eVA – AIS Integration Overview Regional Meeting

1. eVA – AIS Integration OverviewRegional Meeting Welcome and Introductions

2. eVA – AIS Integration OverviewRegional Meeting Agenda Overview

3. Agenda Overview

4. eVA – AIS Integration OverviewRegional Meeting Project Overview 4

5. Objectives • “Real-Time” AIS / eVA Integration • AIS Modules • Purchasing • AP Vendors and Set up tables • Procurement card • Key Features & Functions • Approved requisition budget checked in AIS • Requisition sent to eVA after budget check for processing • eVA PO budget checked in AIS • Budget checked PO sent to eVA for dispatch to vendor • Automatic two way messaging for requisitions & purchase orders • Synchronize key purchase order information between eVA & AIS • Error handling processes

6. Yvonne Mency, VCCS Jeff Mitchell, VCCS Rob Murphy, BearingPoint Grayson Page, VCCS Larry Rice, BearingPoint Parag Sanganee, BearingPoint Donna Shelton, MECC Linda Silver, VCCS Roy Smith, VCCS Marcia Webb, VCCS Trainer(s), BearingPoint DGS staff Valerie Adkins, VCCS Bruce Aird, TCC Emily Clements, VCCS Pam Dalrymple, VCCS James Davis, VCCS Pat Eddington, BearingPoint Harriet Germani, VCCS Rick Heflin, VCCS David Hepler, VCCS Tom Huber, BearingPoint Debbie Jones, VCCS Lourdes Lunsford, VCCS Dave Mair, VCCS Marie Melton, PVCC Project Team

7. Workgroup • Bruce Aird, TCC • Amy Bradshaw, JSRCC • Tracy Cersley, PVCC • Tyra Davenport, JSRCC • Sheryl Dominici, TCC • Harriet Germani, SO • Angie Graham, DSLCC • Shirley Hopkins, JSRCC • Bridget Kirby, PVCC • Ed Mellon, NVCC • Marie Melton, PVCC • Cat Mobley, CVCC • Kathy Pierson, MECC • Michelle Purkett, TCC • Doris Roach, PVCC • Donna Shelton, MECC • Jeannie Shuler, MECC • Suzanne Swinson, GCC • Raphalia Watson, TCC • Bob Whitney, RCC • Richie Windley, TCC

8. High Level Timeline

9. Accomplishments Functional • Vendor process • Flow and functional specifications complete • Process design documents complete • College demonstrations complete • Need final decision on 1099 Updates • Requisition process • Flow and functional specifications complete • Process design documents complete • Purchase order process • Flow and functional specifications complete • Process design documents complete • Met with DGS and other colleges integrating with eVA to review eVA specifications • P Card purchase orders process flow and options documented • Security design and test plans being finalized • Training plans under development

10. Accomplishments Technical • Hardware - New blade being set up as application server to keep integration traffic separate from online AIS activity • Secured eVA to AIS communications (SSL and encrypted) • Receiving messages from eVA • Acknowledgement reply message to eVA • Approve Deny message • Vendor Add/Update Application – programming complete • Requisition Add/Cancel Application – programming in progress • PO Add/Cancel Application – programming in progress • Budget Checking process – programming complete • Dispatcher – directs “traffic” from eVA to AIS Testing • Utility to create vendor, requisition, and PO messages - for unit and performance testing • Project team staff added to eVA UAT • Entered a requisition in eVA UAT for MECC and successfully received the vendor and requisition messages

11. eVA – AIS Integration OverviewRegional Meeting eVA Workflow 11

12. eVA Workflow • eVA Requisition Approval Workflow • Allows colleges to route eVA Requisitions for approval based on the college’s requisition approval policy • Is flexible and can be tailored for both large and small organizations • Each college will continue to have great flexibility in designing and maintaining their own unique eVA Approval Workflow • Approval will still occur in eVA

