AASISYear End

Instructions

JUNE 2014 PROCUREMENT

FORUM

Introduction:RANDY WRIGHT,

ASSISTANT ADMINISTRATOR

RANDY WRIGHT, ASSISTANT ADMINISTRATOR

Wendell JonesDirector of Fleet Services wjones@littlerock.org

Walter EderleFleet Maintenance Manager wederle@littlerock.org

Renee TylerSpecial Programs Coordinator rtyler@littlerock.org

Fleet Services Department City of Little RockJune 19, 2014

City of Little Rock Fleet Services DepartmentFleet Services was originally a division of the General

Services Department. In 1994, Fleet Services had grown sufficiently to be established as a Department in its own right, with three (3) divisions at that time: Administration, Acquisitions and Maintenance.

Today, Fleet Services is growing by leaps and bounds, with four (4) divisions and 70 full and part time employees. Fleet Services currently provides services to 14 City Departments as well as several external customers, including the Little Rock Housing Authority, the Little Rock office of the U.S. Marshall Service, the DownTown Partnership, MEMS Ambulance Services, the City of Maumelle Police Department and the Little Rock Convention and Visitors Bureau.

It is the mission of the City of Little Rock Fleet Services Department to provide cost efficient, quality vehicles, work equipment, vehicle storage, fuel, and other fleet support services to our customers in a timely manner, while being responsible stewards of our natural resources and the tax dollars of the citizens of Little Rock.

It is the objective of the Fleet Services Department to continuously seek and employ means to administer the most cost efficient, safety conscious and environmentally friendly fleet operations program possible.

Our success will be confirmed in the responsible and productive use of citizens’ tax dollars. An equally premium priority for Fleet Services is to effectively meet the needs of our City Department users, ensuring their capability to provide vital services to the Little Rock community.

Parts room at J.E. Davis facility

City of Little RockFleet Services

Department Organization Chart

Fleet Services Department Administrative DivisionThe Administrative Division is responsible for directing all functions of the

Department as well as holding primary responsibility for developing Department Policies and Procedures, processing all Human Resources actions and paperwork for the Department, providing information for special projects and reports, safety and other training, vehicle and equipment acquisitions and disposal, vehicle and equipment inventory, parts purchasing and distribution, parts inventory and acting as liaison to the City Manager’s Office.

• Personnel actions and issues• Departmental Policies and Procedures• Purchase and distribution of parts• Parts inventory management• Supervise Department Administrative staff• Provide direction to Division Managers• Ensure safety of facilities• Schedule and provide training• Ensure OSHA compliance• Manage all vehicles and equipment

acquisition and disposal• Inventory and property management for

vehicles and equipment• Develop and manage division budget• Process Departmental payroll• Act as liaison to IT for Department issues

Fleet Services Support Services Division is responsible for developing the Department budget, auditing fleet inventory and capital assets, accounts payable, billing, accounts receivable, and City vehicle accident processing.

• Develop and manage Department budget

• Account for all Department funds

• Audit internal inventory and capital assets

• Manage wreck administration

• Advise and consult Division Managers relating to financial issues and City Finance Policy and Procedures

• Act as Department liaison to the City Finance Department

• Act as liaison regarding financial issues to all Fleet customers

• Supervise Division staff

• Manage division related customer and support services

Fleet Services Department Support Services Division

Fleet Services Department Maintenance

Division

The Maintenance Division is responsible for managing scheduled and unscheduled maintenance and repairs for all City vehicles and equipment and managing annual purchase orders relating to maintenance and repairs.

The Maintenance Division operates two (2) facilities. The J.E. Davis facility includes the Light Duty shop, the Heavy Duty shop, the Fire shop, the Paint and Body shop, and the Tire shop. The Landfill facility is located on-site at the City’s Landfill and is responsible for maintaining all vehicles and equipment related to City Sanitation services.

• Manage maintenance of City owned vehicles and equipment• Develop and manage Division budget• Develop Division Policies and Procedures• Manage Division related customer service• Act as liaison to the IT Department relating to the FASTER

software and hardware, and the Fleet Server• Act as liaison to FASTER / CCG• Manage maintenance and repair APOs• Manage welding and machine shops• Manage technician staff• Inventory management for fuel and fluids• Manage fuel and security systems for J.E. Davis facility

CNG Fueling Station

• Open to the public for CNG fuel purchase• Cleaner fueling alternative than diesel or unleaded• Less expensive per gallon equivalent

o Current price per gge is $1.55• Station is easily accessible and centrally located

on Interstate 30• Fast-Fill fueling with a 200 horsepower

compressoro Average passenger vehicles fill in approximately

5 minutes, during a normal day with average temperatures

• Accommodate passenger vehicles and 18 wheelers• Future maintenance facility for PM services

Pilot Program for Government Agencies• CNG and Fuel Savings (Eight convenient fueling stations and one emergency fueling

station)• Maintenance

• Preventative Maintenance• A – 42 point check list• B – A and a 49 point check list• C – A+B and a 49 point check list

• Tire Rotation and Balance• Repair Services

• Brakes• Starting and Charging Systems• Alignments• Diagnostics, etc.

• Paint and Body repairs• Monthly Billing

Fueling Station Locations

Additional Cooperative Purchasing Opportunities

• Fuel Purchase for Unleaded and Diesel

• Windshields• Tires• Parts• Up-Fitting• Vehicle Cleaning and Detailing• Other Annual Purchase Orders

Current Customers• City of Little Rock• City of Maumelle• Little Rock Housing Authority• MEMS• Oakland Cemetery• Little Rock Convention and Visitors Bureau• United States Marshall Service (Little Rock

Office)• DFA??

Who We Are• Government Fleet Magazine Leading Fleets

• Rated among the top 50 Public Fleets in the U.S. and Canada, as announced in May 2014

• Meeting the program’s Standards of Excellence in fleet leadership, competitiveness and efficiency, planning for the future, and overcoming challenges

• Consecutively recognized in the 100 Best Fleets of North America program for the past 7 years

• ASE and EVT certified Automotive Technicians• In-house parts inventory of $350,000• Strong customer service ethic

LITTLE ROCK

Thank you!

City of Little RockFleet Services Department 3314 J.E. Davis DriveLittle Rock, Arkansas 72209

littlerock.org 501-918-4200

Year End Instructions

Susan BanasiewiczAasis Service Centersue.banasiewicz@dfa.arkansas.gov

Fiscal Year-End Deadlines

All agencies must clean up purchasing documents before year-end to properly reflect their procurement spend for FY 2014 by: ▫Eliminating unwanted Purchase Orders (POs)▫Closing open Purchase Requisitions (PRs)▫Reducing open Funds Reservations▫Deleting PO lines with discontinued account assignments

(those carrying Cost Center, WBS Element, and/or Internal Order), which will no longer be valid in the new fiscal year

▫Held and Blocked POs▫Held PRs

•AASIS Service Center (ASC) will carry forward open commitments where there is sufficient budget and/or appropriation in the new fiscal year to cover the commitment.

NOTE:  Agencies should be aware that POs and commitments carried forward into FY 2015 must pass a FY 2015 budget validation or they will be reversed and deleted in FY 2014 by ASC prior to the system being available for normal operations on Monday, July 7, 2014.

Exclusions from carry forward: •No held or blocked POs will be carried forward from FY

2014 to FY 2015.•No PRs will be carried forward from FY 2014 to FY 2015. •Unless they are 45 day eligible, no POs created prior to

FY 2014 will be carried forward, even if line items were added in FY 2014.

•POs created in FY 2014 will be carried forward only if sufficient budget and/or appropriation exists in FY 2015 to support the entire document.

•A Goods Receipt (MIGO) transaction must not be keyed unless goods or services have actually been received.

•An Invoice Receipt (MIRO) transaction must not be keyed unless invoice has actually been received.

•POs which require account assignment information changes (Cost Center, Internal Order, WBS Element, Asset number, and/or G/L Account)in order to close out not carry forward▫Delete existing line with incorrect data▫Add new line for desired account assignment

Agency Responsibilities

• Clear by posting or deleting all parked, saved as complete, held or blocked documents and invoices prior to June 30, 2014. Any documents remaining in parked status on June 30, 2014 prior to the start of the final payment run will be deleted by DFA – Office of Accounting.

• GR/IR items should be reviewed. Any old items should be researched and processed to completion through an invoice receipt or through the reversal of receipts (if paid in another manner), etc. This activity should be completed early in June 2014.

• If you have done a Goods Receipt but paid via Direct Invoice, contact your CAFR liaison to do a separate transaction.

• Document this within your PO

•If your Outline Agreement has a validity date later than 6/30/2014, it will show on the transparency website. If that is not correct, make your edits.

•POs containing assets will not be carried forward

•ASC will close any PO with assets that has only a goods receipt or has been otherwise capitalized

End of Year calendar• Monday, June 30

• DFA personnel will be conducting year end related activities during this time period. Agency personnel will be locked out of the AASIS system.

• Monday, July 7

• AASIS Service Center opens FY2015 period 1 for posting

• AASIS Service Center unlocks user roles by 7:00 AM to begin normal operations.

CRITICAL TRANSACTIONS

•ZOPENREQ – list of open PRs•MB5S – Display list of GR/IR balances•ZPO_OPEN_INV – list of PO with open invoices•ZPO_PARTGR_IR – PO partially received and/or invoiced•ME52N – close or delete PR•ME22N – close PO•ME2K – Purchasing Documents per Account Assignment•ME5K – List Display of Purchase Requisitions

ZOPENREQ OPEN PRs

MB5S GR/IR BALANCES

ZPO_OPEN_INV PO WITH OPEN INVOICES

ZPO_PARTGR_IR - PO PARTIALLY REC’D AND/OR INVOICED

ME52N CLOSE OR DELETE PR

ME22N CLOSE PO

Additional Transactions used for yearend cleanup:

• Outline agreements must be output in ME9K• Outline agreements must have validity dates opened in order

to close outstanding POs and then changed back. If Outline agreement has validity date passed 6/30/2014, it will show on the transparency website. – Change OA ME32K

• Call OSP buyer if a statewide contract

• Where Do You Go To Look At Your Budget And View The Commitments?

• The Actual Budget report - Transaction • Y_BCS_80000046• The Open Commitment Item report – Transaction ZCMT

What Reports Can You Run To View Your Open/Held Purchase Requisitions?• List Display Of PRs – Transaction ME5A• List Display Of Open PRs – Transaction ZOPENREQ

What Reports Can You Run To View Your Open/Held/Blocked POs?• Display List Of GR/IR Balances – Transaction MB5S• Purchasing Document Per Document Number – Transaction ME2NPurchasing Documents Per Account Assignment - ME2K

What Reports Can You Run To View Outline Agreements and their Release POsPurchasing Document Per Document Number – Transaction ME2NOSP B--Annual Minority Report - Transaction ZMM12What Reports Can You Run To View Expiring Outline AgreementsPurchasing Documents Per Document Number - ME3NPOs With An Open Invoice – Transaction ZPO_OPEN_INVPOs That Have Been Partially Received and/or Invoiced - ZPO_PARTGR_IR.What Reports Can You Run to Find Invoicing Errors?Vendor Line Item Display Report – Transaction FBL1NPO Vendor Payment Report – ZPOVP

What Reports Can You Run to Find Open AP Documents that are committing budget in error?• Open Commitment Report – Transaction ZCMT• Display Parked Document Report – Transaction FBV3• Parked Vendor Invoices – Transaction ZFI_PARKHELD_RPT• Open Item AP Report – Transaction ZOPENITEMAP• The Actual Budget Report – Transaction Y-BCS_80000046•Change PR – ME52N•Change PO – ME22N•Delete Parked Invoice Documents – FBV0•Delete Parked Invoice Documents – Transaction FBV2•Reversing A Posted But Unpaid Direct Vendor Invoice Or A Direct Vendor Credit Memo– Transaction FB08•Reversing A Posted But Unpaid Logistics Vendor Invoice Or A Logistics Vendor Credit Memo – Transaction MR8M. •Clearing Vendor Open Items For A Logistics Invoice – Transaction F-44•Change An Unpaid Logistics or Direct Vendor Invoice Or A Logistics or Direct Vendor Credit Memo – Transaction FB02•What Reports Can You Run To View Vendor Status, i.e. Blocked/Deleted - Display Vendor - Transaction XK03

Points of ContactClick on the “Help” section Select “AASIS HELP”Enter “POVIC” in the “Terms” field. Click “search”

Points of Contact

•For AASIS courseware regarding PO and Invoice Clean-up :▫ESS is found at https://www.ez.arkansas.gov▫Go to Learning, Arkansas State Employee Training Program,

AASIS training, Materials Management, Procurement, POVIC (PO and Vendor Invoice Cleanup),Reference materials – procurement, open items: POVIC, user manual

• If you have any questions regarding AASIS transactions, please call the AASIS help desk at (501)683-2255 or log a help desk ticket.