introduction to ias: contracts management training

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Introduction to IAS: Contracts Management Training May 2006 Fort Collins, Colorado

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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 Presentation

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Page 1: Introduction to IAS: Contracts Management Training

Introduction to IAS:Contracts Management Training

May 2006Fort Collins, Colorado

Page 2: Introduction to IAS: Contracts Management Training

IAS Background

Overview of the IAS System

The IAS-FFIS Connection

Changes in Invoicing Process

Agenda

Page 3: Introduction to IAS: Contracts Management Training

3

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.

Page 4: Introduction to IAS: Contracts Management Training

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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

Page 5: Introduction to IAS: Contracts Management Training

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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).

Page 6: Introduction to IAS: Contracts Management Training

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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.

Page 7: Introduction to IAS: Contracts Management Training

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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.

Page 8: Introduction to IAS: Contracts Management Training

IAS Background

Overview of the IAS System

The IAS-FFIS Connection

Changes in Invoicing Process

Agenda

Page 9: Introduction to IAS: Contracts Management Training

9

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

Page 10: Introduction to IAS: Contracts Management Training

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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

Page 11: Introduction to IAS: Contracts Management Training

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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

Page 12: Introduction to IAS: Contracts Management Training

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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

Page 13: Introduction to IAS: Contracts Management Training

IAS Background

Overview of the IAS System

The IAS-FFIS Connection

Changes in Invoicing Process

Agenda

Page 14: Introduction to IAS: Contracts Management Training

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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

Page 15: Introduction to IAS: Contracts Management Training

15

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

Page 16: Introduction to IAS: Contracts Management Training

IAS Background

Overview of the IAS System

The IAS-FFIS Connection

Changes in Invoicing Process

Agenda

Page 17: Introduction to IAS: Contracts Management Training

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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.

Page 18: Introduction to IAS: Contracts Management Training

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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: