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D-A126 006 PROCEEDINGSi OF THE PRINTING RESOURCES MANAGEMENT 1/2
INFORMATION SYSTEMS COST.. (U) DAVID Id TAYLOR NAVAL SHIPU dLS I RESEARCH AND DEVELOPMENT CENTER BET.. M GRASS ET AL.
UNdASSIFIED DEC 92 DTNSRDC/CMLD-S2/32 FiG 5/i NL
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MICROCOPY RESOLUTION TEST CHART
NATIONAL BUREAU OF STANDARDS!963-A
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DAVID W. TAYLOR NAVAL SHIPRESEARCH AND DEVELOPMENT CENTER
Bthegda, Maryland 2008.C
PROCEEDINGS OF THE FIRST PRINTING RESOURCES
MANAGEMENT INFORMATION SYSTEMS
COST AND FINANCIAL WORKSHOP
by
Mary Grass
Patricia Lynch
C
APPROVED FOR PUBLIC RELEASE: DISTRIBUTION UNLIMITED
E-4 E COMPUTATION, MATHEMATICS. AND LOGISTICS DEPARTME t ..
DEPARTMENTAL REPORT L
m~
December 1982 DTNSRDC /CtfLD-82 /32O4
82
83 08 3MAR
MAJOR DTNSRDC ORGANIZATIONAL COMPONENTS
DTNSROC
COMMANDERTECHNICAL DIRECTOR
01
OFFICER-IN-CHARGE OFFICER-IN-CHARGECARDEROCK ANNAPOLIS
06 04
SYSTEMSDEVELOPMENTDEPARTMENT~11
"'-" AVIATION ANDSHIP PERFORMANCE AVSACE EFC
"- SURFACE EFFECTS"_ __DEPARTMENT DEPARTMENT
15 16
STRUCTURES COMPUTATION.DEPARTMENT MATHEMATICS ANDDEPARTMENT _ LOGISTICS DEPARTMENT
17 18
1'.. PROPULSION ANDSHIP ACOUSTICS AUXILIARY SYSTEMSDEPARTMENT DEPARTMENT
O 19 27
SHIP MATERIALS CENTRALENGINEERING INSTRUMENTATIONDEPARTMENT j DEPARTMENT 29
- ,NDW-DTNSRDC 5602121 12-90)
. . ... . .'. .- . . . ... . . . . . . .° , _. . .. . , - . .
UNCLASSIFIEDSECURITY CLASSIFICATION OF THIS PAGE (Whm Data Entered.)
REPORT DOCUMENTATION PAGE READ ISTRUCTIONSSRO C TBEFORE COMPLETING FORM
REPORT NUMBER 2. GOVT ACCESSION NO RECIPIENT'S CATALOG NUMBER
DTNSRDC/CMLD-82 /323M ~ 4 TITLE (and Subtitle) 5. TYPE OF REPORT & PERIOO COVEREO
PROCEEDINGS OF THE FIRST PRINTING RESOURCES Final- MANAGEMENT INFORMATION SYSTEM (PRMIS)
COST AND FINANCIAL WORKSHOP 6. PERFORMING ORG. REPORT NUMBER
7. AUTHOR(@) I. CONTRACT OR GRANT NUMBER(e)
Mary GrassPatricia A. Lynch
S. PERFORMING ORGANIZATION NAME AND ADDRESS 10. PROGRAM ELEMENT, PROJECT, TASKAREA & WORK UNIT NUMBERS
David Taylor Naval Ship Researchand Development Center NIF
Bethesda, MD 20084 1828-020II. CONTROLLING OFFICE NAME AND ADDRESS 12. REPORT DATE
Navy Publications and Printing Service December 1982Bldg. 157-3. Washington Navy Yard 13. NUMBER OF PAGES
Washington, D.C. 20734 15014. MONITORING AGENCY NAME & ADDRESS(If different from Controlling Office) 15. SECURITY CLASS. (of this report)
UNCLASSIFIED
ISa. DECL ASSI FI CATION/DOWNGRADINGSCHEDULE
16. DISTRIBUTION STATEMENT (of this Report)
£APPROVED FOR PUBLIC RELEASE: DISTRIBUTION UNLIMITED
17. DISTRIBUTION STATEMENT (of the abstract entered In Block 20, it different from Report)
I
18 SUPPLEMENTARY NOTES
"" 19. KEY WORDS (Continue on reverse side if necessary and identify by block number)
PR41 S Product ionPrinting PlanningCost and FinancialInventory
20 ABSTRACT (Continue on reverse aide if necessary end Identify by block number)
Copies of the presentations given at the Printing Resources ManagementInformation Systems (PRMIS) Cost and Financial Workshop held on October 28
to 29 are presented. The proposed C&F functional description was 2enerallyaccepted.
DD I 1473 EDITION OF I NOV GS IS OBSOLETES 'N 0102-LF-014-6601 NLSSIFE
SECURITY CLASSIFICATION OF THIS PAGE (ten Data Entered)
S9CURITY CLASSFICATION OF THIS PAGIE (3... Date Entsed)
SECUIITY CL ASIFIIC ATION 0 arHISg P AGE(Whe Date Entered)
TABLE OF CONTENTS
Page
BACKGROUND. .. o . .. . .o .. . .. . .. .. .. .. .. .. * * . * * ** ** ** ** ** **
FINDINGS AND CONCLUSIONS...... ..... .. .. .. ... ..... .... . .. 5
:.APPENDIX A - Cost arnd Financial Workshop Schedule ...........o. 6
APPENDIX B -Listof Attendees........ ................. 8
6kAPPENDIX C - Cost and Financial Workshop Brietings.oo........ 10
Accession % r
DTIC T",
By--
I Diw'r'
Avaf
ABSTRACT
Copies of the presentations given at the PrintingResources Management Information Systems (PRIS)Cost and Financial Workshop held on October 28 to 29are presented. The proposed'C&F Functional Description
was generally accepted.
INTRODUCTION
A Cost and Financial Workshop was hosted by the David Tayor Naval
Ship Research and Development Center (DTNSRDC) in Washington, D.C. on
October 28-2', 1982 for the Naval Publications and Printing Service
U- (NPPS). Cost and Financial (C&F) is a subsystem of the proposed second
Printing Resources Management Information System (PRMIS II).
The objectives of the workshop were
- to present the functional description of the C&F subsystem
- to gain feedback on the overall C&F subsystem
- to discuss any refinements or additions to be incorporated
into the system
An agenda of the workshop appears in Appendix A. Representatives
from the Navy Publications and Printing Service Management Office (NPPSMO)
and the four field divisions attended the workshop. A list of the attendees
appears in Appendix B. Appendix C contains copies of the slides used
in the presentations.
BACKGROUND
Of the number of functional capabilities provided by the original
PRMIS project, only the Cost and Financial and Reprographics subsystems
were developed. However, the C&F subsystem of PRMIS has a number of
deficiencies and does not meet NPPS requirements, such as automatically
"° -" - ..- - --, --.- . . ,- - - - -' , ,°, *. , . , ° .° S"
tracking customer requisitions, or precluding acceptance of orders from
customers whose funds are exhausted. To remedy the situation, DTNSRDC
* .. was tasked to design a new efficient, interactive, responsive management
system called PRMIS II
During the past year, DTNSRDC has worked on outlining an overall
system which includes an integrated C&F subsystem and additional functions
such as Production, Inventory, and Purchasing. These additional functions
- will automatically interface with the C&F subsystem.
The workshop was designed to discuss the C&F subsystem and to ensure
that NPPS requirements will be met before developing detailed specifications
PROCEEDINGS
The information in this section was derived from notes taken by
Michael Gray, F. Joseph Garner, Martin Culpepper, Riley Sinder, James
Barrett, Mary Grass, and Patricia Lynch during the PRIIS Cost and Financial
Workshop. ' Specific information is presented for each briefing4
'Production/Cost and Financial Interfaces, The major concern in
this area was authority for cancelling a job. Attendees emphasized
that only the customer may cancel a job; the system may not cancel a"0
job automatically. The Customer Activity functions will merely pass
the customer's decision to the Production functions.
.. Production Subsystem. Some attendees would like to see the number
of production units produced, among other information, collected at
the process level rather than at the cost center level. This information
would be a benefit in the cost accounting area. However, people did
realize the greater cost involved in collecting the information at the
2
process level. Collecting production units at the cost center level
initially will provide a basis for deciding whether it is economically
feasible to collect information at the process level at a later time.
A suggestion was made to meter the machines so as to collect production
related information. There was concern about the term "purchase request"
versus "purchase order" in the requisition chit flow in regard to the
item the planner sends to Material Inventory. The decision was that
the item should be called a "purchase request".
Attendees asked how Work-in-Process (WIP) would be realized commercially.
They also asked about jobs that are complete but not yet closed-out
at the end of the month. These jobs would be included as WIP, for any
in-house work not yet closed-out will be cap ;ured as WIP.
Budget. Each plant will have a limited forecasting capability;
however, PPSMO will perform forecasting for all of NPPS. The Budget
function will be especially useful in forecasting changes in marketplaces
and equipment changeovers.
Customer Activity.-,-here was discussion on whether "Job order number" kor "job number" should be used. Attendees suggested that "job number"
be used to describe the number placed on the job by Publications Management.
An area of concern was whether the customers should be given a detailed
pricing schedule, or just the estimated or final price. The decision
was to send only the price, but to allow the customer to obtain a copy
of the detailed price schedule on request.
Major concern was expressed about the open requisition balance.
Financial Managers said that currently, if the open requisition balance
does not cover the estimated price, the job will be produced but not
billed until the price is covered by the balance. NAVCOMPT attendees
stated that the open requisition funds must be available before production
begins. It was suggested that the plant allow one job per customer
to be produced without the open requisition coverage and that a note
be placed on the file so that no more jobs for that customer could be
produced without adequate funding. However, plant managers should have
an override on this decision.
Finally, there was discussion on what to do if the final price
of a job is higher than the estimated price. The customer must be notified
*as soon as it is discovered that the price will be higher than estimated.
The customer must approve the higher price, otherwise the difference
will come out of overhead if it exceeds NAVCOMPT variance parameters.
. >, Accounts Payable. Currently, there are difficulties with GPO,
e.g., the amount on the DD282 is often different from that on the GPO
invoice. GPO in the future may begin to bill by tape. NPPS attendees
*said that they would like the order numbers as well as the amount owed
listed so as to resolve the difference between the amount owed and the
" estimate. Control procedures that GPO and NPPS will agree upon must
be established. . ,
Accounts Receivable.& Attendees provided information which will
* be considered in PMIS II. Accounts receivable must adequately handle
partial payments. Advanced payments need to be accounted for, as non-DOD
customers frequently pay when the job is submitted, as is required by
NAVCOMPT regulations. Cash receipts must be on-line and up to the minute.
Attendees would like payments tracked to the plant job numbers and would
like a customer profile at each appropriations level.
. _ _ . . . . . .. - . . _ ,4
Policy decisions must be made in two areas. The first concerns
finance charges on late payments. Managers would like to have an override
on whether or not a late charge is imposed. The second area concerns the
standard control amount for variances of actual receipts from billed
and the dollar or per cent limit above which the variance will be classified
an unallocated charge. It was suggested that amounts under $1.00 be
ignored, and that amounts more than $1.00 be entered as unallocated charges.
, Fixed Assets and Material Inventory. Some concern was expressed
.that if a-NPPS standard stock catalog were to be used in the future,
it should allow for the moving average price of the materials. Attendees
also want undelivered orders monitored in Material Inventory and
Commercial Procurement.
FINDINGS AND CONCLUSIONS
.,The C&F functional description proposed by DTNSRDC was generally
accepted. Some refinements were discussed in specific areas of development,
and many of them will be integrated into PRMIS II.N\
5l
Appendix A
PRMIS Cost and Financial Workshop Schedule
October 28-29, 1982
October 28
0900-0915 Introduction -- Jim Alford
0915-0930 PRMIS II Overview -- Mike Gra,
0930-1030 Cost and Financial Overview - 'ge Hickey
1030-1045 Coffee Break
1045-1105 Cost and Financial Interfaces -- Mary Grass,Patricia Lynch
1105-1145 Production Subsystem -- Joe Garner
1145-1200 Discussion
1200-1300 Lunch
1300-1330 Budget -- Riley Sinder
1330-1415 Customer Activity -- George Hickey
1415-1430 Discussion
1430-1445 Coffee Break
1445-1530 Accounting Session II-- George HickeyFixed AssetsMaterials Inventory
1530-1600 Discussion
October 29
0900-1015 Accounting Session I -- Mike GilbertGeneral LedgerAccounts PayableAccounts Receivable
1015-1030 Coffee Break
1030-1130 Accounting Session III -- George Hickey
6
7*2
Cash ManagementTravelDiscounts/InterestPartial PaymentsStandard NPPS Stock ClassesUndelivered Orders
1130-1200 Discussion
I
te
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-. S~V.I.*.
Appendix B
List of Attendees
Name Organization Phone
Jim Alford NPPSMO 433-2214
Tom Archibald NAFC-51 695-6684
Jim Barrett DTNSRDC 227-1622
Philip Battey DTNSRDC 227-1622
* Margaret Birch DTNSRDC 227-1533
Mark Bolyard NAFC-1 695-7955
Lou Cambardella NPPSMO 433-3892
Martin Culpepper DTNSRDC 227-1887
Normand Fontaine NPPSMO 433-3975
- Joe Garner DTNSRDC 227-1900
Mary Grass DTNSRDC 227-1683
Mike Gray DTNSRDC 227-1622
Lorraine Griffith NAFC-51 695-0947
Clarence Haley DPS 697-2342
George Hickey Vector Research 493-5500
John Junod DTNSRDC 227-1683
John Karpovich NPPSMO 433-3520
Patricia Lynch DTNSRDC 227-1393
Lloyd Mehr NPPS SEDIV 8-794-6957
George Opacic DPS 697-2342
David Rabinek Vector Research 493-5500
Riley Sinder Vector Research 493-5500
80-
Bill Sterling NPPS WESTDIV 8-958-2296
Dick Walsh NPPS NORDIV 84243
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APPENDIX C
COST AND FINANCIAL WORKSHOP BRIEFINGS
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* --.--.
I bl
o
U COST AND FINANCIAL OVERVIEW
GEORGE HICKEY
VECTOR RESEARCH•
11
PRMIS II COST AND FINANCIAL SUBSYSTEM
*- GOAL:
.- The major goal of the PRMIS II Cost and Financial Subsystem is to pro-vide an automated, state-of-the-art accounting system which meets orsurpasses GAO and NAVCOMPT approval standards, and most efficientlyand cost effectively meets NPPS Financial, accounting, and budgetingrequirements.
Batch Sequential processing will be eliminated wherever feasible.Processing of transactions will take place in overlapped or concurrentmode. Transactions will be entered only once and, after processing,all related records will be updated simultaneously. This will causethe accounting data base to be up to date at least to the close of theprevious business day.
Many "NEW" accounting systems installed today on fourth generationcomputers employ the same basic sequential processing methodology ofthe manual bookkeeping systems from which they sprang. Over time thesemanual accounting applications have been converted first to Electro-mechanical Accounting Machines (EAM) then to computers without a changein processing methodology. The major gains from this evolution to com-puters has been in the speed of processing and the elimination of somemanual operations. However, erroneous data is difficult to keep outof these systems and even more difficult to correct.
PRMIS II Cost and Financial Subsystems will take full advantageof the new computing technologies and software capabilities. The oldhand kept books will no longer be duplicated in the machine environment.
Journals, ledgers, registers and other standard accounting books ofrecord will not actually reside in the data base per se. However, allaccounting data will be available to turn out the required hard copyaccounting outputs and reports.
There will be no single, large edit table thru which all transactionsmust sequentially filter. Rather, there will be a general edit and valid-ation module of smaller size which relates to all transactions, withspecific edit and validation modules at the gateway (interfaces) tothe Cost and Financial Accounting Function which checks the transactionsfor all the areas of the accounting system which the transactions willaffect. Errors will be corrected at point-of-entry if possible. Thosewhich cannot be corrected at point-of-entry will be placed in an errorsuspense file, while clear transactions are allowed to continue on toprocessing.
The key benefits resulting from the achievement of the PRMIS IIgoal will be accurate, up-to-date financial and accounting informationwith a large reduction in the manual effort required to record and reportthe information and an increase in the integrity of the accounting database.
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PRMIS II COST AND FINANCIAL SUBSYSTEM
OBJECTIVES:
To achieve its goal, PRMIS II cost.and financial must meet thefollowing objectives.
PRMIS II must include a complete, automated, integrated accountingfunction with all required subsidiary ledgers and a general ledger basedon the capability of the system to identify, process, and store allrequired subsidiary and general ledger transaction information.
The system must provide an automated budget function for forecasting,
formulating and executing NPPS's budget. This function will allow im-proved control of the NPPS operation by using historical data to matchagainst current budget period and actual figures to detect problem areas.Forecasting of trends which will affect future operations can be identi-fied and fed into budgetting cycles to help determine such items aspricing strategy, and overhead and G & A allocation formulas. Over time,budget could be pushed down to the plant level where responsibilitybudget and accounting could be instituted.
PRMIS II must have an automated customer activity function whichprovides customer order entry/billing, control, fund, control status,and activity profiles. This function assigns a unique identifier toeach job order transaction and customer which links each transactionto a source document, originator, and job order number. This numberwill be attached to all related transactions through to final recog-nition of the receipt of payment as a debit to cash. Open requisitionfunds control will be provided on-line up to the last transaction en-tered against it. Negative balance conditions will be virtually el-iminated. One time job order funds control problems will be auto-matically identified and handled. Complete information will be avail-able on each customer including data such as the number, size, type,and cost of jobs. This information can help the plant in the adjust-ment of its facilities and resources to most efficiently and effectivelyserve their customers.
The system must furnish the capability to easily interface withother PRMIS II subsystems as they are implemented in Phases 2 and 3.Without this flexibility to allow the system to grow with a minimumof changes, the costs and effort required to fully implement the sys-tem could well be prohibitive. It would also shorten system expecteduseful life due to its inability to change to meet new needs and re-quirements.
PRMIS II - PHASED IMPLEMENTATION APPROACH
The overview chart of PRMIS II depicts the total system as currentlyconceived. A phased acquisition and implementation strategy has beendecided upon for a number of reasons, the most important of which are:
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(1) Limited Resources which have dictated that there will not be enoughdollars available at one time to purchse all the hardware, software, andrelated services such as conversion and training to implement the fullPRMIS II in one effort; (2) the full system crash implementation approachplaces a heavy strain upon organizational human resources. An incrementalor phased approach allows users to learn and assimilate change with less
" dysfunction, (3) it is anticipated that advanced source data auto-mation (SDA) technologies will be a part of the Phase Two and Three imple-mentations. These technologies will include such equipment as bar codereaders, optical character recognition readers, and coded badges. Apilot/prototype system experiment will take place during Phase One totest and identify SDA systems to determine which are the most cost effectiveand practical from a human engineering stand point for NPPS. This willallow optimization of SDA in Phases Two and Three. It will also providemore precise costing and specifications for these phases.
PRMIS II - Phase One.
One subsystem and all its functions and one function of anothersubsystem have been targeted for implementation during Phase One.
Cost and Financial Subsystem.
The Cost and Financial Subsystem will be implemented during PhaseOne. The heart of PRMIS II is the Cost and Financial Subsystem. NAV-COMPT, GAO, JCP, OMB, etc. require that NPPS provide an accounting sys-tem which will accurately record and report the financial operationsand status of the NPPS organization. Without the Cost and Financial Sub-
system this fiduciary responsibility cannot be carried out. Costand Financial Subsystem, therefore, is the heart or driver of PRMISII and the logical candidate for implementation during Phase One.
Production Planning Function.
The Customer Activity Function requires planned pricing scheduleinformation to implement the majority of its operations including billing
. backup, customer activity profiles, and funds control. It is therefore,a likely Phase One implementation candidate.
PRMIS Phases Two and Three.
PRMIS II Phase One has not been designed in a vacuum. During thesystems analysis, design, and data collection efforts involving inter-
* views, questionnaires, and workshops, the PRMIS team has been viewingPRMIS II Phase One as a part of the total integrated PRMIS II Subsystem.This analysis and design has employed the most modern techniques in-cluding structured analysis and design, and computerized tools to ana-lyze, correct and verify the PRMIS II System design.
Program Statement Language/Program Statement Analyzer (PSL/PSA).
14F.
PSL/PSA is a sophisticated, computerized tool which takes structureddata flcwts, processing statements, and data element descriptions and
[provides new data flow diagrams, processing statements analyses, a dataelement dictionary and identification of subsystem interfaces. It pin-points data flow, file data element, interface, and processing inconsis-tencies.
Data Dictionary.
A data dictionary for PRMIS II will be developed during Phase One.It will identify all PRMIS II data elements, giving their source, pri-mary name, pseudonyms, description, and edit and validation criteria.
PRMIS II Data Flows.
ALl PRMIS II data flows and data processing operators for each sub-system will be identified during Phase One. This will aid in establish-ing the standardized gateways (interfaces) which must be built intoPhase One design to accomodate the Phase Two and Three subsystems.
Subsystems "Plug-In".
All of this Phase One systems analysis and design work is intendedto lead to creation of a Phase One PRMIS II system which will readilyaccept and integrate the remaining PRMIS II subsystems into the totalsystem during Phases Two and Three. This process will be defined anddesigned so that the additional subsystems can literally be "plugged"into the Phase One system using the previously specified gateways(interfaces) for the exchange of data between subsystems.
Controls.
The Cost and Financial Subsystems of PRMIS II will track accountingrelated transactions throughout the system. To insure accurate dataprocessing, thorough data accuracy control will be incorporated intothis system.
a. Proof Checks on Transactions Processed. Proof checks on trans-actions processed within this subsystem will be performed mechanicallyto assure that all transactions are accurately considered as they flowfrom one program to another throughout the subsystem. Programs whichgenerate additional transactions (explode a single transaction intorelated transactions for appropriate general ledger and subsidiary led-ger accounts) or change the value of an input transaction will be clearlyshown on a program-to-program control report.
b. Error Pending File. As a way of controlling transaction dataand preventing entry of incorrect data into the system where it is muchmore difficult to correct, erroneous inputs which cannot be immediatelycorrected at the point of entry will be maintained in a cumulative pend-ing file until corrected. Current cycle errors by coder identifier andaged cumulative pending error reports, will be produced on a periodic
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-. basis. This tracking of erroneous transactions provides a useful toolin accounting for all the input transaction data to the Cost and FinancialSubsystem.
Validation.
Data validation in the cost and financial subsystem will also beperformed up front, at the initial point of entry. Validity checkswill include such items as transaction code, account number, duplication,charge type, and balances of input and output. Specific types of validationwhich will be performed by this subsystem include the following.
a. Configuration Editing. Configuration editing is a syntax dri-
ven validation of input data, mostly performed at point of entry. This
type of validation for the cost and financial subsystem will consist* mainly of type or layout validation such as checking fields for alphabetic,
numeric and data fields. The existence of certain fields in a trans-. action will be checked if they fall within the specified range of accept-
able values.
b. Validity Editing. Validity editing is the validation of inputdata values stored in tables or master files. Data values will be checkedto determine if they fall within the specified range of acceptable values.