13. eVA Workflow • DGS is Committed to • Assist each college with a review of the college’s current eVA workflow • Ensure each college has a good understanding of current setup • Explain how the workflow might be changed to more accurately reflect the college’s business processes • Help design the new integration workflow • Work with each college to identify miscellaneous eVA items that should be addressed prior to implementation • To integrate eVA Requisitions to AIS • Colleges must insert an eVA Requisition Integration Approval Rule within the colleges’ current eVA Requisition Workflow • The Requisition Integration Approval Rule is just another approval that a requisition must receive before continuing through the procurement process

14. eVA – AIS Integration OverviewRegional Meeting eVA Workflow Integration Recommendations 14

15. eVA Workflow Integration Recommendations • Integration options • Integrate Requisitions and Purchase Orders or Integrate Purchase Orders Only • Integrate Pcard Requisitions/Purchase Orders or not • Addition and Placement of Requisition Integration Approval Rule • To integrate eVA Requisitions to AIS, an eVA Requisition Workflow Rule must be inserted into the current eVA Workflow • Requisition Integration Approval Rule should be early in the workflow • At least one approver (i.e. supervisor) should approve the requisition before the Requisition Integration Approval Rule • Fire the eVA Requisition Integration Approval Rule after the Vendor Approver rules have fired

16. eVA Workflow Integration Recommendations • Addition and Placement of Ad hoc Vendor Signer Rule • Ad hoc Vendor Signer Rule should be added for review of the taxpayer ID keyed in eVA for the Ad hoc Vendor • Review taxpayer ID to determine if Adhoc Vendor is actually already a Registered Vendor • Ad hoc Vendor Signer Rule should fire before the Requisition Integration Approval Rule • Addition and Placement of By-Pass Integration Signer Rule • Requestors can choose to “by-pass” integration by selecting this option when creating the eVA requisition • Colleges should insert a By-Pass Integration Signer Rule to review/approve eVA requisitions where the “by-pass” integration option has been selected

17. eVA Workflow Integration Recommendations • Fund, Department, Campus, and Account are required on all eVA requisitions/orders • Colleges should work with their eVA Account Executive to require these chartfields on all eVA requisitions • Misc. Tips/Suggestions • If your college has only one campus, consider “defaulting” campus “00” in the accounting line section of the eVA requisition • Review current eVA Users to ensure only current, valid employees have eVA access • Consider a Small Business Signer Rule • Use Roles where possible on Expenditure Limit Approvals

18. eVA Workflow Integration Recommendations • Misc. Tips/Suggestions • Broader use of the “Viewer” role might be beneficial • Use eVA User Preferences to assign Pcard to multiple users where possible • PO Approval – Please note • PO Approval is not part of the college’s Requisition Approval Workflow • When an eVA requisition is set to “ordering” status, eVA will send a Purchase Order Approve/Deny XML Message to AIS • Once AIS sends an “approve” message back to eVA for a purchase order, the purchase order is then set to “ordered” status and the purchase order is sent to the vendor

19. eVA – AIS Integration OverviewRegional Meeting Relationship with Budgeting 19 19

20. Relationship with Budgeting Overview Commitment Control VCCS Definitions eVA - AIS Integration Considerations 20 20

21. Relationship w/ BudgetingOverview Frequently Asked Question “Do I need to change my current AIS commitment control and budget definition setup in AIS for eVA integration?” Response – “Not necessarily.” 21 21

22. Relationship w/ BudgetingCommitment Control KK (Commitment Control) Diagram 22 22

23. Relationship w/ BudgetingCommitment Control Commitment Control – Two Parts Control Budget Definition – template maintained by Fiscal Budget – spending plan maintained by College 23 23

24. Relationship w/ BudgetingCommitment Control Budget Actions Adjust the transaction Adjust the budgets Override budget checking Expenditure Transactions Pre-encumbrance – Requisitions Encumbrance – Purchase Orders Expense - disbursements 24 24

