Review of the USDA Corporate Functional Requirements for Personal Property
Corporate Property Automated Corporate Property Automated
Information System (CPAIS)Information System (CPAIS)
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IntroductionIntroduction
• Introduction• Introductory comments by Chief, Property
Management Division, OPPM• Introductory comments by the USDA ACFO-FS
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CPAIS 2.0CPAIS 2.0
Scope:
All USDA Personal Property to include inventory of capitalized and accountable/sensitive properties, vehicles, software, and aircraft in a single system with interfaces to the USDA Financial System of record, GSA Autochoice and Purchase Card Management System (PCMS).
Roles and Responsibilities:
OPPM: Co-sponsor, Functional Proponent
ACFO-FS: Co- Sponsor, Program Management
ACFO-FS/Forest Service: Software Services
NITC: Computing Services
NFC: Telecommunications and Database Management Services
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Meeting Ground RulesMeeting Ground Rules
• One conversation at a time
• Allow person to complete their thought
• Treat all ideas with respect
• Participation is a must
• “Parking Lot”
– Will capture agency comments for resolution
– All other comments due 8/24/2005
• Cell phones, beepers should be silenced
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CPAIS 2.0 AccomplishmentsCPAIS 2.0 Accomplishments
• Business Process Flow Documentation
• PCMS to CPAIS Interface Requirements
• Auto Choice to CPAIS Interface Requirements
• CPAIS Functional Requirements
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CPAIS 2.0 Functional Requirements TeamCPAIS 2.0 Functional Requirements Team
• Brumbeck, Cheryl• Fay, Kathy• Melancon, Shelda• Milton, Andria• Morrison, Karen• Muller, Daniel• Plotkin, Elaine• Sheppard, Jim
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CPAIS 2.0 Tasks In ProcessCPAIS 2.0 Tasks In Process
• FFIS/CPAIS, CPAIS/FFIS, FFIS Interface requirements
• CPAIS Design
• CPAIS Conversion
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• Executive Summary
• Assumptions
• Outstanding Issues
• CPAIS Functionality
CPAIS 2.0 Functional Requirements CPAIS 2.0 Functional Requirements
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User Access RolesUser Access Roles
• Personal Property Manager (PPM)
• Personal Property Accountant (PPA)
• Table Maintenance
• Fine Grain Security
CPAIS 2.0 FunctionalCPAIS 2.0 FunctionalRequirements Requirements
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CPAIS Personal Property Flow To And FromCPAIS Personal Property Flow To And FromCPAIS Traditional AcquisitionsCPAIS Traditional Acquisitions
PCMSPurchase Card
Management Systems
FFIS Foundation Financial Information Systems
FFIS-CPAIS Interface (Back-feed)
CPAIS-FFISInterface
(Forwardfeed)
FFIS DOC FILE
(headers & lines)
FFIS DOC FILE
(headers & lines)
FFIS DOC FILE
(headers & lines)
DDGEN
Direct Disbursement Generator
ABCOAdministrative Billing
and Collection System
PRCHPurchase Order
System
FFIS DOCLOAD FILE
500 Character
GENJRecords
A1
A2
PCMS Fleet Card File
A3
FFIS DOC FILE
(headers & lines)
IASIntegrated Acquisition
System
PERSONAL PROPERTY DATA FLOW TO AND FROM CPAIS
Direct Entry to
FFIS General Services
AdministrationAuto Choice
AutoChoice CPAIS
Interface FileA4
PCMSPurchase Card
Management Systems
FFIS Foundation Financial Information Systems
FFIS-CPAIS Interface (Back-feed)
CPAIS-FFISInterface
(Forwardfeed)
FFIS DOC FILE
(headers & lines)
FFIS DOC FILE
(headers & lines)
FFIS DOC FILE
(headers & lines)
DDGEN
Direct Disbursement Generator
ABCOAdministrative Billing
and Collection System
PRCHPurchase Order
System
FFIS DOCLOAD FILE
500 Character
GENJRecords
A1
A2
PCMS Fleet Card File
A3
FFIS DOC FILE
(headers & lines)
IASIntegrated Acquisition
System
PERSONAL PROPERTY DATA FLOW TO AND FROM CPAIS
Direct Entry to
FFIS General Services
AdministrationAuto Choice
AutoChoice CPAIS
Interface FileA4
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CPAIS Personal Property Flow To And FromCPAIS Personal Property Flow To And FromCPAIS Traditional AcquisitionsCPAIS Traditional Acquisitions
CORPORATEPROPERTY
AUTOMATEDINFORMATION
SYSTEM (CPAIS)
A1
A2
FFIS-CPAISInterface
(Backfeed)
CPAIS-FFISInterface
(Forward-feed)
AUTOCHOICE/CPAIS Interface (VehicleAcquisition Data
Accounting Validation Accounting Validation.
PCMS Fleet Card File (Tracking Maintenance): Mileage Fuel Expense Servicing and Maintenance
Staging Area Skeletal
ProcurementInformation
CapturesAccounting Codesand Total Dollars
CapturesQuantities
Captures ObjectClass Code
ChangeObjectClass Code
Change QuantityCouple andDecoupleProcurementTransactionRecords
Generateaccordingly forchanges made instaging area
A3
Property Recor: Produce
IndividualInventory Records
Assign UniquePropertyIdentificationNumber.
Identify PropertyInformation (e.g.,model number,serial number,location, etc.)
PERSONAL PROPERTY FLOW TO AND FROM CPAISTRADITIONAL ACQUISITIONS
A4
Accounting Record Accounting data
necessary torecord: additions,adjustments,transfers,depositories,depreciation
CORPORATEPROPERTY
AUTOMATEDINFORMATION
SYSTEM (CPAIS)
A1
A2
FFIS-CPAISInterface
(Backfeed)
CPAIS-FFISInterface
(Forward-feed)
AUTOCHOICE/CPAIS Interface (VehicleAcquisition Data
Accounting Validation Accounting Validation.
PCMS Fleet Card File (Tracking Maintenance): Mileage Fuel Expense Servicing and Maintenance
Staging Area Skeletal
ProcurementInformation
CapturesAccounting Codesand Total Dollars
CapturesQuantities
Captures ObjectClass Code
ChangeObjectClass Code
Change QuantityCouple andDecoupleProcurementTransactionRecords
Generateaccordingly forchanges made instaging area
A3
Property Recor: Produce
IndividualInventory Records
Assign UniquePropertyIdentificationNumber.
Identify PropertyInformation (e.g.,model number,serial number,location, etc.)
PERSONAL PROPERTY FLOW TO AND FROM CPAISTRADITIONAL ACQUISITIONS
A4
Accounting Record Accounting data
necessary torecord: additions,adjustments,transfers,depositories,depreciation
Cont’d
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Work Flow For Creation of Property Record For Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging AreaTraditional Acquisition Within The Staging Area
Property user reviews and accepts staging area record
Property User enters CPAIS and selects staging area from CPAIS menu
CPAIS displays staging area form
Property user clicks ‘create all property’
CPAIS displays property record form with selected fields completed from staging record
Property user completes form and updates record
CPAIS creates and stores property record and links it with the staging area record
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Traditional AcquisitionsTraditional AcquisitionsStaging FormStaging Form
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Traditional AcquisitionsTraditional AcquisitionsStaging FormStaging Form
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Work Flow For Creation of Property Record For Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging AreaTraditional Acquisition Within The Staging Area
Property user reviews and accepts staging area record
Property User enters CPAIS and selects staging area from CPAIS menu
CPAIS displays staging area form
Property user clicks ‘create all property’
CPAIS displays property record form with selected fields completed from staging record
Property user completes form and updates record
CPAIS creates and stores property record and links it with the staging area record
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Traditional AcquisitionsTraditional Acquisitions
APO No
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Traditional AcquisitionsTraditional Acquisitions
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Traditional AcquisitionsTraditional Acquisitions
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Traditional AcquisitionsTraditional Acquisitions
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through Traditional Procurement Of Vehicle Through
GSA AutoChoiceGSA AutoChoice
Fleet personnel orders vehicle through GSA Auto Choice
GSA creates weekly transmissions file of vehicles ready for shipment
AutoChoice/CPAIS interface receives GSA file and creates a partial property record
AutoChoice/GSA interface creates a shell staging area record
CPAIS applies selected data elements to the linked property record
GSA sends billing tape to DDGEN
DDGEN accepts and processes within FFIS
FFIS/CPAIS interface selects transaction and sends to CPAIS
More…
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Traditional AcquisitionsTraditional Acquisitions
APO No
- AutoChoice/CPAIS Populated
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Traditional AcquisitionsTraditional Acquisitions
P00001234567402
2005630
8C
P7060
30,10
Owned
MOAPWSER47402 #001
Law Enforcement
2005
0
- AutoChoice/CPAIS Populated
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Traditional AcquisitionsTraditional Acquisitions
Traditional Acquisitions – AutoChoice Populated
P0000123456APHIS2301 South
River Ridge70123
0
LA5678
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Traditional Acquisitions Staging FormTraditional Acquisitions Staging Form
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through Traditional Procurement Of Vehicle Through
GSA AutoChoiceGSA AutoChoice
Fleet personnel orders vehicle through GSA Auto Choice
GSA creates weekly transmissions file of vehicles ready for shipment
AutoChoice/CPAIS interface receives GSA file and creates a partial property record
AutoChoice/GSA interface creates a shell staging area record
CPAIS applies selected data elements to the linked property record
GSA sends billing tape to DDGEN
DDGEN accepts and processes within FFIS
FFIS/CPAIS interface selects transaction and sends to CPAIS
More…
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through Traditional Procurement Of Vehicle Through
GSA AutoChoiceGSA AutoChoice
CPAIS receives transaction and updates the shell staging area record
Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID
Property user completes form and updates property record
CPAIS saves and stores property record
CPAIS displays partial vehicle property record
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Traditional AcquisitionsTraditional AcquisitionsGSA Staging FormGSA Staging Form
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through Traditional Procurement Of Vehicle Through
GSA AutoChoiceGSA AutoChoice
CPAIS receives transaction and updates the shell staging area record
Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID
Property user completes form and updates property record
CPAIS saves and stores property record
CPAIS displays partial vehicle property record
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Traditional AcquisitionsTraditional Acquisitions
- Staging Area Populated
P0000123456*APO No
DDGN34
3155Sedan20,200.00
1263955055
NV
2310
7402
MOAPWSER4T402#1102 20,200.00
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Traditional Acquisitions Traditional Acquisitions
P00001234567402
2005630
8C
P7060
30,10
Owned
MOAPWSER47402 #001
Law Enforcement
2005
0
- AutoChoice/CPAIS Populated
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Traditional Acquisition Without Accessing Traditional Acquisition Without Accessing
Staging AreaStaging Area
Property user enters CPAIS and selects ‘create traditional property record’ on CPAIS menu
CPAIS displays property record form with selected fields
completed from staging record
Property user completes form(s) and updates record
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Traditional AcquisitionsTraditional Acquisitions
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Work Flow For Creation Of Property Record For Work Flow For Creation Of Property Record For Non-Traditional AcquisitionsNon-Traditional Acquisitions
Property user enters CPAIS and selects ‘non-traditional acquisition’ on CPAIS menu
CPAIS displays property record forms for non-traditional acquisitions
Property user completes form and creates record
CPAIS creates and shows property record
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Non-Traditional AcquisitionsNon-Traditional Acquisitions
Non-Traditional Acquisitions
*APO No
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Non-Traditional AcquisitionsNon-Traditional Acquisitions
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Non-Traditional AcquisitionsNon-Traditional Acquisitions
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Non-Traditional AcquisitionsNon-Traditional Acquisitions
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Non-Traditional AcquisitionsNon-Traditional Acquisitions
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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements
Work In ProgressWork In Progress
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Traditional AcquisitionsTraditional Acquisitions
12345678911 WIP
WIP
*APO 5896214
03
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Work in ProgressWork in Progress
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Work in ProgressWork in Progress
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Work in ProgressWork in Progress
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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements
DepreciationDepreciation
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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements
• Normal depreciation shall begin the first month following the in-service date of the asset and will be for one month; depreciation calculations will not consider the day of the month that asset is placed in service. Changes in the assets’ value will create a cumulative to-date adjustment in the assets’ depreciation or amortization.
• CPAIS will regulate accumulated depreciation and amortization to ensure that, at no time, the accumulated depreciation or amortization exceeds the acquisition cost. In the event that the value is changed to less than the accumulated depreciation or amortization, CPAIS will send a “Decrease” depreciation or amortization record to adjust depreciation or amortization to equal the value of the asset.
• The useful life for each type of personal property shall be derived using the default Budget Object Class code associated with the property.
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Work Flow for Creating and Updating Vehicle Work Flow for Creating and Updating Vehicle Operational DataOperational Data
PCMS creates monthly fleet operational data file
PCMS/CPAIS interface receives PCMS data and prepares transactions for update to CPAIS vehicle operational record
CPAIS vehicle operational record updated and stored
Fleet/property user enters CPAIS and selects vehicle operational record from CPAIS menu
CPAIS displays vehicle operational data form for manual create/update
Fleet/property user creates/updates record
More…
Match License no. in PCMS/CPAIS
Yes
Update PCMS and/or CPAIS
No
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Work Flow for Creating and Updating Vehicle Work Flow for Creating and Updating Vehicle Operational DataOperational Data
Fleet/property user enters CPAIS and selects vehicle accident form from CPAIS menu
CPAIS displays vehicle accident form
Fleet/property user completes accident form
CPAIS updates accident cost on vehicle operational record; CPAIS saves and stores accident form
CPAIS vehicle operational record is updated and stored
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Work Flow for Creating and Updating All Other Work Flow for Creating and Updating All Other Property Operational DataProperty Operational Data
Property user enters CPAIS and selects all other property operational data record from CPAIS menu
CPAIS displays all other property operational data form for create/update
Property user creates/updates record
CPAIS creates/updates and stores all other property operational record
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Work Flow for Update of Property RecordWork Flow for Update of Property Record
Property user enters CPAIS and selects personal property from CPAIS menu
CPAIS displays personal property record for Asset ID
Property user updates personal property record and saves record
CPAIS updates, creates history, and saves personal property record
If property user determines that accounting record linked to this Asset ID property record must be updated, the property user notifies the appropriate financial personnel.
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Update Property RecordUpdate Property Record
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Work Flow for Transfer of Property Record-Mass Work Flow for Transfer of Property Record-Mass Accountable Property Officer Change*Accountable Property Officer Change*
Gaining property user enters CPAIS and selects transfer property from CPAIS menu
CPAIS displays form with types of transfers
Gaining property user selects mass APO change
CPAIS displays form with old and new APO fields
Gaining property user completes form and updates property record
CPAIS will transfer property to new ad; update and store property record
*Mass accountable officer change can only occur within same organization. Accounting is not affected.
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Work Flow for Transfer of Property and Work Flow for Transfer of Property and Accounting Records Within Agency or Within Accounting Records Within Agency or Within
DepartmentDepartment
Losing property user enters CPAIS and selects ‘transfer property from CPAIS menu
CPAIS displays form with types of transfers
Losing property user selects either ‘transfer within agency’ or ‘transfer within department
CPAIS displays selected data elements for property certification and fields to be completed regarding gaining entity
Losing property user reviews, completes field, and changes status to pending transfer
Losing entity approval authority enters CPAIS and selects ‘pending transfer’
CPAIS displays records in pending transfer status
More…
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Work Flow for Transfer of Property and Work Flow for Transfer of Property and Accounting Records Within Agency or Within Accounting Records Within Agency or Within
DepartmentDepartment
CPAIS displays transfer form
Losing entity approval authority reviews and changes status to transfer approved
Gaining property user enters CPAIS and selects ‘waiting transfer’
Losing entity approval authority selects Assets ID
CPAIS displays data elements for identification purposes and field to be completed by gaining entity
More…
CPAIS displays records ‘waiting transfer’
Gaining property user selects Asset ID
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Work Flow for Transfer of Property and Work Flow for Transfer of Property and Accounting Records Within Agency or Within Accounting Records Within Agency or Within
DepartmentDepartment
Gaining property user notifies Gaining financial personnel of necessary action
Gaining financial user enters CPAIS and selects records in ‘property data complete’ status
Gaining property user reviews, completes fields, and change status to ‘property data complete’
CPAIS displays accounting record associated with Asset ID More…
CPAIS displays records in ‘property data complete’ status
Gaining financial user selects ID
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Work Flow for Transfer of Property and Work Flow for Transfer of Property and Accounting Records Within Agency or Within Accounting Records Within Agency or Within
DepartmentDepartment
* Either the Gaining property user or the Gaining financial personnel notifies person with transfer approval authority
Transfer approval authority enter CPAIS and selects records in either ‘property data complete’ status or ‘accounting complete’ dependent on whether accounts was affected
Gaining financial user completes accounting record and changes status to ‘accounting complete’
CPAIS displays transfer record associated with the Asset ID
More…CPAIS displays records in ‘selected status
Transfer approval authority selects Asset ID
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Work Flow for Transfer of Property and Work Flow for Transfer of Property and Accounting Records Within Agency or Within Accounting Records Within Agency or Within
DepartmentDepartment
CPAIS will update the property record, generate accounting transferring from old to new entity and create history
Transfer approval authority reviews and changes status to ‘transfer complete’
* Person doing the notification depends on whether the transfer affected accounting.
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Work Flow For The Disposal Of PropertyWork Flow For The Disposal Of Property
Property user enters CPAIS and selects ‘Disposal Record’
CPAIS displays form with types of disposals
Property user selects type of disposal
CPAIS displays the disposal form based on type selected. It shows descriptive and required data elements to be completed
Property user completes the form and updates the record
CPAIS updates property record, saves record, creates history in the status field and the method of disposition
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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements
508 Compliance508 Compliance
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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements
ReportsReports
• Personal Property
• Motor Vehicle
• Financial
• Security