. c. Consistency Editing. Consistency editing is the validation of
data element relationships. An example of consistency editing is thevalidation of transaction amounts of incoming transactions againstbalances in related accounting files. It would also check relationships
between certain data elements within a given transaction. An exampleof this type of consistency relational editing is that if transactioncode equals CAGL the coder ID must be equal ZD, BY, or TD.
PRMIS II COST AND FINANCIAL SUBSYSTEM
GENERAL FEATURES
Comprehensive. Automated Up-Front Edit and Validation
PRMIS II Cost and Financial Subsystems will include automated, up-front edit and validation controls including:
a. Automated/Controls
1. Accuracy Controls
a. Proof Checks will be automatically performed on trans-actions processed from function to function (program toprogram). Programs which generate additional transactionsor change the value of input transactions will be clearlyshown on program-to-program control reports.
b. Error Pending File
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2. Validation Controls
a. Configuration Editing- Syntax driven controls such asfield size and type.
b. Validity Editing - Input values stored in tables or mas-ter files specifying items such as transaction codes orallowed ranges of values.
c. Consistency Editing - Checking data element relationshipsin a record or fields against balances contained in thesystem.
Automatic "EXPLOSION" of Accounting Entries
Detailed functional transactions, say a one time job order, whichhas been closed out and passed to Cost and Financial Subsystems, CustomerActivity Function will be entered to the Cost and Financial SubsystemAccounting Function and, after edit and validation, will be "exploded" intothe appropriate accounting transactions to update the related generalledger and subsidiary ledger accounts. Here the Accounting Functionwould generate the following accounting transactions: general ledgeraccount receivable control account credit, account receivable subsidiaryledger credit, general ledger accrued revenue account, and a creditor credits to the appropriate general ledger or cost accounts. TheAccounting Function would concurrently generate a 1080 billing.
Capability To Start Current Period Entries Prior to Close of Previous
In any accounting system, it is important that each accounting cycle'stransactions and reports reflect the true results of operations for thatcycle as accurately as possible. This requires the matching of revenuesto the costs that produced them. Accruals help this process; but theyare an estimate and not the actual figures. The prior period should beallowed to continue having actual transactions entered against it for
a number of days into the current period before closing the books for
the month. This will allow more accurate reporting for the prior periodin the end of month Closeout figures. At the same time, transactionsaffecting the current period should be enterable into the system and
maintained in separate areas until the prior period is closed. Mostpackages offer this feature, and refer to it as "ten day bucket" capability.PRMIS II will have this feature.
Automatic Accruals
PRMIS II will provide automatic accruals for those transactions whichlend themselves to this feature such as payroll and its related entries,(FICA, WHT, Retire).
el Automatic Creation of Recurring Entries
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° .
PRMIS II will generate automatically recurring entries for transactions
*. suitable for this feature such as rentals, maintenance contracts, fixedprogress payment contracts.
Automatic Reversals
Aid in period closeout journal vouchers entries.
* Automatic. Selective Rollup of Information
Information rollup is the capability to summary values from detailed
values along organizational lines: Process to Cost Center to Plant toDivision to NPPS information rollup of standard accounting reports suchas statements of financial condition and balance sheets can be easily
* produced. Selective rollups such as a single process for a specificdivision can also be produced.
Data Base Management System
PRMIS II will maintain its data on a data base management system(DBMS). The utilization of a DBMS provides total system flexibilityfor growth, prevents duplication and redundancy of data, providesselective reporting, and saves storage space.
Automated Statistical Sampling For Audit Control
This feature will reduce audit time, allow for more accurate audit
control with the same number of billets.
Automated Transaction Audit Trails
The system will assist in acquiring unique transaction identifierson the first entry of a transaction to PRMIS. This identifier will followthe transaction and all related transactions throughout the processingcycle, including program-to-program processing which creates new oradditional transactions from the original. It also provides automatededit query for transaction analysis through the computer rather thanaround it.
* Financial and Statistical Analylis Capability
The PRMIS system will provide the ability to perform analysis oftrends from current actual and historical data to forecast the outcomeof the remaining portion of the cycle and to take action to correct problemareas.0Trial Balances Available Throughout Accounting Cycles
Under PRMIS II users will be able to determine the current positionof their business at any time in an accounting cycle to spot troubles
early and clean up the records prior to the end of month closeout rush.
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. . Automated Cash Reconciliation
PRI4IS II will automatically run cash receipts against A/H and iden-, - tify unmatched transactions. It will also run cash disbursements against
accounts payable and identify unmatched transactions.
Reduction of Hard Copy Reports
* The query capability and flexibile DBMS data retrieval and reportwriter of PRIIS II will allow users to select hard copy printing onlyfor those reports they require in that form or which are mandatory.
Elimination of Manual Operations
The PRMIS II DBMS and automated source data entry through terminals- and more advanced technologies will help reduce manual record keeping,
calculations, data entry and reporting.
Meet GAO and NAVCOMPT Standards
PRMIS II will meet or surpass the basic requirements of NAVCOMPTand the GAO primary objectives of adequacy of:
a. A network of internal controls designed into the system.b. Audibility.c. The maintenance of the integrity of data in the files.
I d. The incorporation of the accounting specifications in the ADPdesign.
Automated Fixed and Material Asset Accounting
PRMIS II will provide automated accounting for:IIFixed Assets - Equipment records and reports will be maintained
by the system which will automatically calculate depreciation and re-calculate it once the item has become fully depreciated. The data basewill identify surplus equipment which could be made available to otherplants and will provide information to the Budget Forecasting Function
4 and the replacement reserve fund.
Material Assets - Material asset withdrawl chits and purchase orderswill be produced automatically. All stock records including the stockcatalog and stock inventory will be maintained automatically. The movingaverage price calculations will be provided by the system as will reorder
4 notices based on set parameters. As an historical data base is collected,optimal stock order points and quantities can be determined as well asslow moving stock items. Plant inventory can be optimized and inventrolcontrol can be maximized.
Automated Overhead and General and Administi tive (G & A)
PRMIS II will automatically allocate over ,ad and G & A to plant
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cost centers based on allocation formulas developed by NPPS management.
File Maintenance/Journal Voucher Adjustments
With the capability to take trial balances at any time in the account-ing cycle, file maintenance and journal voucher adjustments can be made
* prior to the end-of-period close-out rush.
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02
ii
COST AND FINANCIAL INTERFACES
MARY GRASSPATRICIA LYNCH
DTNSRDC21
PRMIS 11 SUBSYSTEMS
COShN
OS
22
FUNCTIONAL BREAKDOWN
MAILINVENTORY POUTO
ANDPURCHASING
EQUIPMENTINVENTORY
COMMERCIALPROCUREMENT
4
23
C&F FUNCTIONAL BREAKDOWN
COS
24
k
MATERIAL INVENTORY INTERFACES TO ACCOUNTING
COSTED MINU
PROCUREMENT REQUESTS
MAJOR MAINTENANCE AND REPAIRS
MATERIALS ISSUED TO COST CENTER
MAEILCS
INVENTRY AN
Wb. . . . . . .
