: If the user enters a Fumigation Charge Amount, then the system will calculate, display, and store the Fumigation Charges. If the user enters a Fumigation Charge Amount, then the system will determine if the invoice is for Packaged or Bulk.


FR3.3. 1. 6 Calculate Fumigation Charge

If a Fumigation Rate was entered, then the system shall calculate, display, and store the Fumigation charges.

Note: If the user is a Carrier or Carrier Broker, then the Fumigation charges will be auto-populated. If the user is a Freight Forwarder, then they will be able to override the Fumigation charges entered by the Carrier or Carrier Broker.

BRULE123

Calculate Fumigation Charge 1) If the Award indicates that Fumigation is allowed and there is a rate for Fumigation, then the user will enter in the Fumigation Rate. 2) If the Fumigation Rate is entered, then the system will calculate, display and store the Fumigation charges using the following formula:

Fumigation Rate x Gross Weight

II. If the Award indicates that Fumigation is allowed, and there is a total amount allowed for Fumigation, then the user will enter the Total Fumigation Cost.


FR3.3. 1. 7 Bulk or Packaged? The system shall determine if the invoice is for Bulk or Packaged.

Note: If the invoice is for Bulk, then the system shall calculate the Total Freight Invoice Amount. If the invoice is for Packaged, then the system shall determine if a Loading Delay Assessment (LDA) is required.



Formatted Table










... [1829]

... [1830]

... [1828]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 210 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.3. 1. 8 Is Loading Delay Assessment (LDA) Required?

For Packaged, the system shall determine if the Loading Delay Assessment (LDA) is required per the Award. BRULE124

Is Load Delay Assessment (LDA) Required? If the load date entered in the invoice is beyond the contracted load date of the award, an LDA charge is required and calculated based on the award.


FR3.3. 1. 9a Calculate LDA Charges For Packaged, the system shall calculate, display and store the LDA charges based on the Award. BRULE125

Calculate LDA Charges The LDA will be calculated using the following formula:

LDA Rate x Gross Weight x Number of Days Delayed Beyond Contracted Load Date


FR3.3. 1. 9b Calculate LDA Charges For Packaged, if the user is a Freight Forwarder, then the system shall allow the user (Freight Forwarder) to override the calculated LDA charges and enter an amount.

BRULE126

Calculate LDA Charges If the user is a Freight Forwarder, then they can override the LDA and/or DDA charges that were calculated.


FR3.3. 1.10 Is Delivery Delay Assessment (DDA) Required?

For Packaged, the system shall determine if the Delivery Delay Assessment (DDA) is required per the Award. BRULE127

Is Delivery Delay Assessment (DDA) Required? If the delivery date is beyond the contracted delivery date of the award, a DDA charge is calculated and required based on the award.


FR3.3. 1.11a Calculate DDA Charges For Packaged, the system shall calculate, display and store the DDA charges based on the Award. BRULE128

Calculate DDA Charges The DDA will be calculated using the following


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted
















... [1831]

... [1834]

... [1832]

... [1835]

... [1833]

... [1836]

... [1839]

... [1837]

... [1840]

... [1838]

... [1841]

... [1844]

... [1842]

... [1845]

... [1843]

... [1846]

... [1849]

... [1847]

... [1850]

... [1848]

... [1851]

... [1854]

... [1852]

... [1855]

... [1853]

... [1856]

... [1859]

... [1857]

... [1860]

... [1858]

... [1861]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 211 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



formula:

DDA Rate x Gross Weight x Number of Days Delayed Beyond Contracted Delivery Date

FR3.3. 1.11b Calculate DDA Charges For Packaged, if the user is a Freight Forwarder, then the system shall allow the user (Freight Forwarder) to override the calculated DDA charges and enter an amount.

BRULE129

Calculate DDA Charges If the user is a Freight Forwarder, then they can override the LDA and/or DDA charges that were calculated.


FR3.3. 1.12a Calculate Total Freight Invoice Amount

For Packaged, the system shall calculate, display, and store the Total Freight Invoice Amount. BRULE130

Calculate Total Freight Invoice Amount I. For Packaged, the Total Freight Invoice Amount will be calculated using the following formula:

Freight Cost + Fumigation Cost – LDA – DDA


FR3.3. 1.12b Calculate Total Freight Invoice Amount

For Bulk, the system shall calculate, display, and store the Total Freight Invoice Amount. BRULE131

Calculate Total Freight Invoice Amount II. For Bulk, the Total Freight Invoice Amount will be calculated using the following formula:

Freight Cost + Fumigation Cost


FR3.3. 1.13a Certify the Existence of Supporting Documentation

The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations.

FR4.2. 69

Maintain Attestations The system shall allow the user (FAD Director’s Office) to maintain Attestation statement template language that the user will certify. Typically, the user will certify that they have all of the


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [1862]

... [1863]

... [1864]

... [1878]

... [1865]

... [1879]

... [1866]

... [1880]

... [1867]

... [1881]

... [1868]

... [1882]

... [1869]

... [1883]

... [1870]

... [1884]

... [1871]

... [1885]

... [1872]

... [1886]

... [1873]

... [1887]

... [1874]

... [1888]

... [1875]

... [1889]

... [1876]

... [1890]

... [1877]

... [1891]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 212 of of 429 6/0418/07





Formatted Table



documentation that is required in accordance with USDA regulations.

FR3.3. 1.13b Certify the Existence of Supporting Documentation

The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to indicate if the invoice is the final freight invoice that will be submitted. If the final freight invoice is submitted, then the user will need to provide any comments if the total invoiced tonnage differs than the tonnage indicated on the award.


FR3.3. 1.13c Certify the Existence of Supporting Documentation

The system shall determine if the Bank Account Information is on file.

Note: If the Bank Account Information is on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to determine if the Bank Account Information is current. If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Bank Account Information.

Note: For visual depiction, please see process flow 3.3.11.

FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


Formatted Table

















... [1896]

... [1892]

... [1893]

... [1898]

... [1894]

... [1895]

... [1897]

.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3. 1.13d Certify the Existence of Supporting Documentation

The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the ACH information. FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type



Formatted Table










... [1900]

... [1899]

... [1901]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3. 1.13e Certify the Existence of Supporting Documentation

If the Bank Account Information is on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to determine if the Bank Account Information is current.

Note: If the Bank Account Information is current, then the system shall determine if the Freight Forwarder created the invoice. If the Bank Account Information is not current, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to update the Bank Account Information.

FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank


Formatted Table















... [1902]

... [1905]

... [1907]

... [1903]

... [1906]

... [1904]



.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3. 1.13f Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Account Name and optionally store this information.

FR4.2. 97



Formatted Table











... [1909]

... [1908]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



FR4.2. 98


FR4.2. 99


FR3.3. 1.13g Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Account Number and optionally store this information.

FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name


Formatted Table















... [1911]

... [1915]

... [1916]

... [1912]

... [1913]

... [1914]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98


FR4.2. 99


FR3.3. 1.13h Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the Type of Account and optionally store this information.

FR4.2. 72

Maintain Bank Account Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank


Formatted Table















... [1917]

... [1921]

... [1922]

... [1918]

... [1919]

... [1920]



ationship('P

ttributeVal

ationship('P

ttributeVal


FAIS


Page Page 218 of of 429 6/0418/07



Account Types. The two types of Bank Account Types are Checking and Savings.

FR4.2. 97


FR4.2. 98


FR4.2. 99

Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name - Bank Name





Formatted Table









... [1923]

... [1924]

Formatted Table



... [1926]

... [1927]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3. 1.13i Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Taxpayer ID Number and optionally store this information. The entry of the Taxpayer ID is optional.

FR4.2. 97


FR4.2. 98


FR4.2. 99

Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to


Formatted Table















... [1931]

... [1929]

... [1933]

... [1928]

... [1932]

... [1930]


.rqs', Kar

ationship('P

ttributeVal






Formatted Table



maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3. 1.13j Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder)to enter the Bank Name and optionally store this information.

FR4.2. 97


FR4.2. 98




Formatted Table










... [1935]

... [1934]

... [1936]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



FR4.2. 99


FR3.3. 1.13k Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder)to enter the Bank Address and optionally store this information.

FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name


Formatted Table















... [1937]

... [1940]

... [1942]

... [1938]

... [1941]

... [1939]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table




FR4.2. 99


FR3.3. 1.13l Certify the Existence of Supporting Documentation

If the Bank Account Information is not current, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to update their Bank Account Information and optionally store this information.

FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List


Formatted Table















... [1943]

... [1946]

... [1948]

... [1944]

... [1947]

... [1945]


.rqs', Kar

quirement(

quirement(






Formatted Table



The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3. 1.14a Did the Freight Forwarder Create Invoice?

The system shall determine if the Freight Forwarder created the invoice.


FR3.3. 1.14b Did the Freight Forwarder Create Invoice?

If the Freight Forwarder created the invoice, then the system shall submit the invoice to the Contracts and Agreements Office.


FR3.3. 1.14c Did the Freight Forwarder Create Invoice?

If the Carrier or Carrier Broker creates the invoice, then the system shall allow the user (Carrier or Carrier Broker) to provide any comments as necessary and submit the invoice to the Freight Forwarder for approval.

Note: For example, for Packaged, the Carrier or Carrier Broker can indicate any disputes to LDA and/or DDA charges incurred in the

Mandatory Approved Carrier, Carrier Broker

Formatted Table











... [1950]

... [1951]

... [1949]


ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 224 of of 429 6/0418/07





Formatted Table



comments. Also, if the CS does not appoint a Freight Forwarder, then they will be assigned the role of the Freight Forwarder in terms of the system.

FR3.3. 1.15 Is Invoice Approved? The system shall allow the user (Freight Forwarder) to determine if the invoice is approved.

Note: If the invoice is approved, then the system shall submit the invoice to the Contracts and Agreements Office. If the invoice is not approved, then the system shall allow the Freight Forwarder to modify the invoice.


FR3.3. 1.16a Modify Invoice The system shall allow the user (Freight Forwarder) to modify all fields on the invoice.


FR3.3. 1.16b Modify Invoice For Packaged, the system shall allow the user (Freight Forwarder) to override the LDA and/or DDA calculations, enter in the full amount for LDA and DDA, and enter a reason for the change in LDA and DDA rates on the invoice.

BRULE132

Modify Invoice For Packaged, the Freight Forwarder will be able to override the LDA and/or DDA calculations on the invoice and enter in the full amount for LDA or DDA as well as the reason for the change in rate.


FR3.3. 1.17 Send Notification The system shall send a notification to the Carrier or Carrier Broker with modified changes to the invoice and the reason for the modification.


FR3.3. 1.18 Is Modification Accepted? The system shall allow the user (Carrier or Carrier Broker) to determine if the modification made by the Freight Forwarder to the invoice is acceptable.

Note: If the modifications are acceptable, then the system shall submit the invoice to the Contracts and Agreements Office and send the acceptance notification to the Freight Forwarder. If the modifications are not acceptable, then the system shall allow the user (Carrier or Carrier Broker) to send a rejection notification to the Freight Forwarder.


Formatted Table










Comment [REPEAT1717]: ReqPro: FRRequirement:ReqPro|1.1|Requirement( 'P:\Requisite





... [1954]

... [1952]

... [1956]

... [1955]

... [1953]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 225 of of 429 6/0418/07





Formatted Table



FR3.3. 1.19 Send Rejection Notification The system shall allow the user (Carrier or Carrier Broker) to send a rejection notification to the Freight Forwarder if the modifications to the invoice are not acceptable with a reason.


FR3.3. 1.20 Send Acceptance Notification

The system shall send an acceptance notification to the Freight Forwarder and submit the invoice to the Contracts and Agreements Office.


FR3.3. 2 Validate for Payment and Deductions

The system shall identify discrepancies and allow the user (Payment Reviewer) to validate Freight Invoices, Cash Advances, Cash Reimbursement Requests, Inland/Overland Invoices, and/or Dead Freight Invoices for deductions.

Discrepancies will be stored to be used on the 1166 and AD-216.

Mandatory Approved Payment Reviewer, Freight Forwarder

FR3.3. 2. 1a Identify Freight Invoice Discrepancies

For Packaged, the system shall determine if an LDA charge can be incurred based on the award. BRULE133

Identify Freight Invoice Discrepancies I. For packaged, a determination will need to be made if LDA charges are incurred based on the following.

1) If the award indicates that an LDA charge can be incurred, then the system will determine the following:

2) If the load date entered in the invoice is beyond the contracted load date, the system will perform the calculation for LDA:

LDA Rate X Gross Weight X Number of Days Beyond the Contracted Load Date

Mandatory Approved Payment Reviewer

FR3.3. 2. 1b Identify Freight Invoice Discrepancies

If an LDA charge can be incurred, then the system will calculate and store the LDA charge based on the award. BRULE133

Identify Freight Invoice Discrepancies I. For packaged, a determination will need to be made if LDA charges are incurred based on the


Formatted Table



















... [1959]

... [1961]

... [1957]

... [1958]

... [1963]

... [1962]

... [1964]

... [1960]

3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



following.

1) If the award indicates that an LDA charge can be incurred, then the system will determine the following:

2) If the load date entered in the invoice is beyond the contracted load date, the system will perform the calculation for LDA:

LDA Rate X Gross Weight X Number of Days Beyond the Contracted Load Date

FR3.3. 2. 1c Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the LDA charges on the invoice and the LDA charges calculated. If there is a discrepancy then the system shall store the discrepancy.

BRULE135

Identify Freight Invoice Discrepancies 3) The system shall validate the LDA entered or calculated in the invoice against the LDA calculation based on the award.


FR3.3. 2. 1d Identify Freight Invoice Discrepancies

For Packaged, the system shall determine if a DDA charge can be incurred based on the award. BRULE136

Identify Freight Invoice Discrepancies II. For packaged, a determination will need to be made if DDA charges are incurred based on the following.

1) If the award indicates that an DDA charge can be incurred, then the system will determine the following:

2) If the delivery date is beyond the contracted delivery date, the system will perform the calculation for DDA:

DDA Rate X Gross Weight X Number of Days Beyond the Contracted Delivery Date



Formatted Table












... [1967]

... [1969]

... [1966]

... [1968]

... [1965]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 227 of of 429 6/0418/07





Formatted Table



FR3.3. 2. 1e Identify Freight Invoice Discrepancies

If a DDA charge can be incurred, then the system will calculate and store the DDA charge. BRULE136

Identify Freight Invoice Discrepancies II. For packaged, a determination will need to be made if DDA charges are incurred based on the following.

1) If the award indicates that an DDA charge can be incurred, then the system will determine the following:

2) If the delivery date is beyond the contracted delivery date, the system will perform the calculation for DDA:

DDA Rate X Gross Weight X Number of Days Beyond the Contracted Delivery Date


FR3.3. 2. 1f Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the DDA charges on the invoice and the DDA charges calculated. If there is a discrepancy then the system shall store the discrepancy.

BRULE138

Identify Freight Invoice Discrepancies 3) The system shall validate the DDA entered or calculated in the invoice against the DDA calculation based on the award.


FR3.3. 2. 1g Identify Freight Invoice Discrepancies

The system shall determine if a Fumigation charge can be incurred based on the award. If a Fumigation charge can be incurred, then the system shall determine if there is a Fumigation rate per ton or total Fumigation amount.

BRULE139

Identify Freight Invoice Discrepancies III. A determination will need to be made if Fumigation charges are incurred based on the following:

1) If the award indicates that Fumigation is allowed and there is a rate for Fumigation, then the system will calculate the following:

Fumigation Rate X Gross Weight


Formatted Table



















... [1972]

... [1970]

... [1976]

... [1974]

... [1977]

... [1975]

... [1971]

... [1973]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 228 of of 429 6/0418/07





Formatted Table



FR3.3. 2. 1h Identify Freight Invoice Discrepancies

If a Fumigation charge can be incurred and there is a rate for Fumigation in the award, then the system will calculate and store the Fumigation charge.

BRULE139

Identify Freight Invoice Discrepancies III. A determination will need to be made if Fumigation charges are incurred based on the following:

1) If the award indicates that Fumigation is allowed and there is a rate for Fumigation, then the system will calculate the following:

Fumigation Rate X Gross Weight


FR3.3. 2. 1i Identify Freight Invoice Discrepancies

If there is a rate for Fumigation in the award, then the system shall determine if there is a discrepancy between the Fumigation charge on the invoice and the Fumigation charges calculated. If there is a discrepancy then the system shall store the discrepancy.

BRULE141

Identify Freight Invoice Discrepancies 2) The system shall validate the Fumigation amount entered or calculated in the invoice against the Fumigation calculation based on the award.


FR3.3. 2. 1j Identify Freight Invoice Discrepancies

If there is a total amount for Fumigation in the award, then the system shall determine if there is a discrepancy between the Fumigation charge on the invoice and the Fumigation amount in the award. If there is a discrepancy then the system shall store the discrepancy.

BRULE142

Identify Freight Invoice Discrepancies IV. A determination will need to be made if Fumigation charges are incurred based on the following:

1) If the award indicates that Fumigation is allowed and there is a total amount allowed for Fumigation, then the system shall validate this amount against the amount entered or calculated in the invoice.


FR3.3. 2. 1k Identify Freight Invoice Discrepancies

For package, the system shall determine if there is a discrepancy between the Load Date on the invoice and the contracted Load


Formatted Table





















... [1978]

... [1984]

... [1980]

... [1983]

... [1985]

... [1981]

... [1986]

... [1987]

... [1982]

... [1979]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 229 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Date on the award. If there is a discrepancy then the system shall store the discrepancy.

FR3.3. 2. 1l Identify Freight Invoice Discrepancies

For bulk, the system shall determine if there is a discrepancy between the Load Date on the invoice and the last contracted layday.


FR3.3. 2. 1m Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Final Destination on the invoice and the Final Destination on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 1n Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Gross Weight on the invoice and the Gross Weight on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 1o Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Freight Rate on the invoice and the Freight Rate on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 1p Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Delivery Date on the invoice and the Delivery Date on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 1q Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Load Port on the invoice and the Load Port on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 1r Identify Freight Invoice Discrepancies

The system shall determine if there is a discrepancy between the Carrier Name on the invoice and the Carrier Name on the award. If there is a discrepancy then the system shall store the discrepancy.


FR3.3. 2. 2a Review Discrepancies The system shall allow multiple Payment Reviewers to be assigned Freight Invoices, Cash Advance Requests, Cash Reimbursement Requests and/or Inland/Overland Invoices. The assigned items will be in the work queue of the respective Payment Reviewer.


FR3.3. 2. 2b Review Discrepancies The system shall calculate, display, and store the Payment Due Date to the user (Payment Reviewer) in their work queue. BRULE143






Formatted Table



















... [1989]

... [1991]

... [1997]

... [1992]

... [1990]

... [1993]

... [1996]

... [1999]

... [1988]

... [2000]

... [1994]

... [1995]

... [1998]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 230 of of 429 6/0418/07





Formatted Table



Review Discrepancies I. The Payment Due Date is calculated using the following formula:

Submission Date + 30 Days

FR3.3. 2. 2c Review Discrepancies The system shall calculate, display, and store the Days Until Payment to the user (Payment Reviewer) in their work queue. BRULE144

Review Discrepancies II. The Days Until Payment is calculated using the following formula:

Payment Due Date - Current Date


FR3.3. 2. 2d Review Discrepancies The system shall display the Freight Invoice and indicate the discrepancies that exist between the award and the Freight Invoice. Only discrepancies will be marked against the Freight Invoice.


FR3.3. 2. 2e Review Discrepancies The system shall display the cash reimbursement request and indicate the discrepancies that exist between the financial report and the cash reimbursement request. Only discrepancies will be marked against the cash reimbursement request.


FR3.3. 2. 2f Review Discrepancies If a modification is received, the system shall allow the user (Payment Reviewer) to have the ability to override the Amount to be Paid or Deducted.


FR3.3. 2. 3 Indicate Validity of Discrepancies

The system shall allow the user (Payment Reviewer) to indicate (Y/N) if each discrepancy is allowable or not and to provide the reason.


FR3.3. 2. 4a Is it Okay to Pay? The system shall allow the user (Payment Reviewer) to determine (Y/N) if it is okay to make a payment for a Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice.

Note: If the Payment Reviewer determines that the Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice will be paid, then the system shall

BRULE145

Is it Okay to Pay? The amount paid cannot exceed the freight invoiced amount.


Formatted Table





















... [2003]

... [2007]

... [2002]

... [2001]

... [2008]

... [2004]

... [2010]

... [2009]

... [2005]

... [2006]

quirement(






Formatted Table



create an 1166. If it has been determined that the Freight Invoice, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice will not be paid, then the system will determine if payment is requested for Freight or a Cash Reimbursement.

FR3.3. 2. 4b Is it Okay to Pay? If no discrepancies exist, the system shall automatically create and send an 1166 to the Payment Certifier.

Desirable Approved Payment Reviewer

FR3.3. 2. 5 Send Freight Invoice Modification Notification

If it is determined that the freight invoice should not be paid, then the system shall allow the user (Payment Reviewer) to send the modification notification with the reason to the party that submitted the Freight Invoice (Carrier, Carrier Broker, or Freight Forwarder).


FR3.3. 2. 6a Does the Discrepancy Require a Modification to the Award?

The system shall allow the user (Freight Forwarder) to determine if any of the discrepancies require a modification to the award.

Note: If it has been determined that the discrepancy does not require a modification to the award, then the Freight Forwarder will enter the modifications to the invoice. If it has been determined that the discrepancy does require a modification to the award, then the Freight Forwarder will notify TLB that a modification is required.


FR3.3. 2. 6b Does the Discrepancy Require a Modification to the Award?

The system shall allow the user (Freight Forwarder) to send a notification to TLB to modify the award. Note: If it has been determined that the discrepancy does not require a modification to the award, then the Freight Forwarder will enter the modifications to the invoice. If it has been determined that the discrepancy does require a modification to the award, then the Freight Forwarder will notify TLB that a modification is required.


FR3.3. 2. 7a Create 1166 If it is determined that the Freight Invoice, Cash Advance Request, Cash Reimbursement Request, Inland/Overland Invoice, and/or Dead Freight Invoice should be paid, then the system shall create an 1166 form and store the following information: Payment Date, Authorized Certifying Officer, Agency Station Number, Grand Total, Payee, Invoice Number, ABA Number, Account Number, Tax Payer ID Number, Agreement Number, Amount, Percentage Charged, Payment Method Request (ACH or wire transfer), USDA Tracking Number (for freight invoice), Cash Request Number (for cash request), Inland/Overland Tracking Number (for inland/overland


Formatted Table










Comment [REPEAT1781]: ReqPro: FRRequirement:ReqPro|1.1|Re ... [2011]



ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



invoice), Dead Freight Tracking Number (for dead freight invoice).

FR3.3. 2. 7b Create 1166 For Cash Requests, the system shall populate the payment method with wire transfer.


FR3.3. 2. 7c Create 1166 The system shall generate and store the Account Identifier for Form 1166. FR4.2. 73

Maintain Account Relationship The system shall allow the user (FMD, FAD Director’s Office, Payment Certifier, Payment Reviewer) to maintain the relationship between payment type (Payment or Refund), Individual Cost Type, Program Type, and Funding Source.

Note: For example, proceed refunds on the Administrative cost type will be allocated to the commodity account. This maintains that relationship.

BRULE146

Create 1166 I. The Account Identifier will be generated using the following format:

1) The first two digits of the Account Identifier are the last two digits of the Agreement Signed Year. 2) Following the Agreement Signed Year component will be a three digit alpha or numeric Program Type. 3) The next section of the Account Identifier consists of a three-lettered code indicating Account Type. 4) The last component will be the last two digits of the Bill-to Fiscal Year. For Example: 04416OTN06


FR3.3. 2. 7d Create 1166 The system shall create an Account Identifier for each Agreement Mandatory Approved Payment

Formatted Table















... [2015]

... [2012]

... [2016]

... [2013]

... [2014]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 233 of of 429 6/0418/07





Formatted Table



and Individual Cost Type. FR4.2. 73



Reviewer

FR3.3. 2. 7e Create 1166 The system shall create an 1166 for each Account Identifier. Mandatory Approved Payment Reviewer

FR3.3. 2. 7f Create 1166 The system shall generate and store the Schedule Number for Form 1166. FR4.2. 70

Maintain Program Codes The system shall allow the user (FMD) to maintain a list of Program Codes for use on the Standard Form 1166.

BRULE147

Create 1166 II. The Schedule Number will be generated using the following format:

1) The first two digits of the Schedule number are the two digits of the Program Code provided by FMD. 2) There will be a dash mark. 3) Following the dash after the Program Code component will be a four digit Payment Number, which is auto-generated. 4) There will be another dash mark.


Formatted Table

















... [2022]

... [2018]

... [2017]

... [2021]

... [2024]

... [2019]

... [2020]

... [2023]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 234 of of 429 6/0418/07





Formatted Table



5) The last component of the Schedule Number will be the last two digits of the Payment Fiscal Year. For Example: 11-0040-07

FR3.3. 2. 7g Create 1166 The system shall allow the user (Payment Reviewer) to view the 1166 once it has been created.


FR3.3. 2. 8a Are there Deductions? The system shall determine if there are any deductions made to the Freight Invoice, Cash Advance Request, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice.

Note: If there are deductions made to the Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice by the Payment Reviewer, then an AD-216 will be created and sent to the Payment Certifier. If there are no deductions to the Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice, then an 1166 will be sent for review to the Payment Certifier.


FR3.3. 2. 8b Are there Deductions? If there are deductions made to the Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice by the Payment Reviewer, then the system shall create and send the AD-216 to the Payment Certifier.


FR3.3. 2. 8c Are there Deductions? If there are no deductions, then the system shall send the 1166 to the Payment Certifier.


FR3.3. 2. 9a Create AD-216 Send 1166

The system shall store the following information for AD-216: Agency Name, Agency Address, Payee Name, Vendor Reference, Amount Claimed, Amount Approved, Amount Deducted, Comments for the Amount Deducted, Title of the Individual Completing the Form, USDA Tracking Number (for freight invoice), or Cash Request Number (for cash request).


FR3.3. 2. 9b Create AD-216 Send 1166

The system shall allow the user (Payment Reviewer) to view the AD-216 once it has been created.


FR3.3. 2. 9c Create AD-216 The system shall send the 1166 to the Payment Certifier for Mandatory Approved Payment

Formatted Table















... [2027]

... [2025]

... [2029]

... [2028]

... [2026]

.rqs', Kar

quirement(

ationship('P

ttributeVal






Formatted Table



Send 1166 Review. Reviewer

FR3.3. 2.10a Were there any Cash Advances or Reimbursements made after the latest Financial Report was sent?

The system shall determine if any cash advances or reimbursements were paid after the latest Financial Report was sent.

Note: If it has been determined that cash advances or reimbursements were paid after the latest Financial Report was sent, then the system shall identify the discrepancies and send to the Payment Reviewer. If it has been determined that any new cash advances or reimbursements were paid after the latest Financial Report was sent, then the system shall send the cash reimbursement to the Payment Reviewer to determine if it is okay to pay.


FR3.3. 2.10b Were there any Cash Advances or Reimbursements made after the latest Financial Report was sent?

If cash advances or reimbursements were paid after the latest Financial Report was sent, then the system shall compare the ITSH, Administrative, and Project costs from the Financial Report against the cash reimbursement request amounts to determine the differences. These differences are then compared against any prior cash payments made after the latest Financial Report was sent.


FR3.3. 2.11 Is it a Freight Invoice or Cash Reimbursement?

If it is not okay to pay, then the system shall determine if it is a freight invoice or cash reimbursement.

Note: If it has been determined that payment will not be made on a freight invoice, then the system shall send a modification notification to the Carrier, Carrier Broker, and/or Freight Forwarder that the freight invoice must be modified. If it has been determined that payment will not be made for a cash reimbursement, then the system shall send a cash reimbursement denial notification to the Cooperating Sponsor.


FR3.3. 2.12 Send Cash Reimbursement Denial Notification

The system shall send a cash reimbursement denial notification with the Payment Reviewer’s reason to the Cooperating Sponsor explaining why the cash reimbursement was denied.

BRULE148

Send Cash Reimbursement Denial Notification A Cash reimbursement denial notification is sent when prior cash payments made after the latest Financial Report was sent are equal to or greater



Formatted Table












... [2030]

... [2032]

... [2031]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 236 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



than the ITSH, Administrative, and Project costs indicated on the cash reimbursement request.

FR3.3. 3 Certify Payment The system shall allow the user (Payment Certifier) to certify the payment for Freight Invoices, Cash Advance Requests, Cash Reimbursement Requests, Inland/Overland Invoices, and/or Dead Freight Invoices.

Mandatory Approved Payment Certifier, FAD Director's Office

FR3.3. 3. 1a Review 1166 The system shall allow multiple Payment Certifiers to be assigned 1166s and AD-216s (if necessary). The assigned items will be in work queue of the respective Payment Certifier.

Mandatory Approved Payment Certifier

FR3.3. 3. 1b Review 1166 The system shall calculate, display, and store the Payment Due Date to the user (Payment Certifier) in their work queue. BRULE149

Review 1166 I. The Payment Due Date is calculated using the following formula:

Submission Date + 30 Days


FR3.3. 3. 1c Review 1166 The system shall calculate, display, and store the Days Until Payment to the user (Payment Certifier) in their work queue. BRULE150

Review 1166 II. The Days Until Payment is calculated using the following formula:

Payment Due Date - Current Date


FR3.3. 3. 1d Review 1166 The system shall display the 1166 to the user (Payment Certifier) for review.


FR3.3. 3. 1e Review 1166 The system shall allow the user (Payment Certifier) to view the Freight Invoice, Cash Advance, Cash Reimbursement, Inland/Overland Invoice, and/or Dead Freight Invoice associated with the 1166.


FR3.3. 3. 2a Review AD-216 The system shall display the AD-216 to the user (Payment Certifier) for review.







Formatted Table


















... [2035]

... [2037]

... [2038]

... [2034]

... [2036]

... [2039]

... [2042]

... [2045]

... [2043]

... [2040]

... [2046]

... [2041]

... [2044]

.rqs', Kar

quirement(

quirement(

quirement(






Formatted Table



FR3.3. 3. 2b Review AD-216 The system shall allow the user (Payment Certifier) to view the invoice, cash advance, and cash reimbursement associated with the AD-216.


FR3.3. 3. 3 Should a Notification be Sent to the Director’s Office?

The system shall allow the user (Payment Certifier) to determine (Y/N) if a notification should be sent to the Director’s Office.

Note: If the Payment Certifier determines to send a notification alert, then a notification alert will be sent to the Director’s Office with the reason. If the Payment Certifier determines not to send a notification alert, then the Payment Certifier will need to determine if it is okay to submit payment.


FR3.3. 3. 4a Send Notification If the user (Payment Certifier) determines to send a notification alert then a notification will be sent with the reason to the Director’s Office.

Note: A notification can be sent to the Director’s Office to determine if the deduction should be overridden and paid, to determine if the invoice should be paid if it is over the freight costs for the agreement under the program budget, or if the resolution received from the Director’s Office is not acceptable.


FR3.3. 3. 4b Send Notification The system shall allow the user (Payment Certifier) to determine the number of days that the Director’s Office has to respond to the request for payment.


FR3.3. 3. 5 Should Payment be Made? The system shall allow the user (FAD Director’s Office) to determine (Y/N) if payment should be made.

Note: If the Director’s Office determines that payment should be made, then an approval notification will be sent to the Payment Certifier. If the Director’s Office determines that payment should not be made, then a denial notification will be sent to the Payment Certifier.


FR3.3. 3. 6 Send Approval Notification If the Director’s Office determines that payment should be made, then the system shall allow the user (FAD Director’s Office) to send the approval notification with the reason to the Payment Certifier.



Formatted Table












... [2047]

... [2050]

... [2049]

... [2048]



.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 238 of of 429 6/0418/07





Formatted Table



FR3.3. 3. 7 Is the Resolution Acceptable?

The system shall allow the user (Payment Certifier) to determine (Y/N) if the resolution is acceptable.

Note: If the resolution is acceptable, then a modification notification will be sent. If the resolution is not acceptable, then an alert will be sent to the Director’s Office with the reason.


FR3.3. 3. 8 Send Modification Notification

If the resolution is acceptable by the Payment Certifier, then the system shall send the modification notification with the Payment Certifier’s reason to the Payment Reviewer.


FR3.3. 3. 9 Send Denial Notification If the Director’s Office determines that payment should not be made, then the system shall send a denial notification to the Payment Certifier.

BRULE151

Send Denial Notification If a response is not received from the Director’s Office after the specified number of days in the notification, then the process will continue as normal.

For example, the AD-216 will be processed as normal. In addition, the invoice will be paid based on the contracted price.


FR3.3. 3.10 Is it Okay to Submit Payment?

The system shall allow the user (Payment Certifier) to determine (Y/N) if it is okay to submit payment.

Note: If it is okay to submit payment, then the system will determine if the payment is for a Cash Request. If it is not okay to submit payment, then a modification notification will be sent to the Payment Reviewer.


FR3.3. 3.11a Send AD-216 and Submit 1166

If the Payment Certifier determines it is okay to submit payment and there are deductions, then the system shall send the AD-216 to FMD with an e-Signature.


FR3.3. 3.11b Send AD-216 and Submit 1166

If the Payment Certifier determines it is okay to submit payment, then the system shall send the 1166 to FMD with an e-Signature.


Formatted Table

















... [2054]

... [2051]

... [2052]

... [2055]

... [2057]

... [2053]

... [2056]

quirement(






Formatted Table



FR3.3. 3.12 Is it for a Cash Request, Freight Invoice, Inland/Overland Invoice, or Dead Freight Invoice?

The system shall determine if the payment is for a Freight Invoice, Cash Request, Inland/Overland Invoice, or Dead Freight Invoice.

Note: If the payment is for a cash request or dead freight invoice, then the system shall allow the Payment Certifier to determine if it is okay to submit the payment. If the payment is for a freight invoice, then the system shall determine if the freight invoice is within the freight costs for the specific commodity in the agreement. If the payment is for inland/overland invoice, then the system shall determine if the inland/overland invoice is within the inland/overland costs for the specific commodity in the agreement.


FR3.3. 3.13 Verify Freight Invoice Against Budget

The system shall determine if the 1166 payment amount is within the freight cost for the specific commodity in the agreement as well as the total freight costs for the agreement and the full program budget (by program and account).


FR3.3. 3.14 Verify Inland/Overland Against Budget

The system shall determine if the 1166 payment amount is within the Inland/Overland cost for the specific commodity in the agreement as well as the total Inland/Overland Costs for the Agreement and the full Program Budget (by program and account).


FR3.3. 3.15a Is the Freight Cost Over the Agreement?

For Freight Invoices, the system shall determine if the 1166 payment amount is over the freight costs for the agreement and under the program budget.

Note: If the1166 payment amount is over the freight costs for the agreement and under the program budget, then the system shall send notification to the Payment Certifier and Director’s Office. If the 1166 payment amount is within the budget, then the Payment Certifier will determine if it is okay to submit payment


FR3.3. 3.15b Is the Freight Cost Over the Agreement?

For Inland/Overland Invoices, the system shall determine if the 1166 payment amount is over the inland/overland costs for the agreement and under the program budget.

Note: If the1166 payment amount is over the inland/overland costs for the agreement and under the program budget, then the system shall send notification to the Payment Certifier and Director’s Office. If the 1166 payment amount is within the budget, then the Payment


Formatted Table













ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 240 of of 429 6/0418/07





Formatted Table



Certifier will determine if it is okay to submit payment

FR3.3. 3.16 Send Notification to FAD Director’s Office and Payment Certifier

The system shall send a Notification to the Director’s Office and Payment Certifier indicating that the 1166 payment amount is over the amount in the Agreement.


FR3.3. 3.17 Is It a Cash Request? The system shall determine if the payment is for a Cash Request.

Note: If the payment is for a Cash Request, then the system shall determine if the Payment has been suspended. If the Payment is not for a Cash Request, then the system shall determine if the Current Date is past the Payment Due Date.


FR3.3. 3.18 Has Payment Been Suspended?

The system shall determine if the Payment has been suspended.

