introduction to ias: contracts management training
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Introduction to IAS: Contracts Management Training. May 2006 Fort Collins, Colorado. Agenda. IAS Background Overview of the IAS System The IAS-FFIS Connection Changes in Invoicing Process. IAS Background. - PowerPoint PPT PresentationTRANSCRIPT
Introduction to IAS:Contracts Management Training
May 2006Fort Collins, Colorado
IAS Background
Overview of the IAS System
The IAS-FFIS Connection
Changes in Invoicing Process
Agenda
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IAS BackgroundIAS Background
The Integrated Acquisition System (IAS) is the result of multiple presidential initiatives intended to streamline procurement within the Department.
USDA’s ten Procurement Activities until recently operated more than 10 different procurement systems.
IAS streamlines procurement activities at USDA, resulting in lower purchasing costs and more accurate procurement-related financial information throughout the department.
IAS benefits users by reducing workloads through automation of data re-entry from the requisition to the contract.
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IAS GoalsIAS Goals
Ensure reliable and accurate procurement-related financial information throughout USDA
Make the most efficient use of IT investments and comply with electronic commerce directives and Department digital initiatives
Support an integrated policy, planning, and budgeting process Improve customer service and reduce program office and administrative
burden in the acquisition management process Lower purchasing costs Provide a security environment that meets or exceeds USDA’s Common
Criteria standards Automate tracking for requisition approvals and contract writing and
review
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What is IAS?What is IAS?
IAS is a commercial off-the-shelf package (COTS) that facilitates procurement activities from requisitioning to contract management to invoice payment.
Includes iProc (Oracle) and PRISM (CompuSearch) Replaces PRCH
IAS is connected to two external systems, which helps streamline the procurement process.
Connected to Foundation Financial Information System (FFIS), which checks for funds availability, commits and obligates funds in real-time, and allows users to authorize payment to vendors. FFIS also provides Vendor Information and Accounting Data to IAS.
Feeds data directly to Federal Procurement Data System – Next Generation (FPDS-NG), to satisfy the government’s reporting requirements.
Links users to Fed Biz Ops (Future IAS Feature).
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How IAS worksHow IAS works
IAS is a web-based system that allows users to requisition goods and services.
The requisitioning process includes steps to check for funds availability and commit funds.
Contracting Officers then create contracts/purchase orders, and manage the contract to closure.
IAS allows users to receipt for goods and services, and enter invoices to make payments to vendors.
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How will COs be supported?How will COs be supported?
We understand the efforts that users will undertake to transition to this new system. We will support you in the transition.
We will provide you with help desk support and access to materials that help make your job easier.
On-going User Guides developed, updated and posted to https://ias.usda.gov Help Desk: 1-866-IAS-8686
Internet: http://www.iashelpdesk.com/request.htm Email: [email protected]
Users can direct concerns and issues to the IAS End User Forum and Business Process Subcommittee through their respective Agency Leads to ensure they are addressed.
Requisition CBT available on AgLearn to review Requisition and Receipt functionality of iProc.
Please provide your feedback on the survey that will be given at the end of the training session.
IAS Background
Overview of the IAS System
The IAS-FFIS Connection
Changes in Invoicing Process
Agenda
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Overview of IAS ProcessesOverview of IAS Processes
Requisition (iProc)
Order / Contract (PRISM)
Receipt (iProc)
Invoice (Core Apps – Invoice
Module)
• Requisitioner creates or modifies a request
• Request is approved by manager in program office*
• Request is approved by others (eg: property or IT. Optional set-up per agency)*
• Request is approved by Budget Approver which formally “Commits” funds
• Contracting Specialist completes all pre-award research, processes, and documentation
• Contracting Specialist completes obligating document including all terms and conditions
• Contracting Specialist releases obligating document and completes FPDS-NG report
• Requisitioner or other designee enters receipt and acceptance into Requisition module of IAS
• Contracting Specialist or other designee may review off-line for official acceptance prior to entry in IAS
• ACFO-FO COD APB enters the invoice into IAS
• ACFO-FO COD APB resolves issues related to discrepancies
• ACFO-FO COD APB transmits invoice to schedule payment
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IAS RolesIAS Roles
Program OfficeRequisitionApprover
Contracting Specialist
Lead
BudgetApprover
Requisitioner
iProcurement Prism
CommitmentDocumentResolutionManager
Contracting Specialist
ObligationDocumentResolutionManager
Receiver
iProcurement
ReceiptDocumentResolutionManager
iProc iProcPRISM
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Requisition Module Capabilities / UsersRequisition Module Capabilities / Users
Requisition Module Capabilities
Create and Route Requisitions
– Enter item descriptions (free text) price, and quantities
– Enter delivery location(s)
– Assign accounting (supports multiple distributions per line item)
– Route for Approval
Approve Requisitions
– Program Management Approval
– Budget Approval (triggers commitment)
Enter Receipt
– Partial or full receipts
– Tied to ordering document (required)
Requisition Module Capabilities
Create and Route Requisitions
– Enter item descriptions (free text) price, and quantities
– Enter delivery location(s)
– Assign accounting (supports multiple distributions per line item)
– Route for Approval
Approve Requisitions
– Program Management Approval
– Budget Approval (triggers commitment)
Enter Receipt
– Partial or full receipts
– Tied to ordering document (required)
Role Responsibilities
Requisitioner Create and submit requisitions in IAS for management and funds approval
Modify requisitions
Enter receipts
Requisition
Approver
Review and approve requisitions for program office controls, or for other controls such as IT, Property approvals, etc.
Amend or reject requisitions that are not completely correct on arrival
Budget Approver Review requisitions to ensure that the funding identified by the requisitioner is correct
Approve, modify then approve, or reject a requisition on the basis of the funding content. (Approval formally “commits” funds.)
Approve modifications initiated by requisitioner
Cancel approved requisitions, unlike requisitioners who are not able to do so
Receiver Create and submit receipts which indicate formal acceptance of goods or services
Role Responsibilities
Requisitioner Create and submit requisitions in IAS for management and funds approval
Modify requisitions
Enter receipts
Requisition
Approver
Review and approve requisitions for program office controls, or for other controls such as IT, Property approvals, etc.
Amend or reject requisitions that are not completely correct on arrival
Budget Approver Review requisitions to ensure that the funding identified by the requisitioner is correct
Approve, modify then approve, or reject a requisition on the basis of the funding content. (Approval formally “commits” funds.)
Approve modifications initiated by requisitioner
Cancel approved requisitions, unlike requisitioners who are not able to do so
Receiver Create and submit receipts which indicate formal acceptance of goods or services
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Acquisition Module Capabilities / UsersAcquisition Module Capabilities / Users
Acquisition Module Capabilities
Support pre-acquisition activities
– Generate solicitation documentation
– Capture and rank vendor replies
Complete obligating documents (including terms and conditions, forms)
Complete FPDS-NG reporting
Manage obligating documents
Close-out obligating documents
Acquisition Module Capabilities
Support pre-acquisition activities
– Generate solicitation documentation
– Capture and rank vendor replies
Complete obligating documents (including terms and conditions, forms)
Complete FPDS-NG reporting
Manage obligating documents
Close-out obligating documents
Role Responsibilities
Contracting Specialist
Create acquisition documentation including obligating document and manage acquisitions through their lifecycle
Contracting
Specialist Lead
Create acquisition documentation including obligating document and manage acquisitions through their lifecycle
Assign requisitions to Acquisition staff (workload management)
Apply final approval to contracts based on factors such as the procurement method or dollar value
Role Responsibilities
Contracting Specialist
Create acquisition documentation including obligating document and manage acquisitions through their lifecycle
Contracting
Specialist Lead
Create acquisition documentation including obligating document and manage acquisitions through their lifecycle
Assign requisitions to Acquisition staff (workload management)
Apply final approval to contracts based on factors such as the procurement method or dollar value
IAS Background
Overview of the IAS System
The IAS-FFIS Connection
Changes in Invoicing Process
Agenda
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IAS’ Connection to FFIS: Transaction DataIAS’ Connection to FFIS: Transaction Data
The simple flow diagram below presents an example of how the interface works for a requisition that creates a commitment in FFIS:
General Procedure
Requisitioner Creates a
Requisition in IAS
Budget Approver Approves the
Requisition in IAS
Commitment is Created in FFIS
Commitment Information
is Returned to IAS
Interface Workflow and Processing are
Invoked
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IAS Triggers to FFISIAS Triggers to FFIS
The IAS to FFIS interface triggers the creation of FFIS transactions based on IAS transactions:
Please note that any user in IAS whose activities trigger the interface and an FFIS transaction must be set up in FFIS with appropriate access to access transaction tables
RequisitionOrder /
ContractReceipt Invoice
Commitment (IQ)
Obligation (IO)
Receiver (IC)
Payment Voucher
(IM)
Payment Backfeed
IAS
FFIS Documents
Payment Backfeed
Non-Referencing
(IN)
or
IAS Documents
FFIS
IAS Background
Overview of the IAS System
The IAS-FFIS Connection
Changes in Invoicing Process
Agenda
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Changes to Invoicing ProcessChanges to Invoicing Process
Invoices will be entered into IAS by the Administrative Payments Branch (APB) in New Orleans
Agency staff will not be given access rights to enter invoices into IAS. Processes started in IAS must be completed in IAS (Direct Entry into FFIS is no longer
allowed.) Agency staff will direct vendors to remit invoices to APB except in those cases where
proper contract administration requires an invoice be submitted to the issuing office for review.
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SummarySummary
New process involving changes to requisitions Requisitions must now be modified by the requisitioners if they involve changes to account code or adding
line items; COs cannot make those changes but must route back to requestor to be amended, re-approved, and re-processed.
Acquisition’s impact on FFIS Award Approval triggers an obligation to be created in FFIS. Obligation is directly linked to the IAS Commitment created in FFIS.
Enforcement of “commitment accounting” Commitments made by Budget Approvers reserve funds in FFIS so they are available when an award is
created. Award approval
FPDS-NG: Key IAS fields are replicated in FPDS-NG reducing the amount of re-keying required for validation.
The Role of “Document Resolution Managers” for managing FFIS errors on documents.
IAS makes key changes to the acquisition process, which impact the role of the Contracting Officer: