Review of the USDA Corporate Functional Requirements for Personal Property Corporate Property Automated Information System (CPAIS)

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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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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APO No

- AutoChoice/CPAIS Populated

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P00001234567402

2005630

8C

P7060

30,10

Owned

MOAPWSER47402 #001

Law Enforcement

2005

0


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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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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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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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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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- 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


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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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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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CPAIS 2.0 Functional RequirementsCPAIS 2.0 Functional Requirements

Work In ProgressWork In Progress

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12345678911 WIP

WIP

*APO 5896214

03

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Work in ProgressWork in Progress

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DepreciationDepreciation

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• 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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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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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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* 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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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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508 Compliance508 Compliance

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ReportsReports

• Personal Property

• Motor Vehicle

• Financial

• Security

Documents

Review of the USDA Corporate Functional Requirements for Personal Property Corporate Property Automated Information System (CPAIS)