25. Relationship w/ BudgetingCommitment Control Control Options Control Track with Budget Track without Budget Budget Status Open Closed Hold 25 25

26. Relationship w/ BudgetingCommitment Control Budgets in KK Ledger/Expenses in KK & Actuals Requisition – KK checks against budget and records as pre-encumbrance in KK ledger Purchase Order – KK liquidates requisition (if exists) and records PO as encumbrance Voucher – KK liquidates encumbrance and records the expenditure 26 26

27. Relationship w/ BudgetingCommitment Control Control Budget Definition Key Chart Fields / Control Chart Fields Translation Trees - options similar to FRS ABR 27 27

28. Relationship w/ BudgetingVCCS Definitions At AIS Go-Live, Colleges asked to choose… Exclude requisitions from affecting budget balances? Include Campus Chartfield in budget definition? Which account translation tree? Which control option (track, track w/budget, control?)(Control option can be set by fund) 28 28

29. Relationship w/ BudgetingVCCS Definitions VCCS Defaults … Track control option for all funds Current year budget status is “open” 29 29

30. Relationship w/ BudgetingeVA – AIS Integration Requisitions Purchase Orders 30 30

31. Relationship w/ BudgetingConsiderations Recommendations – should be ok as is Fiscal Services Guidelines 31 31

32. eVA – AIS Integration OverviewRegional Meeting P Card Change Impact 32

33. P Card Change Schedule • RFP issued June 20th and proposals were due August 20, 2008 • DOA plans to issue Intent to Award by end of October • Contract scheduled to take effect November 1, 2008 • Commonwealth plans to be fully implemented no later than February 28, 2009

34. P Card Change Impact • No impact specific to the eVA-AIS Integration project • DOA has prioritized VCCS for implementation • We have contacted DOA regularly for updates - no change to the file layout is expected • VCCS will implement all colleges by February 2009 • We will update AIS with the new Card Issuers • We will load new credit cards associated to the new Card Issuer to Cardholder Profiles into AIS • We will update all existing AIS Vendors to accept the new credit card type

35. eVA – AIS Integration OverviewRegional Meeting AIS Vendor, Requisitions, POs, and AP PO Vouchering 35

36. Current AIS Procurement • AP/PO Business Unit and Vendor Setup • Accounts Payable/Purchasing – Definitions • Naming Conventions • Relationship to General Ledger Business Unit

37. Current AIS Procurement – Definitions • Vendor Set Control (Vendor SetID) • Groups vendors so that controls can be placed on additions, changes, and the actual use of the vendor set. • For example, an entity can define a Vendor Set (Vendor SetID) to be used and maintained solely by that entity. • Each College will have its own Vendor SetID to be used by each AP BU and Purchasing BU defined for the college.

38. Current AIS Procurement – Definitions • Accounts Payable Business Unit - An entity used to process vendor payments and record AP expenditure transactions that will be posted to a GL BU. AP BUs are used to group like vendor payments or distributions together.

39. Current AIS Procurement – Accounts Payable BU

40. Current AIS Procurement – Accounts Payable BU

41. Current AIS Procurement – GL AP Relationship

42. Current AIS Procurement – Definitions • Purchasing Business Unit – An entity used to process vendor requisitions and purchase orders and to record pre-encumbrance and encumbrance transactions that will be posted to a General Ledger’s Budget Ledger. • Each General Ledger Business Unit will have one Purchasing Business Unit

43. Current AIS Procurement – GL AP PO Relationship

44. Current AIS Procurement – Life Cycle • Flow chart of the current Requisition and PO process in AIS

46. Current AIS Procurement – Life Cycle • Flow chart of the current Accounts Payable process in AIS

48. eVA – AIS Integration OverviewRegional Meeting eVA – AIS Demonstration / Breeze Session 48

49. eVA – AIS Integration OverviewRegional Meeting Break / Lunch 49

50. eVA – AIS Integration OverviewRegional Meeting eVA – AIS Demonstration / Breeze Session 50