Note: If Payment has been suspended, then the system shall send an Alert to the Payment Certifier and send a Notification to the Director’s Office. If Payment has not been suspended, then the system shall determine if the Payment is for a Cash Reimbursement.


FR3.3. 3.19 Is Payment for Cash Reimbursement?

The system shall determine if the Payment is for a Cash Reimbursement.

Note: If Payment is for a Cash Reimbursement, then the system shall determine if the Current Date is past the Payment Due Date. If Payment is not for a Cash Reimbursement, then the system shall submit the 1166 and AD-216 (if necessary).


FR3.3. 3.20a Alert Payment Certifier and Send Notification to Director’s Office

The system shall send an Alert to the Payment Certifier with the Payment Due Date indicating that the Payment has been suspended.


FR3.3. 3.20b Alert Payment Certifier and Send Notification to Director’s Office

The system shall send a Notification to the Director’s Office with the Payment Due Date indicating that the Payment has been suspended.


FR3.3. 3.21 Is the Current Date within 5 Days of the Payment Due Date?

The system shall determine if the Current Date is within 5 days of the Payment Due Date. BRULE152


Formatted Table



















... [2061]

... [2063]

... [2059]

... [2060]

... [2065]

... [2064]

... [2066]

... [2062]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 241 of of 429 6/0418/07





Formatted Table



Note: If the Current Date is within 5 days of the Payment Due date, then the system will send a Notification to the Director’s Office and Payment Certifier. If the Current Date is not within 5 days of the Payment Due date, then the system will hold payment.

Is the Current Date within 5 Days of the Payment Due Date? The payment due date approaching verification is calculated using the following formula:

Payment Due Date – Current Date

FR3.3. 3.22 Send Notification to FAD Director’s Office and Payment Certifier

The system shall send a Notification to the Director’s Office and Payment Certifier indicating that the Current Date is within 5 days of the Payment Due Date.


FR3.3. 3.23 Should Payment Be Made? The system shall allow the user (FAD Director’s Office) to determine if Payment should be made.

Note: If the user (FAD Director’s Office) determines that Payment should be made, then the system will determine if Payment is for a Cash Reimbursement. If the Director’s Office determines that the Payment should not be made, then the system will send a Notification to the Payment Certifier.


FR3.3. 3.24 Send Notification to Payment Certifier

The system shall allow the user (FAD Director’s Office) to send a Notification to the Payment Certifier indicating that Payment should not be made with the reason.


FR3.3. 3.25 Convert 1166 to AD-216 The system shall convert the 1166 to AD-216 after a notification is sent to the Payment Certifier.


FR3.3. 3.26 Is the Current Date Past the Payment Due Date?

The system shall determine if the Current Date is past the Payment Due Date.

Note: If the Current Date is past the Payment Due Date, then the system shall calculate the Interest. If the Current Date is not past the Payment Due Date, then the system shall submit the 1166 and AD-216 (if necessary).

BRULE153

Is the Current Date Past the Payment Due Date? I. The number of days interest is due is calculated using the following formula:

Current Date - Payment Due Date

II. If the number of days interest is due is Zero then interest will not be calculated


FR3.3. 3.27a Calculate Interest The system shall allow the user (Payment Certifier) to override the Mandatory Approved Payment

Formatted Table

















... [2070]

... [2067]

... [2072]

... [2071]

... [2068]

... [2069]

... [2073]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 242 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



number of days interest is due and provide a reason. Certifier

FR3.3. 3.27b Calculate Interest The system shall allow the user (Payment Certifier) to enter the Interest Rate.


FR3.3. 3.27c Calculate Interest The system shall receive the interest rate from an external source through an automated feed.

Desirable Approved Payment Certifier

FR3.3. 3.27d Calculate Interest The system shall calculate, display, and store the Total Interest Due. BRULE154

Calculate Interest I. The total interest is due is calculated using the following formula:

The number of days interest is due X Interest Rate X Principal


FR3.3. 3.28 Modify 1166 The system shall modify the 1166 to include the Total Interest Due. Mandatory Approved Payment Certifier

FR3.3. 3.29 Hold Payment The system shall Hold Payment and perform systematic checks to determine if the Current Date is within 5 days of the Payment Due Date for the user (Payment Certifier).


FR3.3. 4 Submit Payment The system shall allow the user (FMD) to submit payments for the invoices.

Mandatory Approved Financial Management Division

FR3.3. 4. 1a Review 1166 and AD-216 The system shall display the 1166 and AD-216 (if necessary) to the user (FMD) for review.


FR3.3. 4. 1b Review 1166 and AD-216 The system shall allow the user (FMD) to view the invoice associated with the submitted 1166 and AD-216 (if necessary).


FR3.3. 4. 2 Submit for Payment The system shall allow the user (FMD) to submit the account number and payment amount. In addition, FMD will send the AD216 to the CS Agreement Executor, Freight Forwarder, Carrier, or

ASSUM12 Mandatory Approved Financial

Management Division

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted














... [2074]

... [2075]

... [2076]

... [2090]

... [2077]

... [2091]

... [2078]

... [2092]

... [2079]

... [2093]

... [2080]

... [2094]

... [2081]

... [2095]

... [2082]

... [2096]

... [2083]

... [2097]

... [2084]

... [2098]

... [2085]

... [2099]

... [2086]

... [2100]

... [2087]

... [2101]

... [2088]

... [2102]

... [2089]

... [2103]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 243 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Carrier Broker.

Note: The submission of the Account Number and Payment amount will be manual or automated based on discussions with FMD. At the time, the assumption is that this process will be automated.

Financial Management Division This assumes that the Financial Management Division will be able to send and/or receive the information listed in traced features through a feed.

FR4.2. 1

Maintain Fiscal Years The system shall maintain a list of Fiscal Years.

FR3.3. 6 Confirm Payment or Refund The system shall allow the user (FMD) to confirm payments as well as refunds made.


FR3.3. 6. 1 Enter Control Number and Payment Date

The system shall allow the user (FMD) to enter the Control Number and Payment Date related to the 1166.

In addition, the system shall allow the user to confirm the refund amount and date received related to the refund request.

ASSUM12

Financial Management Division This assumes that the Financial Management Division will be able to send and/or receive the information listed in traced features through a feed.


FR3.3. 7 Calculate Quarterly OFD Payment

The system shall calculate the Quarterly OFD Payment to be billed to MARAD.


FR3.3. 7. 1a Calculate OFD Quarterly The system shall allow the user (TLB) to select the quarter for the OFD Payment. The selected quarter will be stored in the system. FR4.2. 1



FR3.3. 7. 1b Calculate OFD Quarterly The system shall retrieve the tonnage and the Order Tracking Number from the 1166 for all 1166’s paid in the selected quarter.

Note: The tonnage is tied to the IFB Number plus the 2-digit Line Item Number through the Order Tracking Number. Multiple 1166’s can exist against an IFB Number plus the 2-digit Line Item Number.






Formatted Table



















... [2104]

... [2112]

... [2106]

... [2110]

... [2114]

... [2108]

... [2115]

... [2109]

... [2107]

... [2113]

... [2116]

... [2105]

... [2111]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 244 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.3. 7. 1c Calculate OFD Quarterly The system shall retrieve the OFD Rate with tonnages for each 1166 paid in the selected quarter.

Note: The IFB Number will be linked to the USDA Tracking Number.


FR3.3. 7. 1d Calculate OFD Quarterly The system shall calculate and store the Quarterly OFD Payment amount to be billed to MARAD for each 1166 paid in the selected quarter.

BRULE155

Calculate OFD Quarterly I. The OFD Payment for each 1166 is calculated using the following formula:

OFD Rate x Tonnage in 1166


FR3.3. 7. 1e Calculate OFD Quarterly The system shall aggregate, display, and store the Quarterly OFD Payment amount to be billed to MARAD by Program Type and Funding Source.

BRULE156

Calculate OFD Quarterly II. The Quarterly OFD Payment is calculated by aggregating the OFD Payment for each 1166 paid during the quarter requested by Program Type and Funding Source.


FR3.3. 7. 2a Submit to MARAD The system shall allow the user (TLB) to create a letter to MARAD with the OFD Quarterly Payment amount.


FR3.3. 7. 2b Submit to MARAD The system shall allow the user (TLB) to submit the Quarterly OFD Payment and letter to MARAD.


FR3.3. 9 Approve Billings The system shall allow the user (MARAD) to approve billings. Mandatory Approved MARAD

FR3.3. 9. 1 Is the Amount Approved? The system shall determine if the amount is approved.

Note: If the system determines that the amount is approved, then an alert notification will be sent to FMD and the Director’s Office. If the system determines that the amount is not approved, then a Rejection Notification will be sent.







Formatted Table


















... [2117]

... [2120]

... [2119]

... [2121]

... [2118]

... [2125]

... [2122]

... [2128]

... [2123]

... [2126]

... [2129]

... [2124]

... [2127]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 245 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR3.3. 9. 2 Send Notification to FMD and Director’s Office

The system shall send a Notification to FMD and the Director’s Office for an approved billing.


FR3.3. 9. 3 Send Rejection Notification The system shall send a Rejection Notification for an unapproved billing.


FR3.3.10 Create Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to create a Dead Freight Invoice.

Mandatory Approved Carrier, Carrier Broker, Freight Forwarder, Transportation and Logistics Branch

FR3.3.10. 1 Select IFB Number The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the IFB Number. The selected IFB Number will be stored in the system.

Note: The Carrier or Carrier Broker will only be able to select from a list of awards (IFB Number) it has been assigned by the Freight Forwarder.


FR3.3.10. 2a Enter Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to view the selected Firm Fixed Award (IFB Number).


FR3.3.10. 2b Enter Dead Freight Invoice The system shall display an on-screen alert if the Dead Freight Rate exceeds the Freight Rate in the Firm Fixed Award and will not allow the invoice to be saved.

BRULE157

Enter Dead Freight Invoice I. The Dead Freight Rate entered cannot exceed the Freight Rate in the Firm Fixed Award.


FR3.3.10. 2c Enter Dead Freight Invoice The system shall display an on-screen alert if the Net Weight requested exceeds the Net Weight in the Firm Fixed Award and will not allow the invoice to be saved.

BRULE158

Enter Dead Freight Invoice II. The Net Weight requested cannot exceed the Net Weight in the Firm Fixed Award.







Formatted Table


















... [2131]

... [2133]

... [2134]

... [2130]

... [2132]

... [2135]

... [2138]

... [2141]

... [2139]

... [2142]

... [2136]

... [2137]

... [2140]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 246 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.3.10. 2d Enter Dead Freight Invoice The system shall default the Shippers’ Name with the name of the Cooperating Sponsor (CS) on the Firm Fixed Award.


FR3.3.10. 2e Enter Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Shipper’s Name.


FR3.3.10. 2f Enter Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Vessel Arrival Date.


FR3.3.10. 2g Enter Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Vessel Sail Date.


FR3.3.10. 2h Enter Dead Freight Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Final Destination.


FR3.3.10. 2i Enter Dead Freight Invoice The system shall default the Carrier Name with the Carrier Name on the Firm Fixed Award.


FR3.3.10. 2j Enter Dead Freight Invoice The system shall default the Vessel Type with the Vessel Type on the Firm Fixed Award.


FR3.3.10. 2k Enter Dead Freight Invoice The system shall default the Package Type with the Package Type on the Firm Fixed Award.


FR3.3.10. 2l Enter Dead Freight Invoice The system shall default the Load Port with the Load Port on the Firm Fixed Award.


FR3.3.10. 2m Enter Dead Freight Invoice The system shall generate, display and store the Dead Freight Tracking Number to the user (Carrier, Carrier Broker, or Freight Forwarder) submitting the invoice.

BRULE159

Enter Dead Freight Invoice


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [2143]

... [2144]

... [2145]

... [2159]

... [2146]

... [2160]

... [2147]

... [2161]

... [2148]

... [2162]

... [2149]

... [2163]

... [2150]

... [2164]

... [2151]

... [2165]

... [2152]

... [2166]

... [2153]

... [2167]

... [2154]

... [2168]

... [2155]

... [2169]

... [2156]

... [2170]

... [2157]

... [2171]

... [2158]

... [2172]


FAIS


Page Page 247 of of 429 6/0418/07



I. The Dead Freight Tracking Number will be generated using the following formula:

1) The first two digits of the Dead Freight Tracking Number are the last 2 digits of the Bill-To Fiscal Year, 2) Then there will be a dash mark, 3) The next component consists of a subset of the Freight Tender Number, which is the last three digit number followed by either the letter B or P (B for Bulk and P for Packaged), 4) Then there will be a dash mark, 5) The next component will be the two-digit line item from the selected lowest landed solution, 6) Then there will be a dash mark, and 7) The last component will be ‘DF’

For example: 06-014P-11-DF

BRULE311

Enter Dead Freight Invoice I. The Special Invoice Tracking Number will be generated using the following formula:

1) The first two digits of the Special Invoice Tracking Number are the last 2 digits of the Bill-To Fiscal Year, 2) Then there will be a dash mark, 3) The next component consists of a subset of the Freight Tender Number, which is the last three digit number followed by either the letter B or P (B for Bulk and P for Packaged), 4) Then there will be a dash mark, 5) The next component will be the two-digit line item from the selected lowest landed solution, 6) Then there will be a dash mark, and 7) The next component will be ‘SI’ 8) Then there will be a dash mark, and 9) The last component will be a two-digit auto-generated incremental number.





Formatted Table





Formatted Table

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 248 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



For example: 06-014P-11-SI-01

FR3.3.10. 3 Calculate Total Dead Freight Invoice Amount

The system shall calculate, display, and store the Total Dead Freight Invoice Amount. BRULE160

Calculate Total Dead Freight Invoice Amount I. The Total Dead Freight Invoice Amount will be calculated using the following formula:

Dead Freight Rate x Net Weight Requested


FR3.3.10. 4a Certify the Existence of Supporting Documentation


FR4.2. 69



FR3.3.10. 4b Certify the Existence of Supporting Documentation




FR4.2. 97


FR4.2. 98





Formatted Table




















... [2177]

... [2182]

... [2176]

... [2174]

... [2175]

... [2178]

... [2181]

... [2184]

... [2173]

... [2185]

... [2179]

... [2183]

... [2180]

.rqs', Kar

ationship('P

ttributeVal






Formatted Table




FR4.2. 99


FR3.3.10. 4c Certify the Existence of Supporting Documentation


Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type


Formatted Table











... [2187]

... [2186]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table




FR4.2. 98


FR4.2. 99


FR3.3.10. 4d Certify the Existence of Supporting Documentation


Note: If the Bank Account Information is current, then the system shall submit the dead freight invoice. If the Bank Account Information is not current, then the system shall allow the user

FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should


Formatted Table















... [2189]

... [2193]

... [2194]

... [2190]

... [2191]

... [2192]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



(Carrier, Carrier Broker, or Freight Forwarder) to update the Bank Account Information.

include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98


FR4.2. 99


FR3.3.10. 4e Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to FR4.2. 97

Mandatory Approved Carrier, Carrier Broker, Freight

Formatted Table















... [2195]

... [2199]

... [2200]

... [2196]

... [2197]

... [2198]


ttributeVal


FAIS


Page Page 252 of of 429 6/0418/07



enter the Account Name and optionally store this information. Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98


FR4.2. 99

Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name - Bank Name - Account Name - Account Type - Tax ID # - Account #

Forwarder





Formatted Table





Formatted Table



... [2201]

... [2202]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Bank Address

FR3.3.10. 4f Certify the Existence of Supporting Documentation


FR4.2. 97


FR4.2. 98


FR4.2. 99

Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name

Mandatory Approved Carrier, Carrier Broker, Freight Forwarder Formatted Table















... [2206]

... [2204]

... [2208]

... [2203]

... [2207]

... [2205]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3.10. 4g Certify the Existence of Supporting Documentation


FR4.2. 72

Maintain Bank Account Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank Account Types. The two types of Bank Account Types are Checking and Savings.

FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name


Formatted Table















... [2212]

... [2210]

... [2214]

... [2209]

... [2213]

... [2211]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3.10. 4h Certify the Existence of Supporting Documentation


FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the


Formatted Table















... [2215]

... [2218]

... [2220]

... [2216]

... [2219]

... [2217]



.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3.10. 4i Certify the Existence of Supporting Documentation


FR4.2. 97



Formatted Table











... [2222]

... [2221]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



FR4.2. 98


FR4.2. 99


FR3.3.10. 4j Certify the Existence of Supporting Documentation


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name


Formatted Table















... [2224]

... [2228]

... [2229]

... [2225]

... [2226]

... [2227]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table




FR4.2. 98


FR4.2. 99


FR3.3.10. 4k Certify the Existence of Supporting Documentation


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to


Formatted Table















... [2230]

... [2234]

... [2235]

... [2231]

... [2232]

... [2233]


ttributeVal


FAIS



maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98


FR4.2. 99






Formatted Table

Formatted Table









... [2236]

... [2237]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 260 of of 429 6/0418/07





Formatted Table



FR3.3.10. 5 Does TLB Approve Dead Freight?

The system shall allow the user (TLB) to accept, modify or reject the Dead Freight Invoice.

Note: If TLB accepts the Dead Freight Invoice, then the system shall send an Approval Notification to the appropriate party. If TLB modifies or rejects the Dead Freight Invoice, then TLB shall send a Modification or Denial Notification with Reason to the appropriate party.

Mandatory Approved Transportation Logistics Branch

FR3.3.10. 6a Send Modification or Denial Notification with Reason

The system shall allow the user (TLB) to Modify the Dead Freight Invoice.


FR3.3.10. 6b Send Modification or Denial Notification with Reason

If TLB modifies the Dead Freight Invoice, then the system shall allow the user (TLB) to send a Modification Notification with the Reason to the appropriate party (Freight Forwarder, Carrier, or Carrier Broker).


FR3.3.10. 6c Send Modification or Denial Notification with Reason

If TLB denies the Dead Freight Invoice, then the system shall allow the user (TLB) to send a Denial Notification with the Reason to the appropriate party indicating that the Dead Freight Invoice is not approved.


FR3.3.10. 7 Send Approval Notification The system shall send an Approval Notification to the appropriate party indicating that the Dead Freight Invoice has been approved and submitted for payment to the Payment Reviewer.


FR3.3.10. 8 Does Freight Tender Need to be Reissued?

The system shall allow the user (TLB) to determine if the Freight Tender needs to be reissued.

Note: If TLB determines to reissue the Freight Tender, then the Freight Tender will need to be re-created and posted. If TLB determines not to reissue the Freight Tender, then a Firm Fixed Award will need to be selected and modified.


FR3.3.10.9 Approve IFB for Dead Freight

The system shall allow the user (TLB) to approve the creation of the dead freight invoice by selecting the appropriate IFB Number.


FR3.3.11 Create Cash Request The system shall allow the user (CS Agreement Executor) to create a Cash Request for signed agreements with cash. This includes


Formatted Table

















... [2241]

... [2238]

... [2239]

... [2242]

... [2244]

... [2240]

... [2243]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 261 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Cash Advances and Cash Reimbursements.

FR3.3.11. 1a Select Agreement, Fiscal Year, and Cash Request Type

The system shall allow the user (CS Agreement Executor) to select an Agreement. The user (CS Agreement Executor) will have the ability to select multiple Agreements.

Note: The user (CS Agreement Executor) will only be able to select from their active signed Agreements that have Cash. The Program Type will be known from the Agreement.

BRULE161

Select Agreement, Fiscal Year, and Cash Request Type I. The CS can only select from their active signed agreements that have Cash.

II. The CS will be able to select multiple agreements.


FR3.3.11. 1b Select Agreement, Fiscal Year, and Cash Request Type

The system shall default to the Bill-To Fiscal Year from the Agreement for Single-Year Agreements.

Note: The Bill-To Fiscal Year is associated with the Budget.


FR3.3.11. 1c Select Agreement, Fiscal Year, and Cash Request Type

The system shall allow the user (CS Agreement Executor) to only select the current or prior Bill-To Fiscal Year for Multi-Year Agreements. The selected Bill-To Fiscal Year will be stored in the system.

Note: The Bill-To Fiscal Year is associated with the Budget.

FR4.2. 1



FR3.3.11. 1d Select Agreement, Fiscal Year, and Cash Request Type

The system shall allow the user (CS Agreement Executor) to select a Cash Request Type for the agreement. The selected Cash Request Type will be stored in the system.

FR4.2. 71

Maintain Cash Request Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain the Cash Request Type. The two types of Cash Requests are Cash Advances and Cash Reimbursements.


FR3.3.11. 2a Is This a Cash Advance or a Cash Reimbursement?

The system shall determine if the Cash Request Type is a Cash Advance or a Cash Reimbursement based on the CS’s selection.

Note: If it is determined that the request is a Cash Advance, then the system shall allow the CS to enter a Cash Advance. If it is determined that the request is a Cash Reimbursement, then the






Formatted Table



















... [2245]

... [2247]

... [2248]

... [2252]

... [2246]

... [2253]

... [2256]

... [2250]

... [2251]

... [2254]

... [2257]

... [2249]

... [2255]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 262 of of 429 6/0418/07





Formatted Table



system shall determine if the Financial Report has been received.

FR3.3.11. 2b Is This a Cash Advance or a Cash Reimbursement?

If the user (CS Agreement Executor) requests a Cash Advance within 60 days of receiving their previous Cash Advance for a specific Agreement, then an on-screen alert will be displayed indicating that a Cash Advance cannot be requested until after 60 days have passed since receiving their last Cash Advance. The date when the cash advance can be created will be displayed to the user.

BRULE162

Is This a Cash Advance or a Cash Reimbursement? I. The CS cannot request a Cash Advance within 60 days of receiving their previous Cash Advance for a specific Agreement.

II. The date that a new cash advance can be requested is calculated using the following formula:

Last Cash Advance Paid Date + 60 Days


FR3.3.11. 3a Enter / Modify Cash Advance

The system shall display the selected Agreements by Program Type to the user (CS Agreement Executor) when creating a Cash Advance Request. The agreement number, the total authorized funds, the maximum amount that can be advanced, total paid to date per agreement, and available balance for Administrative, ITSH, and/or Project costs will be displayed.

BRULE163

Enter / Modify Cash Advance I. If FFE, 100% of the total authorized amount can be advanced. This is the maximum amount that can be advanced for this program.

II. If FFP and 416(b), 85% of the total authorized amount can be advanced. This is the maximum amount that can be advanced for this program. The remaining 15% will have to be requested through a Cash Reimbursement.


FR3.3.11. 3b Enter / Modify Cash Advance

If an individual cost type (Administrative, ITSH, and/or Projects) does not have cash associated with it in the Agreement Budget, then it will not be displayed to the user (CS Agreement Executor). In addition, the user (CS Agreement Executor) will not be able to enter an amount for any cost type not displayed.


FR3.3.11. 3c Enter / Modify Cash Advance

The system shall calculate, display, and store the Available Balance for Administrative, ITSH, and/or Project costs to the user (CS Agreement Executor).

BRULE164 Mandatory Approved CS Agreement

Executor

Formatted Table





















... [2260]

... [2264]

... [2259]

... [2263]

... [2265]

... [2261]

... [2258]

... [2266]

... [2262]

... [2267]

3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



Enter / Modify Cash Advance VI. The Available Balance for each of the individual cost types will be calculated using the following formulas:

Available Administrative Balance: Maximum Administrative Amount that Can Be Advanced – Administrative Costs Paid to Date

Available ITSH Balance: Maximum ITSH Amount that Can Be Advanced – ITSH Costs Paid to Date

Available Projects Balance: Maximum Projects Amount that Can Be Advanced – Projects Costs Paid to Date

FR3.3.11. 3d Enter / Modify Cash Advance

The system shall calculate, display, and store the Total Administrative Cost from the Agreement Budget (Attachment C) to the user (CS Agreement Executor).

BRULE165

Enter / Modify Cash Advance IV. 1. For Cash Advances and Cash Reimbursements, The Total Administrative Cost in the Agreement Budget (Attachment C) will be calculated using the following formula:

Total Direct Costs + Total Indirect Costs – (ITSH + Project (or Activity) Costs)

Note: ITSH and Project (or Activity) Costs are line items in the Attachment C.

2. The costs used for this calculation will be pulled from the cash component of the Agreement Budget (Attachment C) and not monetization.


FR3.3.11. 3e Enter / Modify Cash Advance

The system shall allow the user (CS Agreement Executor) to enter the amount requested for Administrative Costs for a Cash Advance. BRULE166



Formatted Table












... [2270]

... [2272]

... [2269]

... [2271]

... [2268]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 264 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



Note: The user (CS Agreement Executor) will be able to enter negative amounts.

Enter / Modify Cash Advance V. The CS will be able to enter in negative amounts.

FR3.3.11. 3f Enter / Modify Cash Advance

The system shall allow the user (CS Agreement Executor) to enter the amount requested for ITSH Costs for a Cash Advance.

Note: The user (CS Agreement Executor) will be able to enter negative amount requested.

BRULE167



FR3.3.11. 3g Enter / Modify Cash Advance

The system shall allow the user (CS Agreement Executor) to enter the amount requested for Project (or Activity) Costs for a Cash Advance.


BRULE168



FR3.3.11. 3h Enter / Modify Cash Advance

The system shall allow the user (CS Agreement Executor) to modify a Cash Advance prior to submission.


FR3.3.11. 3i Enter / Modify Cash Advance

The system shall display an on-screen alert if the amount requested exceeds the Available Balance for a Cash Advance and will not allow the Cash Advance to be saved.

BRULE169

Enter / Modify Cash Advance III. The amount requested cannot exceed the available balance.


FR3.3.11. 4a Are there Sufficient Funds to Cover the Advance?

The system shall determine if there are sufficient funds to cover the Advance.

Note: If there are sufficient funds to cover the Advance, then the system will calculate the Total Agreement Cash Advance Request for the CS. If there are not sufficient funds to cover the Advance, then the Cash Advance Request will be held in queue until sufficient funds exist.


FR3.3.11. 4b Are there Sufficient Funds to Cover the Advance?

If there are not sufficient funds for the selected fiscal year’s program (i.e. no appropriate budget received) to cover the advance, then the system shall display an on-screen alert to the user (CS Agreement


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [2273]

... [2274]

... [2275]

... [2289]

... [2276]

... [2290]

... [2277]

... [2291]

... [2278]

... [2292]

... [2279]

... [2293]

... [2280]

... [2294]

... [2281]

... [2295]

... [2282]

... [2296]

... [2283]

... [2297]

... [2284]

... [2298]

... [2285]

... [2299]

... [2286]

... [2300]

... [2287]

... [2301]

... [2288]

... [2302]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 265 of of 429 6/0418/07





Formatted Table



Executor) indicating that the cash advance will be held in queue until sufficient funds become available.

FR3.3.11. 4c Are there Sufficient Funds to Cover the Advance?

If there are not sufficient funds to cover the Advance, the system shall perform systematic checks against the Budget until sufficient funds become available.


FR3.3.11. 4d Are there Sufficient Funds to Cover the Advance?

Once there are sufficient funds, the system will send a notification alert to the CS to proceed with the Cash Advance Request.


FR3.3.11. 5 Calculate Total Agreement Cash Advance Request

When there are sufficient funds, the system shall calculate, display, and store the Total Agreement Cash Advance Request for the user (CS Agreement Executor).

BRULE170

Calculate Total Agreement Cash Advance Request I. 1) The Total Agreement Cash Advance Requested amount will be calculated using the following formula:

ITSH + Administrative Costs + Project (or Activity) Costs

2) This can include any negative amounts in the individual cost types.


FR3.3.11. 6a Are there Multiple Agreements for the Cash Advance?

The system shall determine if there are multiple Agreements.

Note: If there are multiple Agreements, then the system shall calculate the Total Cash Advance Request for all Agreements. If it is a single Agreement, then the system shall determine if the Total Agreement Cash Advance Request is negative.


FR3.3.11. 6b Are there Multiple Agreements for the Cash Advance?

If it is a single agreement and the Total Agreement Cash Advance Request Amount is negative, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that the Cash Advance Request is not valid. A negative amount indicates that the CS owes a refund.

BRULE171

Are there Multiple Agreements for the Cash Advance? I. The Total Agreement Cash Advance Request Amount cannot be negative for a single Agreement.


Formatted Table



















... [2305]

... [2307]

... [2303]

... [2309]

... [2310]

... [2308]

... [2306]

... [2304]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 266 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.3.11. 7a Calculate Total Cash Advance Request for All Agreements

If there are multiple Agreements, then the system shall calculate, display, and store the Total Cash Advance Request for all Agreements by Bill-To Fiscal Year.

BRULE172

Calculate Total Cash Advance Request for All Agreements I. The Total Cash Advance Request for all agreements is calculated by aggregating each of the Total Agreement Cash Advance Requests by ITSH, Administrative, and Project (or Activity) Costs by Bill-To Fiscal Year.


FR3.3.11. 7b Calculate Total Cash Advance Request for All Agreements

If there are multiple agreements and the Total Agreement Cash Advance Request Amount for All Agreements is negative, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that the Cash Advance Request is not valid and proceed to providing a refund.

BRULE173

Calculate Total Cash Advance Request for All Agreements II. The Total Cash Advance Request for All Agreements cannot be negative for multiple agreements.


FR3.3.11. 8 Is the Bank Account Information by CS or Agreement?

The system shall allow the user (CS Agreement Executor) to determine if the Bank Account Information is by CS or Agreement.

Note: If Bank Account Information is by CS, the system shall determine if the Bank Account is on File. If Bank Account Information is by Agreement, then the system shall allow the user (CS Agreement Executor) to enter the Bank Account Information for each Agreement.

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address


FR3.3.11. 9 Enter Bank Account Information for Each

If the Bank Account Information is by Agreement, then the system shall allow the user (CS Agreement Executor) to enter the Bank FR4.2. 9


Formatted

Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted













... [2311]

... [2312]

... [2313]

... [2327]

... [2314]

... [2328]

... [2315]

... [2329]

... [2316]

... [2330]

... [2317]

... [2331]

... [2318]

... [2332]

... [2319]

... [2333]

... [2320]

... [2334]

... [2321]

... [2335]

... [2322]

... [2336]

... [2323]

... [2337]

... [2324]

... [2338]

... [2325]

... [2339]

... [2326]

... [2340]

3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



Agreement Account Information for each Agreement. Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address

FR3.3.11.10 Is the Bank Account Information on File?

If the Bank Account Information is by CS, then the system shall determine if the Bank Account Information is on file.

Note: If the Bank Account Information is on file, then the system shall allow the user (CS Agreement Executor) to determine if the Bank Account Information is current. If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the Bank Account Information.

FR4.2. 9



FR3.3.11.11 Is the Bank Account Information Current?

If the Bank Account Information is on file, then the system shall allow the user (CS Agreement Executor) to determine if the Bank Account Information is current.

Note: If the Bank Account Information is current, then the system shall determine if the submission is for a Cash Advance or Cash Reimbursement. If the Bank Account Information is not current, then the system shall allow the user (CS Agreement Executor) to

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list



Formatted Table












... [2343]

... [2345]

... [2342]

... [2344]

... [2341]


3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



update the Bank Account Information. should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address

FR3.3.11.12a Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the ABA Number and optionally store this information.

FR4.2. 9



FR3.3.11.12b Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the Account Name and optionally store this information.

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID #



Formatted Table












... [2348]

... [2350]

... [2347]

... [2349]

... [2346]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 269 of of 429 6/0418/07





Formatted Table



- ABA # - Bank Address

FR3.3.11.12c Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the Account Number and optionally store this information.

FR4.2. 9



FR3.3.11.12d Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to select the Type of Account and optionally store this information.

FR4.2. 9


FR4.2. 72

Maintain Bank Account Type


Formatted Table

















... [2352]

... [2354]

... [2355]

... [2357]

... [2351]

... [2353]

... [2356]

3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank Account Types. The two types of Bank Account Types are Checking and Savings.

FR3.3.11.12e Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the Taxpayer ID Number and optionally store this information. The entry of the Taxpayer ID is optional.

FR4.2. 9



FR3.3.11.12f Enter / Update Bank Account Information

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor) to enter the Bank Name and optionally store this information.

FR4.2. 9



FR3.3.11.12g Enter / Update Bank If the Bank Account Information is not on file, then the system shall Mandatory Approved CS Agreement

Formatted Table















... [2361]

... [2362]

... [2359]

... [2363]

... [2358]

... [2360]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 271 of of 429 6/0418/07





Formatted Table



Account Information allow the user (CS Agreement Executor) to enter the Bank Address and optionally store this information.

FR4.2. 9


Executor

FR3.3.11.12h Enter / Update Bank Account Information

If the Bank Account Information is not current, then the system shall allow the user (CS Agreement Executor) to update their Bank Account Information and optionally store this information.

FR4.2. 9



FR3.3.11.12i Enter / Update Bank Account Information

Once the Bank Account Information is confirmed, then the system shall generate, display, and store the Cash Request Number and indicate to the user (CS Agreement Executor) that the request is submitted.

BRULE174

Enter / Update Bank Account Information The Cash Request Number will be generated using the following format:


Formatted Table

















... [2369]

... [2365]

... [2364]

... [2366]

... [2371]

... [2368]

... [2367]

... [2370]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 272 of of 429 6/0418/07





Formatted Table



1) The first two digits of the Cash Request Number will be the last two digits of the Bill-To Fiscal Year; 2) Then there will be a dash mark; 3) The next section of the Cash Request Number will be the 4-digit alpha or numeric Program Type; 4) Then there will be a dash mark; and 5) The last component will be 3-digit auto-generated Incremental number per the Program Type and Fiscal Year.

For example: 06-FFP-001

FR3.3.11.13a Has Financial Report been Received?

For cash reimbursements, the system shall determine if the Financial Report has been received for the most current calendar year quarter and contains a negative amount.

Note: If the Financial Report has been received for this calendar year quarter and contains a negative amount, then the system shall allow the user (CS Agreement Executor) to enter a Cash Reimbursement. If the Financial Report has not been received for this calendar year quarter, then the system shall not allow the user (CS Agreement Executor) to request a Cash Reimbursement without submitting the Financial Report.

BRULE175

Has Financial Report been Received? I. The Financial Report must contain a negative amount in order to request a Reimbursement.

II. The CS cannot create a Cash Reimbursement without submitting the Financial Report associated with the Agreement.


FR3.3.11.13b Has Financial Report been Received?

If the Financial Report has not been received for the most current calendar year quarter, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that a cash reimbursement request cannot be created until the Financial Report for this calendar year quarter is submitted.


FR3.3.11.13c Has Financial Report been Received?

If the Financial Report has been received for the most current calendar year quarter and the amount is positive, then the system shall display an on-screen alert to the user(s) indicating that the cash reimbursement request is not valid.


FR3.3.11.14a Enter / Modify Cash Reimbursement

The system shall display the selected Agreements by Program Type to the user (CS Agreement Executor) when creating a Cash BRULE176


Formatted Table

















... [2376]

... [2373]

... [2375]

... [2378]

... [2372]

... [2374]

... [2377]

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



Reimbursement Request. The agreement number, the total authorized funds, the maximum amount that can be reimbursed, total paid to date per agreement, and available balance for Administrative, ITSH, and/or Project costs will be displayed.

Enter / Modify Cash Reimbursement I. The maximum amount that can be reimbursed will be equal to the total authorized funds.

FR3.3.11.14b Enter / Modify Cash Reimbursement

If an individual cost type (Administrative, ITSH, and/or Projects) does not have cash associated with it in the Agreement Budget, then it will not be displayed to the user (CS Agreement Executor). In addition, the user (CS Agreement Executor) will not be able to enter an amount for any cost type not displayed.


FR3.3.11.14c Enter / Modify Cash Reimbursement

The system shall calculate, display, and store the Available Balance for Administrative, ITSH, and/or Project costs to the user (CS Agreement Executor).

BRULE177

Enter / Modify Cash Reimbursement II. The Available Balance for each of the individual cost types will be calculated using the following formula:

Available Administrative Balance: Maximum Administrative Amount that Can Be Reimbursed – Administrative Costs Paid to Date

Available ITSH Balance: Maximum ITSH Amount that Can Be Reimbursed – ITSH Costs Paid to Date

Available Projects Balance: Maximum Projects Amount that Can Be Reimbursed – Projects Costs Paid to Date


FR3.3.11.14d Enter / Modify Cash Reimbursement

The system shall calculate, display, and store the Total Administrative Cost from the Agreement Budget (Attachment C) to the user (CS Agreement Executor).

