national property management association robert king dhs, asset & logistics management section...

National Property Management Association

Successfully Setting Up a Property Interface

Robert KingDHS, Asset & Logistics Management

Section Chief, Personal Property

The Value of Integrating your Personal Property System with Related Business Systems

Yudiann Carlo, CPPSSunflower SystemsTechnical Architect


Session Objectives

Identifying business functions related to Personal Property

Analyzing the value of common business integrations

Planning an Interface for your Property System

Using the Software Development Lifecycle process to deploy an Interface

Identify Value Plan Deploy


Integration Value Proposition

Property Management’s decentralized environment leads to inconsistencies in procedures, data, and integrity Utilizing information from related upstream and downstream business functions is a proven manner for maturing and standardizing procedures and data quality.

Business cases have demonstrated the ROI in developing integration points between the property system and related business systems.


Related Business Functions

Main Property Integrations

HR/Personnel

Procurement

Finance (General Ledger)

Excess Screening and Disposition

Other Noteworthy Integrations

Logistics/Supply Chain

Real Property

(Location and GLC Coordinates)


HR/Personnel: Business Integration

Beneficial to identify your organization’s personnel that are Property end users and officials

Provides contact and organization information from the HR System and stores it in your Property System

Establishes “Personnel” records whose elements create reference data, enabling the use of LOV fields, as opposed to free-text fields


HR/Personnel: Value of Integration

Mitigates the need for a manual update process and additional resources

Allows the use of email addresses to inform individuals of property-related transactions

Identifies custodians and users that have separated from the organization – increasing chances of recovery and re-assignment

HR Record Elements:• Full Name• Telephone Number • Email Address • Physical Address • Employee Type• Title • Start Date• Separation Date • Organizational

Assignment • Employee ID (Optional)• Bade Number (Optional)

Personnel Record Added or Modified in HR System

New or Modified Record?

Systematically Create HR Record in

Property System

Update Existing HR Record

Update the HR Record as “Closed” in

Property System

New

Modified HR Record

Separated

Identify all Assets associated with

“Closed” HR Record


Procurement: Business Integration

Identifies contract vehicles used to procure Property in the Property system of record

Establishes a skeletal record in the property system from the contract, receiving and/or invoice document(s)

Can be established to include the accounting code attributes

Rules can be established based on the type of contract as well as the organization’s receiving function to determine how procurement information should be established in the Property system


Procurement: Value of Integration

Greatly reduces the resource hours and data entry errors associated with the creation of an asset record

Streamlines the accounts payable and receiving reconciliation process Property Contract

Executed in Procurement System

2-way or 3-way

matching

Systematically Create Skeletal

Record in Property System

Receiving Document or Invoice Payment in Procurement System

Skeletal Property Record Elements:• Contract Number • Contract Line• Requisitioner / Buyer • Acquisition Date • Quantity Ordered / Received • Unit Cost • Vendor and/or Manufacturer • ACC Elements:

• Object Class Code• Sub-Object Class Code• Organization Manually

Complete and Establish

Property Record

2-way

3-way


Greater consistency and completeness of financial information – Accounting Line Segments – allows the Property system to report / integrate to the GL

Property Systems that manage Capitalized Property can feed the General Ledger (GL) financial information: Additions (Capitalization) Modifications (Reclassifications) Depreciation Retirements (Write-offs)

Finance: Business Integration


Finance: Value of Integration

Automates the posting of certain (rule-based) Journal Entries into the General Ledger

Reducing manual errors and increasing timeliness of entries Facilitates line-item postings, as opposed to summary-level

adjustments Streamlines the overall periodic PP&E reconciliation process Establish Property

Record Over Capitalized Value in Property System

Systematically Validate DR /

CRs

ACC Financial Elements for DR / CR Validation:• Posting Period • Financial Value • Object Class Code• Sub-Object Class Code• Organization Code• Program Code• Task Code• Fund Code • Cost Center Code• Budget Activity Code