EQUIPMENT INVENTORY INTERFACES TO ACCOUNTING
COSTAND EQUIPMENT DEPRECIATIONEQIMN
ACCOUNTING
EQUIPMENT DELETION
26
PRODUCTION INTERFACES TO CUSTOMER ACTIVITY
REQUISITIONJO
IN-HOUSE JOB
CLOSED-OUT
PRODUCTION
* GOAHEA PRCUREOMET
CANCELLATIONTIO
JO0ORA
PRICE OT-HO27ESIAT6O
7 7 7
PRODUCTION INTER FACES TO ACCOUNTING
PRODUCTIONNMAAEMN
SOK-N
28OES IMI LATWL
COST AND FINANCIAL INTERFACES
HSTORA
ACCOUNTINRECEIDATA
TRANSACTIO
PRMIS I IPRODUCTIONW SIISTEH
30
PRIIIS IfPRODUCT ION MSTEN
*Gw
FLOWS
31
mulS II
NmtlcTIN GALS
* SOURCE DATA AUTOMATION* JOB STATUS MONITORING
• PERFORMANCE MASUREMENT
3
F e 32
PRMIS I IPRODUCTION FUNCTIONS
* PLANNING
* SCHEDULING
* MONITORING
* MANAGEMENT
* COMMERCIAL PROCUREMENT
0 33
COMMERCIAL PROCUREMENT
OBJECTIVES
*MONITOR CONTRACTS
*TRACK JOBS, BILLS, AND INVOICES
43
PRODUCTION PLANNING
OBJECTIVES
* AUTOMATE CREATION OF PRICING SCHEDULES
* ELIMINATE DUPLICATE DATA ENTRY
* AUTOMATE MATERIAL REQUISITIONING
0l 35
200 NEGTIVES 410 COLLATE MKRDY201 STRIPPINS 411 COLLATE IE210 OFFSET PLATES 420 DRILLINS302 OFFSET MST SIOMY 430 STICH/STWPLE300 PAPER MST 431 SADDLE STJTOH/STWILE301 PAPER MST MKRDY 450 WRAP303 PRESS RU 470 SUNDRY L321 RUN - TWO SIDED 100 DUPLICATE ORIlIM.S390 PAPER UNIT S2 ELECTROSTATIC MARL.
rYPE THE PROESSS IIU - CENTER> TO FINISH
36
COMPUTER AUTOMATED PR IC INO SCHEDULE
JOB . 447 DUE DATE 06/04/@;
LINESH0T5- 48 COPIES 2500HALFTONES- 0. SIDES 2
UNITS COST UNIT TOTAL LABOR LABORBILLED PROCESS PRICE COST SCHD ACTUAL
46 300 PAPER MST .3 14.4 4
U48 301 PAPER MST MKRDY 1 48 20
120000 303 PRESS RUN .0076 912 344
62500 390 PAPER UNIT .01274 796.25 --
*2 410 COLLATE M'KRDY 1.46 2.92 2
62500 411 COLLATE RUN .0065 406.25 165
625 420 DRILLING .092 57.5 22
5000 430 STICH/STAPLE .033 165 65
625 450 WRAP .07 43.75 20
I --------------- GRAND -TOTAL -2446.07 ----------
SPEC IAL I NSTRUCT IONS:
370
PRODUCTION SCHEDULING
OBJECTIVES
* SCHEDULE COMPLETION OF IN-HOUSE JOBS
* GENERATE PROCESS WORKSCHEDULES
3
38
FUNDS VERIFICATION
PLANNINGAND
SCHEDULING
f DATEMAJOB
PRIODUCET
JOBOME
39IVT
PRODUCTION SCHEDUL ING
INPUT /OUTPUT
*INPUTS:
-INITIAL RETAINED PRICING SCHEDULE
-PLANT PRODUCTION POTENTIAL
-PROCESS WORK QUEUES-FUNDS /DATE APPROVAL
*OUTPUTS:
- RETAINED PRICING SCHEDULE
- HARD COPY PRICING SCHEDULE
- JOB PRICE ESTIMATE
- PROJECTED PROCESS WORKLOADS
40
ID
PRODUCTION hIMEU
COLLECT EIPLOVEE TIME AND LABOR
* MEASURE PERFORIMCE* AUTOMATE MATERIAL REOUISITION
19 * AUTOMATE PRICING SCHEDULE CLOSE-OUT* COLLECT I I* UNOT MIlE STATUS
41
PRMIS 11 JOB FLOW
LOGIN CUTOE
ACCOUNT. FNTOSTREAM
RETAINEDPRICING SHDLN
SCHIEDULES
MONITORING PODUTIOFUNCTION POUTO
STTU
UPDATE2
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PRODUCTION MANAGEMENT
OBJECTIVES
* PROVIDE INTERFACE TO PRODUCTION DATA
* ANALYZE WORKLOAD
* ANALYZE PERFORMANCE
* PREPARE VIP AND MINU
I4
I
4
L4
PRODUCTION MANAGEMENT PROPOSED INFORMATION FLOW
PRODUCTIONMONITORING
PRODUCTION IMATERIALS WORK IN PRODUCTION
IJ L GIIISSUED
JOOTISSUED- PROCESS PERFORMANCE
PLANT EMPLOYEEPRODUCTION PERFORMANCE
POTENTIALk
PROCESS PROJECTEDINPUT QUEUES WORKLOAD
S QUEUES
MANAGEMENT FUNCTIONMATERIALS - INTERPRET QUERIES MONTH-ENDISSUED- - ASSEMBLE RESPONSES WORKIN
NOT-USED - STANDARD REPORTS PROCESS
ENTER REPORT
QUERY /RESPONSE
0
PRODUCTIONMANAGER
4
46
w .
PRODUCTION SUBSYSTEMBENEFITS
* ONE-TIME ENTRY OF PRICING SCHEDULE
* AUTOMATED PLANNING AND CLOSE-OUT
* AUTOMATED EMPLOYEE LABOR DISTRIBUTION
* ONE-TIME ENTRY OF REQUISITIONS* EMPLOYEE EFFICIENCY MEASUREMENT
* JOB STATUS MONITORING
* AUTOMATED COLLECTION OF MINU AND WIP
47
BUDGET FUNCTION
0
RILEY SINDER
VECTOR RESEARCH0 48
UBUDGET FUNCTION
ABSTRACT: FUTURE COSTS AND REVENUES WILL BE1 -- FORECAST BASED ON USER SUPPLIED PRICING AND
MARKETING GUIDELINES. THE FINANCIAL IMPACT
OF SHIFTING USER NEEDS WILL BE ASSESSED.
ALTERNATIVE NEW TECHNOLOGIES WILL BE COMPARED
FOR COST SAVING AND PRODUCTION EFFICIENCY
EXPRESSED IN FINANCIAL TERMS,
L
49O
BUDGET OBJECTIVES
I PROJECTING CURRENT TRENDS
I FORECASTING
I ADJUSTING TO PRINTING ENVIRONMENT
B ASSESSING NEW TECHNOLOGIES
I DEVELOPING PRICING AND MARKETING STRATEGY
I COMPARING ACTUAL TO PLANNED BUDGET
5
I
6
50
44
BUDGET FORMULATION TOOL
* EXPRESS ESTIMATED OPERATIONS
I IN FINANCIAL TERMS
-
I°I PRDIT FINANCIA L IEMPAC
51
ALTERNATI VES ASSESSMENT
I IDENTIFY FAVORABLE AND UNFAVORABLE TRENDS
I SUGGEST TIMELY CORRECTIONS
I COMPARE SCENARIOS FROM FORECASTING
I PREDICT WHAT REALISTICALLY WILL BE PERFORMED
S52
DRAFT BUDGET
I INSTRUCTIONS FROM NPPSMO
I ASSEMBLE DRAFT
I
I AGGREGATE TO APPROPRIATE LEVEL
-- NPPSMO
-- DIVISION
-- PLANT
COST CENTER
53
S FINAL BUDGET SUBMISSION
I COLLECT COMMENTS
I AUTHORIZED REVIEWERS
1 FINAL EDIT
I HARD COPY FOR SIGNATURE
54
p • •
GOALS AND IMPROVEMENTS RANKING
I SPECIFY GOALS
p I COLLECT EVALUATIONS
I"
I FORECAST BENEFIT
I RANK ACCORDING TO BENEFIT
I RELATE BUDGET ITEMS TO GOALS
55
BUDGET DATA COMPILATION
I AUTOMATIC HISTORY FILE
I PRODUCTION
I ACCOUNTING
I FIXED ASSETS
aI I MATERIAL INVENTORY
a
56
6
,.
ANALYSIS AND FORECAST
I GROWTH TRENDS
I COST AND REVENUE MODEL
ILI PREDICT COSTS AND REVENUES
57
GROWTH TRENDS
I FORECAST WITHOUT UNEXPECTED CHANGES
I PROCESS LEVEL TRENDS
I AGGREGATED TO HIGHER LEVELS
-- NPPSMO
-- DIVISION
-- PLANT
* -- COST CENTER
0
580
COST AND REVENUE MODEL
I PROCESS LEVEL
I COST FACTORS
I REVENUE FACTORS
59
0*
PRINTING ENVIRONMENT
I COST AND REVENUE FORECASTS
I CHANGING ENVIRONMENTS
-- CUSTOMER NEEDS
-- OVERHEAD COSTS
-- NEW CONSTRUCTION
* -- PLANT OPERATIONS
60
NEW TECHNOLOGY ASSESSMENT
I COST SAVINGS
I IMPROVED OPERATIONS
I ORGANIZATIONAL IMPACTS
I MARKET FACTORS
61
-... .... ... i . . ii i. 4 •
0i
UI
PRICING AND MARKETING STRATEGY
0
I IDENTIFY PROCESSES NOT RECOVERING COSTS
I GUIDELINES FOR PRICING SCHEDULE
1 MARKETING OPPORTUNITIES
I FORECASTS OF COSTS AND REVENUES
62
BUDGET EXECUTION
I COMPARE PLANNED TO ACTUAL PERFORMANCE
I COMPARE FY TO PREVIOUS YEAR
I IDENTIFY CAUSES FOR VARIANCE
-- PROCESS
-- ~COST CENTER
63
SUMMARY
I FORECAST THE ENTRY LEVEL ACCOUNTS
I ASSESS PERFORMANCE TO DATE
64
0-
I
CUSTOMER ACTIVITY FUNCTION
GEORGE HICKEY
VECTOR RESEARCH65
U
PRMIS IT COST AND FINANCIAL SUBSYSTEM
OAL-
AN AUTOMATED, STATE-OF-THE-ART ACCOUNTING SYSTEM
WHICH MEETS OR EXCEEDS GAO AND NAVCOMPT APPROVAL
.1 STANDARDS, AND MOST EFFICIENTLY AND EFFECTIVELY
MEETS NPPS REQUIREMENTS.
I
U
66
I6
I
PRMIS II COST AND FINANCIAL SUBSYSTEM
A COMPLETE, AUTOMATED, INTEGRATED ACCOUNTING FUNCTIONWITH ALL REQUIRED SUBSIDIARY LEDGERS AND A GENERALLEDGER
AN AUTOMATED BUDGET FUNCTION FOR FORECASTING, FORMULATINGL AND EXECUTING NPPS' BUDGET
* AN AUTOMATED CUSTOMER ACTIVITY FUNCTION WHICH PROVIDESCUSTOMER ORDER ENTRY/BILLING CONTROL, FUNDS STATUSAND ACTIVITY PROFILES
THE CAPABILITY TO EASILY INTERFACE WITH OTHER PRMIS ITSUBSYSTEMS AS THEY ARE IMPLEMENTED IN PHASES 2 AND 3
67
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1
PRMIS.11 COST AND FINANCIAL SUBSYSTEM
GENERAL FEATURES:
0 COMPREHENSIVE, AUTOMATED UP-FRONT EDIT AND VALIDATION
* AUTOMATIC "EXPLOSION" OF ACCOUNTING ENTRIES
0CAPAPILITY TO START CURRENT-PERIOD ENTRIES PRIOR TObLOSE OF PREVIOU5
• AUTOMATIC ACCRUALS
* AUTOMATIC CREATION OF RECURRING ENTRIESU
* AUTOMATIC, SELECTIVE ROLLUP OF INFORMATION
* DATA BASE MANAGEMENT SYSTEM
0 AUTOMATED STATISTICAL SAMPLING FOR AUDIT CONTROL
69
PRMIS II COST AND FINANCIAL SUBSYSTEM
GENERAL FEATURES (CONTINUED):
• AUTOMATED TRANSACTION AUDIT TRIALS
U . FINANCIAL AND-STATISTICAL ANALYSIS CAPABILITY
* TRIAL BALANCED AVAILABLE THROUGHOUT ACCOUNTING CYCLES
0 AUTOMATED CASH RECONCILATION
0 REDUCTION OF HARD COPY.REPORT
• ELIMINATION OF MANUAL OPERATIONS
SMEETS AOAND NAVCOMPT STANDARDS
• . ONE TIME, AUTOMATED SOURCE DATA CAPTURE
70
MIS 11 COST AND FINANCIAL SUBSYSTEM
GENERAL FEATURES (CONTINUED):
*AUTOMATED FIXED-AND MATERIAL ASSET ACCOUNTING
*AUTOMATED OVERHEAD AND-G&A ALLOCATION
71
CUSTOMER ACTIVITY FUNCTION
* ESTABLISH END TO END JOB ORDER ENTRY/BILLING CONTROL
SPROVIDEOPEN REQUISITION AND ONE TIME PRINTINGRELUIS1TION tUNDSCONTROL
SFURN1H JOB QRDR NUMBER AND OPEN REQUISITIONBILLING BACKUP
* AKE AVAILABLE CUSTOMER ACTIVITY INFORMATION, CURRENT
ACCOUNT AND JOB ORDER SATUS
72
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Po Z L) z
1- 0 c 4- zi<O
0 0 okI
-j
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REQUISITION FUNDS CONTROL
*COST REIMBURSABLE ORDER VARIANCE CONTROL
OPE ~E REQUISITION BALANCE CONTROL
74
*1
JOB ORDER ENTRY/BILLING-CONTROL
ESTABLISH UNIQUE JOB ORDER ACCOUNTING IDENTIFIER
* ESTABLISH UNIQUE PLANT JOB ORDER IDENTIFIER
PRODUCTION SUBSYSTEM ADDS JOB ORDER NUMBER
* COMBINE IDENTIFIERS FORM UNIQUE AUDIT AND REPORT CODEFOR ALL ASSQCIATED TRANSACTIONS
K ESTABLISH CUSTOMER MASTER RECORD AND FILE DATA FOR CAFQPQ REQUISITION FUNDS CONTROL AND CUSTMER ACTTVUYPROILE-DATA BAE-AND'ACCUTING-FUNCTTI R
PAYMENTSEASILY MATCHED TO JOB ORDER AND DELIQUENCY---ATEU IDENTIFIED
AGED ACCOUNTS RECEIVABLES FROM ACCOUNTING FUNCTION.. DELIQUENCY NOTICES FROM ACCOUNTING FUNCTION
C CLEARAUDIT TRAIL FROM ORDER ENTRY TO RECEIPT OF CASH
0 75
BILLING BACKUP
JOB ORDER NUMBER
U
OPEN REQUISITION SPREAD SHEET
* PLANT
* JOB )RDER NUMBER
FINAL PRICE SCHEDULE INFORMATION IS ENTERED INTOEITHER THE CUSTOMER ACTIVITY PROFILE DATA BASE OROPEN REQUISITION FUNDS CONTROL FILE BY CAF AFTER ITIS RECEIVED FROM PRODUCTION CLOSE OUT.
WHEN THE ACCOUNTING FUNCTION CREATES A 1040, THE DATAIS PASSED TO CAF WHICH GENERATES HARD COPY BILLINGBACKUP BY EACH JOB REFERENCED ON THE 1040 IF THE
re CUSTOMER HAS REQUESTED IT.
I.
BILLING BACKUP (CONTINUED)
OPEN REQUISITION SPREAD SHEET
FINAL PRICE SCHEDULE INFORMATION IS ENTERED INTO THEOPEN REQUISITION FUNDS CONTROL FILE BY CAF AFTER ITIS RECEIVED FROM PRODUCTION CLOSE OUT.
WHEN THE ACCOUNTING FUNCTION CREATES A 1090, THE DATAIS PASSED TO CAF WHICH GENERATES HARD COPY SPREADSHEET BILLING BACKUP DETAILING PRICE BY INDIVIDUALPROCESSES AND UNIT PROCESSED IF THE CUSTOMER HASREQUESTED IT.
PLANT BILLING.BACKUP OF EITHER TYPE-MAY-BEGENERATE INHAR COPY IF REQUESTED YTEPATO I S AVA I~LABFOR ON-LINE QUER . .
77
47
0
JOB ORDER ENTRY/BILLING CONTROL KEY
COMBINED CUSTOMER ACTIVITY AND PRODUCTION IDENTIFIERS
SOURCE DOCUMENT NUMBER
BUREAU CONTROL NUMBER
VIC OR ORGANIZATION CODE
COST CODE
TRANSACTION CODE
JULIAN DATE
ACCOUNTING MONTH
S.. CODER ID
PLANT NUMBER
PLANT JOB ORDER NUMBER
6
6
0
78
6I
U.
COST REIMBURSABLE VARIANCE CJNTROL
F *COST REIMBURSABLE ORDERS
NAVCOMPT MANUAL P-1000, VOL. 5 VARIANCE LIMITATIONS
10K OR LESS: THE LOWER OF 10% OR $500
OVER IOK: THE LOWER OF 5% OR $1,000
RENEGOTIATION - ONLY OVERRUNS EXCEEDING VARIANCE
UNDERRUNS
of WITHIN VARIANCE BILL ESTIMATED PRICE AS FINAL
L .. OUTSIDE VARIANCE BILL ACTUAL FINAL PRICE
OVERRUNS. RENEGOTIATION SUCCESSFUL - BILL ACTUAL FINAL PRICE
.. RENEGOTIATION UNSUCCESSFUL - BILL FINAL PRICE TO
VARIANCE LIMIT, WRITE OFF OVERRUN TO OPERATING LOSS
79
CUSTOMER ACTIVITY PROFILE
* DATA- CAPTURE AND MAINTENANCE
CAF CREATES CUSTOMER MASTER FILE IN WHICH CUSTOMERACTIVITY PROFILE INFORMATION IS COLLECTED.
CAF ENTERS CUSTOMER ACTIVITY PROFILE INFORMATIONAFTER IT HAS BEEN COMPLETELY PROCESSED AND ENTERS ITEITHER INTO THE CUSTOMER ACTIVITY PROFILE DATA BASEOR THE OPEN REQUISITION FUNDS CONTROL FILE ASAPPROPRIATE
CUSTOMER ACTIVITY REPORTS
HARD COPY STANDARD REPORTS
HARD COPY AD HOC REPORTS CREATED ON-LINE USING THEPRMIS II REPORT WRITER AND ANALYSIS CAPABILITIES
STANDARD QUERIES
AD HOC QUERIES
80
0
T E
-= CUSTOMER ACTIVITY FUNCTION SUMMARY
• PROVIDES END TO END JOB ORDER ENTRY/BILLING CONTROLI
ESTABLISHES OP N REQUISITION AND ONE TIME PRIN INGREQUISITIONFUNDS CONTROL
FURNISHES JOB ORDER NUMBER AND OPEN REQUISITION SPREAD.HLET BILLING BACKUP
CREATES CUSTOMER ACTIVITY PROFILE INFO TION, CURRENTACCOUNT AND JOB STAIUS RtPORT CAPABII.T
4-8
81
I]
0
OPEN REQUISITION BALANCE CONTROL
OPEN REQUISITION ORDERS
* QUERY OPEN REQUISITION FUNDS CONTROL FILE
SUFFICIENT FUNDS FOR PLANNED JOB?
YES - RELEASE JOB TO PRODUCTION, INCREASE ACCURUEDCOSTS, DECREASE FUND BALANCE
NO - REQUEST FUNDS FROM CUSTOMER, IF AGREES OVERRIDENEGATIVE BALANCE CONTROL AND RELEASE JOB TO PRODUCTION,ELSE CANCEL JOB.
* OPEN REQUISITION JOB CLOSE OUT AND PAYMENT ENTRIES
00 DECREASE ACCRUED COST AND INCREASE FUND COST BYAMOUNT OF TOTAL PAYMENT. MAKE ADJUSTMENTS TO BALANCEAND ACCRUED COST IF DIFFERENT FROM CLOSE OUT PRICE.
0 ,ADJUST ACCRUED COST AND BALANCE BY DIFFERENCE, IFANY, BETWEEN PLANNED AND FINAL PRICE
82
OPEN REQUISITION BALANCE CONTROL (CONTINUED)
*OPEN REQUISITION BALANCE CONTROL-REPORTa
LOW OR NEGATIVE BALANCE WARNING
AGED LOW OR NEGATIVt BALANCE REGISTER BY CUSTOMER, BYOPEN REQUISITION
p-
I
I
p8
I,
FIXED ASSETS
AND
MATERIAL INVENTORY
GEORGE HICKEY
VECTOR RESEARCHS84
FIXED ASSETS FUNCTION
1ABSTRACT: AN AUDIT TRAIL OF TRANSACTIONS WILL
BE MAINTAINED FROM THE TIME OF RECEIPT UNTIL
THE TIME OF RETIREMENT AND REMOVAL, EQUIPMENT
'o USAGE STATISTICS WILL BE ACCUMULATED. ESTIMATES
OF REMAINING LIFE-EXPECTANCY WILL BE PROVIDED.
85I
S
FIXED ASSET OBJECTIVES
I LOCATE RESOURCES
I CALCULATE ACCUMULATED DEPRECIATION
* I REVIEW OF EXPECTED USEFUL LIFE
86
0I
S
DATA ENTRY
I INITIAL CONTRACTOR LOAD
I NPPS PLANT VERIFICATION
ItI NPPS UPDATE
I
I AUTOMATED INTERFACE WITH PURCHASING
8-
a
874
AD HOC QUERIESU
I PRODUCTION EQUIPMENT PERFORMANCE
-- EQUIPMENT USAGE
REMAINING LIFE EXPECTANCY
-MAINTENANCE AND OVERHAUL
I JCP REPORTS
1 ROLL-UP TO DIVISION OR NPPSMO LEVEL
8i 88
Se
RESOURCE LOCATION
U
I FROM FIXED ASSETS FUNCTION
I DATA ENTRY
I PURCHASING AUTOMATED INTERFACE
I AUTOMATED PROCESSING OF DELIVERY DOCUMENT
I SUSPENSE FILE OF UNLOCATED EQUIPMENT ITEMS
0
89
ACCUMULATED DEPRECIATION
I STRAIGHT LINE BASIS
I ALSO DEPRECIATION BASED ON USAGE
* *"STER DEPRECIATION FOR OVER-USED UNITS
I REDISTRIBUTED VALUE FOR UPGRADED UNITS
I ESTIMATION OF REMAINING LIFE-EXPECTANCY
I EQUIPMENT FUNDED BY NPPS
I DEPRECIATION REFLECTED IN PRICING SCHEDULE
I REPLACEMENT TAKING INTO ACCOUNT INFLATION
90
MATERIAL INVENTORY FUNCTION
ABSTRACT: MATERIAL ORDER AND RECEIPT DOCUMENTS
o 'WILL BE PROCESSED AND MATCHED WITH VENDOR
BILLING DOCUMENTS TO CERTIFY PAYMENT TO VENDOR.
AN AUDIT TRAIL OF MATERIAL RECEIPTS AND WITHDRAWALS
WILL BE MAINTAINED. AUTOMATED CALCULATIONS WILL
PROVIDE MATERIAL ISSUED NOT USED (MINU), MATERIAL
IN TRANSIT (MIT), AND APPROPRIATION PURCHASESACCOUNT (APA) INVENTORY ACCOUNTING.
I
I
AD-R126 86 PROCEEDINGS OF THE PRINTING RESOURCES MANAGEMENT
2.2.INFORMATION SYSTEMS COST..(U) DAYID W TAYLOR NAVAL SHIPRESEARCH AND DEVELOPMENT CENTER BET. M GRASS ET AL.
pUNCLASSIFIED DEC 82 DTNSRDC/CMLD-82132 F/G 5/1 N
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MATERIAL INVENTORY FUNCTION
ABSTRACT: MATERIAL ORDER AND RECEIPT DOCUMENTSWILL BE PROCESSED AND MATCHED WITH VENDOR
BILLING DOCUMENTS TO CERTIFY PAYMENT TO VENDOR.
AN AUDIT TRAIL OF MATERIAL RECEIPTS AND WITHDRAWALS
WILL BE MAINTAINED. AUTOMATED CALCULATIONS WILL
PROVIDE.MATERIAL ISSUED NOT USED (MINU), MATERIALIN TRANSIT (MIT), AND APPROPRIATION PURCHASESACCOUNT (APA) INVENTORY ACCOUNTING.
9
91
MATERIAL INVENTORY OBJECTIVES
S AUDIT TRAIL OF RECEIPTS AND WITHDRAWALS
I VALIDATION OF CHARGES FOR MATERIAL
I UNIFORM MATERIAL STOCK CLASS
I ESTIMATION OF MINU
92
-. 7.
p
AD HOC QUERIES
S MOVING AVERAGE PRICE
I BASED ON RECENT RECEIPTS
I UNDELIVERED ORDERS
I MATERIAL IN TRANSIT
93
4I
AUDIT TRAIL
I WITHDRAWALS, FROM PRODUCTION
I GOODS RECEIVED, FROM RECEIVING
I PHYSICAL INVENTORY
I SEPARATION OF DUTIES
I CONTROL TOTALS
I LIMIT CHECK ON INVENTORY ERROR, IN DOLLARS
6
I REORDER OF LOW LEVEL ITEMS
94
6e
VALIDATION OF CHARGES
* LOGGING OF PURCHASE ORDERS
I LOGGING OF SHIPMENT LISTS
* UNIT PRICE UPDATE FROM INVOICE
I CERTIFY INVOICE
* SEPARATION OF DUTIES
I LIMIT CHECKS ON QUANTITY AND PRICE VARIANCE
I TRANSACTION VALIDITY
95
MOVING AVERAGE PRICE
* INVOICE
I MOST RECENT UNIT PRICE
I FORMULA FOR AVERAGING THE PRICE
I To PRODUCTION PLANNING FOR ESTIMATING'1 THE PRICING SCHEDULE
96
CONTROLS
I REQUIRED CONTROLS, GAO
I AUDIT TRAILS
I SUSPENSE FILES FOR FUTURE ACTION
0 RISK ANALYSIS
97
ACCOUNTS PAYABLE
0
GEORGE HICKEY
VECTOR RESEARCH98
0o
k - *-}m ,.-, . -. ' . '- --. -.. .. , o . . o L . u . . . . ; . -. ° - ° ,
ACCOUNTS PAYABLE
0 MAINTAIN SUBSIDIARY LEDGER
PROCESS ALL. ItIVOICES AND PAYMENTS
0 INSURE VALIDITY AND CERTIFICATION OF PAYABLES
0 POST UPDATES TO GENERAL LEDGER
6i
O GENERATE REPORTS BY RE(UEST FOR MANAGEMENT
99
INVOICE FUICTIOIN!
0 UPDATES INVOICE REGISTER
TAPE BILLING FROM G.P.O.
SERVICE COMPLETION
RECEIPT OF INVENTORY ITEfM
0 AUTOMATICALLY CALCULATES PAYMENT DUE DATES,DISCOUNT DUE DATES, DISCOUNT AMOUNTS
0 INVOICE REGISTER
ONLY IMVOICES RECEIVED IN CURRErNT MOMTH
VENDOR OR INVOICE SEOUENCE
GOVERIIMET, NON-GOVERMr1ENT & BOTH
BY REQUEST
100
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COMMERCIAL PROCUREMENT
0 IDENTIFIED AS COMMERCIAL PROCUREMENT DURINGORDER ENTRY AND IS MATCHED TO A CUSTOMER
0 WHEN INVOICE ARRIVES, CUSTOMER IS CHARGEDTHRU INTERFACE TO ACCOUNTS RECEIVABLE
0 COMMERCIAL PROCUREMENT REPORT GENERATED BY REOUEST
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PAYABL.E VALIDATION
0 USES CONCEPTS OF I,D.A. BY MATCHING:INVOICEPURCHASE ORDERRECEIVING REPORT
0 WHE. INVOICE IS MATCHED, A PAYABLE IS CREATED
AND THE SYSTEM UPDATES THE SUBSIDIARY LEDGER
0 GENERAL LEDGER CONTROL ACCOUNTS ARE UPDATED
0 VALID PAYABLE REGISTER IS GENERATED BY REOUEST
0 UNIMIATCHED I!'VOICES GENERATE ITS OWli REGISTERINVOICES ARE AGEDREPORT IS BY REQUEST
104
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VECTOR RESEARCH125
PACMIS ACCOUNTS RECEIVABLE
0 MAINTAIN SUBSIDIARY LEDGER
ALL CHARGES AND PAYMEMTS FROM CUSTOMER
0 UPDATE GENERAL LEDGER CONTROL ACCOUNTS
0 BILL CUSTOMERS
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GEORGE HICKEY
VECTOR RESEARCH145
V PRMIS II C.& F. GENERAL LEDGER OVERVIEW
The PRMIS II Cost and Financial General Ledger Function will maintainand update the general ledger chart of accounts as described in NAVCOMPManual P-1000 (Volume 5). Accounts will be updated either by journalvouchers or by accounting transactions "exploded" in C&F functions fromdetailed functional transactions entered into C&F through interfaceswith other PRMIS II Subsystems or Functions. General Ledger will beclosed at month end by request and will allow for processing of thecurrent month's transactions even if the prior period has not yet beenofficially closed.
Financial statements can be requested at any time at any levelof roll-up without actually closing the books. This feature will beavailable for all desired accounting reports including the cash disbursementsand cash receipts journals, trial balances, and income statements. Specialfeatures of General Ledger will include automatic recurring entriesand reversal of accruals, entry of prior period adjustments withoutaffecting the current month's figures, and automatic allocation of overheadaccounts. On-line query of an individual general ledger account's monthlyactivity will also be available, as well as an end to end transactiontracking capability. Control accounts for all subsidiary ledgers willbe automatically maintained.
146
0
I-
INITIAL DISTRIBUTION
Copies
25 NPPS9 12 DTIC
CENTER DISTRIBUTION
Copies Code Name
2 1809.3 D. Harris1 182 A. Camara1 1826 H. Culpepper1 1826 H. Gray10 1828 H. Grass10 1826 P. Lynch1 522.1 Library (C)1 522.2 Library (A)
I 1 93 L. Marsh
A
147
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DTNSRDC ISSUES THREE TYPES OF REPORTS
1. DTNSRDC REPORTS, A FORMAL SERIES, CONTAIN INFORMATION OF PERMANENT TECH-
L NICAL VALUE. THEY CARRY A CONSECUTIVE NUMERICAL IDENTIFICATION REGARDLESS OFTHEIR CLASSIFICATION OR THE ORIGINATING DEPARTMENT.
2. DEPARTMENTAL REPORTS, A SEMIFORMAL SERIES, CONTAIN INFORMATION OF A PRELIM-INARY, TEMPORARY, OR PROPRIETARY NATURE OR OF LIMITED INTEREST OR SIGNIFICANCE.THEY CARRY A DEPARTMENTAL ALPHANUMERICAL IDENTIFICATION.
3. TECHNICAL MEMORANDA, AN INFORMAL SERIES, CONTAIN TECHNICAL DOCUMENTATIONOF LIMITED USE AND INTEREST. THEY ARE PRIMARILY WORKING PAPERS INTENDED FOR IN-TERNAL USE. THEY CARRY AN IDENTIFYING NUMBER WHICH INDICATES THEIR TYPE AND THENUMERICAL CODE OF THE ORIGINATING DEPARTMENT. ANY DISTRIBUTION OUTSIDE DTNSRDCMUST BE APPROVED BY THE HEAD OF THE ORIGINATING DEPARTMENT ON A CASE-BY-CASEBASIS.U