BRULE178

Enter / Modify Cash Reimbursement IV. 1. For Cash Advances and Cash Reimbursements, The Total Administrative Cost in the Agreement Budget (Attachment C) will be calculated using the following formula:


Formatted Table















... [2383]

... [2379]

... [2380]

... [2381]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 274 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Total Direct Costs + Total Indirect Costs – (ITSH + Project (or Activity) Costs)

Note: ITSH and Project (or Activity) Costs are line items in the Attachment C.

2. The costs used for this calculation will be pulled from the cash component of the Agreement Budget (Attachment C) and not monetization.

FR3.3.11.14e Enter / Modify Cash Reimbursement

The system shall allow the user (CS Agreement Executor) to enter the amount requested for Administrative Costs for a Cash Reimbursement.

Note: The user (CS Agreement Executor) will be able to enter negative amounts.

BRULE179

Enter / Modify Cash Reimbursement V. The CS will be able to enter in negative amounts.


FR3.3.11.14f Enter / Modify Cash Reimbursement

The system shall allow the user (CS Agreement Executor) to enter the amount requested for ITSH Costs for a Cash Reimbursement.


BRULE180



FR3.3.11.14g Enter / Modify Cash Reimbursement

The system shall allow the user (CS Agreement Executor) to enter the amount requested for Project (or Activity) Costs for a Cash Reimbursement.


BRULE181



FR3.3.11.14h Enter / Modify Cash Reimbursement

The system shall allow the user (CS Agreement Executor) to modify a Cash Reimbursement prior to submission.


FR3.3.11.14i Enter / Modify Cash Reimbursement

The system shall display an on-screen alert if the amount requested exceeds the Available Balance for a Cash Reimbursement and will not allow the Cash Reimbursement to be saved.

BRULE182

Enter / Modify Cash Reimbursement III. The amount requested cannot exceed the


Formatted

Formatted

Formatted Table


Formatted

Formatted


















... [2386]

... [2391]

... [2390]

... [2385]

... [2387]

... [2395]

... [2394]

... [2392]

... [2389]

... [2393]

... [2388]

... [2398]

... [2396]

... [2400]

... [2399]

... [2401]

... [2384]

... [2402]

... [2397]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 275 of of 429 6/0418/07





Formatted Table



available balance.

FR3.3.11.15a Are there Sufficient Funds to Cover the Reimbursement?

The system shall determine if there are sufficient funds to cover the Reimbursement request.

Note: If there are sufficient funds to cover the Reimbursement, then the system will calculate the Total Agreement Cash Reimbursement Request for the CS. If there are not sufficient funds to cover the Reimbursement, then the Cash Reimbursement Request will be held in queue until sufficient funds exist.


FR3.3.11.15b Are there Sufficient Funds to Cover the Reimbursement?

If there are not sufficient funds for the selected fiscal year’s program (i.e. no appropriate budget received) to cover the reimbursement, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that the cash reimbursement will be held in queue until sufficient funds become available.


FR3.3.11.15c Are there Sufficient Funds to Cover the Reimbursement?

If there are not sufficient funds to cover the Reimbursement, the system shall perform systematic checks against the Budget until sufficient funds become available.


FR3.3.11.15d Are there Sufficient Funds to Cover the Reimbursement?

Once there are sufficient funds, the system will send a notification alert to the CS to proceed with the Cash Reimbursement Request.


FR3.3.11.16 Calculate Total Agreement Cash Reimbursement Request

When there are sufficient funds, the system shall calculate, display, and store the Total Agreement Cash Reimbursement Request for the user (CS Agreement Executor).

BRULE183

Calculate Total Agreement Cash Reimbursement Request I. 1) The Total Agreement Cash Reimbursement Requested amount will be calculated using the following formula:

ITSH + Administrative Costs + Project (or Activity) Costs

2) This can include any negative amounts in the individual costs types.


FR3.3.11.17a Are there Multiple The system shall determine if there are multiple Agreements. Mandatory Approved CS Agreement

Formatted Table

















... [2406]

... [2403]

... [2408]

... [2407]

... [2404]

... [2405]

... [2409]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 276 of of 429 6/0418/07





Formatted Table



Agreements for the Cash Reimbursement? Note: If there are multiple Agreements, then the system shall

calculate the Total Cash Reimbursement Request for all Agreements. If it is a single Agreement, then the system shall determine if the Total Agreement Cash Reimbursement Request is negative.

Executor

FR3.3.11.17b Are there Multiple Agreements for the Cash Reimbursement?

If it is a single agreement and the Total Agreement Cash Reimbursement Request Amount is negative, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that the Cash Reimbursement Request is not valid. A negative amount indicates that the CS owes a refund.

BRULE184

Are there Multiple Agreements for the Cash Reimbursement? II. The Total Agreement Cash Reimbursement Request Amount cannot be negative for a single Agreement.


FR3.3.11.18a Calculate Total Cash Reimbursement Request for All Agreements

If there are multiple Agreements, then the system shall calculate, display, and store the Total Cash Reimbursement Request for all Agreements by Bill-To Fiscal Year.

BRULE185

Calculate Total Cash Reimbursement Request for All Agreements I. The Total Cash Reimbursement Request for all agreements is calculated by aggregating each of the Total Agreement Cash Reimbursement Requests by ITSH, Administrative, and Project (or Activity) Costs by Bill-To Fiscal Year.


FR3.3.11.18b Calculate Total Cash Reimbursement Request for All Agreements

If there are multiple agreements and the Total Agreement Cash Reimbursement Request Amount for All Agreements is negative, then the system shall display an on-screen alert to the user (CS Agreement Executor) indicating that the Cash Reimbursement request is not valid and proceed to providing a refund.

BRULE186

Calculate Total Cash Reimbursement Request for All Agreements II. The Total Cash Reimbursement Request for All Agreements cannot be negative for multiple agreements.


FR3.3.11.19 Is the Submission for a Cash Advance or Cash Reimbursement?

The system shall determine if the submission is for a Cash Advance or a Cash Reimbursement.

Note: If the submission is for a Cash Advance, then the system


Formatted Table





















... [2410]

... [2416]

... [2412]

... [2415]

... [2417]

... [2413]

... [2418]

... [2419]

... [2414]

... [2411]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 277 of of 429 6/0418/07





Formatted Table



shall determine if there is a negative balance in the Cash Advance. If the submission is for a Cash Reimbursement, then the system shall determine if there is a negative balance in the Cash Reimbursement.

FR3.3.11.20 Is there a Negative Balance in the Cash Advance?

The system shall determine if there is a negative balance in the Cash Advance.

Note: If there is a negative balance in the Cash Advance, then the costs will be updated in the Reconcile Budget and a notification will be sent to FMD. If there is not a negative balance in the Cash Advance, then the system shall submit the Cash Advance for the CS.


FR3.3.11.21 Submit Cash Advance The system shall submit the Cash Advance to the Payment Reviewer.


FR3.3.11.22 Send Notification to FMD The system shall send a notification to FMD informing that there is a negative balance for Administrative, ITSH, and/or Projects (or Activities) and to update the account.


FR3.3.11.23 Is there a Negative Balance in the Cash Reimbursement?

The system shall determine if there is a negative balance in the Cash Reimbursement.

Note: If there is a negative balance in the Cash Reimbursement, then the costs will be updated in the Budget and a notification will be sent to FMD. If there is not a negative balance in the Cash Reimbursement, then the system will submit the Cash Reimbursement for the CS to the Payment Reviewer.


FR3.3.11.24 Submit Cash Reimbursement

The system shall submit the Cash Reimbursement to the Payment Reviewer.


FR3.3.12 Create Inland/Overland Invoice

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to create an Inland/Overland Invoice.


FR3.3.12. 1a Select the IFB Number Plus Line Item Number Plus

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to select the IFB Number plus the Line Item Number BRULE187


Formatted Table



















... [2422]

... [2424]

... [2420]

... [2421]

... [2426]

... [2425]

... [2427]

... [2423]

3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS



Direct Services Contract Indicator

plus the Direct Services Contract Indicator. The user (CS Agreement Executor, Freight Forwarder) will have the ability to select multiple IFB Numbers plus Line Item Number plus Direct Services Contract Indicator.

Note: The user (CS Agreement Executor, Freight Forwarder) will only be able to select from their IFB Numbers.

Select the IFB Number Plus Line Item Number Plus Direct Services Contract Indicator I. The CS or FF will be able to select Multiple IFB Numbers plus Line Item Number plus Direct Services Contract Indicator.

II. The CS or FF will only be able to select from their IFB numbers.

Freight Forwarder

FR3.3.12. 1b Select the IFB Number Plus Line Item Number Plus Direct Services Contract Indicator

For Non-WFP, the system shall not allow the user (CS Agreement Executor, Freight Forwarder) to be able to create an Inland/Overland Invoice without having the Direct Services Rate approved.

BRULE188

Select the IFB Number Plus Line Item Number Plus Direct Services Contract Indicator III. For Non-WFP, the CS or FF will not be able to create an inland/overland invoice without having an approved Direct Services rate.


FR3.3.12. 2 Is This the First Invoice against IFB Number?

The system shall determine if this is the First Invoice created against the IFB Number.

Note: If this is the First Invoice created against the IFB Number, then the system shall allow the user (CS Agreement Executor, Freight Forwarder to enter the First invoice. If this is not the First Invoice created against the IFB Number, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter Subsequent Invoices.


FR3.3.12. 3a Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Inland/Overland Rate.


FR3.3.12. 3b Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Total Gross Weight Arrived at Port.


FR3.3.12. 3c Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Mandatory Approved CS Agreement





Formatted Table







... [2428]

... [2429]

... [2430]





Formatted Table





... [2432]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 279 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



Forwarder to enter the Gross Weight Requested (Tonnage being billed).

Executor, Freight Forwarder

FR3.3.12. 3d Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Delivery Date.


FR3.3.12. 3e Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter Comments.


FR3.3.12. 3f Enter First Invoice The system shall allow the user (CS Agreement Executor, Freight Forwarder) to select the Final Invoice Indicator. The selected indicator shall be stored in the system.


FR3.3.12. 3g Enter First Invoice For Non-WFP, the system shall display an on-screen alert if the rate exceeds the Maximum Rate approved and indicated in the Direct Services Contract and will not allow the invoice to be saved.

BRULE189

Enter First Invoice I. For Non WFP, the Rate entered cannot exceed the maximum rate approved and indicated in the Direct Services Contract.


FR3.3.12. 3h Enter First Invoice For Non-WFP, the system shall display an on-screen alert if the Gross Weight exceeds the Total Gross Weight approved and indicated in the Direct Services Contract plus Tolerance and will not allow the invoice to be saved.

FR4.2. 74

Maintain Gross Weight Tolerance The system shall allow the user (TLB) to determine the gross weight tolerance allowed for transportation invoices.

BRULE190

Enter First Invoice II. For Non-WFP, the Rate the Gross Weight entered cannot exceed the Total Gross Weight






Formatted Table



















... [2436]

... [2443]

... [2437]

... [2435]

... [2438]

... [2439]

... [2442]

... [2445]

... [2434]

... [2446]

... [2440]

... [2444]

... [2441]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 280 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table

Formatted: Font: (Default) Arial Feature ID# Feature Name Description Relationship / Traces from: Priority


approved and indicated in the Direct Services Contract plus Tolerance.

FR3.3.12. 3i Enter First Invoice For WFP, the system shall display an on-screen alert if the rate exceeds the Rate approved in the Agreement and will not allow the invoice to be saved.

BRULE191

Enter First Invoice III. For WFP, the Rate entered cannot exceed the rate in the Agreement.


FR3.3.12. 3j Enter First Invoice For WFP, the system shall display an on-screen alert if the Gross Weight exceeds the Gross Weight indicated in the Firm Fixed Award plus Tolerance and will not allow the invoice to be saved.

FR4.2. 74

Maintain Gross Weight Tolerance The system shall allow the user (TLB) to determine the gross weight tolerance allowed for transportation invoices.

BRULE192

Enter First Invoice IV. For WFP, the Gross Weight entered cannot exceed the Gross Weight indicated in the Firm Fixed Award plus Tolerance.


FR3.3.12. 3k Enter First Invoice The system shall calculate, display, and store the Total Inland/Overland Invoice Amount for the user (CS Agreement Executor, Freight Forwarder).

BRULE193

Enter First Invoice V. The Total Inland/Overland Invoice Amount will be calculated using the following formula:

Inland/Overland Rate x Gross Weight Requested


FR3.3.12. 3l Enter First Invoice The system shall ensure that the Total Gross Weight Available will be equal to the Total Gross Weight Arrived at Port. BRULE194

Enter First Invoice I. The Total Gross Weight Available will be equal to the Total Gross Weight Arrived at Port.


Formatted

Formatted


Formatted

Formatted Table



Formatted

Formatted
















... [2449]

... [2448]

... [2460]

... [2450]

... [2459]

... [2447]

... [2451]

... [2462]

... [2452]

... [2463]

... [2453]

... [2464]

... [2454]

... [2465]

... [2461]

... [2455]

... [2466]

... [2456]

... [2467]

... [2457]

... [2468]

... [2458]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 281 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table

Formatted



FR3.3.12. 3m Enter First Invoice If the user (CS Agreement Executor, Freight Forwarder) is creating an invoice against an IFB Number, then the system shall display the Total Gross Weight from the Award.


FR3.3.12. 4a Enter Subsequent Invoice(s) For Non-WFP, the system shall ensure that the rate entered by the user (CS Agreement Executor, Freight Forwarder) cannot exceed the maximum rate approved and indicated in the Direct Services Contract. [Subsequent Invoice(s)]

BRULE195

Enter Subsequent Invoice I. For Non WFP, the Rate entered cannot exceed the maximum rate approved and indicated in the Direct Services Contract.


FR3.3.12. 4b Enter Subsequent Invoice(s) For Non-WFP, the system shall ensure that the Gross Weight entered cannot exceed the Total Gross Weight approved and indicated in the Direct Services Contract plus Tolerance. [Subsequent Invoice(s)]

BRULE196

Enter Subsequent Invoice II. For Non-WFP, the Rate the Gross Weight entered cannot exceed the Total Gross Weight approved and indicated in the Direct Services Contract plus Tolerance.


FR3.3.12. 4c Enter Subsequent Invoice(s) For WFP, the system shall ensure that the Rate entered cannot exceed the Rate in the Agreement. [Subsequent Invoice(s)] BRULE197

Enter Subsequent Invoice III. For WFP, the Rate entered cannot exceed the rate in the Agreement.


FR3.3.12. 4d Enter Subsequent Invoice(s) For WFP, the system shall ensure that the Gross Weight entered cannot exceed the Gross Weight indicated in the Award plus Tolerance. [Subsequent Invoice(s)]

BRULE198

Enter Subsequent Invoice IV. For WFP, the Gross Weight entered cannot exceed the Gross Weight indicated in the Award plus Tolerance.


FR3.3.12. 4e Enter Subsequent Invoice(s) The system shall calculate, display, and store the Total Inland/Overland Invoice Amount for the user (CS Agreement BRULE199


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

















... [2470]

... [2471]

... [2469]

... [2472]

... [2487]

... [2473]

... [2488]

... [2474]

... [2489]

... [2475]

... [2490]

... [2476]

... [2491]

... [2477]

... [2492]

... [2478]

... [2493]

... [2479]

... [2494]

... [2480]

... [2495]

... [2481]

... [2496]

... [2482]

... [2497]

... [2483]

... [2498]

... [2484]

... [2499]

... [2485]

... [2500]

... [2486]

... [2501]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 282 of of 429 6/0418/07





Formatted Table



Executor, Freight Forwarder). Enter Subsequent Invoice(s) V. The Total Inland/Overland Invoice Amount will be calculated using the following formula:

Inland/Overland Rate x Gross Weight Requested

Freight Forwarder

FR3.3.12. 4f Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder to enter the Inland/Overland Rate.


FR3.3.12. 4g Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder to enter the Total Gross Weight Arrived at Port.


FR3.3.12. 4h Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Gross Weight Requested.


FR3.3.12. 4i Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Delivery Date.


FR3.3.12. 4j Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter Comments.


FR3.3.12. 4k Enter Subsequent Invoice(s) For the Subsequent Invoice(s), the system shall allow the user (CS Agreement Executor, Freight Forwarder) to select the Final Invoice Indicator. The selected indicator shall be stored in the system.


FR3.3.12. 4l Enter Subsequent Invoice(s) The system shall calculate, display, and store the Total Gross Weight Available to the user (CS Agreement Executor, Freight Forwarder).

BRULE200 Mandatory Approved CS Agreement

Executor, Freight

Formatted Table



















... [2504]

... [2506]

... [2502]

... [2503]

... [2508]

... [2507]

... [2509]

... [2505]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 283 of of 429 6/0418/07





Formatted Table



Enter Subsequent Invoice(s) V. The Total Gross Weight Available will be calculated using the following formula:

Total Gross Weight Arrived at Port - Gross Weight Paid to Date

Forwarder

FR3.3.12. 4m Enter Subsequent Invoice(s) If the user (CS Agreement Executor, Freight Forwarder) is creating their Subsequent Invoice(s) against an IFB Number, then the system shall display following information: the Total Gross Weight from the Award, Total Gross Weight Arrived at Port, and the Total Gross Weight Available.

BRULE201

Enter Subsequent Invoice(s) V. The Total Gross Weight Available will be calculated using the following formula:

Total Gross Weight Arrived at Port - Gross Weight Paid to Date


FR3.3.12. 5a Is there a Loss at Sea? The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if there is a Loss at Sea?

Note: If the user (CS Agreement Executor, Freight Forwarder) determines that there is a Loss at Sea, then the system shall allow the CS Agreement Executor or Freight Forwarder to determine if they have files a Claim for the Loss at Sea. If the user (CS Agreement Executor, Freight Forwarder) determines that there is not a Loss at Sea, then the system shall allow the CS Agreement Executor or Freight Forwarder to determine if this is the Final Invoice.


FR3.3.12. 5b Is there a Loss at Sea? The system shall calculate, display, and store the Loss at Sea Gross Weight to the user (CS Agreement Executor, Freight Forwarder).

BRULE202

Is there a Loss at Sea? I. The Loss at Sea Gross Weight will be calculated using the following formula:

Total Gross Weight from Award - Total Gross Weight Arrived at Port


FR3.3.12. 5c Is there a Loss at Sea? The system shall allow the user (CS Agreement Executor, Freight Mandatory Approved CS Agreement

Formatted Table

















... [2513]

... [2510]

... [2515]

... [2514]

... [2516]

... [2512]

... [2511]

quirement(

quirement(

quirement(

quirement(






Formatted Table



Forwarder) to request Losses at Sea Report. FR4.3.27

Loss at Sea Reports The system shall allow the user (FAD Director’s Office) to generate a Loss at Sea Report with the Filing Claim Status for Losses at Sea as well as the Loss at Sea Amount by Firm Fixed Award.


FR3.3.12. 6a Have You Filed a Claim for Loss at Sea?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if they have filed a Claim for a Loss at Sea.

Note: If the user (CS Agreement Executor, Freight Forwarder) determines that they have filed a Claim for a Loss at Sea, then the system shall allow the CS or FF to determine if this is the Final Invoice. If the user (CS Agreement Executor, Freight Forwarder) determines that they have not filed a Claim for a Loss at Sea, then the system shall allow the CS Agreement Executor or Freight Forwarder to determine if they intend to file a Claim for a Loss at Sea.


FR3.3.12. 6b Have You Filed a Claim for Loss at Sea?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to request a Filing Claim Status for a Loss at Sea.


FR3.3.12. 7 Do You Intend to File a Claim for Loss at Sea?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if they intend to file a Claim for a Loss at Sea.

Note: If the user (CS Agreement Executor, Freight Forwarder) determines that they intend to file a Claim for a Loss at Sea, then the system shall allow the CS or FF to determine if this is the Final Invoice. If the user (CS Agreement Executor, Freight Forwarder determines that they do not intend to file a Claim for a Loss at Sea, then the system shall allow the CS Agreement Executor or Freight Forwarder to provide a reason for not filing a Claim for a Loss at Sea.


FR3.3.12. 8 Provide Reason for Not Filing Claim for Loss at Sea

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter a reason for not filing a claim for a Loss at Sea.

Mandatory Approved CS Agreement Executor, Formatted: Font: (Default) Arial

Formatted Table












... [2520]

... [2517]

... [2521]

... [2518]

... [2519]



.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 285 of of 429 6/0418/07





Formatted Table



Freight Forwarder

FR3.3.12. 9 Is This Final Invoice? The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if this is the Final Invoice.

Note: If the user (CS Agreement Executor, Freight Forwarder) determines that this is the Final Invoice, then the system shall allow the CS Agreement Executor or Freight Forwarder to determine if there is an Inland/Overland Loss. If the user (CS Agreement Executor, Freight Forwarder determines that this is not the Final Invoice, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations.


FR3.3.12.10a Is there Inland/Overland Loss?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if there is an Inland/Overland Loss.

Note: If the user (CS Agreement Executor, Freight Forwarder) determines that there is an Inland/Overland Loss, then the system shall allow the CS or FF to determine if they have filed a Claim for the Inland/Overland Loss. If the user (CS Agreement Executor, Freight Forwarder) determines that there is not an Inland/Overland Loss, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations.

BRULE304

Is there Inland/Overland Loss? The Inland/ Overland Loss will be calculated using the following formula:

Total Gross Weight Available to be Requested Gross Weight Requested.


FR3.3.12.10b Is there Inland/Overland Loss?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to request an Inland/Overland Losses Report. FR4.3.28

Inland/Overland Loss Reports The system shall allow the user (FAD Director’s Office) to generate an Inland/Overland Loss Report with Filing Claim Status for Inland/Overland Losses as well as the Amount of Inland/Overland Loss by Agreement and Award.


FR3.3.12.11 Have You Filed a Claim for The system shall allow the user (CS Agreement Executor, Freight Mandatory Approved CS Agreement

Formatted Table

















... [2525]

... [2522]

... [2523]

... [2526]

... [2528]

... [2527]

... [2524]

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



Inland/Overland Loss? Forwarder) to determine if they have filed a Claim for Inland/Overland Loss.

Note: If the user (CS Agreement Executor, Freight Forwarder determines that they have filed a claim for an Inland/Overland Loss, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations. If the user (CS Agreement Executor, Freight Forwarder) determines that they have not filed a claim for an Inland/Overland Loss, then the system shall allow the CS or FF to determine if they intend to file a Claim for the Inland/Overland Loss.


FR3.3.12.12a Do You Intend to File a Claim for Inland/Overland Loss?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if they intend to file a Claim for Inland/Overland Loss.

Note: If the user (CS or FF) determines that they intend to file a claim for an Inland/Overland Loss, then the system shall allow the user (CS or FF) to certify that they have all of the documentation that is required in accordance with USDA Regulations. If the user (CS or FF) determines that they do not intend to file a claim for an Inland/Overland Loss, then the system shall allow the user (CS or FF) to provide a reason for not filing a Claim for the Inland/Overland Loss.


FR3.3.12.12b Do You Intend to File a Claim for Inland/Overland Loss?

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to request a Filing Claim Status for an Inland/Overland Loss.

FR4.3.28

Inland/Overland Loss Reports The system shall allow the user (FAD Director’s Office) to generate an Inland/Overland Loss Report with Filing Claim Status for Inland/Overland Losses as well as the Amount of Inland/Overland Loss by Agreement and Award.


FR3.3.12.13a Certify the Existence of Supporting Documentation

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to certify that they have all of the documentation that is required in accordance with USDA Regulations.

FR4.2. 69

Maintain Attestations


Formatted Table















... [2533]

... [2529]

... [2530]

... [2531]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



The system shall allow the user (FAD Director’s Office) to maintain Attestation statement template language that the user will certify. Typically, the user will certify that they have all of the documentation that is required in accordance with USDA regulations.

FR3.3.12.13b Certify the Existence of Supporting Documentation

The system shall allow the user (CS Agreement Executor, Freight Forwarder to certify that they have only billed for allowable costs in accordance with USDA Regulations and the agreement.

FR4.2. 69



FR3.3.12.13c Certify the Existence of Supporting Documentation


Note: If the Bank Account Information is on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if the Bank Account Information is current. If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Bank Account Information.


FR4.2. 9


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list.


Formatted Table

















... [2535]

... [2537]

... [2538]

... [2540]

... [2534]

... [2536]

... [2539]


.rqs', Kar

ationship('P

ttributeVal






Formatted Table



The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3.12.13d Certify the Existence of Supporting Documentation

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the ACH information. FR4.2. 9


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account #



Formatted Table










... [2542]

... [2541]

... [2543]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 289 of of 429 6/0418/07





Formatted Table



- Bank Address

FR3.3.12.13e Certify the Existence of Supporting Documentation

If the Bank Account Information is on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to determine if the Bank Account Information is current.

Note: If the Bank Account Information is current, then the system shall allow the user to submit the inland/overland invoice. If the Bank Account Information is not current, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to update the Bank Account Information.

FR4.2. 9


FR4.2. 97



FR3.3.12.13f Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Account Name and optionally store this information.

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to


Formatted Table

















... [2545]

... [2547]

... [2548]

... [2550]

... [2544]

... [2546]

... [2549]

.rqs', Kar

ationship('P

ttributeVal






Formatted Table



maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address

FR4.2. 97


FR3.3.12.13g Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Account Number and optionally store this information.

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID #


Formatted Table











... [2552]

... [2551]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- ABA # - Bank Address

FR4.2. 97


FR3.3.12.13h Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to select the Type of Account and optionally store this information.

FR4.2. 9


FR4.2. 72

Maintain Bank Account Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank


Formatted Table















... [2554]

... [2557]

... [2559]

... [2555]

... [2558]

... [2556]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



Account Types. The two types of Bank Account Types are Checking and Savings.

FR4.2. 97


FR3.3.12.13i Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter the Taxpayer ID Number and optionally store this information. The entry of the Taxpayer ID is optional.

FR4.2. 9


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list.


Formatted Table















... [2560]

... [2563]

... [2565]

... [2561]

... [2564]

... [2562]



.rqs', Kar

ationship('P

ttributeVal






Formatted Table



The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3.12.13j Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder)to enter the Bank Name and optionally store this information.

FR4.2. 9


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account #



Formatted Table










... [2567]

... [2566]

... [2568]


.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 294 of of 429 6/0418/07





Formatted Table



- Bank Address

FR3.3.12.13k Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (CS Agreement Executor, Freight Forwarder)to enter the Bank Address and optionally store this information.

FR4.2. 9


FR4.2. 97



FR3.3.12.13l Certify the Existence of Supporting Documentation

If the Bank Account Information is not current, then the system shall allow the user (CS Agreement Executor, Freight Forwarder) to update their Bank Account Information and optionally store this information.

FR4.2. 9

Maintain Cooperating Sponsor Bank Accounts List The system shall allow the CS Director to


Formatted Table

















... [2570]

... [2572]

... [2573]

... [2575]

... [2569]

... [2571]

... [2574]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address

FR4.2. 97


FR3.3.12.14 Provide Reason for Not Filing Claim for Inland/Overland Loss

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to enter a reason for not filing a claim for Inland/Overland Loss.


FR3.3.12.15a Submit Inland/Overland Invoice

The system shall allow the user (CS Agreement Executor, Freight Forwarder) to submit the Inland/Overland Invoice.


FR3.3.12.15b Submit Inland/Overland Invoice

The system shall generate, display and store the Inland/Overland Tracking Number to the user (CS Agreement Executor, Freight Forwarder).

BRULE203

Submit Inland/Overland Invoice


Formatted Table















... [2576]

... [2579]

... [2581]

... [2577]

... [2580]

... [2578]


ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



I. The Inland/Overland Tracking Number will be generated using the following formula:

1) The first two digits of the Inland/Overland Tracking Number are the last 2 digits of the Bill-To Fiscal Year, 2) Then there will be a dash mark, 3) The next component consists of a subset of the Freight Tender Number, which is the last three digit number followed by either the letter B or P (B for Bulk and P for Packaged), 4) Then there will be a dash mark, 5) The next component will be the two-digit line item from the selected lowest landed solution, 6) Then there will be a dash mark, 7) The next component will be ‘DSC’. 8) Then there will be a dash mark. 9) The last component will be a 3-digit number that is incremented for each Inland/Overland invoice tied to the Freight Award (IFB Number).

For example: 06-014P-11-DSC-001

FR3.3.12.15c Submit Inland/Overland Invoice

The system shall pass the Total Gross Weight arrived at Port and any Inland/Overland Losses to the Progress Reports.


FR3.3.14 Receive Actual Commodity Costs

The system shall receive the actual commodity costs from COS.

Note: The is under the assumption that the actual commodity costs are received from COS.

ASSUM11



FR3.3.14. 1 Receive Actual Commodity Costs

The system shall receive the actual commodity costs and quantities for each commodity and link to the FARES Commodity Request Number.

ASSUM11

Kansas City Applications


Formatted Table















... [2586]

... [2582]

... [2583]

... [2584]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 297 of of 429 6/0418/07





Formatted Table



Note: There can be multiple purchases for a commodity. This assumes that Kansas City Applications will be able to send and/or receive the information listed in traced features through a feed.

FR3.3.16 Receive Title II Freight and Commodity Costs

The system shall receive the actual Title II commodity costs from COS.

Note: This is under the assumption that the actual Title II commodity costs are received from COS.

ASSUM11



FR3.3.16. 1 Receive Title II Freight and Commodity Costs

The system shall receive the actual Title II commodity costs, freight costs, and quantities from COS. ASSUM11



FR3.3.17 Determine Refunds The system shall allow the user (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) to provide refunds.

Mandatory Approved CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker

FR3.3.17. 1 Initiate Ad-Hoc Refund Request

The system shall allow the users (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) to initiate an Ad-Hoc Refund Request.


FR3.3.17. 2 Is the User CS? The system shall determine if the User is a CS.

Note: If the User is a CS, then the system shall allow the user (CS Agreement Executor) to be able to select the Agreement and Bill-To Fiscal Year. If the User is not a CS, then the FF, Carrier, or Carrier Broker will be allowed to select an IFB Number.


Formatted Table



















... [2587]

... [2592]

... [2593]

... [2591]

... [2589]

... [2594]

... [2588]

... [2590]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 298 of of 429 6/0418/07

Formatted

Formatted

Formatted

Formatted Table



FR3.3.17. 3a Select Agreement and Bill-To Fiscal Year

The system shall allow the user (CS Agreement Executor) to select an Agreement. The user (CS Agreement Executor) will have the ability to select multiple agreements.

Note: The user (CS Agreement Executor) will only be able to select from their agreements.

BRULE204

Select Agreement and Bill-To Fiscal Year I. The CS will only be able to select from their Agreements II. The CS will be able to select multiple Agreements


FR3.3.17. 3b Select Agreement and Bill-To Fiscal Year

For Single Agreements, the system shall default to the Fiscal Year of the Agreement (Bill-To Fiscal Year).


FR3.3.17. 3c Select Agreement and Bill-To Fiscal Year

For Multiple Agreements, the system shall allow the user (CS Agreement Executor) to select the Fiscal Year of the Agreement (Bill-To Fiscal Year). The selected Fiscal Year of the Agreement (Bill-To Fiscal Year) will be stored in the system.

FR4.2. 1



FR3.3.17. 4a Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for Administrative costs associated with Cash.


FR3.3.17. 4b Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for Administrative costs associated with Monetized Proceeds.


FR3.3.17. 4c Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for Project costs associated with Cash.


FR3.3.17. 4d Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for Project costs associated with Monetized Proceeds.


FR3.3.17. 4e Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for ITSH costs associated with Cash.


FR3.3.17. 4f Enter Refund Amount for Associated with Cash and/or Monetized Proceeds

The system shall allow the user (CS Agreement Executor) to enter the refund amount for ITSH costs associated with Monetized Proceeds.


Formatted

Formatted Table

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted

Formatted














... [2595]

... [2596]

... [2597]

... [2611]

... [2598]

... [2612]

... [2599]

... [2613]

... [2600]

... [2614]

... [2601]

... [2615]

... [2602]

... [2616]

... [2603]

... [2617]

... [2604]

... [2618]

... [2605]

... [2619]

... [2606]

... [2620]

... [2607]

... [2621]

... [2608]

... [2622]

... [2609]

... [2623]

... [2610]

... [2624]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 299 of of 429 6/0418/07





Formatted Table



FR3.3.17. 5 Select IFB Number The system shall allow the user (Freight Forwarder, Carrier, Carrier Broker) to select the IFB Number. The user (Freight Forwarder, Carrier, Carrier Broker) will have the ability to select IFB Numbers.

Note: The user (Freight Forwarder, Carrier, or Carrier Broker) will only be able to select from their IFB Numbers.

BRULE305

Select IFB Number I. The Freight Forwarder, Carrier, or Carrier Broker will only be able to select from their IFB Number.

II. The Freight Forwarder, Carrier, or Carrier Broker will be able to select multiple IFB Numbers

Mandatory Approved Freight Forwarder, Carrier, Carrier Broker

FR3.3.17. 6 Enter Refund Amount for Freight

The system shall allow the user (Freight Forwarder, Carrier, Carrier Broker to enter a refund amount for Freight.

Mandatory Approved Freight Forwarder, Carrier, Carrier Broker

FR3.3.17. 7a Select Payment Method The system shall allow the user (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) to select a Payment Method. The selected Payment Method will be stored in the system.


FR3.3.17. 7b Select Payment Method The system shall default the Payment Method to ‘Wire Transfer’ for the user (CS Agreement Executor, Freight Forwarder, Carrier, or Carrier Broker).


FR3.3.17. 7c Select Payment Method The system shall display the Refunded Amount by Individual Cost Type to the user (CS Agreement Executor, Freight Forwarder, Carrier, or Carrier Broker).


FR3.3.17. 7d Select Payment Method If there is a Claim for Cash and/or for Monetized Proceeds, then the system shall populate the Administrative, Projects, and/or ITSH


Formatted Table

















... [2626]

... [2625]

... [2628]

... [2629]

... [2631]

... [2627]

... [2630]

quirement(






Formatted Table



values as well as the Agreement Number and Bill-To Fiscal Year. Freight Forwarder, Carrier, Carrier Broker

FR3.3.17. 7e Select Payment Method If there is a Claim for Inland/Overland or Freight, then the system shall populate the Freight Value as well as the IFB Number.


FR3.3.17. 7f Select Payment Method If there is a Final Financial Report and there are funds left over for Cash and/or Monetized Proceeds, then the system shall populate the Administrative, Projects, and/or ITSH values as well as the Agreement Number and Bill-To Fiscal Year.


FR3.3.17. 7g Select Payment Method If there is a Diversion for Freight, then the system shall populate the Freight Value as well as the IFB Number.


FR3.3.17. 7h Select Payment Method If there is a Status Report and Interest Earned for Monetized Proceeds, then the system shall populate the Interest as well as the Agreement Number and Bill-To Fiscal Year.


FR3.3.17. 7i Select Payment Method If there is a Status Report and there are funds left over for Monetized Proceeds, then the system shall populate the Administrative, Projects, and/or ITSH values as well as the Agreement Number and Bill-To Fiscal Year.


Formatted Table













.rqs', Kar

ttributeVal

ationship('P

ttributeVal






Formatted Table



FR3.3.17. 8 Send Notification to Appropriate Party

The system shall send a Notification to the appropriate party (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) if there is a refund required.


FR3.3.17. 9a Create Refund Request The system shall generate, display, and store the Account Identifier to the user (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) for each Individual Cost Type on the refund request.

FR4.2. 73



BRULE205

Create Refund Request I. The Account Identifier will be generated for each individual cost type using the following format:

1) The first two digits of the Account Identifier are the last two digits of the Agreement Signed Year. 2) Following the Agreement Signed Year component will be a three digit alpha or numeric Program Type. 3) The next section of the Account Identifier consists of a three-lettered code indicating Account Type. 4) The last component will be the last two digits of the Bill-to Fiscal Year.



Formatted Table












... [2633]

... [2635]

... [2634]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



For Example: 04416OTN06

FR3.3.17. 9b Create Refund Request The system shall display and store the Refunded Amount by Individual Cost Type associated with the Account Identifier on the refund request.

