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Corporate Property Automated Information System (CPAIS). Review of the USDA Corporate Functional Requirements for Personal Property. Introduction. Introduction Introductory comments by Chief, Property Management Division, OPPM Introductory comments by the USDA ACFO-FS. CPAIS 2.0. Scope:

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Presentation Transcript
introduction
Introduction
  • Introduction
  • Introductory comments by Chief, Property Management Division, OPPM
  • Introductory comments by the USDA ACFO-FS
cpais 2 0
CPAIS 2.0

Scope:

All USDA Personal Property to include inventory of capitalized and accountable/sensitive properties, vehicles, software, and aircraft in a single system with interfaces to the USDA Financial System of record, GSA Autochoice and Purchase Card Management System (PCMS).

Roles and Responsibilities:

OPPM: Co-sponsor, Functional Proponent

ACFO-FS: Co- Sponsor, Program Management

ACFO-FS/Forest Service: Software Services

NITC: Computing Services

NFC: Telecommunications and Database Management Services

meeting ground rules
Meeting Ground Rules
  • One conversation at a time
  • Allow person to complete their thought
  • Treat all ideas with respect
  • Participation is a must
  • “Parking Lot”
    • Will capture agency comments for resolution
    • All other comments due 8/24/2005
  • Cell phones, beepers should be silenced
cpais 2 0 accomplishments
CPAIS 2.0 Accomplishments
  • Business Process Flow Documentation
  • PCMS to CPAIS Interface Requirements
  • Auto Choice to CPAIS Interface Requirements
  • CPAIS Functional Requirements
cpais 2 0 functional requirements team
CPAIS 2.0 Functional Requirements Team
  • Brumbeck, Cheryl
  • Fay, Kathy
  • Melancon, Shelda
  • Milton, Andria
  • Morrison, Karen
  • Muller, Daniel
  • Plotkin, Elaine
  • Sheppard, Jim
cpais 2 0 tasks in process
CPAIS 2.0 Tasks In Process
  • FFIS/CPAIS, CPAIS/FFIS, FFIS Interface requirements
  • CPAIS Design
  • CPAIS Conversion
cpais 2 0 functional requirements
CPAIS 2.0 Functional Requirements
  • Executive Summary
  • Assumptions
  • Outstanding Issues
  • CPAIS Functionality
cpais 2 0 functional requirements1
CPAIS 2.0 FunctionalRequirements

User Access Roles

  • Personal Property Manager (PPM)
  • Personal Property Accountant (PPA)
  • Table Maintenance
  • Fine Grain Security
work flow for creation of property record for traditional acquisition within the staging area

Property user clicks ‘create all property’

Property User enters CPAIS and selects staging area from CPAIS menu

CPAIS displays staging area form

CPAIS creates and stores property record and links it with the staging area record

Property user completes form and updates record

CPAIS displays property record form with selected fields completed from staging record

Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area

Property user reviews and accepts staging area record

work flow for creation of property record for traditional acquisition within the staging area1

Property user clicks ‘create all property’

Property User enters CPAIS and selects staging area from CPAIS menu

CPAIS displays staging area form

CPAIS creates and stores property record and links it with the staging area record

Property user completes form and updates record

CPAIS displays property record form with selected fields completed from staging record

Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area

Property user reviews and accepts staging area record

slide20
Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

AutoChoice/CPAIS interface receives GSA file and creates a partial property record

GSA creates weekly transmissions file of vehicles ready for shipment

Fleet personnel orders vehicle through GSA Auto Choice

AutoChoice/GSA interface creates a shell staging area record

CPAIS applies selected data elements to the linked property record

FFIS/CPAIS interface selects transaction and sends to CPAIS

GSA sends billing tape to DDGEN

DDGEN accepts and processes within FFIS

More…

traditional acquisitions4
Traditional Acquisitions

- AutoChoice/CPAIS Populated

APO No

traditional acquisitions5

- AutoChoice/CPAIS Populated

7402

MOAPWSER47402 #001

P7060

P0000123456

2005630

Law Enforcement

8C

30,10

2005

Owned

0

Traditional Acquisitions
traditional acquisitions6

Traditional Acquisitions – AutoChoice Populated

APHIS

P0000123456

2301 South

LA

River Ridge

5678

70123

0

Traditional Acquisitions
slide25
Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