Manually Review and Correct Journal

Entries

Generate Debit and Credit Journal

Entries

Validated

Un-validated

Post to GL


Screening and Disposition: Business Integration

Facilitates the screening of Property to external organizations (e.g., other government agencies)

Federal agencies shall report to their excess property to the GSAXcess system

Surplus and Excess Property are required to be screened (advertised) for reutilization across your department / organization

Federal Regulations and contract provisions outline screening and reutilization


Screening and Disposition: Value of Integration

Mechanism to avoid unnecessary procurements and maximize property already on-hand

Allows assets available to be reutilized to be electronically advertised

Provides descriptive details – can include pictures – to the seeking entities

Program Declares Item Excess

Reserved?

Screening Elements:• Object & Sub-Object Class

Codes• Condition Code• Organization’s Full Address • Asset Location’s Full

Address• Manufacturer• Manufactured/Acquisition

Date• Make • Model Note: Source system should provide requirements for interfacing records

Transfer Record to Reserving Entity

Publish Record to an Internal Screening

Repository

No

Yes

Publish to External

Screening System (e.g.. GSAXcess)

*


Planning an Interface

for your Property System

Getting Started Identifying Scope Identifying Key Players Coming up with a plan

Software Development Life Cycle What is it? Overview of the main six steps How can I use it for my Property

System?


Getting Started

Identify your project scope

Identify your key stakeholders

Create a Project Plan Kick-off your project Apply the Software

Development Life Cycle


Software Development Lifecycle

What is the Software Development Lifecycle?

What kind of projects does it apply to?

Why is it important?

How can I apply it to my property system?

Requirements and Analysis

Design

Development

Testing

Implementation

Maintenance


Step 1: Requirements and Analysis

Step Description Sample Tasks

Requirements and Analysis

• During this stage, the problem is defined so that a clear understanding can be gained of what the system should do. • For example, how input is obtained, how output is displayed, and what controls are available to the user.

• Requirements Document• Requirements Matrix• Use Cases• System Communication Diagrams


Step 2: Design


Design • In this stage, a solution to the problem is designed by defining a logical sequence of steps that will achieve each of the previously identified requirements. • The user interface will also be designed during this stage. • It should be determined how input is obtained, how output is displayed, and what controls are available to the user.

• Design Document• Screen Mockups• DB Object Model• Sequence Diagrams


Step 3: Development


Development and Coding

• This stage is where the design is translated into a system or program.• You want to keep a balance between quality, time, flexibility, reusability, future addition of features and/or functionality etc.

• Code• Installation Instructions


Step 4: Testing


Testing • The testing stage is concerned with the validation and verification of the system. The aim of software testing is to find any errors (or "bugs") in the system and eliminate those errors. • Each testing scenario should relate to a requirement and each requirement should have at least one matching test scenario.

• Testing Scenarios• Test Scripts• Test Results• User Acceptance Testing Certificate


Step 5: Implementation


Implementation • This stage involves packaging everything together with all relevant documentation in a suitable format for distribution. • It ensures that everything is successfully deployed and rolled out to the users. • Any change management and/or training activities should be planned around this step.

• Cutover Checklist• User Guide• Training Materials• Communications Plan• Change Management Plan


Step 6: Maintenance


Maintenance and Support

• Once the system has been implemented it will be necessary to monitor the performance of the system over a certain period of time to ensure that it is behaving as expected. • The system will also have to be maintained, and parts of it will need to be upgraded from time to time to handle evolving user needs or to cope with new requirements.

• Logs• Maintenance Tickets


Conclusion

Identify

Value

Plan

Implement


Questions and Feedback?

Robert King

Section Chief, Personal PropertyAsset and Logistics Management Department of Homeland Security Office of Chief Administrative Officer [email protected]

Yudiann Carlo

Technical ArchitectSunflower Systems [email protected]

mailto:[email protected]

mailto:[email protected]

national property management association robert king dhs, asset & logistics management section...

Documents

property system of record

property system slide

individuals of property

personal property system

property end users

hr system new

closed hr record slide

modified record