FR4.2. 73




FR3.3.17. 9c Create Refund Request If the Payment Method is Wire Transfer, then the system shall display and store the following information on the refund request: ABA Number, Account Name, Account Type, Taxpayer ID Number, Bank Name, and Bank Address that payment will be made to.

FR4.2.100

Maintain FAD Bank Accounts List The system shall allow the Payment Certifier and FAD Director's Office to maintain the FAD Bank Account list that will be included on the refund request. The FAD Bank Account list should include: - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address


FR3.3.17. 9d Create Refund Request The system shall display and store the corresponding Agreement Number and/or IFB Number on the refund request.

Mandatory Approved CS Agreement Executor, Freight Forwarder, Carrier, Carrier

Formatted Table















... [2640]

... [2641]

... [2638]

... [2642]

... [2637]

... [2639]



.rqs', Kar

quirement(

quirement(






Formatted Table



Broker

FR3.3.17. 9e Create Refund Request The system shall generate, display and store the Refund Request Number to the user (CS Agreement Executor, Freight Forwarder, Carrier, Carrier Broker) on the refund request.

BRULE206

Create Refund Request II. The Refund Request Number will be generated using the formula:

1) The first two digits of the Refund Request Number will be the last two digits of the Bill-To Fiscal Year; 2) Then there will be a dash mark; 3) The next component will be the 3-digit alpha or numeric Program Type; 5) Then there will be a dash mark; 6) The next component will be ‘RF’ 7) Then there will be a dash mark; and 8) The last component will be 3-digit auto-generated Incremental number per the Program Type and Fiscal Year.

For example: 06-FFP-RF-001


FR3.3.18 Create Special Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to create a Special Invoice.

Mandatory Approved Carrier, Carrier Broker, Freight Forwarder, Transportation and Logistics Branch

FR3.3.18. 1 Select IFB Number The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to select the IFB Number. The selected IFB Number will be stored in the system.

Note: The Carrier or Carrier Broker will only be able to select from a list of awards (IFB Number) it has been assigned by the Freight Forwarder.



Formatted Table










... [2644]

... [2645]

... [2643]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 304 of of 429 6/0418/07





Formatted Table



FR3.3.18. 2a Enter Special Invoice The system shall default the Shippers' Name with the name of the Cooperating Sponsor (CS) on the Firm Fixed Award.


FR3.3.18. 2b Enter Special Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Shippers' Name.


FR3.3.18. 2c Enter Special Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Final Destination.


FR3.3.18. 2d Enter Special Invoice The system shall default the Carrier Name with the Carrier Name on the Firm Fixed Award.


FR3.3.18. 2e Enter Special Invoice The system shall default the Vessel Type with the Vessel Type on the Firm Fixed Award.


FR3.3.18. 2f Enter Special Invoice The system shall default the Package Type with the Package Type on the Firm Fixed Award.


FR3.3.18. 2g Enter Special Invoice The system shall default the Lord Port with the Lord Port on the Firm Fixed Award.


FR3.3.18. 2h Enter Special Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Special Invoice Amount.


FR3.3.18. 2i Enter Special Invoice The system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the special invoice type related to the special invoice amount. For example, the user can enter reinspection, recertification, etc.


FR3.3.18. 2j Enter Special Invoice The system shall generate, display and store the Special Invoice Tracking Number to the user (Carrier, Carrier Broker, or Freight Forwarder) submitting the invoice.


Formatted Table





















... [2652]

... [2653]

... [2651]

... [2646]

... [2654]

... [2649]

... [2647]

... [2655]

... [2650]

... [2648]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 305 of of 429 6/0418/07





Formatted Table



FR3.3.18. 3a Certify the Existence of Supporting Documentation


FR4.2. 69



FR3.3.18. 3b Certify the Existence of Supporting Documentation




FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account #


Formatted Table

















... [2657]

... [2659]

... [2660]

... [2662]

... [2656]

... [2658]

... [2661]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Bank Address

FR4.2. 99


FR3.3.18. 3c Certify the Existence of Supporting Documentation



FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name


Formatted Table















... [2663]

... [2666]

... [2668]

... [2664]

... [2667]

... [2665]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3.18. 3d Certify the Existence of Supporting Documentation


Note: If the Bank Account Information is current, then the system shall submit the special invoice. If the Bank Account Information is not current, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to update the Bank Account Information.

FR4.2. 97


FR4.2. 98


Formatted Table















... [2669]

... [2672]

... [2674]

... [2670]

... [2673]

... [2671]


.rqs', Kar

ationship('P

ttributeVal






Formatted Table




FR4.2. 99


FR3.3.18. 3e Certify the Existence of Supporting Documentation

If the Bank Account Information is not on file, then the system shall allow the user (Carrier, Carrier Broker, or Freight Forwarder) to enter the Account Name and optionally store this information.

FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID #


Formatted Table











... [2676]

... [2675]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Account # - Bank Address

FR4.2. 98


FR4.2. 99


FR3.3.18. 3f Certify the Existence of Supporting Documentation


FR4.2. 97

Maintain Freight Forwarder Bank Accounts List The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include:


Formatted Table















... [2678]

... [2682]

... [2683]

... [2679]

... [2680]

... [2681]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



- Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 98


FR4.2. 99


FR3.3.18. 3g Certify the Existence of Supporting Documentation


FR4.2. 72 Mandatory Approved Carrier, Carrier

Broker, Freight Forwarder

Formatted Table















... [2684]

... [2688]

... [2689]

... [2685]

... [2686]

... [2687]


ationship('P

ttributeVal

ationship('P

ttributeVal


FAIS


Page Page 311 of of 429 6/0418/07



Maintain Bank Account Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank Account Types. The two types of Bank Account Types are Checking and Savings.

FR4.2. 97


FR4.2. 98


FR4.2. 99

Maintain Carrier Broker Bank Accounts List The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should





Formatted Table


Comment [REPEAT2411]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite ... [2690]







... [2691]

Formatted Table



... [2693]

... [2694]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



include: - Carrier Broker Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR3.3.18. 3h Certify the Existence of Supporting Documentation


FR4.2. 97


FR4.2. 98


FR4.2. 99


Formatted Table















... [2698]

... [2696]

... [2700]

... [2695]

... [2699]

... [2697]


.rqs', Kar

ationship('P

ttributeVal






Formatted Table




FR3.3.18. 3i Certify the Existence of Supporting Documentation


FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include: - Carrier Name - Bank Name - Account Name - Account Type



Formatted Table










... [2702]

... [2701]

... [2703]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table




FR4.2. 99


FR3.3.18. 3j Certify the Existence of Supporting Documentation


FR4.2. 97


FR4.2. 98

Maintain Carrier Bank Accounts List The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank


Formatted Table















... [2704]

... [2707]

... [2709]

... [2705]

... [2708]

... [2706]



.rqs', Kar

ationship('P

ttributeVal






Formatted Table



Account list should include: - Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99


FR3.3.18. 3k Certify the Existence of Supporting Documentation


FR4.2. 97



Formatted Table











... [2711]

... [2710]


ationship('P

ttributeVal

quirement(

quirement(






Formatted Table



FR4.2. 98


FR4.2. 99


FR3.3.18. 4 Does TLB Approve Special Invoice?

The system shall allow the user (TLB) to determine if the special invoice will be accepted, denied, or sent for modification.

Note: If TLB accepts the Special Invoice, then the system shall send an Approval Notification to the appropriate party. If TLB denies the Special Invoice, then TLB will send a Denial Notification with the reason to the appropriate party. If TLB determines that a modification is required to the Special Invoice, then TLB will send a Modification Notification with the reason to the appropriate party.


FR3.3.18. 5a Send Modification or Denial If TLB determines that the Special Invoice will need to be modified, Mandatory Approved Carrier, Carrier Formatted: Font: (Default) Arial

Formatted Table












... [2715]

... [2716]

... [2713]

... [2717]

... [2714]



ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 317 of of 429 6/0418/07





Formatted Table



Notification with Reason then the system shall allow the user (TLB) to send a Modification Notification with the Reason to the appropriate party (Freight Forwarder, Carrier, or Carrier Broker).

Broker, Freight Forwarder

FR3.3.18. 5b Send Modification or Denial Notification

If TLB determines that the Special Invoice will be denied, then the system shall allow the user (TLB) to send a Denial Notification with the Reason to the appropriate party (Carrier, Carrier Broker, or Freight Forwarder) indicating that the Special Invoice is not approved.


FR3.3.18. 6 Send Approval Notification If TLB determines to accept the Special Invoice, then the system shall send an Approval Notification to the appropriate party indicating that the Special Invoice has been approved and submitted for payment to the Payment Reviewer.


FR3.4. 1 Request Amendment The system shall allow the user to request an amendment to an Active Agreement for all FAS Food Aid programs.

Mandatory Approved CS Agreement Executor, FAD Analyst

FR3.4. 1. 1 Request Amendment The system shall allow the CS user to request an Amendment. Mandatory Approved CS Agreement Executor

FR3.4. 1. 2 Enter Amendment Request The system shall allow the CS user to select one or both types of Amendment(s): Budget Realignment - if selected, hide Agreement section checkboxes

Full Agreement Amendment - if selected, display Agreement section checkboxes

If Full Agreement Amendment is selected the system shall allow the user to select which section (checkbox) of the Agreement need to be amended. As selections are being made by the user, the system shall prompt the user to update other potential affected areas of the Agreement (referred to in Maintain System Data). The system shall allow the user to specify which type of update they are making to the Agreement. Update should include: Add, Modify, or Delete. Based on the selection, the system shall display template language.

FR4.2. 37

Maintain Agreement Amendment Correlation The system shall allow the user to maintain the Agreement Amendment Correlation table.

Note: References to the Amendment Correlation are found in the following attachment:

Screen shots of amendment correlation.doc


Formatted Table















... [2720]

... [2722]

... [2718]

... [2721]

... [2719]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 318 of of 429 6/0418/07





Formatted Table



Note: References to the Amendment Correlation are found in the following attachment: Screen shots of amendment correlation.doc

FR3.4. 1. 3a Enter Amendment Request The system shall allow the FAD Analyst user to select one or both types of Amendment(s): Budget Realignment - if selected, hide Agreement sections

Full Agreement Amendment If Full Agreement Amendment is selected the system shall allow the user to select which section (checkbox) of the Agreement need to be amended. As selections are being made by the user, the system shall prompt the user to update other potential affected areas of the Agreement (referred to in Maintain System Data Amendment Correlation Table). The system shall allow the user to specify which type of update they are making to the Agreement. Update should include: Add, Modify, or Delete. Based on the selection, the system shall display template language.

FR4.2. 37





FR3.4. 1. 3b Enter Amendment Request The system shall alert the CS Director that FAD has requested an Agreement Amendment and they are responsible for updating negotiable sections of the Agreement.

BRULE300

Enter Amendment Request The CS Director will assign a CS employee(s) to the Agreement Amendment.


FR3.4. 1. 4 Enter Amendment Changes The system shall allow the user to update, save, and/or submit changes to the Agreement.

If Budget Realignment is selected, the user will make changes to Attachment C of the Agreement.

If Full Agreement Amendment is selected, the system shall allow the user to update only the negotiable sections (referred to in Generate and Negotiate Agreement) of the Agreement that have been selected in the request (referred to Enter Amendment Request). The system shall allow the user to select additional Amendment Request types (sections) during this process.

FR4.2. 37





Formatted Table



















... [2725]

... [2723]

... [2729]

... [2727]

... [2730]

... [2728]

... [2724]

... [2726]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 319 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



BRULE301

Enter Amendment Changes The system shall display the entire Agreement but will not allow the user to update sections that have not been selected.

FR3.4. 1. 5 Is the Amendment for WFP? The system shall determine whether the Cooperating Sponsor submitting the changes to the Agreement is World Food Program.


FR3.4. 1. 6a Generate Agreement / Amendment

The system shall generate an Agreement Amendment based on the type of CS and Food Aid Program indicated in the Agreement. FR4.2. 15


FR4.2. 31

Maintain Food Aid Program Agreement Amendments The system shall allow the user to maintain the template language for the Food Aid Program Agreements Amendments by Program Type and Funding Source.


FR3.4. 1. 6b Generate Agreement / Amendment

The system shall assign the Agreement Amendment to the FAD Analyst assigned to the Agreement.


FR3.4. 1. 6c Generate Agreement / Amendment

The system shall alert the FAD Analyst to review the CS Agreement Amendment.


FR3.4. 1. 7a Generate Commitment Letter and Budget / Amendment

For WFP, the system shall generate a Commitment Letter and Budget Amendment based on the type of CS and Food Aid Program indicated in the Agreement.

FR4.2. 33

Maintain Food Aid Program Commitment Letter Amendments The system shall allow the user to maintain the template language for the Food Aid Program


Formatted

Formatted

Formatted Table

Formatted

Formatted



















... [2736]

... [2737]

... [2732]

... [2739]

... [2738]

... [2733]

... [2741]

... [2745]

... [2744]

... [2740]

... [2746]

... [2743]

... [2734]

... [2747]

... [2735]

... [2748]

... [2731]

... [2749]

... [2742]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 320 of of 429 6/0418/07





Formatted Table



Commitment Letters Amendments for World Food Program CS’s by Program Type and Funding Source.

FR3.4. 1. 7b Generate Commitment Letter and Budget / Amendment

For WFP, the system shall assign the Commitment Letter and Budget Amendment to the FAD Analyst assigned to the Agreement.


FR3.4. 1. 7c Generate Commitment Letter and Budget / Amendment

For WFP, the system shall alert the FAD Analyst to review the CS Commitment Letter and Budget Amendment.


FR3.5 Claims The system shall support the claims activities for all program types as relevant.

Mandatory Approved FAD Director’s Office, CS Agreement Executor, FAD Analyst, M&E Analyst, FAD Branch Chief, GSM/Associate Administrator

FR3.5. 1 Initiate Claim The system shall allow the users (M&E Analyst, FAD Analyst) to initiate a claim against an agreement.

Mandatory Approved M&E Analyst, FAD Analyst, FAD Branch Chief, FAD Director's Office

FR3.5. 1. 1 Select Agreement The system shall allow the users (M&E Analyst, FAD Analyst) to select an Agreement. BRULE303

Select Agreement The M&E Analyst or FAD Analyst will only be able to select an active agreement.

Mandatory Approved M&E Analyst, FAD Analyst

FR3.5. 1. 2a Select Claim Type The system shall display for the users (M&E Analyst, FAD Analyst) a table that will list the authorized and actual amounts for cash and monetization proceeds (if necessary) for the following three individual cost types: administrative, projects, and ITSH associated with the agreement.


FR3.5. 1. 2b Select Claim Type The system shall display for the users (M&E Analyst, FAD Analyst) Mandatory Approved M&E Analyst,

Formatted Table



















... [2750]

... [2754]

... [2755]

... [2751]

... [2756]

... [2757]

... [2752]

... [2753]

.rqs', Kar

quirement(

quirement(

quirement(






Formatted Table



a table that will list the authorized and actual commodity and freight costs for each commodity associated with the agreement.

FAD Analyst

FR3.5. 1. 2c Select Claim Type The system shall allow the user (M&E Analyst, FAD Analyst) to select the item to be claimed and provide the reason for the claim. Once the item is selected and submitted, the system shall send a notification to the Branch Chief indicating the claim type selection made by the M&E Analyst or FAD Analyst.


FR3.5. 1. 3a Has FAD Branch Chief Approved?

The system shall allow the user (FAD Branch Chief) to determine if the claim is to be approved.

Note: If the Branch Chief has approved the claim, then the system shall send the selected claimed item(s) to the Director’s Office for approval. If the Branch Chief has not approved the claim, then the system shall allow the Branch Chief to determine if there is an issue.


FR3.5. 1. 3b Has FAD Branch Chief Approved?

If the Branch Chief has approved the selected claimed item(s), then the system shall send a notification with the selected claimed item(s) to the Director’s Office for approval.


FR3.5. 1. 4a Has FAD Director’s Office Approved?

The system shall allow the user (FAD Director’s Office) to determine if the claim is to be approved.

Note: If the Director’s Office has approved the claim, then an approval notification will be sent to the M&E Analyst or FAD Analyst. If the Director’s Office has not approved the claim, then the Director’s Office will determine if there is an issue.


FR3.5. 1. 4b Has FAD Director’s Office Approved?

If the Director’s Office has approved the selected claimed item(s), then the system shall send an approval notification to the M&E Analyst or FAD Analyst.


FR3.5. 1. 5 Is there an Issue? If the Branch Chief or Director’s Office has not approved the selected claimed item(s), then the system shall allow the users (Director’s Office, Branch Chief) to determine if there is an issue.

Note: If there is an issue, then the system will allow the Director’s Office and Branch Chief to determine if there is any further action

Mandatory Approved FAD Director’s Office, FAD Branch Chief


Formatted Table












... [2758]

... [2761]

... [2760]

... [2759]




FAIS



required in the compliance evaluation section. If there is not an issue, then the system will send a denial notification for the claim to the M&E Analyst and FAD Analyst.

FR3.5. 1. 6 Send Denial Notification The system shall allow the user (FAD Director’s Office, FAD Branch Chief) to send a denial notification for the claim with the reason to the M&E Analyst and FAD Analyst explaining why the claim is invalid.

Mandatory Approved FAD Director’s Office, FAD Branch Chief

FR3.5. 1. 7 Calculate Individual Cost Type Total

Once the approval notification is sent to the M&E Analyst or FAD Analyst, the system shall calculate and display the individual cost type total to the users (M&E Analyst, FAD Analyst).

BRULE114

Calculate Individual Cost Type Total I. For each line item selected for cash or monetized proceeds, the total actual amount will be the amount to be claimed.

II. The Individual Cost type Total will be calculated using the following formulas: 1) For Total Administrative Claim Amount for cash aggregate each line item selected for Administrative with associated cash. 2) For Total Administrative Claim Amount for Monetization, aggregate each line item selected for Administrative with associated monetization. 3) For Total Projects Claim Amount for cash aggregate each line item selected for Projects with associated cash. 4) For Total Projects Claim Amount for Monetization, aggregate each line item selected for Projects with associated monetization. 5) For Total ITSH Claim Amount for cash aggregate each line item selected for ITSH with associated cash. 6) For Total ITSH Claim Amount for Monetization, aggregate each line item selected for ITSH with associated monetization. 7) For total Freight Claim Amount aggregate each line item selected for freight (tied to a specific commodity).







Formatted Table









Formatted Table

2

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 323 of of 429 6/0418/07





Formatted Table



8) For Total Commodity Claim Amount aggregate each line item selected for commodity.

FR3.5. 1. 8 Calculate Total Claim Amount

The system shall calculate and display the total claim amount to the users (M&E Analyst, FAD Analyst). BRULE115

Calculate Total Claim Amount I. The Total Claim Amount will be calculated by using the following formula:

Total Administrative Claim Amount for Cash +

Total Administrative Claim Amount for Monetization

+ Total Projects Claim Amount for Cash

+ Total Projects Claim Amount for Monetization

+ Total ITSH Claim Amount for Cash

+ Total ITSH Claim Amount for Monetization

+ Total Freight Claim Amount

+ Total Commodity Claim Amount


FR3.5. 10 Draft Second Demand Letter The system shall allow the users (M&E Analyst, FAD Analyst, FAD Director’s Office, FAD Branch Chief, GSM/Associate Administrator) to respond to the appeal letter.

Mandatory Approved M&E Analyst, FAD Analyst, FAD Director’s Office, FAD Branch Chief, GSM/Associate Administrator

FR3.5. 2 Request Claim The system shall allow the users (M&E Analyst, FAD Analyst) to process the request for a claim.


FR3.5. 2. 1 Select Standard Claim Clauses

The system shall allow the users (M&E Analyst, FAD Analyst) to select standard claim clauses. FR4.2. 81


Formatted Table

















... [2766]

... [2763]

... [2765]

... [2768]

... [2762]

... [2764]

... [2767]

.rqs', Kar

quirement(

quirement(






Formatted Table



Maintain Claim Letter (First Demand) The system shall allow the user (FAD Director's Office) to maintain the standard claim demand clauses for the claim letter (demand letter).

FR3.5. 2. 2a Modify Claim Language The system shall display and include in the Claim Letter the CS Name, CS Contact Name, and CS Address information associated to the agreement.

FR4.2. 6




FR3.5. 2. 2b Modify Claim Language The system shall display and include in the Claim Letter the selected claim item(s), Agreement Number, and the selected standard claim clauses.


FR3.5. 2. 2c Modify Claim Language The system shall allow the users (M&E Analyst, FAD Analyst) to Mandatory Approved M&E Analyst,


Formatted Table










... [2770]

... [2771]

... [2769]


quirement(

quirement(

quirement(


FAIS


Page Page 325 of of 429 6/0418/07





Formatted Table



modify the claim language in the claim letter. FAD Analyst

FR3.5. 2. 3 Submit Claim The system shall allow the users (M&E Analyst, FAD Analyst) to enter the interest rate that will be included in the claim letter. Once the interest rate is entered and included in the claim letter, the users (M&E Analyst, FAD Analyst) will submit the claim letter.


FR3.5. 3 Has Clearance been Received?

The system shall allow the users (FAD Branch Chief, FAD Director’s Office) to determine if a claim should be cleared.

Mandatory Approved FAD Branch Chief, FAD Director’s Office

FR3.5. 3. 1 Has FAD Branch Chief Cleared the Claim Letter?

The system shall allow the user (FAD Branch Chief) to clear the claim letter.

Note: If the Branch Chief has cleared the claim letter, then the Director’s Office will determine if the claim letter should be cleared. If the Branch Chief has not cleared the claim letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst.


FR3.5. 3. 2 Has FAD Director’s Office Cleared the Claim Letter?

The system shall allow the user (FAD Director’s Office) to clear the claim letter.

Note: If the Director’s Office has cleared the claim letter, then the Office of General Counsel will determine if the claim letter should be cleared. If the Director’s Office has not cleared the claim letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst and the Branch Chief.


FR3.5. 3. 3a Send Modification Notification

The If the FAD Branch Chief does not clear the claim letter, then the system shall allow the user (FAD Branch Chief, FAD Director’s Office) to send a modification notification to the M&E Analyst andor FAD Analyst with the reason why the claim letter has not been cleared and will need to be modified.

Mandatory Approved FAD Branch Chief, FAD Director’s Office

FR3.5. 3. 3b Send Modification Notification

If the FAD Director's Office does not clear the claim letter, then the system shall allow the user (FAD Director's Office) to send a modification notification to the M&E Analyst or FAD Analyst and the FAD Branch Chief with the reason why the claim letter has not been cleared and will need to be modified.


Formatted Table












... [2772]

... [2774]

... [2773]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 326 of of 429 6/0418/07





Formatted Table



FR3.5. 5 Should a Claim be Filed? The system shall allow the users (GSM/Associate Administrator) to determine if a claim should be filed against an agreement.

Mandatory Approved GSM/Associate Administrator, M&E Analyst, FAD Analyst

FR3.5. 5. 1a Should a Claim be Filed? Once the Office of General Counsel has cleared the claim letter, then the system shall allow the users (General Sales Manager/Associate Administrator) to determine if a claim should be filed.

Note: If a claim should be filed, then a notification will be sent to the M&E Analyst or FAD Analyst indicating that a claim should be filed. If a claim should not be filed, then a notification will be sent to the M&E Analyst or FAD Analyst indicating that further action may be required.


FR3.5. 5. 1b Should a Claim be Filed? If a claim should not be filed, then the system shall send a notification to the M&E Analyst or FAD Analyst indicating that the claim should not be filed and to determine if any further action is required.


FR3.5. 5. 2 Send Notification The system shall allow the user (General Sales Manager/Associate Administrator) to send a notification to the M&E Analyst or FAD Analyst indicating that a claim should be filed with comments for any modifications.


FR3.5. 5. 3 Are there Modifications? The system shall allow the users (M&E Analyst, FAD Analyst) to determine if there are modifications to the claim letter.

Note: If there are modifications to the claim letter, then the M&E Analyst or FAD Analyst will enter modifications to the claim. If there are no modifications to the claim letter, then the system will generate the claim number.


FR3.5. 5. 4 Enter Modifications The system shall allow the users (M&E Analyst, FAD Analyst) to modify the claim letter.


FR3.5. 5. 5 Generate Claim Number The system shall generate and display the Claim Number to the user (M&E Analyst, FAD Analyst). BRULE116


Formatted Table

Formatted Table



















... [2777]

... [2776]

... [2779]

... [2780]

... [2781]

... [2782]

... [2778]

... [2783]

... [2775]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS



Generate Claim Number I. The Claim Number will be generated in the following format:

1) The first two digits of the Claim Number will be the last two digits of the Bill-To Fiscal Year; 2) Then there will be a dash mark; 3) The next component will be the 3-digit alpha or numeric Program Type; 5) Then there will be a dash mark; 6) The next component will be ‘CL’ 7) Then there will be a dash mark; and 8) The last component will be 3-digit auto-generated Incremental number per the Program Type and Fiscal Year.

For example: 06-FFP-CL-001

FR3.5. 5. 6 File Claim and Send Notification

The system shall allow the users (M&E Analyst, FAD Analyst) to submit the claim letter and send a notification to the Director’s Office with the claim letter.


FR3.5. 5. 7 Append Director’s Office’s e-Signature to Letter

The system shall allow the user (FAD Director’s Office) to include the e-Signature on the claim letter.


FR3.5. 5. 8 Send Letter Once the Director’s Office e-signature has been appended, then the system shall send the claim letter to the CS with an e-Signature as well as the response due date.

BRULE117

Send Letter I. The Response Due Date will be calculated using the following formula:

Current Date + 30 Days


FR3.5. 6 What is the Claim’s Response?

The system shall allow the user (CS Agreement Executor, Carrier) to determine the claim response.

Mandatory Approved CS Agreement Executor, Carrier

FR3.5. 6. 1 Does an Extension Need to The system shall allow the user (CS Agreement Executor, Carrier) Mandatory Approved CS Agreement





Formatted Table






Comment [REPEAT2524]: ReqPro: FRRequirement:ReqPro|1.1|Requirement( 'P:\Requisite ... [2784]

Formatted Table









... [2786]

... [2788]

... [2787]

... [2785]


3-

ttributeVal

quirement(

quirement(

quirement(






Formatted Table



be Filed? to determine if an extension needs to be filed

Note: If the CS or Carrier determines that an extension needs to be filed, then the number of days for the extension will be entered. If the CS or Carrier determines that an extension does not need to be filed, then the CS or Carrier will determine what the claim response will be.

Executor, Carrier

FR3.5. 6. 2 Enter Number of Days of Extension

The system shall allow the user (CS Agreement Executor, Carrier) to enter the number of days for the extension.

The system will send an on-screen alert to the user (CS Agreement Executor, Carrier) to modify the number of days entered since they have exceeded the total number of days allowed.

Note: The user will not be able to file an extension if the number of days entered exceeds the total number of days allowed (30).

BRULE118

Enter Number of Days of Extension I. The number of days entered cannot exceed 30.


FR3.5. 6. 3 Send Extension Notification to the Analyst

The system shall send an extension notification to the M&E Analyst or FAD Analyst with the number of days requested for the extension. Once the notification is sent, the system shall display the new response due date to the CS or Carrier.


FR3.5. 6. 4 Has Number of Days Elapsed?

The system shall determine if the number of days for the extension has elapsed.

Note: If the number of days specified has elapsed, then the system shall send a notification to the CS or Carrier. If the number of days specified has not elapsed, then the system shall continue to check if the response to the claim has been determined until the number of days has elapsed.


FR3.5. 6. 5a What is the Claim’s Response?

The system shall allow the user (CS Agreement Executor, Carrier) to determine the response to the claim.

Note: If response to the claim is payment, then the CS or Carrier will proceed to making a payment. If the response to the claim is filing an appeal, then the CS or Carrier will proceed with filing an appeal.



Formatted Table












... [2790]

... [2791]

... [2793]

... [2792]

... [2789]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 329 of of 429 6/0418/07





Formatted Table



FR3.5. 6. 5b What is the Claim’s Response?

The system shall send an on-screen alert to the user (CS Agreement Executor, Carrier) to pay the claim if the number of times to appeal the claim has been exceeded.

BRULE251

What is the Claim's Response? 1. The user cannot appeal a claim more than two times - once against the original claim letter and once against the claim response letter.


FR3.5. 7 File Appeal The system shall allow the user (CS Agreement Executor, Carrier) to file an appeal against a claim.

Mandatory Approved CS Agreement Executor, CS Director, Carrier, Carrier Director

FR3.5. 7. 1a Draft Appeal Letter The system shall allow the user (CS Agreement Executor, Carrier) to draft an appeal letter by entering free form remarks. The Claim Number will be included in the appeal letter.


FR3.5. 7. 1b Draft Appeal Letter The system shall display and include in the appeal letter the FAS Contact Information to the user (CS Agreement Executor, Carrier). Once the appeal letter is drafted, the system shall send a notification to the CS Director or Carrier Director to review the appeal letter.

FR4.2. 8



FR3.5. 7. 2a Does the Director Approve the Letter?

The system shall allow the user (CS Director, Carrier Director) to determine if the appeal letter should be approved.

Note: If the CS Director or Carrier Director approves the appeal letter, then the appeal letter can be submitted. If the CS Director or Carrier Director does not approve the appeal letter, then a modification notification will be sent to the CS Agreement Executor

Mandatory Approved CS Director, Carrier Director

Formatted Table



















... [2794]

... [2799]

... [2798]

... [2800]

... [2796]

... [2801]

... [2795]

... [2797]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 330 of of 429 6/0418/07





Formatted Table



or Carrier with the reason.

FR3.5. 7. 2b Does the Director Approve the Letter?

The system shall allow the user (CS Director, Carrier Director) to send a modification notification with the reason to the CS Agreement Executor or Carrier.


FR3.5. 7. 3 Submit Appeal Letter Once the CS Director or Carrier Director approves the appeal letter, the system shall submit the appeal letter. Once the appeal letter is submitted, the system shall send an on-screen alert to the CS Director or Carrier Director to determine if any documents should be attached.


FR3.5. 7. 4a Are there Documents to be Attached?

The system shall allow the user (CS Director, Carrier Director) to determine if there are any documents to be attached to the appeal letter.

Note: If there are documents to be attached to the appeal letter, then the CS Director or Carrier Director will attach the documents in the compliance evaluation section. If there are no documents to be attached to the appeal letter, then the M&E Analyst or FAD Analyst will recommend if any money is owed.


FR3.5. 7. 4b Are there Documents to be Attached?

Once the documents are attached (if necessary), then the system shall send a notification to the assigned M&E Analyst or FAD Analyst to review the appeal letter and any associated documents.


FR3.5. 8 Pay Claim The system shall allow the user (CS Agreement Executor, Carrier) to pay their claim.


FR3.5. 8. 1 Is the Current Date Past the Claim Response Due Date?

The system shall determine if the current due date is past the claim response due date.

Note: If the current due date specified is past the claim response due date, then interest will be calculated. If the current due date specified has not past the claim response due date, then the claim refund request will be created.

BRULE252

Is the Current Date Past the Claim Response Due Date? I. The number of days interest is due is calculated using the following formula:

Current Date – Claims Response Due Date


Formatted Table

















... [2806]

... [2805]

... [2803]

... [2808]

... [2802]

... [2804]

... [2807]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 331 of of 429 6/0418/07





Formatted Table



II. If the number of days interest is due is zero or less than zero, then the interest will not be calculated.

FR3.5. 8. 2 Calculate Interest The system shall calculate, display, and store the Total Interest Due. BRULE253

Calculate Interest I. The total interest due is calculated using the following formula:

The number of days interest is due X (interest rate X Principal)


FR3.5. 8. 3a Create Claim Refund Request

The system shall calculate, display, and store the total claim refund request amount. BRULE254

Create Claim Refund Request I. The total claim refund request amount is calculated using the following formula:

Total Claim Amount (for All Individual Cost Types) + Total Interest Due


FR3.5. 8. 3b Create Claim Refund Request

The system shall create and display the claim refund request with the amount due for each individual cost type and the total claim amount. In addition, if there is interest then the system will also include the interest amount in the claim refund request.


FR3.5. 9 Is Money Owed? The system shall allow the users (M&E Analyst, FAD Analyst, FAD Director’s Office, FAD Branch Chief) to determine if money is owed.

Mandatory Approved M&E Analyst, FAD Analyst, FAD Director’s Office, FAD Branch Chief

FR3.5. 9. 1 Review Appeal Letter The system shall display the Appeal Letter and any associated documents to the user (M&E Analyst, FAD Analyst) for review.


FR3.5. 9. 2a Propose Recommendation The system shall allow the user (M&E Analyst, FAD Analyst) to enter a proposed recommendation for the appeal (recommend


Formatted Table





















... [2815]

... [2816]

... [2811]

... [2814]

... [2817]

... [2812]

... [2809]

... [2818]

... [2813]

... [2810]

.rqs', Kar

quirement(

quirement(

quirement(






Formatted Table



payment or waiver of payment). The user will need to provide comments to justify the recommendation.

FR3.5. 9. 2b Propose Recommendation If the recommendation is for payment, then the system shall allow the user (M&E Analyst, FAD Analyst) to adjust the amounts for each individual cost type if necessary.


FR3.5. 9. 2c Propose Recommendation Once the recommendation is made, the system shall send a notification to the Branch Chief to review the appeal letter and any associated documents along with the recommendation proposed by the M&E Analyst or FAD Analyst.


FR3.5. 9. 3 Does FAD Branch Chief Agree with the Recommendation?

The system shall allow the user (FAD Branch Chief) to determine if the recommendation for the appeal letter should be approved.

Note: If the Branch Chief agrees with the recommendation, then the recommendation will be sent to the Director’s Office for approval. If the Branch Chief does not agree with the recommendation, then a modification notification with the reason will be sent by the Branch Chief with the reason to the M&E Analyst or FAD Analyst.


FR3.5. 9. 4a Send Modification Notification

If the Branch Chief disagrees with the recommendation proposed by the M&E or FAD Analyst, then the system shall allow the user (FAD Branch Chief) to send a modification notification to the M&E Analyst and FAD Analyst with the reason why the recommendation has not been approved and will need to be modified.


FR3.5. 9. 4b Send Modification Notification

If the Director’s Office disagrees with the recommendation proposed by the M&E or FAD Analyst, then the system shall allow the user (FAD Director’s Office) to send a modification notification to the M&E Analyst or FAD Analyst and the Branch Chief with the reason why the recommendation has not been approved and will need to be modified.


FR3.5. 9. 5 Does FAD Director’s Office Agree with the Recommendation?

The system shall allow the user (FAD Director’s Office) to determine if the recommendation for the appeal letter should be approved.

Note: If the Director's Office agrees with the recommendation that payment should not be made, then the final determination letter will



Formatted Table












... [2819]

... [2822]

... [2821]

... [2820]



3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



be drafted. If the Director's Office agrees with the recommendation that payment should be made, then the response letter will be drafted. If the Director's Office disagrees with the recommendation, then a modification notification will be sent by the Director's Office with the reason to the M&E Analyst or FAD Analyst and the Branch Chief.

FR3.5.10. 1a Draft Second Demand (Response) Letter

The system shall allow the user (M&E Analyst, FAD Analyst) to select standard claim second demand clauses. FR4.2. 82

Maintain Claim Letter (Second Demand) The system shall allow the user (FAD Director's Office) to maintain the standard claim second demand clauses for the claim response letter.


FR3.5.10. 1b Draft Second Demand (Response) Letter

The system shall allow the users (M&E Analyst, FAD Analyst) to modify the claim language in the second demand letter.


FR3.5.10. 1c Draft Second Demand (Response) Letter

The system shall display and include in the second demand letter the CS Name, CS Contact Name, and CS Address information associated to the agreement.

FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address,


Formatted Table















... [2826]

... [2824]

... [2828]

... [2823]

... [2827]

... [2825]


quirement(






Formatted Table



Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR3.5.10. 1d Draft Second Demand (Response) Letter

The system shall display and include in the second demand letter the Agreement Number, the selected standard response demand clauses, claim number, and any adjusted amounts. Once the response letter is drafted, the system shall send a notification to the Director’s Office to review the response letter.