AutoChoice/CPAIS interface receives GSA file and creates a partial property record

GSA creates weekly transmissions file of vehicles ready for shipment

Fleet personnel orders vehicle through GSA Auto Choice

AutoChoice/GSA interface creates a shell staging area record

CPAIS applies selected data elements to the linked property record

FFIS/CPAIS interface selects transaction and sends to CPAIS

GSA sends billing tape to DDGEN

DDGEN accepts and processes within FFIS

More…

slide26
Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID

CPAIS displays partial vehicle property record

CPAIS receives transaction and updates the shell staging area record

CPAIS saves and stores property record

Property user completes form and updates property record

slide28
Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID

CPAIS displays partial vehicle property record

CPAIS receives transaction and updates the shell staging area record

CPAIS saves and stores property record

Property user completes form and updates property record

traditional acquisitions7
Traditional Acquisitions

- Staging Area Populated

*APO No

P0000123456

DDGN

1263955055

7402

34

NV

3155

Sedan

20,200.00

2310

MOAPWSER4T402#1102

20,200.00

traditional acquisitions8

- AutoChoice/CPAIS Populated

7402

MOAPWSER47402 #001

P7060

P0000123456

2005630

Law Enforcement

8C

30,10

2005

Owned

0

Traditional Acquisitions
slide31
Work Flow For Creation Of Property Record For Traditional Acquisition Without Accessing Staging Area

Property user enters CPAIS and selects ‘create traditional property record’ on CPAIS menu

Property user completes form(s) and updates record

CPAIS displays property record form with selected fields completed from staging record

slide33

Work Flow For Creation Of Property Record For Non-Traditional Acquisitions

Property user enters CPAIS and selects ‘non-traditional acquisition’ on CPAIS menu

CPAIS creates and shows property record

CPAIS displays property record forms for non-traditional acquisitions

Property user completes form and creates record

traditional acquisitions10
Traditional Acquisitions

*APO

5896214

12345678911

WIP

03

WIP

cpais 2 0 functional requirements4
CPAIS 2.0 Functional Requirements
  • Normal depreciation shall begin the first month following the in-service date of the asset and will be for one month; depreciation calculations will not consider the day of the month that asset is placed in service. Changes in the assets’ value will create a cumulative to-date adjustment in the assets’ depreciation or amortization.
  • CPAIS will regulate accumulated depreciation and amortization to ensure that, at no time, the accumulated depreciation or amortization exceeds the acquisition cost. In the event that the value is changed to less than the accumulated depreciation or amortization, CPAIS will send a “Decrease” depreciation or amortization record to adjust depreciation or amortization to equal the value of the asset.
  • The useful life for each type of personal property shall be derived using the default Budget Object Class code associated with the property.
work flow for creating and updating vehicle operational data
Work Flow for Creating and Updating Vehicle Operational Data

CPAIS vehicle operational record updated and stored

PCMS/CPAIS interface receives PCMS data and prepares transactions for update to CPAIS vehicle operational record

PCMS creates monthly fleet operational data file

Yes

Match License no. in PCMS/CPAIS

No

Update PCMS and/or CPAIS

Fleet/property user creates/updates record

Fleet/property user enters CPAIS and selects vehicle operational record from CPAIS menu

CPAIS displays vehicle operational data form for manual create/update

More…

work flow for creating and updating vehicle operational data1
Work Flow for Creating and Updating Vehicle Operational Data

CPAIS displays vehicle accident form

Fleet/property user enters CPAIS and selects vehicle accident form from CPAIS menu

Fleet/property user completes accident form

CPAIS vehicle operational record is updated and stored

CPAIS updates accident cost on vehicle operational record; CPAIS saves and stores accident form

work flow for creating and updating all other property operational data
Work Flow for Creating and Updating All Other Property Operational Data

Property user enters CPAIS and selects all other property operational data record from CPAIS menu

Property user creates/updates record

CPAIS creates/updates and stores all other property operational record

CPAIS displays all other property operational data form for create/update

work flow for update of property record
Work Flow for Update of Property Record

Property user updates personal property record and saves record

CPAIS updates, creates history, and saves personal property record

Property user enters CPAIS and selects personal property from CPAIS menu

CPAIS displays personal property record for Asset ID

If property user determines that accounting record linked to this Asset ID property record must be updated, the property user notifies the appropriate financial personnel.

work flow for transfer of property record mass accountable property officer change
Work Flow for Transfer of Property Record-Mass Accountable Property Officer Change*

CPAIS displays form with old and new APO fields

Gaining property user selects mass APO change

CPAIS displays form with types of transfers

Gaining property user enters CPAIS and selects transfer property from CPAIS menu

CPAIS will transfer property to new ad; update and store property record

Gaining property user completes form and updates property record

*Mass accountable officer change can only occur within same organization. Accounting is not affected.

work flow for transfer of property and accounting records within agency or within department
Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

Losing property user selects either ‘transfer within agency’ or ‘transfer within department

CPAIS displays selected data elements for property certification and fields to be completed regarding gaining entity

Losing property user enters CPAIS and selects ‘transfer property from CPAIS menu

CPAIS displays form with types of transfers

CPAIS displays records in pending transfer status

Losing entity approval authority enters CPAIS and selects ‘pending transfer’

Losing property user reviews, completes field, and changes status to pending transfer

More…

work flow for transfer of property and accounting records within agency or within department1
Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

Losing entity approval authority reviews and changes status to transfer approved

Gaining property user enters CPAIS and selects ‘waiting transfer’

CPAIS displays transfer form

Losing entity approval authority selects Assets ID

CPAIS displays data elements for identification purposes and field to be completed by gaining entity

CPAIS displays records ‘waiting transfer’

Gaining property user selects Asset ID

More…

work flow for transfer of property and accounting records within agency or within department2
Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

Gaining financial user enters CPAIS and selects records in ‘property data complete’ status

Gaining property user notifies Gaining financial personnel of necessary action

Gaining property user reviews, completes fields, and change status to ‘property data complete’

CPAIS displays accounting record associated with Asset ID

Gaining financial user selects ID

CPAIS displays records in ‘property data complete’ status

More…

work flow for transfer of property and accounting records within agency or within department3
Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

Transfer approval authority enter CPAIS and selects records in either ‘property data complete’ status or ‘accounting complete’ dependent on whether accounts was affected

* Either the Gaining property user or the Gaining financial personnel notifies person with transfer approval authority

Gaining financial user completes accounting record and changes status to ‘accounting complete’

CPAIS displays transfer record associated with the Asset ID

Transfer approval authority selects Asset ID

CPAIS displays records in ‘selected status

More…

work flow for transfer of property and accounting records within agency or within department4
Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

CPAIS will update the property record, generate accounting transferring from old to new entity and create history

Transfer approval authority reviews and changes status to ‘transfer complete’

* Person doing the notification depends on whether the transfer affected accounting.

work flow for the disposal of property
Work Flow For The Disposal Of Property

Property user enters CPAIS and selects ‘Disposal Record’

CPAIS displays the disposal form based on type selected. It shows descriptive and required data elements to be completed

CPAIS displays form with types of disposals

Property user selects type of disposal

CPAIS updates property record, saves record, creates history in the status field and the method of disposition

Property user completes the form and updates the record

cpais 2 0 functional requirements6
CPAIS 2.0 Functional Requirements

Reports

  • Personal Property
  • Motor Vehicle
  • Financial
  • Security