FR3.5.10. 2 Does the FAD Director’s Office Approve the Second Demand Letter?

The system shall allow the user (FAD Director’s Office) to determine if the second demand letter should be approved.

Note: If the Director’s Office approves the second demand letter, then the second demand letter will be submitted to the General Sales Manager or Associate Administrator. If the Director’s Office does not approve the second demand letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst with the reason.


FR3.5.10. 3a Send Modification Notification

The system shall allow the user (FAD Director’s Office) to send a modification notification to the M&E Analyst or FAD Analyst with the reason why the second demand letter has not been approved and will need to be modified.


FR3.5.10. 3b Send Modification Notification

The system shall allow the user (GSM/ Associate Administrator) to send a modification notification to the M&E Analyst or FAD Analyst and Director’s Office with the reason why the second demand letter has not been approved and will need to be modified.


FR3.5.10. 4 Does the GSM/Associate Administrator Approve the Second Demand Letter?

The system shall allow the user (GSM/Associate Administrator) to determine if the second demand letter should be approved.

Note: If the General Sales Manager or Associate Administrator approves the second demand letter, then the second demand letter will be submitted to the CS. If the General Sales Manager or Associate Administrator does not approve the second demand


Formatted Table












ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 335 of of 429 6/0418/07





Formatted Table



letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst and Director’s Office with the reason.

FR3.5.10. 5 Submit Second Demand Letter

The system shall allow the users (GSM/Associate Administrator) to submit the second demand letter. The second demand letter will include the General Sales Manager’s or Associate Administrator’s e-Signature.

Once the General Sales Manager’s or Associate Administrator’s e-signature has been appended, the system shall send the second demand letter to the CS.


FR3.5.11 Closeout Claim The system shall allow the users (M&E Analyst, FAD Analyst, FAD Director’s Office, GSM/Associate Administrator) to closeout the claim.

Mandatory Approved M&E Analyst, FAD Analyst, FAD Director’s Office, GSM/Associate Administrator

FR3.5.11. 1a Draft Final Claim Determination Letter

The system shall allow the users (M&E Analyst, FAD Analyst) to select standard final claim determination clauses. FR4.2. 83

Maintain Claim Letter (Final Claim Determination) The system shall allow the user (FAD Director's Office) to maintain the standard claim response clauses for the final determination letter.


FR3.5.11. 1b Draft Final Claim Determination Letter

The system shall allow the users (M&E Analyst, FAD Analyst) to modify the claim language in the final claim determination letter.


FR3.5.11. 1c Draft Final Claim Determination Letter

The system shall display and include in the final claim determination letter the CS Name, CS Contact Name, and CS Address information associated to the agreement.

FR4.2. 6


The system shall allow the CS Director to maintain the Cooperating Sponsor Organization


Formatted Table



















... [2832]

... [2834]

... [2830]

... [2836]

... [2837]

... [2835]

... [2833]

... [2831]


FAIS



list. The Cooperating Sponsor Organization list should include: - CS Long Name - CS Short Name - Type of CS - PVO, NGO, Foreign Govt, United Nations - CS e-mail address - CS physical address - US - CS physical address - Foreign based - Contact(s) Information – (Last Name, First Name, Middle Name, Title Prefix, Phone Number, Extension, Fax Number, Email Address, Title, Duties Authority, Last Verified, Office, Agreement Signature (Y/N), FAS Letters (Y/N), USAID Approved (Y/N), FAIS User Role, Comments) - Faith Based (Y/N) - Community Based (Y/N)

FR3.5.11. 1d Draft Final Claim Determination Letter

The system shall allow the user (M&E Analyst, FAD Analyst) to indicate if the agreement will be closed out.


FR3.5.11. 1e Draft Final Claim Determination Letter

The system shall display and include in the final claim determination letter the Agreement Number, the selected standard final claim determination clauses, claim number, agreement closeout indication, and any amounts.

If the final claim determination letter is drafted after FMD confirms the refund amount, then the amount refunded will be included in the letter. If the final claim determination letter is drafted after the Director’s Office determines to waive the claim, then no amount will be listed as there no longer is an amount to be claimed.

Once the final claim determination letter is drafted, the system shall send a notification to the Director’s Office to review the final claim determination letter.


FR3.5.11. 2 Does the Director’s Office Approve the Final Claim Determination Letter?

The system shall allow the user (FAD Director’s Office) to determine if the final claim determination letter should be approved.






Formatted Table








quirement(






Formatted Table



Note: If the Director’s Office approves the final claim determination letter, then the final claim determination letter will be sent to the General Sales Manager or Associate Administrator for approval. If the Director’s Office does not approve the final claim determination letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst with the reason.

FR3.5.11. 3 Does the GSM/Associate Administrator Approve the Final Claim Determination Letter?

The system shall allow the user (GSM/Associate Administrator) to determine if the final claim determination letter should be approved.

Note: If the General Sales Manager or Associate Administrator approves the final claim determination letter, then the system will check if the agreement will be closed out. If the General Sales Manager or Associate Administrator does not approve the final claim determination letter, then a modification notification will be sent to the M&E Analyst or FAD Analyst and Director’s Office with the reason.


FR3.5.11. 4a Send Modification Notification

The system shall allow the user (FAD Director’s Office) to send a modification notification to the M&E Analyst or FAD Analyst with the reason why the final claim determination letter has not been approved and will need to be modified.


FR3.5.11. 4b Send Modification Notification

The system shall allow the user (GSM/Associate Administrator) to send a modification notification to the M&E Analyst or FAD Analyst and Director’s Office with the reason why the final claim determination letter has not been approved and will need to be modified.


FR3.5.11. 5 Does This Initiate the Closeout of the Agreement?

The system shall determine if the final claim determination letter indicated that the agreement will be closed out.

Note: If it is determined that the agreement should be closed out, then the closeout process will be initiated.


FR3.5.11. 6 Submit Final Claim Determination Letter

The system shall allow the users (GSM/Associate Administrator) to submit the final claim determination letter. The final claim determination letter will include the General Sales Manager’s or Associate Administrator’s e-Signature.


Formatted Table












.rqs', Kar

ationship('P

ttributeVal

quirement(






Formatted Table



Once the General Sales Manager’s or Associate Administrator’s e-signature has been appended, the system shall send the final claim determination letter to the CS.

FR3.6 Compliance and Evaluation The system shall support the Compliance & Evaluation activities for all FAS Food Aid programs.

Mandatory Approved CS Director, CS Agreement Executor, FAD Director's Office, M&E Director's Office, FAD Branch Chief , M&E Branch Chief, FAD Analyst, M&E Analyst

FR3.6. 4 Receive Compliance Review and/or CS Audit/Evaluation

The system shall allow the user to upload a compliance review, CS audit and/or CS evaluation.

Mandatory Approved FAD Director's Office, M&E Director's Office, CS Agreement Executor

FR3.6. 4. 1 Determine Type of Upload The system shall allow the user to determine the type of document being uploaded. Types of documents shall include compliance review, CS audit, or CS evaluation. The selected type of document will be stored in the system.

The system shall allow the user to generate and send a request for a compliance review to the Compliance Review Staff.

The system shall allow the user to generate and send a request for a CS audit and/or CS evaluation to the CS.

FR4.2. 89

Maintain Type of Document List The system shall allow the user to maintain the Type of Document list. The Type of Document list should include: - Compliance Review - CS Audit - CS Evaluation

Mandatory Approved FAD Director’s Office, CS Agreement Executor

FR3.6. 4. 2 Agreement(s) Specific? The system shall allow the user to select whether the compliance review, CS audit, or CS evaluation is being submitted for a CS or for a CS and a specific agreement(s).

Note: If the CS audit/CS NICRA or CS evaluation being submitted is



Formatted Table












... [2841]

... [2839]

... [2842]

... [2840]



3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



not specific to an agreement(s) then indicate year and proceed with uploading the document. If the CS audit, CS evaluation, or compliance review being submitted is specific to an agreement(s) select the agreement number(s).

If the CS is submitting a NICRA, the CS will need to enter the Type of Rate, Rate, and Base to the NICRA.

FR3.6. 4. 3a Select Specific Agreement Number(s) - CS Audit and CS Evaluation

The system shall display the following information for each open agreement per Cooperating Sponsor:

Cooperating Sponsor (defaulted and locked to CS name based on login) Agreement Number Recipient Agency (pre-populated dropdown desirable, textbox mandatory) Fiscal Year of Agreement Destination Country Food Aid Program

The system shall allow the user to select and submit the agreement number(s), applicable Recipient Agency(s), year of audit/NICRA. The selected agreement number(s), applicable Recipient Agency(s), year of audit/NICRA will be stored in the system.

Note: The list should be pre-populated with Recipient Agency’s submitted in Submit Progress Reports and Success Stories. (desirable)

FR4.2. 90

Maintain Recipient Agency List The system shall allow the user to maintain the Recipient Agency List.


FR3.6. 4. 3b Select Specific Agreement Number(s) – Compliance Review


Cooperating Sponsor (defaulted and locked to CS name based on login) Agreement Number Recipient Agency (pre-populated dropdown desirable, textbox mandatory) Fiscal Year of Agreement Destination Country Food Aid Program

FR4.2. 90




Formatted Table












... [2845]

... [2847]

... [2844]

... [2846]

... [2843]



FAIS




Note: The list should be pre-populated with Recipient Agency’s submitted in Submit Progress Reports and Success Stories. (desirable)The system shall allow the user to select the applicable CS.

The system shall display the following information for each open agreement per Cooperating Sponsor: Cooperating Sponsor (defaulted and locked to selected CS) Agreement Number Recipient Agency (pre-populated dropdown desirable, textbox mandatory) Fiscal Year of Agreement Destination Country Food Aid Program

The system shall allow the user to select and submit the agreement number(s) and applicable Recipient Agency(s). The selected agreement number(s) and applicable Recipient Agency(s) will be stored in the system.


FR3.6. 4. 4 Select Recipient Agency(s) Names, if applicable


Cooperating Sponsor (defaulted and locked to CS name based on login) Agreement Number Recipient Agency (pre-populated dropdown desirable, textbox mandatory) Fiscal Year of Agreement Destination Country

FR4.2. 90








Formatted Table







Formatted Table

2


FAIS



Food Aid Program


Note: The list should be pre-populated with Recipient Agency’s submitted in Submit Progress Reports and Success Stories. (desirable)The system shall allow the user to select the applicable CS.


Cooperating Sponsor (defaulted and locked to selected CS) Agreement Number Recipient Agency (pre-populated dropdown desirable, textbox mandatory) Fiscal Year of Agreement Destination Country Food Aid Program

The system shall allow the user to select and submit the agreement number(s) and applicable Recipient Agency(s). The selected agreement number(s) and applicable Recipient Agency(s) will be stored in the system.






Formatted Table



Formatted Table

FR3.6. 4. 5 Upload Audit/Evaluation/Compliance Review

The system shall prompt the user to upload the audit, evaluation, Mandatory Approved FAD Director’s and/or compliance review. Office, CS

Agreement The system shall allow the user to browse, select, and upload one Executor or more documents that are stored locally on the user's computer.

The system shall allow the user to upload and store multiple file types including: MS PPT, MS Excel, MS Word, MS Access, and


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 342 of of 429 6/0418/07





Formatted Table



PDF file.

The system shall allow the user to enter comments about the document being uploaded.

FR3.6. 4. 6a Send to Director’s Office Queue

The system shall send compliance reviews and CS audits to the FAD Director’s Office queue. BRULE77

Send to Director’s Office Queue Documents will be manually assigned to the Analysts by the Director’s Office.


FR3.6. 4. 6b Send to Director’s Office Queue

The system shall send CS evaluations to the Monitoring and Evaluation (M&E) Director’s Office queue. Alerts will be sent based on roles defined from Maintain System Data.

BRULE78

Send to Director’s Office Queue Documents will be manually assigned to the Analysts by the Director’s Office

Mandatory Approved M&E Director’s Office

FR3.6. 5 Is Any Further Action Required?

The system shall allow the FAD and/or M&E staffs to review the compliance review, CS audit, Ad-Hoc review, CS evaluation, Ad-Hoc evaluation, CS Progress Reports, and responses from the CS for an identified issue and determine if any further action is required.

Mandatory Approved FAD Director's Office, M & E Director's Office, FAD Branch Chief , M&E Branch Chief, FAD Analyst, M&E Analyst

FR3.6. 5. 1a Receive Compliance Review and/or CS Audit

The system shall allow the user to retrieve and view the compliance review and/or CS audit for a CS from their queue after it has been uploaded into the system.


FR3.6. 5. 1b Receive Compliance Review and/or CS Audit

The system shall send documents to the assigned Analysts queue for review. Documents are assigned based on the proposal / agreement assignment.

The system shall allow the Director’s Office to manually assign documents that are not associated with an agreement.


Formatted Table



















... [2848]

... [2853]

... [2854]

... [2852]

... [2850]

... [2855]

... [2849]

... [2851]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 343 of of 429 6/0418/07





Formatted Table



FR3.6. 5. 2a Receive CS Evaluation and/or Ad-Hoc Evaluation

The system shall allow the user to retrieve and view the CS evaluation and/or Ad-Hoc evaluation for a CS from their queue after it has been uploaded into the system.

Mandatory Approved M&E Analyst

FR3.6. 5. 2b Receive CS Evaluation and/or Ad-Hoc Evaluation



Mandatory Approved M&E Analyst

FR3.6. 5. 3a Receive Progress Report and Comparison Outcomes

The system shall allow the user to receive the progress report comparison outcomes and the progress report after it has been entered into the system.


FR3.6. 5. 3b Receive Progress Report and Comparison Outcomes




FR3.6. 5. 4a Receive Response for Identified Issue

The system shall allow the user to retrieve and view the CS response for an identified issue from the Send Issue Letter and Receive CS Response activity from their queue.

Mandatory Approved FAD Analyst, M&E Analyst

FR3.6. 5. 4b Receive Response for Identified Issue

The system shall send documents to the assigned Analysts queue for review. Documents are assigned based on the initial reviewer of the incoming document and identified the initial issue.



FR3.6. 5. 5a Conduct Review of Findings The system shall allow the user to conduct a review of the findings and provide comments.

The system shall allow the user to generate and send a request for a Project Status Report, Financial Report, and/or Tax Certification Report to the CS.

BRULE248

Conduct Review of Findings 1) Documents will be sent to the assigned Analysts queue for review. Review assignments are based on agreement assignment.

Optional Approved FAD Analyst, M&E Analyst

Formatted Table



















... [2858]

... [2860]

... [2856]

... [2857]

... [2862]

... [2861]

... [2863]

... [2859]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 344 of of 429 6/0418/07





Formatted Table



2) If any of the documents are not associated with an agreement, the assignment will be done manually by the Director's Office.

FR3.6. 5. 5b Conduct Review of Findings - compliance review, CS audit, CS evaluation

The system shall allow the user to view the Compliance Review, CS Audit, CS Evaluation, and/or Ad-hoc Review.

The system shall allow the user to indicate (Y/N) if there were findings that require follow up action. The selected information will be stored in the system.


FR3.6. 5. 5c Conduct Review of Findings - compliance review, CS audit, CS evaluation

The system shall allow the user to enter comments about the findings that require follow up action.


FR3.6. 5. 5d Conduct Review of Findings - compliance review, CS audit, CS evaluation

The system shall allow the user to indicate (Y/N) if there were benefits to the program, evaluation, or agreement. The selected information will be stored in the system.


FR3.6. 5. 5e Conduct Review of Findings - compliance review, CS audit, CS evaluation

The system shall allow the user to enter comments about the benefits to the program, evaluation, or agreement.

If findings are identified, the system shall allow the user to recommend a follow up action.


FR3.6. 5. 5f Conduct Review of Findings - compliance review, CS audit, CS evaluation

The system shall allow the user to enter comments about the lessons learned.



FR3.6. 5. 5g Conduct Review of Findings - Progress Reports and Comparison Outcomes

The system shall allow the user to view the Progress Reports and Comparison Outcomes.

The system shall allow the user to view the applicable sections of the Agreement.


FR3.6. 5. 5h Conduct Review of Findings - Progress Reports and Comparison Outcomes


Desirable Approved FAD Analyst, M&E Analyst

Formatted Table















... [2866]

... [2864]

... [2868]

... [2867]

... [2865]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 345 of of 429 6/0418/07





Formatted Table



FR3.6. 5. 5i Conduct Review of Findings - Receive Response for Identified Issue

If additional information has been received from the CS under Send Issue Letter and Receive CS Response, then the system shall allow the user to view the CS response for an identified issue.

The system shall allow the user to indicate (Y/N) if there were findings that require follow up action. The selected information will be stored in the system.


FR3.6. 5. 5j Conduct Review of Findings - Receive Response for Identified Issue



FR3.6. 5. 6 Are there findings? The system shall allow the user to indicate (Y/N) if there were findings that require follow up action. The selected information will be stored in the system.




FR3.6. 5. 7a Propose Recommended Action

The system shall allow the user to select which type of action(s) to recommend to the Director's Office.

If multiple actions are required, the system shall allow the user to rank the actions in order to determine their recommended sequence of execution.

The system shall allow the user to enter comments about the action(s) recommended.

The system shall allow the user to select a CS Agreement(s) that is impacted by the proposed recommended action.

BRULE79

Propose Recommended Action 1) The appropriate Branch Chief will review the Analyst recommendation action if a Progress Report and/or Ad-Hoc Review is being reviewed. 2) Alert will be sent to the Director's Office stating which action has been recommended.

Mandatory Approved FAD Analyst, M & E Analyst, FAD Branch Chief, M&E Branch Chief

FR3.6. 5. 7b Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is to create a draft letter. The selected information will be stored in the system.


FR3.6. 5. 7c Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is to suspend the agreement. The selected


Formatted Table

















... [2872]

... [2873]

... [2870]

... [2869]

... [2875]

... [2871]

... [2874]


FAIS



information will be stored in the system.

FR3.6. 5. 7d Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is to establish a performance plan. The selected information will be stored in the system.


FR3.6. 5. 7e Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is to request a claim. The selected information will be stored in the system.

The system shall display for the users a table that will list the authorized and actual amounts for cash and monetization proceeds (if necessary) for the following three individual cost types: administrative, projects, and ITSH associated with the agreement. The system shall allow the user to select the item to be claimed.

The system shall display for the users a table that will list the authorized and actual commodity and freights costs for each commodity associated with the agreement. The system shall allow the user to select the item to be claimed.

The system shall calculate and display the individual cost type total to the users.

The system shall calculate and display the total claim amount to the users

BRULE250

Propose Recommended Action 1) Calculate Individual Cost Type Total The Individual Cost type Total will be calculated using the following formulas: a) For Total Administrative Claim Amount for cash aggregate each line item selected for Administrative with associated cash. b) For Total Administrative Claim Amount for Monetization, aggregate each line item selected for Administrative with associated monetization. c) For Total Projects Claim Amount for cash aggregate each line item selected for Projects with associated cash. d) For Total Projects Claim Amount for Monetization, aggregate each line item selected for Projects with associated monetization. e) For Total ITSH Claim Amount for cash aggregate each line item selected for ITSH with associated cash. f) For Total ITSH Claim Amount for Monetization, aggregate each line item selected for ITSH with associated monetization. g) For total Freight Claim Amount aggregate each line item selected for freight (tied to a specific commodity). h) For Total Commodity Claim Amount aggregate each line item selected for commodity. 2) Calculate Total Claim Amount The Total Claim Amount will be calculated by using the following formula: (Total Administrative Claim Amount for Cash +







Formatted Table









Formatted Table

2

.rqs', Kar

ationship('P

ttributeVal

quirement(






Formatted Table



Total Administrative Claim Amount for Monetization + Total Projects Claim Amount for Cash + Total Projects Claim Amount for Monetization + Total ITSH Claim Amount for Cash + Total ITSH Claim Amount for Monetization + Total Freight Claim Amount + Total Commodity Claim Amount)

FR3.6. 5. 7f Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is to request an Agreement amendment. The selected information will be stored in the system.


FR3.6. 5. 7g Propose Recommended Action

The system shall allow the user to indicate (Y/N) if the recommended action is no action. The selected information will be stored in the system.


FR3.6. 5. 8a Which Action is Required? The system shall allow the user to select which type of action(s) is required.

If multiple actions are required, the system shall allow the user to rank the actions in order to determine their sequence of execution.

The system shall allow the user to enter comments about the action(s) required.

The system shall allow the user to select a CS Agreement(s) that is impacted by the recommended action.

BRULE80

Which Action is Required? 1) If more than one action is chosen, only one action can be taken at a time. Subsequent actions will be put in a queue and will be executed one at a time in order specified by the user. 2) Multiple paths can be chosen for a CS or CS associated with a specific agreement(s). 3) Actions can be taken on multiple agreements. 4) Further action can be taken on an agreement that is suspended. 5) The system shall send an email alert to the CRS staff if an action is being undertaken related to a compliance review. This email should contain the issue, CS response (if available at this time), decision taken and allow for any comments to be entered by the FAD or M & E Director's Office.

Mandatory Approved FAD Director's Office, M&E Director's Office

FR3.6. 5. 8b Which Action is Required? The system shall allow the user to indicate (Y/N) if the Mandatory Approved FAD Director's


Formatted Table












... [2878]

... [2876]

... [2879]

... [2877]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 348 of of 429 6/0418/07



recommended action is to create a draft letter. The selected information will be stored in the system.

Office, M&E Director's Office

FR3.6. 5. 8c Which Action is Required? The system shall allow the user to indicate (Y/N) if the recommended action is to suspend the agreement. The selected information will be stored in the system.


FR3.6. 5. 8d Which Action is Required? The system shall allow the user to indicate (Y/N) if the recommended action is to establish a performance plan. The selected information will be stored in the system.


FR3.6. 5. 8e Which Action is Required? The system shall allow the user to indicate (Y/N) if the recommended action is to request a claim. The selected information will be stored in the system.


FR3.6. 5. 8f Which Action is Required? The system shall allow the user to indicate (Y/N) if the recommended action is to request an Agreement amendment. The selected information will be stored in the system.


FR3.6. 5. 8g Which Action is Required? The system shall allow the user to indicate (Y/N) if the recommended action is no action. The selected information will be stored in the system.


FR3.6. 5. 9 Submit Comments The system shall allow the user to enter comments after reviewing the document(s) and determining that no further action is required.

The system shall display to the CS that their documents have been reviewed by the FAD / M & E staff and that they have determined that no further action is required.

BRULE81

Submit Comments The system shall send an email alert to the CRS staff if no action is being undertaken related to a compliance review. This email should contain the explanation of the decision taken by FAD/M&E.


FR3.6. 6 Send Issue Letter and Receive CS Response

The system shall allow the user to create and send an issue letter within FAIS to the CS. The CS can view the issue letter within FAIS and respond to the letter.

Mandatory Approved FAD Director's Office, M&E Director's Office, CS Agreement Executor

FR3.6. 6. 1 Create Draft Issue Letter The system shall allow the user to create a draft issue letter to be Mandatory Approved FAD Director's





Formatted Table

















... [2886]

... [2885]



Formatted Table



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 349 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



sent to the CS, within the system, if an issue has been identified.

The system shall allow the user to submit the draft issue letter, through the system, to either the FAD or M & E Director's Office for review.

The system shall send a system alert to either the FAD or M & E Director's Office when a draft issue letter has been submitted for their review.

BRULE82

Create Draft Issue Letter All users creating draft issue letters within the system for submission must have access to data from the Conduct Review of Findings process.

Office, M&E Director's Office

FR3.6. 6. 2 Review Issue Letter The system shall allow the user to review the draft issue letter to be sent out to the CS.


FR3.6. 6. 3a Approve or Reject? The system shall allow the user to approve the draft issue letter and provide comments.


FR3.6. 6. 3b Approve or Reject? The system shall allow the user to modify the draft issue letter and provide comments.


FR3.6. 6. 3c Approve or Reject? The system shall allow the user reject the draft issue letter and provide comments.

The system shall send a system alert to the original user who drafted the issue letter if it is rejected by the FAD Director’s Office or M & E Director’s Office.


FR3.6. 6. 4 Send Final Issue Letter The system shall allow the user to create and send the final issue letter to the CS within the system.

The system shall allow the user to enter comments after reviewing the document(s) and determining that an issue letter is required.

BRULE83

Send Final Issue Letter The system should send an alert to the CS after the final issue letter has been sent.


FR3.6. 6. 5 Receive Issue Letter The system shall allow the user to receive and review the issue letter within the system.


FR3.6. 6. 6 Prepare or Upload and The system shall allow the user to prepare, upload, and submit a Mandatory Approved CS Agreement





Formatted Table



















... [2890]

... [2896]

... [2891]

... [2897]

... [2892]

... [2895]

... [2898]

... [2901]

... [2893]

... [2899]

... [2902]

... [2900]

... [2894]

3-7CAB

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 350 of of 429 6/0418/07





Formatted Table



Submit Response for Identified Issue

response to the issue letter within the system.

The system shall allow the user to enter comments after reviewing the issue letter.

BRULE84

Prepare or Upload and Submit Response for Identified Issue The system should send an alert to the FAD & M & E Director’s Offices once the CS has submitted their response for the identified issue.

Executor

FR3.6. 7 Submit Progress Reports and Success Stories

The system shall allow the user to submit progress reports and success stories. The system shall compare the submitted progress report(s) with the applicable agreement and display the results of the comparison.

Mandatory Approved CS Agreement Executor, CS Director, FAD Analyst

FR3.6. 7. 1 a Complete and Submit Project Status Report

The system shall allow the Cooperating Sponsor to enter a Project Status report and submit the report to the CS Director for review.

The system shall allow the user to enter comments about any unexpected outcomes or lessons learned.

Note: The Project Status Report will replace the current Logistics and Monetization Report.

Note: A Status Report Creator role will be designated in Maintain System Data.

BRULE87

Complete and Submit Project Status Report 1) Project Status reports are due annually on November 1st until a final report is received from the CS. 2) Once a report is submitted, it will be considered read only and un-editable. 3) The CS Director or anyone assigned by the CS Director can submit Status Reports for that CS. 4) CS employees with Proposal Creator roles will be defaulted with the Status Report Creator role. 6) Monetization will only be captured in US Dollars for reporting purposes. 7) The user can only make updates to previous reporting periods on status report of the current reporting period.


FR3.6. 7. 1 b Complete and Submit Project Status Report

The system shall pre-populate the current Project Status Report with information submitted from previous reporting periods.


FR3.6. 7. 1 c Complete and Submit Project Status Report

The system shall allow the user to select the Agreement Number. The selected Agreement Number will be stored in the system.


FR3.6. 7. 1 d Complete and Submit Project Status Report

The following fields in the Introduction section of the Project Status report will be pre-populated with the following information:





Formatted Table
















... [2903]

... [2908]

... [2909]

... [2905]

... [2904]

... [2910]

... [2911]

... [2906]

... [2907]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 351 of of 429 6/0418/07





Formatted Table



(1) Cooperating Sponsor (2) Country Name (3) Preparers Name (4) Preparers Email Address (5) Preparers Phone Number

FR3.6. 7. 1 e Complete and Submit Project Status Report

The system shall display the Final Report? (Y/N) based on the selected Reporting Period. If the user selects Y, the system shall allow the user to enter the End of Agreement Date and the Reporting Period will be defaulted to the following:

10/1/xx -> End of Agreement date (previously entered by user)

If the user is submitting a report for the first time, the system shall default the Reporting Period to the following:

Agreement Sign Date -> 9/30/Sign Year

For all other submissions, the system shall default the Reporting Period to the following:

10/1/year after the last completed report -> 9/30/year +1 after the last completed report

BRULE88

Complete and Submit Project Status Report 8) If the user does not submit a report for a reporting period, they cannot submit a report for the current reporting period until the report for the previous period is submitted.


FR3.6. 7. 1 f Complete and Submit Project Status Report

The system shall display the Report Number which is generated by a combination of the year and reporting period. Example would be 2007-1

The system shall append the Report Number with a letter (2007-1A, 2007-1B) for each addendum after the initial report has been submitted.

BRULE89

Complete and Submit Project Status Report 5) The Report Number will be incremented by each unique reporting period per Agreement Number.


FR3.6. 7. 1 g Complete and Submit Project Status Report

The system shall display an Agreement Overview. The following information will be pre-populated in the Agreement Overview: (1) Commodity – based on agreement chosen (2) Commodity Use – based on agreement chosen (3) Approved Quantity – based on agreement chosen


FR3.6. 7. 1 h Complete and Submit Project Status Report -

The system shall display a Commodity Status table per commodity. The following fields in the Commodity Status table will be pre BRULE90


Formatted Table





















... [2914]

... [2918]

... [2913]

... [2917]

... [2919]

... [2915]

... [2912]

... [2920]

... [2916]

... [2921]

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



Commodity Status populated per commodity. They are not editable: (1) Commodity – based on the agreement chosen (2) Amount Received at Port – 3.3 Payments (3) Inland/Overland Loss – 3.3 Payments

The following fields will allow for user entry per commodity: (1) Warehouse/Distribution Loss (2) Distributed/FFW/Bartered (allocated) (3) Sold (allocated) (4) Distributed/FFW/Bartered (actual) (5) Sold (actual)

Complete and Submit Project Status Report – Commodity Status Distributed + Sold must equal the Amount Received – Losses before the system will allow the CS to submit the Project Status Report.

FR3.6. 7. 1 i Complete and Submit Project Status Report - Distributed/Bartered/FFW Commodity Sub-Status

If commodity is distributed, bartered, or used for FFW, the system shall prompt the user to enter the quantity bartered, distributed, or used for FFW per Activity.

Note: The system will only allow the user to enter quantities for distribution, FFW, and barter activities as defined in the Agreement.


FR3.6. 7. 1 j Complete and Submit Project Status Report - Sale of Commodity Sub-Status

If commodity is sold during the reporting period, the system shall prompt the user to enter the Proceeds Generated per commodity. BRULE91

Complete and Submit Project Status Report Sale of Commodity Sub-Status If proceeds generated are greater than the amount allocated in the Agreement, proceeds will be distributed to an Activity as defined in the Agreement. Proceeds Generated will be entered in US Dollars.


FR3.6. 7. 1 k Complete and Submit Project Status Report - Sale of Commodity Sub-Status

The system shall calculate the average Price per MT for each Commodity. BRULE92

Complete and Submit Project Status Report Sale of Commodity Sub-Status Price per MT will be calculated using the following formula:


Formatted Table















... [2926]

... [2922]

... [2923]

... [2924]


3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



Proceeds Generated / Amount Sold

FR3.6. 7. 1 l Complete and Submit Project Status Report - Commodity Status

The system shall calculate and display the Balance for Sale for each Commodity. The Balance for Sale should include the prior period carry-balance for each Commodity.

BRULE93

Complete and Submit Project Status Report Commodity Status 1)Balance for Sale will be calculated using the following formula:

Sold (allocated) - Sold (actual) + Prior Period Balance for Sale

2) (Amount Received – Inland/Overland Loss – Warehouse/Distribution Loss) must equal ((Distributed/Bartered/FFW (allocated) + Sold (allocated))

3) For a Final Report to be submitted, the Balance for Sale must equal 0.


FR3.6. 7. 1 m Complete and Submit Project Status Report - Commodity Status

The system shall calculate and display the Balance for Distribution/Barter/FFW for each Commodity. The Balance for Distribution/Barter/FFW should include the prior period carry-over balance for each Commodity.

BRULE94

Complete and Submit Project Status Report Commodity Status 1)Balance for Distribution/Barter/FFW will be calculated using the following formula:

Distributed/FFW/Bartered (allocated) - Distributed/FFW/Bartered (actual) + Prior Period Balance for Sale

2) (Amount Received – Inland/Overland Loss – Warehouse/Distribution Loss) must equal ((Distributed/Bartered/FFW (allocated) + Sold (allocated))

3) For a Final Report to be submitted, the Balance for Distribution/Barter/FFW must equal



Formatted Table












... [2929]

... [2931]

... [2928]

... [2930]

... [2927]



3-7CAB

ttributeVal


3", Centered + 6", Right + Not at 11.88" + 12"





0.

FR3.6. 7. 1 n Complete and Submit Project Status Report - Commodity Status

The system shall calculate and display the following for each reporting period for the Commodity Status table:

(1) Total Amount Received at Port – Sum Amount Received at Port (2) Total Inland/Overland Loss – Sum Inland/Overland Loss (3) Total Warehouse/Distribution Loss– Sum Warehouse/Distribution Loss (4) Total Distributed/Bartered/FFW (allocated) – Sum Distributed/Bartered/FFW (allocated) (5) Total Sold (allocated) – Sum Sold (allocated) (6) Total Distributed/Bartered/FFW (actual) – Sum Distributed/Bartered/FFW (allocated) (7) Total Sold (actual) – Sum Sold (actual)


FR3.6. 7. 1 o Complete and Submit Project Status Report - Commodity Status

If there is a Warehouse/Distribution Loss, the system shall prompt the user to enter comments and actions taken to prevent future loss.


FR3.6. 7. 1 p Complete and Submit Project Status Report - Disbursement of Proceeds

The system shall allow the user to enter Current Expenditures for each Expense Category. The system shall pre-populate each Expense Category and Authorized Amount based on the information from the Agreement and Budget.

The system shall allow the user to select "Other Authorized Expense" from a drop-down menu of Expense Categories not within the Agreement. The system shall allow the user to select "Other" and enter any unlisted Expense Categories.

The system shall display Prior Disbursements for each Expense Category. Prior Disbursements of each Expense Category will be calculated by totaling the Current Expenditures of each Expense Category.

If proceed generated are greater than the amount allocated in the Agreement, proceeds will be distributed to an Activity(s) and Indirect Costs as defined in the Agreement and reflected in the Authorized amount.

FR4.2. 87

Maintain Direct Cost Expense Categories The system shall allow the user to maintain a list of Expense Categories for Direct Costs.


Formatted Table











... [2932]

... [2933]




.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 355 of of 429 6/0418/07





Formatted Table



FR3.6. 7. 1 q Complete and Submit Project Status Report - Disbursement of Proceeds

The system shall calculate and display the Remaining Balance for each Expense Category. BRULE319

Complete and Submit Project Status Report Disbursement of Proceeds Remaining Balance will be calculated using the following formula:

Authorized Amount - Prior Disbursements - Current Expenditures


FR3.6. 7. 1 r Complete and Submit Project Status Report

If Total Expenditures exceed the Amount authorized, the system shall store the difference and will prompt the user for comments.


FR3.6. 7. 1 s Complete and Submit Project Status Report – Status of Proceeds

If commodity was monetized, the system shall display a Status of Proceeds table. The following fields in the Status of Proceeds table will be pre-populated. They are not editable: (1) Beginning Balance (2) Sales Deposits (3) Disbursements - from Disbursement of Proceeds, all Expenditures from the reporting period

The following fields will allow for user entry: (1) Interest Earned (2) Other Program Income (3) Currency Loss & Gains

Note: The CS will enter information for all proceeds accounts in an aggregated manner and in US Dollars.


FR3.6. 7. 1 t Complete and Submit Project Status Report - Status of Proceeds

The system shall calculate, store, and display the Beginning Balance. BRULE96

Complete and Submit Project Status Report Status of Proceeds The Beginning Balance for Report1 will be $0. The Beginning Balance of each Reporting Period thereafter, will be equal to the Account Balance


Formatted Table

















... [2938]

... [2935]

... [2937]

... [2940]

... [2934]

... [2936]

... [2939]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 356 of of 429 6/0418/07





Formatted Table



of the previous Report Period.

FR3.6. 7. 1 u Complete and Submit Project Status Report - Status of Proceeds

The system shall calculate, display, and store the Account Balance.

If the Account Balance is greater than 0 on the Final Report, the system shall alert the user that a refund to USDA is required.

BRULE97

Complete and Submit Project Status Report Status of Proceeds Account Balance will be calculated using the following formula:

Beginning Balance + Sales Deposits + Interest Earned + Other Program Income + Currency Loss & Gains - Disbursements


FR3.6. 7. 1 v Complete and Submit Project Status Report – Disposition of Equipment

If final report is selected, the system shall allow the user to select (Y/N) whether equipment was purchased for over $5,000. The answer (Y/N) will be stored in the system.


FR3.6. 7. 1 w Complete and Submit Project Status Report - Disposition of Equipment

If equipment was purchased for over $5,000 the system shall allow the user to enter the following information: (1) Type of Equipment (2) Purchase Price (3) Disposition Plan – hidden field until Final Report

The system shall allow the user to select the Equipment Status. The selected status should be stored in the system.

FR4.2. 93

Maintain Equipment Status The system shall allow the user to maintain the Equipment Status list. The Equipment Status list should include: - New - Like New - Good - Fair - Poor


FR3.6. 7. 1 x Complete and Submit Project Status Report – Food for Education

If the Agreement is Food for Education, the system shall allow the user to enter the following information for each month: (1) Number of School Days (2) Females Attended (actual) (3) Female Enrollment (actual) (4) Male Attended (actual) (5) Male Enrollment (actual)

The system shall display the following information from the


Formatted Table

















... [2944]

... [2941]

... [2946]

... [2945]

... [2947]

... [2943]

... [2942]

.rqs', Kar

quirement(

quirement(






Formatted Table



Agreement: (1) Targeted Female Attendance Rate (2) Targeted Male Attendance Rate

FR3.6. 7. 1 y Complete and Submit Project Status Report - Food for Education

If the Agreement is Food for Education, the system shall calculate and display the following for the entire Reporting Period:

(1) Weighted Annual Female Attendance Rate

(2) Weighted Annual Male Attendance Rate

BRULE98

Complete and Submit Project Status Report Food for Education 1) Calculate the Weighted Average using the following formula:

(Number of School Days Month 1 * Female Attendance Rate Actual Month 1) + (Number of School Days Month 2 * Female Attendance Rate Actual Month 1)

/

Number of School Days Month 1 + Number of School Days Month 2

Note: Apply same formula to calculate the weighted average of Months 1-12.


FR3.6. 7. 1 z Complete and Submit Project Status Report - Accomplishments

For each Activity, the system shall allow the user to enter the following information for the entire Report Period. (1) Actual # of Beneficiaries (2) Actual Outputs (3) Actual Outcomes (4) Comments

The system shall display the following information populated from the Agreement: (1) Target # of Beneficiaries (2) Expected Outputs (3) Expected Outcomes


FR3.6. 7. 1aa Complete and Submit Project Status Report -

If this is a final report, the system shall allow the user to enter the following information for the entire Report Period for each Activity:



Formatted Table










... [2949]

... [2950]

... [2948]



3-

ttributeVal

quirement(

ationship('P

ttributeVal






Formatted Table



Accomplishments (1) Actual Short-term Impacts (2) Actual Long-term Impacts

The system shall display the following information from the Agreement: (1) Expected Short-term Impacts (2) Expected Long-term Impacts

FR3.6. 7. 1ab Complete and Submit Project Status Report

The system shall allow the user to modify a previously submitted Status Report.

The system should prompt the user for comments when they make updates.

An update to a previously submitted report must be approved by a CS Director.

BRULE99

Complete and Submit Project Status Report The CS Director and assigned CS employees with the Status Report Creator role will have the ability to update a previously submitted Status Report.


FR3.6. 7. 1ac Complete and Submit Project Status Report

The system shall determine if there is a discrepancy between the information in the agreement and the information entered on the Status Report.

The following discrepancies could be tracked: (1) Price per MT vs. the amount authorized in the Agreement. (2) Total Amount sold vs. the amount authorized for sale in the Agreement (3) Unauthorized Sale (4) Total Amount distributed vs. the amount authorized for distribution in the Agreement (5) Unauthorized Distribution (6) Total Amount bartered vs. the amount authorized for barter in the Agreement (7) Unauthorized Barter (8) Total Amount for FFW vs. the amount authorized for FFW in the Agreement (9) Unauthorized FFW (10) Warehouse/Distribution Loss exceeds the threshold (11) Actual # of Beneficiaries and the Target # of Beneficiaries (12) Actual Outputs and the Target Outputs (13) Actual Outcomes and the Target Outcomes (14) Actual Short-term Impacts and the Target Short-term Impacts

FR4.2. 48

Maintain Discrepancy and Thresholds The system shall allow the user to maintain a list of discrepancies and positive or negative thresholds associated with each discrepancy for the Project Status Report. The system shall allow the user to assign which discrepancies require a user prompt for comments.



Formatted Table












... [2953]

... [2955]

... [2952]

... [2954]

... [2951]


ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 359 of of 429 6/0418/07





Formatted Table



(15) Actual Long-term Impacts and the Target Long-term Impacts

The system shall allow the Director's Office to determine which discrepancies will require CS comments (refer to Maintain System Data).

If there is a discrepancy that requires comments, the system shall prompt the CS user for comments to explain the discrepancy.

FR3.6. 7. 2a Complete and Submit Financial Report

The system shall allow the Cooperating Sponsor to enter a Financial report and submit the report to the CS Director for review. BRULE100

Complete and Submit Financial Report 1) The Financial Report needs to be submitted quarterly by calendar year if the CS has received cash. 1) The Financial Report needs to be submitted quarterly by calendar year if the CS has received cash. 2) The Financial Report cannot be submitted until the budget is approved. 3) For multi-year agreements, the Financial Report cannot be submitted until the fiscal year funding is available.


FR3.6. 7. 2b Complete and Submit Financial Report

The system shall allow the Cooperating Sponsor user to select which agreement and Bill-To Fiscal Year they would like to submit a financial report for. A CS Director or anyone designated by the CS director can submit financial reports for that CS.

BRULE101

Complete and Submit Financial Report 4) For single year agreements, there is no associated Bill-To Fiscal Year.


FR3.6. 7. 2c Complete and Submit Financial Report

The system shall allow the Cooperating Sponsor to select and view previously submitted Financial Reports. FR4.2. 6



Formatted Table



















... [2958]

... [2956]

... [2962]

... [2960]

... [2963]

... [2961]

... [2957]

... [2959]


FAIS




Status




Formatted Table

FR3.6. 7. 2d Complete and Submit The following fields in the Financial report will be pre-populated. Financial Report They are not editable:

Header Fields (1) Agreement Number – based on the agreement chosen (2) Agreement Duration – based on the agreement (3) Country Name – based on the agreement (4) Bill-To Fiscal Year - based on selected Bill-To Fiscal Year (5) Report Number - The system shall display the Report Number which is generated by a combination of the Bill-To Fiscal Year and quarter of the period. Example would be 2007-1. The system shall append the number with a letter for each addendum after the initial report has been submitted by the CS Director. (6) Reporting Period – defaulted to the past quarter. If viewing/editing a past report this should be equal to the reporting period values from that report. (7) Cooperating Sponsor Name – based on the agreement (8) Federal Tax Identification # - based on the value in the system for the CS





2

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 361 of of 429 6/0418/07





Formatted Table



(9) USDA/CCC Cash Payments – equal to to-date Advancement + Reimbursements payments from 3.3 Payments section

FR3.6. 7. 2e Complete and Submit Financial Report

When a final report is being submitted, the system shall allow the user to enter the following values in the header for FFE Agreements. (1) Interest Earned

The system shall prompt the CS user to select (Y/N) if they have obligated cash advanced money within 180 days of receiving the funds. If the CS answers 'No', the CS should be prompted to proceed with a refund to FAD.

BRULE102

Complete and Submit Financial Report 1) If a cash advance has been issued to the CS, they have 180 days to obligate the money. Otherwise, unobligated funds must be returned to FAD with interest. 2) For FFE Agreements, any interest earned must be refunded to FAD upon submission of a final report.


FR3.6. 7. 2f Complete and Submit Financial Report

Approved Agreement line expense items shall be created for each type of expense. Each expense will have the following values corresponding to it (i.e. column values): (1) Cost Item (2) Approved USDA/CCC Budget Amount (3) Prior Expenditures (4) Current Expenditures (5) Remaining Balance (6) Prior Period Adjustments - based on each Cost Item

All approved cost items listed in the agreement shall have a corresponding entry created in this report.


FR3.6. 7. 2g Complete and Submit Financial Report

The system shall allow the user to enter the following values for each expense line item: (1) Expenditures during reporting period


FR3.6. 7. 2h Complete and Submit Financial Report

The system shall calculate, update, and display each of the following as the user enters expenditures: (1) Remaining Balance (2) Remaining USDA/CCC Cash On Hand - equals total Cash Advances from the 3.3 Payments section less any expenditures from current and previous Financial Reports

The system shall calculate and display Grand Totals for each

BRULE103

Complete and Submit Financial Report Remaining Balance will be calculated using the following formula:

(Approved USDA/CCC Budget Amount - Prior


Formatted Table

















... [2968]

... [2965]

... [2967]

... [2970]

... [2964]

... [2966]

... [2969]

.rqs', Kar

quirement(

quirement(






Formatted Table



category of all line item expenses for each of the following fields: (1) Approved USDA/CCC Budget (2) USDA/CCC Budget Expenditures (3) USDA/CCC Funds Remaining (4) Prior Period Expenditures (5) Remaining Balance

These calculations will be updated as the USDA/CCC Budget Expenditures values change

Expenditures - Expenditures during reporting period) + any Prior Period Adjustments

FR3.6. 7. 2i Complete and Submit Financial Report

The system shall determine if there is a discrepancy between the information in the agreement and the amounts on this Financial Report.

The system shall allow the user to determine which discrepancies will require user comments. If there is a discrepancy that requires comments, the system shall prompt the CS user for comments explaining as many of the above discrepancies that apply.

FR4.2. 48



FR3.6. 7. 2j Complete and Submit Financial Report

The system shall prompt the user to request a Budget Realignment Amendment if the sum total of line item expense movements are in excess of $50,000. This $50,000 limit does not factor in any discrepancies for ITSH or Activity expense line items.


FR3.6. 7. 2k Complete and Submit Financial Report

The system shall export the SF - 269 form in an electronic format that can be saved, edited, and printed.

The following fields in the SF - 269 form will be statically pre-populated: (1) Federal Agency and Organizational Element to which report is submitted; static value: – United States Department of Agriculture - Foreign Agricultural Service

The following fields in the SF - 269 form will be dynamically pre-populated: (1) Federal Grant or Other Identifying Number Assigned by Federal Agency; static value – CFDA number, based on Food Aid Program to include; FFE - 10.608, FFP - 10.606, Section 416(b)

Desirable Approved CS Agreement Executor


Formatted Table










... [2972]

... [2973]

... [2971]



FAIS


Status

10.607 (2) OMB Approval No.; static value: 0348-0039 – static value set by Food Aid Program

The following fields in the SF - 269 form will be pre-populated from information in the Agreement:(1) Recipient Account Number. – based on selected Agreement

The following fields in the SF - 269 form will be pre-populated from CS information in the system: (1) Cooperating Sponsor Name (2) Cooperating Sponsor Address

The following fields in the SF - 269 form will be pre-populated from information in the latest submitted Financial Reports: (1) Total Outlays for Previously Reported Periods – based on CSexpenditures (2) Total Outlays for This Period – based on CS expenditures (3) Funding/Grant Period, From: (Month, Day, Year), To: (Month, Day, Year)(4) Period Covered by This Report, From: (Month, Day, Year), To: (Month, Day, Year)

The following fields in the SF - 269 form will be pre-populated from information in the NICRA Agreement: (1) Type of Rate; checkbox for Provisional, Predetermined, Final, and Fixed (2) Rate (3) Base (4) Total Amount (5) Federal Share

The following fields will be calculated by the system: (1) Cumulative Total Outlays – (Total Outlays for PreviouslyReported Periods + Total Outlays for This Period

FR3.6. 7. 2l Complete and Submit The system shall allow the user to generate, complete, save, and Mandatory Approved CS Agreement Financial Report print the SF- 272 form within the system. Executor

The following fields in the SF - 272 form will be statically pre-





Formatted Table

Formatted Table





Teracore, Inc.

FAIS





Formatted Table


Page Page 364 of of 429 6/0418/07



populated: (1) Federal Agency and Organizational Element to which report is submitted; static value: – United States Department of Agriculture - Foreign Agricultural Service (2) Letter of Credit Number; value: N/A (3) Letter of Credit Withdrawals; value: N/A

The following fields in the SF - 272 form will be dynamically pre-populated: (1) Federal Grant or Other Identifying Number Assigned by Federal Agency; static value – CFDA number, based on Food Aid Program to include; FFE - 10.608, FFP - 10.606, Section 416(b) 10.607 (2) OMB Approval No.; static value: 0348-0039 – static value set by Food Aid Program

The following fields in the SF - 272 form will be pre-populated from information in the Agreement: (1) Recipient Account Number. – based on selected Agreement

The following fields in the SF - 272 form will be pre-populated from the 3.3 Payments section: (1) Last Payment Voucher Number – based on latest SF-1166 submitted by the CS (2) Treasury Check Payments – Total Cash Advances + Total Cash Reimbursements

The following fields in the SF - 272 form will be entered by the user: (1) Payment Vouchers Credited to Your Account (2) Treasury Checks Received (Whether or Not Deposited) (3) Federal Employer Identification Number (4) Advances to Subgrantees or Subcontractors (5) Remarks (6) Signature (7) Date Report Submitted (8) Typed or Printed Name and Title (9) Telephone

The following fields in the SF - 272 form will be pre-populated from the latest submitted Financial Report: (1) Period Covered by this Report, From: (Month, Day, Year),


FAIS



To: (Month, Day, Year) (2) Cash On Hand Beginning of Reporting Period – based on Beginning Balance (3) Gross Disbursements – based on Cash Expenditures for this period (4) Adjustments of Prior Periods – based on Adjustments of Prior Period Cost Items, if applicable (5) Cash On Hand End of Reporting Period – based on Remaining Balance (6) Interest Income – based on Interest Earned this Period

The following fields in the SF - 272 form will be calculated: (1) Total Receipts – (Letter of Credit Withdrawals + Treasury Check Payments) (2) Total Cash Available – (Cash On Hand Beginning of Reporting Period + Total Receipts) (3) Federal Share of Program Income – ( equal to Gross Disbursements) (4) Net Disbursements – (Gross Disbursements - Federal Share of Program Income)

FR3.6. 7. 3a Complete and Submit Tax Certification Report

The system shall allow the Cooperating Sponsor to enter a Tax Certification report and submit the report to the CS Director for review.

BRULE104

Complete and Submit Tax Certification Report The CS Agreements which have applicable Agreement Budget line items will require the CS to submit the Tax Certification Report annually.


FR3.6. 7. 3b Complete and Submit Tax Certification Report

The system shall allow the Cooperating Sponsor to select which country they would like to submit a Tax Certification Report for. Once selected all open agreements containing a tax cost line item are shown.

The system shall allow the user to select one or more agreements and report outstanding payroll taxes on them. The system will indicate which agreements listed above have already submitted a tax certification form that year.

A CS Director or anyone designated by the CS director can submit






Formatted Table










ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 366 of of 429 6/0418/07





Formatted Table



Tax Certification Reports for that CS.

FR3.6. 7. 3c Complete and Submit Tax Certification Report

The system shall also allow the Cooperating Sponsor to select, and in-turn view past Tax Certification Reports.


FR3.6. 7. 3d Complete and Submit Tax Certification Report

Once a report is opened, the system shall allow the user to enter the total amount of any employment-related payments for which the CS organization has outstanding obligations as of the date of the report.

The system shall determine if there are unpaid employment-related payments. If there are unpaid employment-related payments, the system shall prompt the CS user for comments explaining the discrepancy.


FR3.6. 7. 4a Approve or Reject? The system shall allow the CS Director to approve the Status Report, Financial Report and Tax Certification Report and provide comments and submit to FAD.


FR3.6. 7. 4b Approve or Reject? The system shall allow the CS Director to modify the Status Report, Financial Report and Tax Certification Report and provide comments.


FR3.6. 7. 4c Approve or Reject? The system shall allow the CS Director to reject the Status Report, Financial Report and Tax Certification Report and provide comments.

The system shall send a system alert to the CS employee who submitted the progress report if it is rejected by the CS Director.


FR3.6. 7. 5 Submit Progress Reports The system shall allow the CS Director to send the approved Status Report, Financial Report and Tax Certification Report to the appropriate FAD Analyst.

The system shall execute a field validation of all required fields on the Status Report, Financial Report and Tax Certification Report and prompt the user to complete the required fields before submission.


FR3.6. 7. 6a Create and Send The system shall create and send the comparison outcomes to the Mandatory Approved FAD Analyst

Formatted Table















... [2976]

... [2974]

... [2978]

... [2977]

... [2975]

quirement(

ationship('P

ttributeVal

quirement(






Formatted Table



Comparison Outcomes appropriate FAD Analyst. The comparison outcomes shall display and indicate the discrepancies that exist between the Status Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.

The following discrepancies could be tracked: (1) Price per MT vs. the amount authorized in the Agreement. (2) Total Amount sold vs. the amount authorized for sale in the Agreement (3) Unauthorized Sale (4) Total Amount distributed vs. the amount authorized for distribution in the Agreement (5) Unauthorized Distribution (6) Total Amount bartered vs. the amount authorized for barter in the Agreement (7) Unauthorized Barter (8) Total Amount for FFW vs. the amount authorized for FFW in the Agreement (9) Unauthorized FFW (10) Warehouse/Distribution Loss exceeds the threshold (11) Actual # of Beneficiaries and the Target # of Beneficiaries (12) Actual Outputs and the Target Outputs (13) Actual Outcomes and the Target Outcomes (14) Actual Short-term Impacts and the Target Short-term Impacts (15) Actual Long-term Impacts and the Target Long-term Impacts

FR4.2. 48


CS Director

FR3.6. 7. 6b Create and Send Comparison Outcomes

The system shall create and send the comparison outcomes to the appropriate FAD Analyst. The comparison outcomes shall display and indicate the discrepancies that exist between the Financial Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.

The following discrepancies could be tracked: (1) If the "Other" field is selected from the Cost Item category and an associated expenditure is entered (2) If the sum total of line item expense movements are in excess of $50,000. This $50,000 limit does not factor in any discrepancies for ITSH or Activity expense line items.

FR4.2. 48


Mandatory Approved FAD Analyst CS Director

FR3.6. 7. 6c Create and Send The system shall create and send the comparison outcomes to the Mandatory Approved FAD Analyst


Formatted Table












... [2982]

... [2979]

... [2983]

... [2980]

... [2981]



ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 368 of of 429 6/0418/07





Formatted Table



Comparison Outcomes appropriate FAD Analyst. The comparison outcomes shall display and indicate the discrepancies that exist between the Tax Certification Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.

The following discrepancies could be tracked: (1) Any Unpaid Employment-Related Payment Amount

FR4.2. 48


CS Director

FR3.6. 7. 6d Create and Send Comparison Outcomes

The system shall allow the FAD Analyst to approve discrepancies that have been flagged in the Comparison Outcomes Report.

The system shall not display discrepancies in a Comparison Outcomes report once they have been approved.


FR3.6. 8 Conduct Ad-hoc Review/Evaluation

The system shall allow the user to submit Ad-hoc reviews and evaluations.

Mandatory Approved FAD Analyst, M&E Analyst, FAD Branch Chief , M&E Branch Chief, FAD Director's Office

FR3.6. 8. 1a Create and Submit Ad-hoc Review and Recommend Action

The system shall allow the FAD Director's Office to enter Ad-hoc Review Elements (refer to Maintain System Data). FR4.2. 47

Maintain Ad-hoc Review Elements The system shall allow the user to maintain a list of criteria that can be reviewed on the Ad-hoc Review.

Some examples of Ad-hoc Review Criteria include the following:

1) Commodity Maintenances 2) Facility 3) CS infrastructure 4) Adequate Distribution Methods


Formatted Table















... [2984]

... [2987]

... [2989]

... [2985]

... [2988]

... [2986]

.rqs', Kar

ationship('P

ttributeVal


FAIS




FR3.6. 8. 1b Create and Submit Ad-hoc Review and Recommend Action

The system shall allow the user to select the following for the Ad-hoc Review Element that was reviewed: 1) Cooperating Sponsor(s) 2) CS Agreement(s) - based on selected Cooperating Sponsor 3) Country(s) - based on selected Cooperating Sponsor and CS Agreement 4) Ad-hoc Review Element

The system shall allow the user to enter comments for each Ad-hoc Review Element selected.

The system shall allow the user to recommend an action based on the Ad-hoc Review.

FR4.2. 6



FR4.2. 10

Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N)







Formatted Table





Comment [REPEAT2791]: ReqPro: AttributeValue:ReqPro|1.1.1|AttributeVal ue('P:\Requisite Pro\FAS_Projects\FAS_Projects ' ... [2990]





... [2991]

... [2992]

Formatted Table

2

3-7CAB

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 370 of of 429 6/0418/07





Formatted Table



- Food Aid Eligible (Y/N)


FR4.2. 47

Maintain Ad-hoc Review Elements The system shall allow the user to maintain a list of criteria that can be reviewed on the Ad-hoc Review.



FR3.6. 8. 1c Create and Submit Ad-hoc Review and Recommend Action

The system shall allow the user to view submitted Project Status Reports, Financial Reports, Tax Certification Reports from the CS, and any Comparison Outcomes Reports that have been generated.

The system shall allow the user to view any Performance Plans for the CS.


FR3.6. 8. 2a Approve or Reject? The system shall allow the Branch Chief to approve the FAD/M&E Analyst review and recommendations submitted for approval with comments.

Note: If the Branch Chief approves the recommendation, the recommendation will be sent to the FAD Director’s Office for approval. If the Branch Chief rejects the recommendation, the FAD/M&E Analyst will be alerted and given the opportunity to change their recommended action.

BRULE105

Approve or Reject? The Branch Chief cannot override the Analyst’s recommended action.

Mandatory Approved FAD Branch Chief, M&E Branch Chief

FR3.6. 8. 2b Approve or Reject? The system shall allow the Branch Chief to reject the FAD/M&E Analyst review and recommendations submitted for approval with comments.

BRULE106 Mandatory Approved FAD Branch

Chief, M&E Branch Chief




Formatted Table
















... [2998]

... [2993]

... [2995]

... [2996]

... [2994]

... [3000]

... [2999]

... [3001]

... [2997]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 371 of of 429 6/0418/07





Formatted Table



Note: If the Branch Chief approves the recommendation, the recommendation will be sent to the FAD Director’s Office for approval. If the Branch Chief rejects the recommendation, the FAD/M&E Analyst will be alerted and given the opportunity to change their recommended action.

Approve or Reject? The Branch Chief cannot override the Analyst’s recommended action.

FR3.6. 8. 3a Upload and Submit Ad-hoc Program Level Evaluation

The system shall allow the user to upload Ad-hoc Program Level Evaluations.


FR3.6. 8. 3b Upload and Submit Ad-hoc Program Level Evaluation

The system shall allow the user to enter the following information about the Ad-hoc Program Level Evaluation: 1) Name of Ad-hoc Program Level Evaluation 2) Scope of Evaluation 3) Recommendations


FR3.6. 8. 4 Conduct Review of Findings and Provide Recommendations

The system shall allow the M & E Analyst to review the Ad-hoc Program Level Evaluation and provide recommendations and comments.


FR3.6. 8. 5a Submit Recommendations The system shall allow the user to submit the Ad-hoc Program Level Evaluation recommendations and comments to the FAD Director’s Office.


FR3.6. 8. 5b Submit Recommendations The system shall allow the user to view the Ad-hoc Program Level Evaluation and supporting information.


FR3.6. 8. 6a Review Recommendations and Provide Comments

The system shall send a system alert to the FAD Director’s Office to review the Ad-hoc Program Level Evaluation recommendations and comments.


FR3.6. 8. 6b Review Recommendations and Provide Comments

The system shall allow the FAD Director’s Office to review the Ad-hoc Program Level Evaluation recommendations and comments.

The system shall allow the FAD Director’s Office to provide recommendations and comments.


FR3.6. 8. 6c Review Recommendations and Provide Comments

The system shall allow the FAD Director’s Office to submit their recommendations and comments to the M & E Analyst.


Formatted Table

















... [3005]

... [3002]

... [3003]

... [3006]

... [3008]

... [3004]

... [3007]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 372 of of 429 6/0418/07





Formatted Table



FR3.6. 8. 7 Where should the review and findings be sent?

The system shall allow the user to determine whether the Ad-hoc Program Level Evaluation recommendations impact the Program Priority Countries list or the Proposal Priorities list.

The system shall allow the FAD Director's Office to select the following: 1) Program Priority Countries 2) Proposal Priority List 3) No Impact


FR3.6. 9 Develop and Track Performance Plan

The system shall support the Development and Tracking of Performance Plans for all FAS Food Aid programs.

Mandatory Approved FAD Analyst, M&E Analyst, CS Agreement Executor, FAD Director's Office, M&E Director's Office

FR3.6. 9. 1 Establish Performance Plan The system shall allow the user to receive Performance Plan decisions for the CS from the FAD Director’s Office.


FR3.6. 9. 2 Is there an existing Performance Plan for this CS?

The system shall allow the user to view all existing Performance Plans for a CS. BRULE107

Is there an existing Performance Plan for this CS? If an existing Performance Plan exists for the CS, the user should be able to add additional items to the Performance Plan.


FR3.6. 9. 3 Is a new Performance Plan required?

The system shall allow the user to determine if a new Performance Plan is required.


FR3.6. 9. 4 Multiple Agreements? The system shall allow the user to select which CS Agreement(s) will be affected by the Performance Plan. BRULE108

Multiple Agreements? If covering more than one agreement, develop one performance plan at the CS level.


Formatted Table





















... [3014]

... [3015]

... [3010]

... [3009]

... [3016]

... [3012]

... [3018]

... [3017]

... [3013]

... [3011]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 373 of of 429 6/0418/07





Formatted Table



FR3.6. 9. 5 Assign Analyst and Agreements to be Tracked within Performance Plan

The system shall allow the FAD Director’s Office to assign an Analyst for all instances in which a Performance Plan affects multiple CS Agreements.

FR4.2. 8



FR3.6. 9. 6 Create/Edit and Submit Performance Plan

The system shall allow the user to create new Performance Plans and edit existing Performance Plans for submission to the FAD Director’s Office for approval.

The system shall allow the user to select the Action Item. The selected item will be stored in the system.

The system shall allow the user to select the Status (Open/Closed) of the Performance Plan item. The selected status will be stored in the system.

The system shall allow user to upload and attach reference documents.

The system shall allow user entry for the following fields for each Action Item: (1) Description (2) Due Date (3) Completion Date

FR4.2. 94

Maintain Performance Plan Status The system shall allow the user to maintain the Performance Plan Status list. The Performance Plan Status list should include: - Open - Closed


FR3.6. 9. 7a Performance Plan Approved?

The system shall allow the FAD Director’s Office to approve each Performance Plan that has been submitted for a recommended action.


FR3.6. 9. 7b Performance Plan The system shall allow the FAD Director’s Office to edit each Mandatory Approved FAD Director’s

Formatted Table

















... [3022]

... [3019]

... [3023]

... [3020]

... [3025]

... [3021]

... [3024]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 374 of of 429 6/0418/07

Formatted

Formatted

Formatted


Formatted Table



Approved? Performance Plan that has been submitted for a recommended action.

Office

FR3.6. 9. 7c Performance Plan Approved?

The system shall allow the FAD Director’s Office to reject each Performance Plan that has been submitted for a recommended action with comments.

BRULE109

Performance Plan Approved? If the FAD Director’s Office rejects a Performance Plan, the Analyst who created the Performance Plan should receive a system alert to review the FAD Director’s Office comments.


FR3.6. 9. 8 Send System Alert to CS The system shall send a system alert to notify the CS of the Performance Plan decision.

They system shall send the Performance Plan to the CS.


FR3.6. 9. 9 Prepare and Submit Response to Performance Plan

The system shall allow the user to enter and submit their responses to the Performance Plan decision from the FAD Director’s Office. BRULE110

Prepare and Submit Response to Performance Plan The FAD Director’s Office and the Analyst who created the Performance Plan should receive a system alert to review the CS response.


FR3.6. 9.10a Does CS Agree with Performance Plan?

The system shall allow the user to determine whether the Performance Plan should be amended after receiving the CS response.


FR3.6. 9.10b Does CS Agree with Performance Plan?

The system shall allow the user to amend the Performance Plan or continue with the original Performance Plan.


FR3.6. 9.11 Send Final Performance Plan to CS

The system shall send a system alert to notify the CS of the Performance Plan decision. They system shall send the Performance Plan to the CS.

Mandatory Approved FAD Director’s Office, M&E Director’s Office

FR3.6. 9.12 Track Performance Plan The system shall allow the user to update the Status of each Action Item and enter the associated Completion Date for each Action Item.

FR4.2. 94 Mandatory Approved FAD Analyst,

M&E Analyst Formatted


Formatted

Formatted Table



Formatted


















... [3030]

... [3029]

... [3028]

... [3027]

... [3034]

... [3033]

... [3031]

... [3037]

... [3039]

... [3038]

... [3041]

... [3040]

... [3032]

... [3042]

... [3026]

... [3043]

... [3035]

... [3044]

... [3036]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



The system shall track which Action Items have a status of "Open." Maintain Performance Plan Status The system shall allow the user to maintain the Performance Plan Status list. The Performance Plan Status list should include: - Open - Closed

BRULE111

Track Performance Plan 1) An alert should be sent to the FAD Analyst, which is assigned to the Performance Plan, 10 days prior to the Completion Date of an "Open" Action Item. 2) An alert should be sent to the CS 10 days prior to the Completion Date of an "Open" Action Item. 3) An alert should be sent to the FAD Analyst, which is assigned to the Performance Plan, if the CS is delinquent on an "Open" Action Item(s). 4) An alert should be sent to the CS if they are delinquent on an "Open" Action Item(s). 5) FAD can make Ad-hoc requests for documents from the CS (refer to Common Elements Request Documents).

FR3.6.10 Suspend Agreement The system shall allow the user to suspend and reinstate CS Agreements.


FR3.6.10. 1a Suspend Agreement The system shall allow the user to receive Agreement Suspension decisions for the CS from the FAD Director’s Office.


FR3.6.10. 1b Suspend Agreement The system shall allow the user to suspend money, suspend commodity, or suspend money and commodity on CS Agreement(s).

The system shall allow the user to enter comments about the CS Agreement suspension.

The system shall time stamp the CS Agreement suspension date and suspension decision in the Suspension queue.

FR4.2. 95

Maintain Suspend Agreement Status The system shall allow the user to maintain the Suspend Agreement Status list. The Suspend Agreement Status list should include: - Suspended - Reinstated


Formatted Table















... [3045]

... [3048]

... [3050]

... [3046]

... [3049]

... [3047]


3-7CAB

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 376 of of 429 6/0418/07





Formatted Table



BRULE112

Suspend Agreement 1) The CS will be notified via a system alert once their Agreement(s) have been suspended. 2) A CS Agreement money suspension includes suspending the CS’s ability to apply for cash advances and/or reimbursements. 3) A CS Agreement commodity suspension includes suspending the CS’s ability to call forward commodity and/or receive any previously call forwarded commodity that has not been procured

FR3.6.10. 2 Does Agreement Need to be Reinstated?

The system shall allow the user to determine whether the CS Agreement(s) need to be reinstated.


FR3.6.10. 3 Reinstate Agreement The system shall allow the user to reinstate the CS Agreement(s) that have a Suspended status.

The system shall allow the user to enter comments about the CS Agreement reinstatement.

The system shall time stamp the CS Agreement reinstatement in the Suspension queue.

FR4.2. 95

Maintain Suspend Agreement Status The system shall allow the user to maintain the Suspend Agreement Status list. The Suspend Agreement Status list should include: - Suspended - Reinstated

BRULE113

Reinstate Agreement The CS will be notified via a system alert once their Agreement(s) have been reinstated.


FR3.6.11 Submit Success Stories The system shall allow the user to submit Success Stories. Mandatory Approved FAD Analyst, M&E Analyst, CS Director, FAD Director's Office

Formatted Table



















... [3051]

... [3053]

... [3056]

... [3057]

... [3058]

... [3052]

... [3059]

... [3054]

... [3055]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 377 of of 429 6/0418/07





Formatted Table



FR3.6.11. 1a Complete/Edit and Submit Success Stories

The system shall allow the user to complete, edit, and submit Success Stories, Lessons Learned, and Stories of Lives Transformed for review.


FR3.6.11. 1b Complete/Edit and Submit Success Stories

The system shall allow the user to give their consent for posting the Success Stories, Lessons Learned, and Stories of Lives Transformed on the FAD Web Site.


FR3.6.11. 1c Complete/Edit and Submit Success Stories

The system shall allow the user to upload pictures for review. Mandatory Approved FAD Analyst, M&E Analyst

FR3.6.11. 1d Complete/Edit and Submit Success Stories

The system shall allow the user to release the user of the picture and/or indicate a required photographer's name.


FR3.6.11. 2a Receive and Review Success Story

The system shall alert the user when Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures have been submitted for their review.


FR3.6.11. 2b Receive and Review Success Story

The system shall allow the user to review Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures.


FR3.6.11. 3a Approve or Reject? The system shall allow the user to approve the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures and provide comments.

The system shall allow the user to submit the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures with comments to the FAD Director's Office.


FR3.6.11. 3b Approve or Reject? The system shall allow the user to modify the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures and provide comments.

The system shall allow the user to submit the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures with comments to the FAD Director's Office.


FR3.6.11. 3c Approve or Reject? The system shall allow the user to reject the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures and provide comments.


Formatted Table



















... [3064]

... [3065]

... [3060]

... [3061]

... [3066]

... [3067]

... [3062]

... [3063]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 378 of of 429 6/0418/07





Formatted Table



FR3.6.11. 4a Receive and Review Success Story

The system shall alert the user when Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures have been submitted for their review.


FR3.6.11. 4b Receive and Review Success Story

The system shall allow the user to review the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures.


FR3.6.11. 4c Receive and Review Success Story

The system shall allow the user to modify the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures and provide comments.


FR3.6.11. 5a Post to FAD Web Site? The system shall allow the user to determine where the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures should be posted to the FAD Web Site.


FR3.6.11. 5b Post to FAD Web Site? The system shall input the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures into a template for posting on the FAD Web Site.


FR3.6.11. 6a Require Modification? The system shall allow the user to request additional information from the CS about submitted Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures.


FR3.6.11. 6b Require Modification? The system shall send an alert to the CS Director and the original CS employee who drafted and submitted the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures to submit additional information.


FR3.6.11. 7 Store Success Story The system shall allow the user to determine whether the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures should not be posted to the FAD Web Site.

The system shall store the Success Stories, Lessons Learned, Stories of Lives Transformed, and/or pictures.


FR3.7 Agreement Closeout The system shall support the closeout activities for all program types as relevant.

Mandatory Approved FAD Director's Office, CS Agreement Executor, FAD

Formatted Table



















... [3072]

... [3073]

... [3068]

... [3069]

... [3074]

... [3075]

... [3070]

... [3071]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 379 of of 429 6/0418/07





Formatted Table



Analyst, FAD Branch Chief

FR3.7. 1 Initiate Closeout The system shall allow the users (FAD Director's Office, CS Agreement Executor) to initiate the closeout of the agreement.

Mandatory Approved FAD Director's Office, CS Agreement Executor, FAD Analyst, FAD Branch Chief

FR3.7. 1. 1 Initiate Ad-Hoc Closeout The system shall allow the user (FAD Director's Office) to initiate an Ad-Hoc Closeout by selecting an agreement to closeout. The user will be able to select any agreement.

BRULE64

Initiate Ad-Hoc Closeout I. The DO will be able to select any agreement.


FR3.7. 1. 2 Have Final Reports and Tax Certifications Been Submitted?

If the Director's Office initiated the closeout, then the system shall determine if the Final Financial Report, Final Project Status Report, and Tax Certifications have been submitted.

Note: If the Final Financial Report, Final Project Status Report, and Tax Certifications have been submitted, then the system shall generate a Closeout Request Letter. If Final Financial Report, Final Project Status Report, and/or Tax Certifications have not been submitted, then the system shall allow the Director's Office to request the Final Financial Report, Final Project Status Report, and/or Tax Certifications to be submitted.

Mandatory Approved FAD Analyst, FAD Director's Office

FR3.7. 1. 3 Request Final Reports and Tax Certifications to Be Submitted

The system shall allow the user (FAD Director's Office) to request and send notification to the Cooperating Sponsor indicating that the Final Financial Report, Final Project Status Report, and/or Tax Certifications need to be submitted along with the reason from the Director's Office.


FR3.7. 1. 4 Should the Agreement Be Closed Out?

Once the Final Project Status Report is submitted, the system shall allow the user (CS Agreement Executor) to confirm that the agreement should be closed out.

Note: If the CS confirms that the agreement should be closed out, then the system shall determine if the Final Financial Report and


Formatted Table















... [3079]

... [3076]

... [3080]

... [3077]

... [3078]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 380 of of 429 6/0418/07





Formatted Table



Tax Certifications have been submitted. If the CS determines that the agreement should not be closed out, then the CS will need to modify the Project Status Report and indicate that it is not final.

FR3.7. 1. 5 Have Financial Report and Tax Certifications Been Submitted?

The system shall determine if the Final Financial Report and Tax Certifications have been submitted.

Note: If the system determines that the Final Financial Report and Tax Certifications have been submitted, then the system shall generate a Closeout Request Letter. If the system determines that the Final Financial Report and Tax Certifications have not been submitted, then the system shall send a Submission Notification to the CS informing them to submit the Final Financial Report and Tax Certifications.


FR3.7. 1. 6 Send Submission Notification

The system shall send a notification to the CS indicating to them that the Final Financial Report and Tax Certifications must be submitted before a closeout request can be generated.


FR3.7. 1. 7a Generate Closeout Request Letter

The system shall generate a Closeout Request Letter for the user CS Agreement Executor). The Closeout Request Letter will include Agreement Number, Program Type, Account Type, CS Name, Country, and standard template language.

If the Cooperating Sponsor initiated the closeout, then the system shall allow the user (CS Agreement Executor) to enter free form remarks. After the free form remarks have been entered, the Cooperating Sponsor will submit the closeout request to the Branch Chief.

FR4.2. 45

Maintain Closeout Request Letter Clauses The system shall allow the user (FAD Director’s Office) to maintain the standard closeout request clauses for the closeout request letter submitted by the CS.


FR3.7. 1. 7b Generate Closeout Request Letter

If the FAD Director's Office initiated the closeout, then the system shall send a notification to the FAD Branch Chief. BRULE65

Generate Closeout Request Letter I. The Branch Chief will be the one assigned to the Program Type of the agreement


FR3.7. 1. 8 Assign Request to Analyst The system shall allow the user (FAD Branch Chief) to assign the closeout request to an Analyst.


Formatted Table



















... [3081]

... [3082]

... [3085]

... [3086]

... [3083]

... [3088]

... [3084]

... [3087]

ReqPro:

ReqPro:

ReqPro:

ReqPro:






Formatted Table



FR3.7. 1. 9a Are there Pending Actions Against the Agreement?

Once the Analyst receives the closeout request, the system shall determine if there are pending actions against the agreement. Pending actions include any open claims, pending payments, and/or pending refunds.

Note: If there are pending actions against the agreement, then the system shall send a Hold Notification to the Cooperating Sponsor. If there are no pending actions against the agreement, then the system shall determine if there are Open Issues.


FR3.7. 1. 9b Are there Pending Actions Against the Agreement?

If there is a pending action against the agreement, then the system shall display the open items and allow the user (FAD Analyst) to specify the number of days that the action will need to be completed by. If there is a due date associated with the pending action item, then the number of days that the action will need to be completed by will be defaulted.

BRULE66

Are there Pending Actions Against the Agreement? I. If there is a pending action, the number of days that the action will need to be completed by will be specified.

II. If there is a due date associated with the pending action item, then the number of days that the action will need to be completed by will be defaulted.


FR3.7. 1.10 Send Hold Notification Pending Action

If there is a pending action against the agreement, the system shall send a notification to the CS indicating that the closeout request will be placed on hold until the pending action is completed. In addition, the number of days allotted to complete the pending action for each item will be included in the notification. The pending action will be identified.


FR3.7. 1.11 Has Action Been Completed?

The system shall determine if the pending action (open claims, pending payments, and/or pending refunds) has been completed.

Note: If the action has been completed, then the system shall determine if there are Open Issues. If the action has not been completed, then the system shall determine if the number of days specified has elapsed.


FR3.7. 1.12a Has Number of Days If the pending action has not been completed, then the system shall Mandatory Approved FAD Analyst

Formatted Table















... [3092]

... [3089]

... [3093]

... [3090]

... [3091]



.rqs', Kar

ationship('P

ttributeVal

quirement(






Formatted Table



Specified Elapsed? determine if the number of days specified has elapsed.

Note: If the number of days specified has elapsed, then the system shall send a notification to the Analyst. If the number of days specified has not elapsed, then the system shall continue to check if the action has been completed until the number of days has elapsed.

FR3.7. 1.12b Has Number of Days Specified Elapsed?

If the number of days specified has elapsed and the pending action has not been completed, then the system shall send a notification to the Analyst informing them that the original number of days specified has elapsed.


FR3.7. 1.13a Are there Open Issues? Once there are no pending actions, the system shall determine if there are any open issues against the agreement. Open issues include any issues identified in the issues letter in compliance evaluation.

Note: If there are open issues against the agreement, then the system shall send a Hold Notification to the Cooperating Sponsor. If there are no open issues against the agreement, then the system shall determine if there is a Performance Plan.


FR3.7. 1.13b Are there Open Issues? If there is an open issue, then the system shall display the open issues and allow the user (FAD Analyst) to specify the number of days that the issue will need to be resolved by. If there is a due date associated with the open issue, then the number of days that the issue will need to be resolved by will be defaulted.

BRULE67

Are there Open Issues? I. If there is an open issue, the number of days that the issue will need to be resolved by will be specified.

II. If there is a due date associated with the open issue, then the number of days that the issue will need to be resolved by will be defaulted.


FR3.7. 1.14 Send Hold Notification Pending Issue Resolution

If there is an open issue against the agreement, the system shall send a notification to the CS indicating that the closeout request will be placed on hold until the issue is resolved. In addition, the number of days allotted to resolve the open issue for each item will be included in the notification. The open issue will be identified.



Formatted Table












... [3096]

... [3094]

... [3097]

... [3095]


ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 383 of of 429 6/0418/07





Formatted Table



FR3.7. 1.15 Has Issue Been Resolved? The system shall determine if the open issue has been resolved.

Note: If the issue has been resolved, then the system shall determine if there is a Performance Plan. If the issue has not been resolved, then the system shall determine if the number of days specified has elapsed.


FR3.7. 1.16a Has Number of Days Specified Elapsed?

If the open issue has not been resolved, then the system shall determine if the number of days specified has elapsed.

Note: If the number of days specified has elapsed, then the system shall send a notification to the Analyst. If the number of days specified has not elapsed, then the system shall continue to check if the issue has been resolved until the number of days has elapsed.


FR3.7. 1.16b Has Number of Days Specified Elapsed?

If the number of days specified has elapsed and the open issue has not been resolved, then the system shall send a notification to the Analyst informing them that the original number of days specified has elapsed.


FR3.7. 2 Review Performance Plan The system shall allow the user (FAD Analyst) to review the Performance Plan.


FR3.7. 2. 1 Is there a Performance Plan?

The system shall determine if there is a Performance Plan.

Note: If there is a Performance Plan, then the system shall allow the Analyst to review the Performance Plan. If there is not a Performance Plan, then the system shall determine if there is a Disposition of Equipment.


FR3.7. 2. 2 Review Performance Plan The system shall display the Performance Plan and allow the user (FAD Analyst) to review the Performance Plan. The Performance Plan will be retrieved from the compliance evaluation section.


FR3.7. 2. 3a Should the Request Be Put on Hold?

The system shall allow the user (FAD Analyst) to determine if the closeout request should be put on hold pending completion of the Performance Plan.

Note: If the Analyst determines that the closeout request should be


Formatted Table















... [3100]

... [3098]

... [3102]

... [3101]

... [3099]

3-

ttributeVal

quirement(

quirement(

quirement(






Formatted Table



put on hold, then the system shall send a Hold Notification to the Cooperating Sponsor. If the Analyst determines that the closeout request should not be put on hold, then the system shall determine if there is a Disposition of Equipment.

FR3.7. 2. 3b Should the Request Be Put on Hold?

If the Analyst determines that the closeout request should be put on hold pending the completion of the Performance Plan, then the system shall allow the user (FAD Analyst) to specify the number of days that the Performance Plan will need to be completed by. If there is a due date associated with the Performance Plan, then the number of days that the Performance Plan will need to be completed by will be defaulted.

BRULE68

Should the Request be Put On Hold? I. If the request should be put on hold pending the completion of the performance plan, the number of days that the performance plan will need to be completed by will be specified.

II. If there is a due date associated with the Performance Plan, then the number of days that the Performance Plan will need to be completed by will be defaulted.


FR3.7. 2. 4 Send Hold Notification Pending Performance Plan Resolution

If the Performance Plan needs to be completed, then the system shall send a notification to the CS indicating that the closeout request will be placed on hold until the Performance Plan is completed. In addition, the number of days allotted to complete the Performance Plan will be included in the notification.


FR3.7. 2. 5 Has Performance Plan Been Completed?

The system shall determine if the Performance Plan has been completed.

Note: If the Performance Plan has been completed, then the system shall determine if there is a Disposition of Equipment. If the Performance Plan has not been completed, then the system shall determine if the number of days specified has elapsed.


FR3.7. 2. 6a Has Number of Days Specified Elapsed?

If the Performance Plan has not been completed, then the system shall determine if the number of days specified has elapsed.

Note: If the number of days specified has elapsed, then the system shall send a notification to the Analyst. If the number of days specified has not elapsed, then the system shall continue to check if the Performance Plan has been completed until the number of days



Formatted Table












... [3104]

... [3105]

... [3107]

... [3106]

... [3103]



ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 385 of of 429 6/0418/07





Formatted Table



has elapsed.

FR3.7. 2. 6b Has Number of Days Specified Elapsed?

If the number of days specified has elapsed and the Performance Plan has not been completed, then the system shall send a notification to the Analyst informing them that the original number of days specified has elapsed.


FR3.7. 3 Review Disposition of Equipment

The system shall allow the user (FAD Analyst) to review the Disposition of Equipment.


FR3.7. 3. 1 Is there a Disposition of Equipment?

The system shall determine if there is a Disposition of Equipment.

Note: If there is a Disposition of Equipment, then the system shall allow the Analyst to review the Disposition of Equipment. If there is not a Disposition of Equipment, then the system shall allow the Analyst to review the Comparison Outcomes Report Summary.


FR3.7. 3. 2a Review Disposition of Equipment

The system shall display the Disposition of Equipment and allow the user (FAD Analyst) to review the Disposition of Equipment. The Disposition of Equipment will be retrieved from the Submitted Project Status Report in compliance evaluation section because the information is entered there.


FR3.7. 3. 2b Review Disposition of Equipment

The system shall allow the user (FAD Analyst) to review the current condition of the equipment entered by the Cooperating Sponsor and their proposed disposition plan.


FR3.7. 3. 3a Is the Disposition of Equipment Approved?

The system shall allow the user (FAD Analyst) to determine if the proposed disposition plan of the equipment should be approved

Note: If the Analyst determines that the proposed disposition plan of the equipment should be approved, then the system shall allow the Analyst to review the Comparison Outcomes Report Summary. If the Analyst determines that the proposed disposition plan of the equipment should not be approved, then the Analyst will send a Modification Notification to the Cooperating Sponsor indicating that the proposed disposition plan of the equipment is not approved..



The system shall allow the user (FAD Analyst) to send a modification notification to the Cooperating Sponsor indicating that


Formatted Table















... [3110]

... [3108]

... [3112]

... [3111]

... [3109]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 386 of of 429 6/0418/07





Formatted Table



the disposition plan of the equipment needs to be modified with the reason and to resubmit the Project Status Report with the change.

FR3.7. 4 Review Summary Comparison Outcomes Report

The system shall allow the user (FAD Analyst) to review the Summary Comparison Outcomes Report.


FR3.7. 4. 1 Review Comparison Outcomes Reports Summary

The system shall allow the user (FAD Analyst) to review the Comparison Outcomes Report Summary. The Comparison Outcomes Report Summary will be retrieved from the compliance evaluation section. The Summary will list each discrepancy and the action(s) taken in compliance evaluation.

Note: The review will include the summary of all Comparison Outcomes Reports tied to the agreement.


FR3.7. 4. 2 Is Action Taken Acceptable? The system shall allow the user (FAD Analyst) to indicate if the action(s) taken on each discrepancy is acceptable.

Note: If the action(s) taken is not acceptable, then the Analyst will propose a recommended action in the compliance evaluation section. If the action(s) taken is acceptable, then the Analyst will draft the Closeout Letter.


FR3.7. 5 Finalize Closeout The system shall allow the users (FAD Analyst, FAD Director's Office) to finalize the closeout of the agreement.


FR3.7. 5. 1a Draft Closeout Letter The system shall display the standard closeout letter template based on the agreement's Program Type and Account Type to the user (FAD Analyst). In addition, the user (FAD Analyst) will be able to modify the standard verbiage on the template and enter any Free Form Remarks in the Closeout Letter.

FR4.2. 44

Maintain Final Closeout Letter Clauses The system shall allow the user (FAD Director’s Office) to maintain the standard final closeout clauses for the final closeout letter.


FR3.7. 5. 1b Draft Closeout Letter The system shall display and include in the Closeout Letter the Agreement Number, indicate if the disposition plan of the equipment was approved (if necessary), Actual Outcomes, Actual Outputs, Number and Type of Beneficiaries, Commodity, Agreement Tonnage (for each commodity), and Tonnage Received for the life


Formatted Table

















... [3116]

... [3113]

... [3118]

... [3117]

... [3114]

... [3115]

... [3119]


FAIS



of the agreement (for each commodity), Total Monetization Proceeds Earned (for each monetized commodity) from the Project Status Report.

FR3.7. 5. 1c Draft Closeout Letter The system shall display and include in the Closeout Letter the Cash Funds disbursed for the life of the agreement and Account Type from the Budget.

For each monetized commodity, the total commodity and freight costs will be displayed and included in the Closeout Letter.


FR3.7. 5. 1d Draft Closeout Letter The system shall display and include in the Closeout Letter the CS Name, CS Contact Name, and CS Address information associated to the agreement.

FR4.2. 6








Formatted Table










3-

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 388 of of 429 6/0418/07





Formatted Table



FR3.7. 5. 2a Calculate Remaining Obligated Amount

The system shall calculate the remaining obligated amount for each individual cost type (administrative, ocean, etc.).

If the Total Costs are equal to or greater than the Total Obligated Amount, then there will be no obligations.

BRULE69

Calculate Remaining Obligated Amount. I. The Remaining Obligated Amount for the Agreement will be calculated for each individual cost type (administrative, ocean, etc.) using the following formula:

Total Obligated Amount - Total Costs

II. If the Total Costs of the individual cost type are equal to or greater than the Total Obligated Amount of the individual cost type, then there will be no obligations.


FR3.7. 5. 2b Calculate Remaining Obligated Amount

The system shall include the Remaining Obligated Amount and the associated cost type in the Closeout Letter.

Note: The individual cost types are Administrative, ITSH, Projects, Ocean (Freight), and Commodity.


FR3.7. 5. 3 Send Notification to Director's Office

Once the Remaining Obligated Amount is calculated, the system shall send a notification to the Director's Office and the draft closeout letter for review.


FR3.7. 5. 4 Does Director's Office Approve?

The system shall allow the user (FAD Director's Office) to determine if the closeout letter is approved.

Note: If the Director's Office determines that the closeout letter is approved, then the system shall send an Approval Notification to the Analyst. If the Director's Office determines that the closeout letter is not approved, then the Director's Office will send a Modification Notification to the Analyst.



If the Director's Office does not approve the closeout letter, then the system shall allow the user (FAD Director's Office) to send a modification notification to the Analyst indicating that the closeout letter needs to be modified with the reason.


Formatted Table















... [3123]

... [3120]

... [3121]

... [3125]

... [3124]

... [3122]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 389 of of 429 6/0418/07





Formatted Table



FR3.7. 5. 6 Send Approval Notification If the Director's Office approves the closeout letter, then the system shall send an Approval Notification to the Analyst indicating that the Director's Office has approved the closeout letter.


FR3.7. 5. 7 Are there Funds to Be De-Obligated?

After the Director's Office approves the closeout letter, the system shall determine if there are funds to be de-obligated based on the calculated Remaining Obligated Amount.

Note: If there are funds to be de-obligated, then the system shall send a Notification to FMD. If there are no funds to be de-obligated, then the system shall send the Agreement Closeout Letter to the CS.


FR3.7. 5. 8a Send Notification to FMD If there are funds to be de-obligated, then the system shall send a Notification to FMD with the de-obligated amount for each individual cost type.


FR3.7. 5. 8b Send Notification to FMD Once the notification is sent to FMD, then the system shall update the budget and de-obligate the funds for each individual cost type (i.e. administrative, ocean, etc.).


FR3.7. 5. 9 Send Agreement Closeout Letter

The system shall send the Agreement Closeout Letter with the Director's Office e-signature to the Cooperating Sponsor.


FR4 Common Elements The system shall support the Common Elements processes which include: Withdraw Proposal, Request and Obtain UMR Analysis, Maintain System Data, Reporting and Performance Management, Cancel Agreement, Request Supporting Documentation.

Mandatory Approved All FAIS Users

FR4.1 Withdraw Proposal The system shall allow the CS to withdraw a proposal at anytime before it is evaluated, scored, and graded.

The system shall send an alert to the FAD Analyst assigned to the Proposal when the Proposal has been withdrawn.

The system shall allow the CS to edit and re-submit previously withdrawn Proposals.


FR4.2 Maintain System Data The system shall provide users the ability to add, update, and delete system data tables.

Mandatory Approved FAD Branch Chief, FAD

Formatted Table

















... [3129]

... [3126]

... [3127]

... [3130]

... [3132]

... [3128]

... [3131]

.rqs', Kar

quirement(

quirement(

quirement(






Formatted Table



Director's Office, OGA Branch Chief, Financial Management Division, Payment Reviewer, Payment Certifier, CS Director, Freight Forwarder, Carrier, Carrier Broker

FR4.2. 1 Maintain Fiscal Years The system shall maintain a list of Fiscal Years. Mandatory Approved FAD Director's Office

FR4.2. 2 Maintain Funding Sources The system shall maintain a list of Funding Sources. Type of Funding Sources should include the following: - Title I - CCC - FAS - 416 (b)


FR4.2. 3 Maintain Program Type The system shall maintain a list of Program Types. The Program Types should include the following: - FFP - FFE - Title I - 416 (b)


FR4.2. 4 Maintain Proposal Solicitation Period Dates

The system shall maintain the proposal Solicitation period dates per Food Aid program.


FR4.2. 5 Maintain Proposal Solicitation Contact List

The system shall allow the user to maintain the solicitation contact list for the USDA’s Grants.gov Coordinator and FAS Web site Webmaster.


FR4.2. 6 Maintain Cooperating The FAD Director's Office will update the CS Organization List with Mandatory Approved CS Director


Formatted Table












... [3133]

... [3136]

... [3135]

... [3134]



FAIS



Sponsor Organization List the approved CS Organization Name and CS Director(s).


BRULE217

Maintain Cooperating Sponsor Organization List 1. The system will allow for multiple entries for the items in the Cooperating Sponsor user list.

FR4.2. 7 Maintain Cooperating Sponsor FAIS User List

The system shall allow the CS Director to maintain the Cooperating Sponsor FAIS User list. The Cooperating Sponsor FAIS User list should include: - CS employee name - CS employee title - CS employee phone number - CS employee fax number - CS employee User Role - (CS Director(s), Proposal Creator(s), Proposal Modifier(s), Agreement Executor(s), Agreement Modifier(s))


FR4.2. 8 Maintain FAS User List The system shall allow the user to maintain the FAS User list. The FAIS User list should include: - Employee name - Employee title - Employee phone number - Employee fax number - Employee User Role - (Analyst(s), Branch Chief(s), FAD Director’s Office, TLB Analyst(s), CAD Payment Certifier(s), CAD Payment Approver(s), POST Personnel)







Formatted Table









Formatted Table

2


FAIS



FR4.2. 9 Maintain Cooperating Sponsor Bank Accounts List

The system shall allow the CS Director to maintain the Cooperating Sponsor Bank Account list. The Cooperating Sponsor Bank Account list should include: - CS Organization Name - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address


FR4.2. 10 Maintain Country List The system shall allow the user to maintain the Country List. The Country list should include: - Active Date (Begin and End Date) - Country - Country Code - Short Name - Region - FIPS Code - Landlocked Country (Y/N) - Food Aid Eligible (Y/N)



FR4.2. 11 Maintain Personnel Contact List

The system shall allow the user to maintain the Personnel contact list. The Personnel contact list should include: - Post personnel name - Title - Phone number - APO address (internal) - Embassy address - Email address - Primary Country - Associated Country(s) - FAS, USAID, State Department employee


FR4.2. 12 Maintain FAIS News Releases

The system shall allow the user to maintain the content associated with each FAIS News Release type. Types of FAIS News Releases should include:







Formatted Table









Formatted Table

2

quirement(






Formatted Table



- Awards - Proposal Solicitations - Progress Reports - Food Aid Guidance - Other

FR4.2. 13 Maintain Commodity Grouping

The system shall allow the user to create sub-lists off of the entire commodity list. Sub-lists should include: - Wheat products - Corn products - Blended products - Bulk commodities - Packaged commodities - Value added products - High valued products - Other


FR4.2. 14 Maintain Commodity List The system shall allow the user to maintain a list of all commodities. The Commodity list should include: - Commodity - Commodity Code - CCC Code - Commodity Specification Available (Y/N) - Scarce Commodity Indicator


FR4.2. 15 Maintain Commodity Specification

The system shall allow the user to maintain Commodity Specifications document(s) for each commodity.


FR4.2. 16 Maintain Commodity Usage The system shall allow the user to maintain a list of Commodity Uses. The list of Commodity Uses should include: - Monetization - Barter - Direct Feeding - Food for Work - Food for Training


FR4.2. 17 Maintain Package Type The system shall allow the user to maintain a list of Package Types. - Bulk - Packaged


Formatted Table












ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 394 of of 429 6/0418/07





Formatted Table



FR4.2. 18 Maintain Activity Name The system shall allow the user to maintain a list of Activity Names.



FR4.2. 19 Maintain Types of Beneficiaries

The system shall allow the user to maintain a list of Types of Beneficiaries.




FR4.2. 20 Maintain Project Types The system shall allow the user to maintain a list of Project Types.




FR4.2. 21 Maintain Proposal Evaluation Data

The system shall allow the user to maintain the following fields on the proposal evaluation:

- Evaluation Criteria Questions including proposal priority questions - Proposal Priority Question Bonus Points - Evaluation Criteria Question Weights - Instructions - Guidance - High Level Subject Areas - Reference Links


FR4.2. 22 Maintain Freight Pricing The system shall maintain freight estimates by country and package type in the Freight Pricing Table.


BRULE218

Maintain Freight Pricing 1. This is only applicable during the Proposal


Formatted Table















... [3140]

... [3142]

... [3138]

... [3141]

... [3139]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 395 of of 429 6/0418/07





Formatted Table



Solicitation Period.

FR4.2. 23 Maintain Commodity Pricing The system shall maintain commodity estimates in the Commodity Pricing Table. Commodity estimates will be obtained from the WBSCM system for the highest, average, and latest costs associated to each commodity if feasible, otherwise these estimates will be obtained from actual costs data for previous fiscal years in FAIS.



BRULE219

Maintain Commodity Pricing 1. This is only applicable during the Proposal Solicitation Period.


FR4.2. 24 Maintain Approval/Rejection Letter

The system shall maintain the content that is displayed in the proposal approval and rejection letters.


FR4.2. 25 Maintain Approval/Rejection Cable Text

The system shall maintain the cable text content that is displayed in the proposal approval and rejection cables to Foreign Governments.


FR4.2. 26 Maintain Budget Line Items The system shall allow the user to maintain a list of all Budget line items. The system shall allow the user to enter in attributes associated to the Budget line items.


FR4.2. 27 Maintain 3rd Country Consultation Letter

The system shall allow the user to maintain the template language for the 3rd Country Consultation Letter.


FR4.2. 28 Maintain 3rd Country Commodity Consultation Table

The system shall allow the user to maintain the 3rd Country Commodity Consultation table.



FR4.2. 29 Maintain 3rd Country Consultation Contact List

The system shall allow the user to maintain the 3rd Country Consultation contact list for the State Department Coordinator.


Formatted Table



















... [3147]

... [3143]

... [3149]

... [3148]

... [3145]

... [3150]

... [3144]

... [3146]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 396 of of 429 6/0418/07


Formatted


Formatted

Formatted Table



FR4.2. 30 Maintain Food Aid Program Agreements

The system shall allow the user to maintain the template language for the Food Aid Program Agreements by Program Type and Funding Source.


FR4.2. 31 Maintain Food Aid Program Agreement Amendments

The system shall allow the user to maintain the template language for the Food Aid Program Agreements Amendments by Program Type and Funding Source.


FR4.2. 32 Maintain Food Aid Program Commitment Letters

The system shall allow the user to maintain the template language for the Food Aid Program Commitment Letters for World Food Program CS’s by Program Type and Funding Source.


FR4.2. 33 Maintain Food Aid Program Commitment Letter Amendments

The system shall allow the user to maintain the template language for the Food Aid Program Commitment Letters Amendments for World Food Program CS’s by Program Type and Funding Source.


FR4.2. 34 Maintain Bellmon Analysis The system shall allow the user to maintain the template language for the Bellmon Analysis.


FR4.2. 35 Maintain Ship-To Window The system shall allow the user to maintain the Ship-To Window for the Bellmon Analysis and UMR.


BRULE220

Maintain Ship-To Window 1. This is applicable to the Bellmon Analysis and UMR.


FR4.2. 36 Maintain Press Release The system shall allow the user to maintain the template language for the Press Release.


FR4.2. 37 Maintain Agreement Amendment Correlation

The system shall allow the user to maintain the Agreement Amendment Correlation table.




FR4.2. 38 Maintain WFP Disallowed Direct Support Cost Line

The system shall allow the user to maintain a list of all WFP Disallowed Direct Support Cost Line Items for each Program Type.







Formatted Table


















... [3151]

... [3152]

... [3155]

... [3157]

... [3153]

... [3156]

... [3159]

... [3162]

... [3160]

... [3154]

... [3163]

... [3158]

... [3161]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 397 of of 429 6/0418/07





Formatted Table



Items FR4.2. 39 Maintain WFP Other

Disallowed Direct Operation Cost Line Items

The system shall allow the user to maintain a list of all WFP Disallowed Other Direct Operation Cost Line Items for each Program Type.


FR4.2. 40 Maintain Program Priority Country Criteria

The system shall allow the user to maintain the program priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.


FR4.2. 41 Maintain Proposal Priorities Criteria

The system shall allow the user to maintain the proposal priority country criteria which include the program, criteria, type of criteria (quantitative or qualitative), associated variable targets, and valid dates. The user will be able to include, modify, and exclude criteria.


FR4.2. 42 Maintain Export Status The system shall allow the user to maintain the export status:

1) Net Food Importer 2) Net Food Exporter


FR4.2. 43 Maintain Freedom Status The system shall allow the user to maintain the freedom status:

1) free 2) partly free 3) improving


FR4.2. 44 Maintain Final Closeout Letter Clauses

The system shall allow the user (FAD Director’s Office) to maintain the standard final closeout clauses for the final closeout letter.


FR4.2. 45 Maintain Closeout Request Letter Clauses

The system shall allow the user (FAD Director’s Office) to maintain the standard closeout request clauses for the closeout request letter submitted by the CS.


FR4.2. 46 Maintain Email Template The system shall allow the user to create template language to be used in email correspondence with the CRS when explaining the CS response to the identified issue and the action taken by FAD/M&E.


FR4.2. 47 Maintain Ad-hoc Review Elements

The system shall allow the user to maintain a list of criteria that can be reviewed on the Ad-hoc Review.


Formatted Table



















... [3168]

... [3169]

... [3164]

... [3165]

... [3170]

... [3171]

... [3166]

... [3167]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 398 of of 429 6/0418/07





Formatted Table





FR4.2. 48 Maintain Discrepancy and Thresholds

The system shall allow the user to maintain a list of discrepancies and positive or negative thresholds associated with each discrepancy for the Project Status Report. The system shall allow the user to assign which discrepancies require a user prompt for comments.


FR4.2. 49 Maintain Freight Forwarder Certifications

The system shall allow the user (TLB) to maintain the template language for the Freight Forwarder certifications.


FR4.2. 50 Maintain Call Forward Certification Requirements

The system shall allow the user (TLB) to maintain the list of certifications related to customs clearance of the commodity selected at the time the call forward is requested.


FR4.2. 51 Maintain Procurement Schedule

The system shall allow the user (TLB) to maintain the procurement schedule including the Invitation Number, Invitation Issued Date, Steam Ship Line (SSL) Rates Due Date, Vendor Bids Due Date, Bids Accepted and Purchase Contracts Released Date, Port Allocation Released Date, Vendor Shipping Periods, and Date at U.S. Ports.


FR4.2. 52 Maintain Procurement Schedule

The system shall receive the procurement schedule from KCCO including the Invitation Number, Invitation Issued Date, Steam Ship Line (SSL) Rates Due Date, Vendor Bids Due Date, Bids Accepted and Purchase Contracts Released Date, Port Allocation Released Date, Vendor Shipping Periods, and Date at U.S. Ports.


FR4.2. 53 Maintain Offer Requirements and Submission Location

The system shall allow the user (TLB) to maintain the offer requirements and submission location of the freight tender.


FR4.2. 54 Maintain Standard Booking The system shall allow the user (TLB) to maintain the standard Mandatory Approved Transportation

Formatted Table















... [3174]

... [3172]

... [3176]

... [3175]

... [3173]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 399 of of 429 6/0418/07





Formatted Table



Note Clauses booking note clauses used for the freight tenders. and Logistics Branch

FR4.2. 55 Maintain Point of Origin The system shall allow the user (TLB) to maintain the point of origin used for the freight tenders.


FR4.2. 56 Maintain Point of Origin The system shall receive the point of origin list through an automated feed from KCCO.


FR4.2. 57 Maintain Disclaimers The system shall allow the user (TLB) to maintain the disclaimer language used for the award.


FR4.2. 58 Maintain Discharge Ports The system shall allow the user (TLB) to maintain a list of discharge ports for use with the freight tenders.


FR4.2. 59 Maintain Discharge Ports The system shall receive the discharge port list through an automated feed from KCCO.


FR4.2. 60 Maintain US Load Ports The system shall allow the user (TLB) to maintain the US load ports used for the freight tenders.


FR4.2. 61 Maintain US Load Ports The system shall receive the US load ports through an automated feed from KCCO.


FR4.2. 62 Maintain Conversion Weights

The system shall allow the user (TLB) to maintain a list of conversion weights for packaged cargo.


FR4.2. 63 Maintain Tender Subscription List

The system shall allow the user (TLB) to maintain the e-mail addresses and names of the individuals who wish to be notified that the freight tender is posted.


FR4.2. 64 Maintain Carrier Names The system shall allow the user (TLB) to maintain a list of Carrier Mandatory Approved Transportation

Formatted Table





















... [3183]

... [3184]

... [3182]

... [3177]

... [3185]

... [3180]

... [3178]

... [3186]

... [3181]

... [3179]

.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 400 of of 429 6/0418/07





Formatted Table



Names and associated contact information.


Logistics Branch

FR4.2. 65 Maintain Vessel Types The system shall allow the user (Freight Forwarder) to maintain a list of Vessel Types.


FR4.2. 66 Maintain Freight Forwarder The system shall allow the user (TLB) to maintain a list of Freight Forwarder and associated contact information.


FR4.2. 67 Maintain Carrier Brokers The system shall allow the user (TLB) to maintain a list of Carrier Brokers and associated contact information.


FR4.2. 68 Maintain Payment Percentages

The system shall allow the user (FAD Director’s Office) to maintain the Percentages of the total invoiced amount that can be paid at load and delivery on Freight Invoices.



FR4.2. 69 Maintain Attestations The system shall allow the user (FAD Director’s Office) to maintain Attestation statement template language that the user will certify. Typically, the user will certify that they have all of the documentation that is required in accordance with USDA regulations.


FR4.2. 70 Maintain Program Codes The system shall allow the user (FMD) to maintain a list of Program Codes for use on the Standard Form 1166.


FR4.2. 71 Maintain Cash Request Type

The system shall allow the user (Payment Receiver, Payment Certifier) to maintain the Cash Request Type. The two types of Cash Requests are Cash Advances and Cash Reimbursements.

Mandatory Approved Payment Receiver, Payment Certifier

FR4.2. 72 Maintain Bank Account Type The system shall allow the user (Payment Receiver, Payment Certifier) to maintain Bank Account Types. The two types of Bank Account Types are Checking and Savings.

Mandatory Approved Payment Receiver, Payment Certifier

Formatted Table

















... [3190]

... [3187]

... [3188]

... [3191]

... [3193]

... [3189]

... [3192]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 401 of of 429 6/0418/07





Formatted Table



FR4.2. 73 Maintain Account Relationship

The system shall allow the user (FMD, FAD Director’s Office, Payment Certifier, Payment Reviewer) to maintain the relationship between payment type (Payment or Refund), Individual Cost Type, Program Type, and Funding Source.


Mandatory Approved Financial Management Division, FAD Director’s Office, Payment Reviewer, Payment Certifier

FR4.2. 74 Maintain Gross Weight Tolerance

The system shall allow the user (TLB) to determine the gross weight tolerance allowed for transportation invoices.


FR4.2. 75 Maintain Security User Roles List

The system shall allow the user to maintain Security User Roles list. The Security User Roles list should include:

- Employee Name - User Role(s) - Organization - Phone Number - Email Address - Types of Alerts (Email Notification, System Alert) - Status


FR4.2. 76 Maintain Package Size The system shall allow the user (TLB) to maintain a list of Package Sizes, also known as Cargo Types.


FR4.2. 77 Maintain Food & Agriculture Organization Commodity List

The system shall allow the user to maintain the Food & Agriculture Organization commodity list. This list is desirable if the associated desirable external system interface is created.


FR4.2. 78 Maintain International Grains Council Commodity List

The system shall allow the user to maintain the International Grains Council commodity list. This list is desirable if the associated desirable external system interface is created.


FR4.2. 79 Maintain Alerts The system shall allow the user to maintain a list of alerts with their associated template language, the user role receiving the alert, and


Formatted Table















... [3196]

... [3194]

... [3198]

... [3197]

... [3195]

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 402 of of 429 6/0418/07





Formatted Table



an indicator specifying if the Date/Time should be recorded when the alert is sent.

Note: A list of Alerts and the user role receiving the alerts are in the attached Alert List.xls document.

FR4.2. 80 Maintain Supporting Documentation

The system shall allow the user to maintain a list of supporting documentation. The list of supporting documentation could include: - Booking Note - Charter Party - Bill of Lading


FR4.2. 81 Maintain Claim Letter (First Demand)

The system shall allow the user (FAD Director's Office) to maintain the standard claim demand clauses for the claim letter (demand letter).


FR4.2. 82 Maintain Claim Letter (Second Demand)

The system shall allow the user (FAD Director's Office) to maintain the standard claim second demand clauses for the claim response letter.


FR4.2. 83 Maintain Claim Letter (Final Claim Determination)

The system shall allow the user (FAD Director's Office) to maintain the standard claim response clauses for the final determination letter.


FR4.2. 84 Maintain ISC Rate The systems shall allow the user to maintain the ISC rate for In-Country and Headquarters.


FR4.2. 85 Maintain Project Category The systems shall allow the user to maintain the Project Category list. - CP (Country Program) - DEV (Development Program) - PRRO (Protracted Relief and Recovery Operation) - EMOP (Emergency Operation)


FR4.2. 86 Maintain Criteria for Measuring Progress

The system shall allow the user to maintain a list of Expected Outputs, Expected Outcomes, and Expected Long Term Impacts.

The system shall allow the user to maintain the relationship between Expected Outputs and Outcomes and the Expected Long


Formatted Table















... [3201]

... [3199]

... [3203]

... [3202]

... [3200]

.rqs', Kar

quirement(

quirement(

quirement(


FAIS


Page Page 403 of of 429 6/0418/07





Formatted Table



Term Impacts.

FR4.2. 87 Maintain Direct Cost Expense Categories

The system shall allow the user to maintain a list of Expense Categories for Direct Costs.


FR4.2. 88 Maintain Non Cargo Preference Freight Rate per MT

The system shall allow the user to maintain the non cargo preference freight rate per MT.


FR4.2. 89 Maintain Type of Document List

The system shall allow the user to maintain the Type of Document list. The Type of Document list should include: - Compliance Review - CS Audit - CS Evaluation


FR4.2. 90 Maintain Recipient Agency List

The system shall allow the user to maintain the Recipient Agency List.


FR4.2. 91 Maintain Proposal Summary List

The system shall allow the user to maintain the Proposal Summary List to be displayed on the Proposal Summary page. The Proposal Summary List should include: - Proposal Number - Program Type - Cooperating Sponsor - Country - Number of Pages - CS Proposal Complexity - Country Complexity - New CS - New Country - Priority Country - Proposal Continuation - Proposal Status - Analyst Assigned - Secondary Analyst

Mandatory Approved FAD Director's Office, FAD Branch Chief

FR4.2. 92 Maintain Recommendation Status Table

The system shall allow the user to maintain the Recommendation Status Table. The Recommendation Status Table should include: - Grade (A-D) - Recommendation Status (Recommended, Not-



Formatted Table












... [3204]

... [3207]

... [3206]

... [3205]

.rqs', Kar

quirement(

quirement(

quirement(


FAIS


Page Page 404 of of 429 6/0418/07





Formatted Table



Recommended, On-Hold) for each Grade

FR4.2. 93 Maintain Equipment Status The system shall allow the user to maintain the Equipment Status list. The Equipment Status list should include: - New - Like New - Good - Fair - Poor


FR4.2. 94 Maintain Performance Plan Status

The system shall allow the user to maintain the Performance Plan Status list. The Performance Plan Status list should include: - Open - Closed


FR4.2. 95 Maintain Suspend Agreement Status

The system shall allow the user to maintain the Suspend Agreement Status list. The Suspend Agreement Status list should include: - Suspended - Reinstated


FR4.2. 96 Maintain Vessel Service The system shall allow the user (TLB) to maintain the types of Vessel Service: P1 - All US Flag Vessels P2 - Part US Flag Vessel and Part Foreign Flag Vessel P3 - All Foreign Flag Vessels


FR4.2. 97 Maintain Freight Forwarder Bank Accounts List

The system shall allow the Freight Forwarder to maintain the Freight Forwarder Bank Account list. The Freight Forwarder Bank Account list should include: - Freight Forwarder Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address


FR4.2. 98 Maintain Carrier Bank Accounts List

The system shall allow the Carrier to maintain the Carrier Bank Account list. The Carrier Bank Account list should include:

Mandatory Approved Carrier


Formatted Table












... [3208]

... [3211]

... [3210]

... [3209]


FAIS



- Carrier Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

FR4.2. 99 Maintain Carrier Broker Bank Accounts List

The system shall allow the Carrier Broker to maintain the Carrier Broker Bank Account list. The Carrier Broker Bank Account list should include: - Carrier Broker Name - Bank Name - Account Name - Account Type - Tax ID # - Account # - Bank Address

Mandatory Approved Carrier Broker

FR4.2.100 Maintain FAD Bank Accounts List

The system shall allow the Payment Certifier and FAD Director's Office to maintain the FAD Bank Account list that will be included on the refund request. The FAD Bank Account list should include: - Bank Name - Account Name - Account Type - Tax ID # - ABA # - Bank Address

Mandatory Approved FAD Director's Office, Payment Certifier

FR4.3 Reporting and Performance Management

The system shall provide users the ability to generate custom Ad-hoc and canned reports.

Mandatory Approved FAD Director's Office, FAD Branch Chief , FAD Analyst, M&E Director's Office, M&E Branch Chief, M&E Analyst, Transportation and Logistics Branch,






Formatted Table







Formatted Table

2


FAIS



Payment Reviewer, Payment Certifier

FR4.3. 1a Custom Reports The system shall allow the user create custom queries from multiple data repositories to generate Ad-hoc reports.

The system shall allow the user to save custom queries.

Mandatory Approved FAD Director's Office, FAD Branch Chief , FAD Analyst, M&E Director's Office, M&E Branch Chief, M&E Analyst, Transportation and Logistics Branch, Payment Reviewer, Payment Certifier

FR4.3. 1b Canned Reports The system shall allow the user to generate canned reports. Mandatory Approved FAD Director's Office, FAD Branch Chief , FAD Analyst, M&E Director's Office, M&E Branch Chief, M&E Analyst, Transportation and Logistics Branch, Payment Reviewer, Payment Certifier

FR4.3. 2 Report File Format The system shall allow the user to save reports in multiple file formats. File formats could include PDF, XLS, and DOC.

Mandatory Approved FAD Director's Office, FAD Branch Chief ,






Formatted Table





Formatted Table



2


FAIS



FAD Analyst, M&E Director's Office, M&E Branch Chief, M&E Analyst, Transportation and Logistics Branch, Payment Reviewer, Payment Certifier

FR4.3. 3 Report Search Criteria The system shall allow the user to search for canned reports across various search criteria. Search criteria fields could include the following:

- Fiscal Year - Agreement # - Proposal # - Program - Funding Source - Country - Organization - Analyst Assigned - Commodity - Commodity Use

Mandatory Approved FAD Director's Office, FAD Branch Chief , FAD Analyst, M&E Director's Office, M&E Branch Chief, M&E Analyst, Transportation and Logistics Branch, Payment Reviewer, Payment Certifier

FR4.3. 4 President’s Budget Reports The system shall generate a report for the President’s Budget. This shall include all information that has been compiled and submitted for each program type. The tonnage, total commodity budget (current and out years), total freight budget (current and out years), and total administrative budget (current and out years).


FR4.3. 5 Program Summary Reports The system shall generate a Program Summary Report that includes a breakdown of all commodity, freight, and administrative actual costs by program.


FR4.3. 6 Prior Year Budget Reports The system shall generate a Prior Year Budget Report that includes Mandatory Approved FAD Director's





Formatted Table










quirement(






Formatted Table



the budgets from prior years for each program type. Office

FR4.3. 7 Commodity Exemption Report

The system shall generate the Commodity Exemption Report which includes the program, commodity, and total tonnage from the approved proposals, signed agreements with shipments for the current fiscal year, prior year obligations with shipments for the current fiscal year, and planned proposals from Title II for each of the scarce commodities.


FR4.3. 8 Number of Beneficiaries Performance Reports

The system shall generate the Number of Beneficiaries Performance Report which will measure the number of beneficiaries goal against the number of beneficiaries documented in the approved proposals, signed agreements, and Project Status Report submitted by the CS.


FR4.3. 9 Number of Meals Provided Performance Reports

The system shall generate the Number of Meals Provided Performance Report which will measure the number of meals goal against the number of meals provided documented in the approved proposals, signed agreements, and Project Status Report submitted by the CS.


FR4.3.10 Proposal Summary by Faith Based Organization Reports

The system shall generate and display the Proposal Summary by Faith Based Organization report which includes the program, faith based indicator, community based indicator, organization, tonnage requested, transportation cost, commodity cost, administration cost, activity cost, total cost of each proposal for a CS. The user will be able to run a report based on the Faith based indicator and community based indicator.

Mandatory Approved FAD Director's Office, FAD Branch Chief , FAD Analyst

FR4.3.11 Shipments for Proposals - Current Fiscal Year Reports

The system shall generate and display the Proposals (All Shipments) report which retrieves commodity data for all proposals and commodities within a Fiscal Year (FY). The report should include the Country, Program, Funding Source, Organization, Proposal #, Commodity Use, Commodity Tonnage, Commodity Cost, Transportation Cost, Admin Cost, Other Non-Commodity Costs, Total Cost, and Delivery Date.

The system shall calculate and display the total tonnage requested, transportation costs, commodity costs, administration costs, activity costs, and total costs.


Formatted Table













.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 409 of of 429 6/0418/07





Formatted Table



FR4.3.12 Index of PVOs that Submitted Proposals Reports

The system shall generate and display the Index of PVOs that Submitted Proposals report which includes the organization, acronym, decision, and faith based indicator.


FR4.3.13 Proposal Status - By Fiscal Year Reports

The system shall generate and display the Proposal Status report which includes: Proposal Number, Organization, Country, Proposal Status, Date Received, Date Evaluated, and Date Assigned.


FR4.3.14 Analyst Assignments Reports

The system shall generate and display the Analyst Assignments report which includes the Unique Identifier (Proposal Number, Agreement Number), Country Name, Organization, and Analyst (FAD, M&E Analyst, TLB, CAD).


FR4.3.15 Evaluation Summary Reports

The system shall generate the Evaluation Summary report which includes a summary of the proposal costs, commodity requests, planned distributions, analyst score, analyst grade, Branch Chief grade, and Director’s Office recommendation by proposal.


FR4.3.16 Project Outcomes and Objectives Reports

The system shall generate the Project Outcomes and Objectives report which includes a summary of the country, CS, project /activity description, beneficiary types, number of beneficiaries, outcomes, strengths, and weaknesses by program and organized by country.


FR4.3.17 Evaluator and Post Personnel Assignment Reports

The system shall generate the Evaluator and Post Personnel Assignment report which includes a summary of the proposal number, proposal country, CS, evaluator name, Post personnel, and the duration of time the evaluator has spent evaluating the proposal.


FR4.3.18 Commodity Pricing Reports The system shall generate the Commodity Pricing report which includes a summary of the commodity with its associated commodity estimate(s).


FR4.3.19 Freight Pricing Reports The system shall generate the Freight Pricing report which includes a summary of the freight estimates with its associated country and package type.

Mandatory Approved FAD Director's Office, FAD Branch Chief ,

Formatted Table

















... [3216]

... [3213]

... [3214]

... [3217]

... [3219]

... [3215]

... [3218]


FAIS



FAD Analyst

FR4.3.20 Food Aid Recommendation Report for Senior Executives Reports

The system shall generate the Food Aid Recommendation report for Senior Executives which includes the country, program, funding source, organization, tonnage, commodity cost, transportation cost, administration cost, activity cost, total cost, and DO recommendation of each proposal (recommendations should be color coded: Green, Yellow Red)


FR4.3.21 Standard Deviation Reports The system shall generate the Standard Deviation report which includes a summary of the evaluator(s) scores, average score of all proposal evaluator scores, and the standard deviation for the proposal evaluator scores by proposal.


FR4.3.22 Proposal Submission Summary Reports

The system shall generate the Proposal Submission Summary report which includes the proposals deadline, number of proposals received, total value of proposals, total tons requested, number of PVO proposals, number of WFP proposals, number of Gov’t proposals, number of PVOs, number of proposals for priority countries, number of proposals for non-priority countries, number of countries with proposals (priority vs. non priority), number of new or existing CS’s.


FR4.3.23 Agreement (All Shipments) Reports

The system shall generate the Agreement (All Shipments) report which includes the following fields for signed Agreements with existing shipments in current and out years:

(1) Country (2) Food Aid Program (3) Funding Source (4) Cooperating Sponsor Name (5) Agreement # (6) Commodity Use (7) Commodity (8) Tonnage (9) Commodity Cost (10) Transportation Cost (11) Activities Costs (12) Other Direct Costs (13) ITSH






Formatted Table











FAIS


Status

(14) Indirect Costs (15) Total Agreement Cost (16) Delivery Date (17) Grand Total

FR4.3.24 Agreement Dates Reports The system shall generate the Agreement Dates report which Mandatory Approved FAD Director's includes the following fields for all signed, closed, cancelled, and Office, FAD suspended Agreements for a selected Fiscal Year: Branch Chief ,

FAD Analyst (1) Agreement # (2) Cooperating Sponsor Name (3) Country (4) Fiscal Year (5) Data Signed (6) Expected Close Dates (7) Date Closed (8) Date Cancelled (9) Data Suspended

FR4.3.25 Shipments for FY Reports The system shall generate the Shipments for FY report which Mandatory Approved FAD Director's includes the following fields for signed Agreements with shipments Office, FAD for a selected Fiscal Year: Branch Chief ,

FAD Analyst (1) Country (2) Food Aid Program (3) Funding Source (4) Cooperating Sponsor Name (5) Agreement # (6) Commodity Use (7) Commodity (8) Tonnage (9) Commodity Cost (10) Transportation Cost (11) Activities Costs (12) Other Direct Costs (13) ITSH (14) Indirect Costs (15) Total Agreement Cost (16) Delivery Date (17) Grand Total





Formatted Table






2

quirement(






Formatted Table



FR4.3.26 Shipments for Bill-To FY Reports

The system shall generate the Shipments for Bill-To FY report which includes the following fields for signed Agreements with shipments for a selected Bill-To Fiscal Year:

(1) Country (2) Food Aid Program (3) Funding Source (4) Cooperating Sponsor Name (5) Agreement # (6) Commodity Use (7) Commodity (8) Tonnage (9) Commodity Cost (10) Transportation Cost (11) Activities Costs (12) Other Direct Costs (13) ITSH (14) Indirect Costs (15) Total Agreement Cost (16) Delivery Date (17) Grand Total


FR4.3.27 Loss at Sea Reports The system shall allow the user (FAD Director’s Office) to generate a Loss at Sea Report with the Filing Claim Status for Losses at Sea as well as the Loss at Sea Amount by Firm Fixed Award.


FR4.3.28 Inland/Overland Loss Reports

The system shall allow the user (FAD Director’s Office) to generate an Inland/Overland Loss Report with Filing Claim Status for Inland/Overland Losses as well as the Amount of Inland/Overland Loss by Agreement and Award.


FR4.3.29 Payment Status Reports The system shall allow the user (Payment Reviewer and Payment Certifier) to generate the Payment Status Report indicating upcoming payments that are due with the Payment Due Date, the Number of Days Until Payment Needs to be Made, and the Current Payment Status.

Mandatory Approved Payment Reviewer, Payment Certifier

FR4.3.30 MARAD Reimbursement Report

The system shall allow the user (TLB) to generate the MARAD Reimbursement Report for all US Flag Vessels that have payments


Formatted Table













.rqs', Kar

ttributeVal

quirement(

quirement(






Formatted Table



made and the respective Ocean Freight Differential. Branch

FR4.3.31 Compliance and Evaluation Submission Report

The system shall create a submission report that should display the following by CS:

1) Agreement Number 2) CS 3) Submission status for review/evaluation/audit documents 4) Submission status for progress reports


FR4.3.32 Compliance and Evaluation Delinquency Report

The system shall create a delinquency report that should display the following:

(1) CS (2) Agreement Number(s) – if applicable (3) Type of Document (4) Year of Document (Audit and NICRA only) (5) Upload/Creation Confirmation (Date, User) (6) Due Date

BRULE86

Compliance and Evaluation Delinquency Report 1) You can only generate delinquency reports for reports that have due dates; i.e., progress reports (logistics, monetization, financial & school feeding reports), taxation certification, NICRA, and annual A-133 audits.


FR4.3.33 Compliance and Evaluation Issues Reports

The system shall create a compliance and evaluation issues report that should display the following:

1) CS 2) Agreement Number(s) 3) Destination Country 4) Food Aid Program 5) Issue Identified 6) Action Recommended (Date) 7) Action Required (Date) 8) Resolution Status 9) CS Response


FR4.3.34 Agreement Commodity Status Reports

The system shall generate the Agreement Commodity Status report which includes the following for each commodity:

(1) Agreement Allocation (2) Amount Received (3) Amount Sold (4) Amount Distributed



Formatted Table












... [3221]

... [3224]

... [3223]

... [3222]




FAIS


Status

(5) Amount Bartered (6) Amount Lost/Destroyed (7) Balance to be Delivered (8) Balance in Warehouse

FR4.3.35 Agreement Financial Status The system shall generate the Agreement Financial Status report Mandatory Approved FAD Director's Reports which includes the following for all reporting periods: Office, FAD

Branch Chief , (1) Budget Category FAD Analyst (2) Approved Expenditures (3) Actual Expenditures (4) Balance of Available Funds

FR4.3.36 Ad-hoc Review Reference The system shall generate the Ad-hoc Review Reference report Mandatory Approved FAD Director's Reports which includes the following: Office, FAD

Branch Chief , (1) Cooperating Sponsor(s) FAD Analyst (2) Agreement(s) (3) Food Aid Program (4) Agreement Sign Date (5) Commodity (6) Agreement Commodity Quantity (7) Quantity Received (8) Losses (9) Quantity Distributed (10) Commodity Balance – calculated: (Quantity Received –(Losses + Quantity Distributed) (11) Number of Beneficiaries Specified? (12) Administration Budget Amount (13) Cash Advances to Date (14) Balance Remaining – calculated: (Administration Budget Amount – Cash Advances to Date) (15) Date Monetized (16) Allocated (MT) (17) Quantity Received (MT) (18) Quantity Monetized (MT) (19) Price/MT (20) Total Proceeds + Interest ($) (21) Proceeds Spent (22) Account Balance – calculated: ((Total Proceed + Interest ($)) –





Formatted Table






2


FAIS



Proceeds Spent)

FR4.3.37 Planned U.S. Food Aid Reports

The system shall generate the Planned U.S. Food Aid table. The report will include the following:

(1) Country (2) Region (3) Program (4) Funding Source (5) Tonnage Obligated (MT) (6) Commodity Value (7) Total Obligated (MT) for all programs (8) Total Commodity Value for all programs

Refer to attachment for report layout.


FR4.3.38 USAID Monetization Reports The system shall generate the USAID Monetization report which will include all USAID approved Proposals, signed Agreements, and existing obligations with a commodity use of monetization with the following information:

1. Country 2. Cooperating Sponsor Name 3. Expected Proceeds Generated 4. Actual Proceeds Generated

Desirable Approved FAD Director's Office, FAD Branch Chief , FAD Analyst

FR4.3.39 Comparison Outcomes Report – Status

The system shall create and send the comparison outcomes report. The comparison outcomes shall display and indicate the discrepancies that exist between the Status Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.

The following discrepancies could be tracked:

(1) Price per MT vs. the amount authorized in the Agreement. (2) Total Amount sold vs. the amount authorized for sale in the Agreement (3) Unauthorized Sale (4) Total Amount distributed vs. the amount authorized for distribution in the Agreement






Formatted Table









FAIS



(5) Unauthorized Distribution (6) Total Amount bartered vs. the amount authorized for barter in the Agreement (7) Unauthorized Barter (8) Total Amount for FFW vs. the amount authorized for FFW in the Agreement (9) Unauthorized FFW (10) Warehouse/Distribution Loss exceeds the threshold (11) Actual # of Beneficiaries and the Target # of Beneficiaries (12) Actual Outputs and the Target Outputs (13) Actual Outcomes and the Target Outcomes (14) Actual Short-term Impacts and the Target Short-term Impacts (15) Actual Long-term Impacts and the Target Long-term Impacts

FR4.3.40 Comparison Outcomes Report – Financial

The system shall create and send the comparison outcomes report. The comparison outcomes shall display and indicate the discrepancies that exist between the Financial Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.


(1) If the "Other" field is selected from the Cost Item category and an associated expenditure is entered (2) If the sum total of line item expense movements are in excess of $50,000. This $50,000 limit does not factor in any discrepancies for ITSH or Activity expense line items.


FR4.3.41 Comparison Outcomes Report – Tax Certification

The system shall create and send the comparison outcomes report. The comparison outcomes shall display and indicate the discrepancies that exist between the Tax Certification Report and the agreement. Positive and negative threshold levels will be maintained for each discrepancy type.


(1) Any Unpaid Employment-Related Payment Amount


FR4.3.42 CSSD – USDA Signed Agreements Shipped

The system shall create and generate the CSSD – USDA Signed report.

Mandatory Approved FAD Director's Office, FAD





Formatted Table








quirement(






Formatted Table



Reports Refer to attachment for report layout.

Branch Chief , FAD Analyst

FR4.3.43 CSSD – Fiscal Year Reports The system shall create and generate the CSSD – Fiscal Year report.

Refer to the attachment for report layout.


FR4.3.44 CSSD – Approved Quantities Reports

The system shall create and generate the CSSD – Approved Quantities report.



FR4.3.45 Food Aid Convention Report The system shall create and generate the Food Aid Convention report.



FR4.3.46 Annual Report to Congress on US Contributions to International Organizations

The system shall create and generate the Annual Report to Congress on US Contributions to International Organizations report.



FR4.3.47 Compliance and Evaluation Status Report

The system shall create a Compliance and Evaluation Status report that should display the following for each Cooperating Sponsor:

(1) Issue Resolved (Y/N) (2) Agreement Number(s) - if applicable (3) Type of Document - (Audit (CS or RA), Evaluation, NICRA, Compliance Review, Ad-hoc Review/Evaluation, Progress Report) (4) Year of Document (Audit and NICRA only) (5) Upload/Creation Confirmation (Date, User) (6) Due Date, if applicable (7) FAD / M&E Analyst Proposed Recommended Action (Action Type, Date) (8) DO / M&E Office Required Action Decisions (Action Type, Document Type, Date) (9) Final Issue Letter Submission Confirmation (Date, User) (10) CS Response to Issue Letter? (Date, User) (11) Performance Plan (Intended results, Date)


Formatted Table













.rqs', Kar

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 418 of of 429 6/0418/07





Formatted Table



(12) Claim Status (Amount of claim, Expected payment date, Actual payment date) (13) Suspend Agreement Status (Suspension date, Reinstatement date) (14) Closed Agreement Status (Status, Date)

FR4.3.48 WFP Budget Cost Sheet Report

The system shall create and generate the WFP Budget Cost Sheet Report.

Refer to attachment for report layout.


FR4.3.49 Reconcile Report The system shall allow the user (FAD Director's Office) to generate the Reconcile Report displaying the summary of actual totals for the cash, commodity, and transportation sub-accounts per program type and fiscal year.


FR4.3.50 Reconcile Ad-Hoc Report The system shall allow the user (FAD Director's Office) to generate a ad-hoc report based on any element(s) in Reconcile Budget.


FR4.3.51 Generate CS Compliance Report

The system shall allow the user (FAD Director's Office) to generate a CS Compliance Report displaying the total number of actions, Delinquency Percentage (based on the number of actions where the CS has been delinquent against the total number of actions), Compliance Percentage (based on the number of actions where the CS has been compliant against the total number of actions), and number of adverse action items (i.e. claim, issues letter).


FR4.4 Request Supporting Documentation

The system shall allow the user to request support documentation from other users at anytime.

Mandatory Approved All FAS Users

FR4.4. 1 Request Supporting Documentation

The system shall allow the user to select what type of document they are requesting and send a notification to the appropriate party to provide the documentation.

The system shall restrict users from requesting certain document types based on user role. For example, the M&E Analyst should not have the ability to request a Bill of Lading.

FR4.2. 80

Maintain Supporting Documentation The system shall allow the user to maintain a list of supporting documentation. The list of supporting documentation could include: - Booking Note

Mandatory Approved All FAS Users

Formatted Table

















... [3230]

... [3229]

... [3227]

... [3232]

... [3226]

... [3228]

... [3231]

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:

ReqPro:


FAIS


Page Page 419 of of 429 6/0418/07





Formatted Table



- Charter Party - Bill of Lading

FR4.5 Common Functionality The system shall support common functionality on all FAIS functional areas.


FR4.5. 1 Save Function The system shall allow users to save data and forms in various file formats. File formats could include PDF, DOC, and XLS.


FR4.5. 2 Print Function The system shall allow user to print forms and system screens in printer friendly format.


FR4.5. 3 Track Email Events The system shall record the Date/Time alerts are sent to FAIS users. The Date/Time will only be recorded for those types of emails and alerts specified by the “send alert indicator” in the Maintain Alerts system table.


FR4.5. 4 Store Data The system shall store any data entered or selected by the user.

The system shall store information used in calculations unless otherwise specified (i.e. data that is only used for display purposes will not be stored).


FR4.5. 5 Internal Messaging The system shall allow the user to send internal messages to other system users. Messages should be delivered to the recipient users queue.


FR4.5. 6 Security Role Flexibility The system shall allow the user to temporarily login with another users security role. BRULE221

Security Role Flexibility 1) Upon logging into the system with a temporary security role, the user will not lose their original security role.


FR4.6 Cancel Approved Proposal The system shall allow the FAD Director's Office to cancel an approved proposal before an agreement has been created and signed. The system shall send an alert to the CS when an approved proposal has been cancelled.


Formatted Table





















... [3233]

... [3239]

... [3238]

... [3241]

... [3240]

... [3236]

... [3234]

... [3242]

... [3237]

... [3235]




Teracore, Inc.

FAIS





Formatted Table


Page Page 420 of of 429 6/0418/07


FAIS






Page Page 421 of of 429 6/0418/07


FAIS

3 SYSTEM INTERFACE ASSUMPTIONS







Assumption ID#

Assumption Name Description Relationship / Traces to:

ASSUM11 Kansas City Applications This assumes that Kansas City Applications will be able to send and/or receive the information listed in traced features through a feed.

FR1.1. 3.10 Retrieve Total Freight Costs The system shall retrieve and store total freight costs for the last available full fiscal year by program.

Note: When determining the mid-year Budget, retrieve the latest freight costs (actual if available, otherwise contract if available, otherwise use obligated) for the previous bill-to fiscal year for each program.

When determining the end-year Budget, retrieve the latest freight costs (actual if available, otherwise contract if available, otherwise use obligated) for the current bill-to fiscal year for each program.

This is under the assumption that Kansas City Applications will provide Title II freight costs. Freight costs for Title I and FFE will be retrieved from the SF-1166’s or Bill of Ladings.

If it is not feasible to retrieve Title II freight costs from Kansas City Applications, then they will have to be retrieved from USAID.

FR1.1. 6. 1 Retrieve Title II Tonnage The system shall retrieve and store Title II Tonnage by commodity for the current fiscal year.

Note: The tonnage received for the current fiscal year will be organized by the Title II program. Under Title II the system will retrieve the tonnage for multiple commodities (Wheat, Soybean, Corn, etc.) This is also an input to the calculate percentage of Commodity Used process.

Assumption: Kansas City applications will be able to provide Title II tonnage. If this option is not feasible, Title II tonnage will have to be retrieved from USAID.

FR1.1. 6.12 Retrieve Commodity Purchase Price and Quantity The system shall retrieve and store purchase price and quantity by program for the past 12 months.

Note: The purchase price and quantities retrieved for each commodity for the past 12 months will be organized by program. Under each program the system will retrieve each instance of a commodity


FAIS

Assumption ID#


purchased with its respective purchase price and quantity. For example, under the FFE program, the system will retrieve the purchase price and quantity of each instance of Wheat. This is also an input to the Calculate Commodity Price Weighted Average Process.

Assumption: This is under the assumption that Kansas City Applications will provide all commodity costs.

If the first option is not feasible, commodity costs for Title I and FFE will have to be entered from the SF-1166’s or Bill of Ladings. Commodity costs for Title II will have to be received from USAID.

FR1.1.11. 3 Retrieve Commodity Costs The system shall retrieve and store selected commodity costs by program for the past 12 months.

Note: This is under the assumption that Kansas City Applications will provide all commodity costs.

If the first option is not feasible, commodity costs for all programs (except Title II) will be entered from the SF-1166’s or Bill of Ladings. Commodity costs for Title II will have to be received from USAID.

FR1.1.11. 6 Retrieve Freight Costs The system shall retrieve and store freight costs for the selected commodity by program for the past 12 months.

Note: This is under the assumption that Kansas City Applications will provide Title II freight costs. Freight costs for all other programs will be retrieved from the SF-1166’s or Bill of Ladings.

If it is not feasible to retrieve Title II freight costs from Kansas City Applications, then they will have to be received from USAID.

FR3.2. 3. 7 Update and Display Status as Approved If the call forward is approved by TLB, the system shall update, display, and store the status as approved to the Freight Forwarder and CS.

Note: This is under the assumption that the FARES will receive the call forward.

FR3.2. 3.10 Capture Commodity Request Number The system shall receive the commodity request number once it has been sent by FARES.






Formatted Table


FAIS

Assumption ID#



FR3.2. 7 Receive Commodity Tender Summary Data The system shall receive the commodity tender summary data from FARES.


FR3.2. 7. 1a Receive Commodity Request Number and Invitation Number The system shall link the FARES commodity request number to the FAIS Order Number. As a result the FAIS Order Number will be linked to one or more invitation numbers.

Note: This is under the assumption that the FARES Commodity Request Number will be received.

FR3.2. 7. 1b Receive Commodity Request Number and Invitation Number The system shall display the FARES commodity request number and invitation number to the user (TLB). In addition, the corresponding commodities requested that are linked to the invitation number will be displayed.

Note: This is under the assumption that the approved call forward from FARES will be received.

FR3.2.10. 1p Draft Freight Tender The system shall link the Commodity Request Number to the IFB Number. As a result, the IFB Number will be linked to the FAIS Order Number.

Note: This is under the assumption that FARES will provide this data.

FR3.2.14. 1a Receive Lowest Landed Solution The system shall receive, display, and store the lowest landed solution. This includes the SSL, Vessel, Bid Number, Commodity, Commodity Request Number, Load Port, Point of Origin, Service, Foreign/US Flag, Country/Destination, Discharge Port, Quantity Awarded, Ocean Cost/MT, Total Ocean Cost, Commodity Cost/MT, Total Commodity Cost, Total Cost/MT, and Extended Cost.

Note: This is under the assumption that FBES will send the lowest landed solution.

FR3.2.16 Functional Design Document v1.1 Page Page 424 of of 429 6/0418/07 2





Formatted Table


FAIS

Assumption ID#


Receive Commodity Contract Summary Data The system shall receive commodity contract summary data from COS.


FR3.2.16. 1 Receive Commodity Contracts Summary Data The system shall receive the commodity contract price and quantity and link them to the FARES Commodity Request Number. The FARES Commodity Request Number will then be linked to the FAIS Order Number.

Note: This is under the assumption that the FARES Commodity Request Number will be received from COS.

FR3.3.14 Receive Actual Commodity Costs The system shall receive the actual commodity costs from COS.

Note: The is under the assumption that the actual commodity costs are received from COS.

FR3.3.14. 1 Receive Actual Commodity Costs The system shall receive the actual commodity costs and quantities for each commodity and link to the FARES Commodity Request Number.

Note: There can be multiple purchases for a commodity.

FR3.3.16 Receive Title II Freight and Commodity Costs The system shall receive the actual Title II commodity costs from COS.

Note: This is under the assumption that the actual Title II commodity costs are received from COS.

FR3.3.16. 1 Receive Title II Freight and Commodity Costs The system shall receive the actual Title II commodity costs, freight costs, and quantities from COS.

FR3.1. 6. 4 Sign Final Agreement The system shall allow the user to sign the final Agreement. Once the agreement has been finalized,






Formatted Table


Assumption Assumption Name ID#

ASSUM12 Financial Management Division

ASSUM13 Dun and Bradstreet

FAIS

Description

This assumes that the Financial Management Division will be able to send and/or receive the information listed in traced features through a feed.

This assumes that Dun and Bradstreet will be able to send and/or receive the information listed in traced features through a feed.

Teracore, Inc.

Relationship / Traces to:

the budget will be updated to include the obligated amounts. For freight and commodity obligatedamounts, the budget will include an additional 5% on top of the respective amounts. This amount willserve as a buffer to cover any cost overruns.

Assumption: 1) The Administrator/GSM will sign the Agreement through an eSignature.

FR3.3. 4. 2 Submit for Payment The system shall allow the user (FMD) to submit the account number and payment amount. In addition, FMD will send the AD-216 to the CS Agreement Executor, Freight Forwarder, Carrier, or Carrier Broker.

Note: The submission of the Account Number and Payment amount will be manual or automated based on discussions with FMD. At the time, the assumption is that this process will be automated.

FR3.3. 6. 1 Enter Control Number and Payment Date The system shall allow the user (FMD) to enter the Control Number and Payment Date related to the 1166.

In addition, the system shall allow the user to confirm the refund amount and date received related to the refund request.

FR3.2. 1.10c Request Dun and Bradstreet Certification The system shall allow the user (TLB) to submit the request for a Dun and Bradstreet certification.


FR3.2. 1.11a Receive Dun and Bradstreet Certification The system shall receive the supplier risk score from the Dun and Bradstreet certification.







Page Page 426 of of 429 6/0418/07


FAIS

Assumption ID#

Assumption Name Description

ASSUM14 INCA This assumes that INCA will be able to send and/or receive the information listed in traced features through a feed.

Teracore, Inc.


FR3.2. 1.11b Receive Dun and Bradstreet Certification The system shall store the electronic Dun and Bradstreet certification that is received.


FR2.2. 6.10 Send Cable Information The system shall send Cable Information regarding the proposal rejection letter to INCA.


FR2.2. 6.15 Send Cable Information The system shall send Cable Information regarding the proposal approval letter to INCA..


FR2.2. 6.20 Enter Cable Metadata (Cable Num, Date Sent) The system shall allow the user to enter the cable metadata upon the receipt of cable information from INCA. Cable metadata includes the cable number and the date sent.

Assumption: Preferably a system integration conducts this send.

FR2.1. 1. 6a Send Cable Information to INCA The system shall allow for integration with INCA to automate a send of cable text once uploaded and approved to the INCA system. INCA shall use this text to send a cable to all indicated countries.

The list of indicated countries must also be conveyed to INCA in this send.

Assumption: The indicated country list has already been updated at this point.






Page Page 427 of of 429 6/0418/07


FAIS

Assumption ID#


ASSUM15 Grants.gov This assumes that Grants.gov will be able to send and/or receive the information listed in traced features through a feed.

Teracore, Inc.


FR2.1. 1. 6b Send Cable Information to INCA The system shall allow a user to retrieve and copy the cable text as well as the list of indicated countries.

FR2.2. 1. 5b Create Proposal Summary The system shall generate and display a proposal summary page which will provide a high level summary of each proposal.

The proposal summary page should include the following for each proposal: (1) Proposal Number (Mandatory) (2) Program Type (Mandatory) (3) Cooperating Sponsor (Mandatory) (4) Country (Mandatory) (5) Number of Pages (Mandatory) (6) CS Proposal Complexity (Desirable) (7) Country Complexity (Desirable) (8) New CS (Mandatory) (9) New Country (Mandatory) (10) Priority Country (Mandatory) (11) Proposal Continuation (Mandatory) (12) Proposal Status (Mandatory) Status could include: Unassigned, Assigned, Non-priced, Scored (13) Analyst Assigned (Mandatory) (14) Secondary Analyst Assigned (Mandatory)

The system shall highlight non-priced proposals.

FR2.1. 1.12 Send Email to USDA’s Grants.gov Coordinator (cc FAD Director’s Office contact) The system shall send the USDA Grants.gov coordinator an email alert that they must post newGuidance to the Grants.gov Web Site. The Grants.gov text should be attached to this email.


FR2.1. 4. 1 Do multiple CS employees need to work on the Proposal?






Page Page 428 of of 429 6/0418/07


FAIS

Assumption ID#


ASSUM16 WINGS System This assumes that WINGS system will be able to send the information listed in traced features through a feed.

Teracore, Inc.


The system shall allow a Proposal Creator to assign additional users to work on a Proposal. Note: A Proposal Creator role will be designated in the Maintain System Data.

FR2.1. 5. 1 Is Proposal a Cable?The system shall interface with Grants.gov to capture proposal data submitted by the CooperatingSponsors.

Note: Proposals that are mailed and faxed are considered hard copy proposals, and proposals sent via e-mail or Grants.gov are considered electronic.

FR3.1. 1. 6b Complete & Submit Budget Information The system shall receive the following information regarding the WFP Country Program Budget from the WINGS system: 1) Country 2) Project Category 3) Project Number 4) Cost Elements 5) $value per Cost Element 6) Commodity(s) 7) Tonnage per Commodity







Page Page 429 of of 429 6/0418/07

Date post:	19-Jul-2020
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times