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OFM/OMWBE Training. OFM and OMWBE Fall 2011. Course Objectives. Overview of OMWBE Reporting OFM Coding Changes for OMWBE Matrix – Vendor Type & Sub Object Matrix – Sample & Definitions OMWBE Exceptions – Override of Flag Common Agency Payment Coding Errors

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OFM/OMWBE Training


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ofm omwbe training

OFM/OMWBE Training

OFM and OMWBE

Fall 2011

course objectives
Course Objectives
  • Overview of OMWBE Reporting
  • OFM Coding Changes for OMWBE
  • Matrix – Vendor Type & Sub Object
  • Matrix – Sample & Definitions
  • OMWBE Exceptions – Override of Flag
  • Common Agency Payment Coding Errors
  • Proper Coding Correction for AFRS History
  • Sub-Contractor Data
  • New OFM – OMWBE Report
office of minorty and women s business enterprises overview
Office of Minorty and Women’s Business Enterprises - Overview
  • Mission Statement
    • To create and sustain a competitive and fair business environment for contracting and procurement opportunities that includes small businesses that are owned by minority, women, and socially and economically disadvantaged people
governor s supplier diversity challenge to the state
Governor’s Supplier Diversity Challenge to the State
  • Increase contracting and procurement with minority and women-owned businesses through genuine outreach, opportunity, and inclusion.
  • Since Washington State voters passed Initiative 200, goals set for public contracting with M/WBEs are no longer mandatory. However, the Governor has recognized the importance of continuing to include M/WBE’s in public contracting.
certification criteria
Certification Criteria
  • To be considered an eligible owner, you must be a U.S. citizen or lawful permanent resident and a member of one of the following  groups:
    • Woman, Black, Hispanic, American Indian/Alaskan Native, Asian American, Socially & Economically Disadvantaged
  • Eligible owner must own at least 51% of the business.
  • Eligible owner must control the firm’s managerial and day-to-day operations. They must have both the legal authority and technical ability to control the firm.
omwbe resources
OMWBE Resources
  • OMWBE Guidelines – Document

http://www.omwbe.wa.gov/supplierdiversity/reporting

  • Agency Information and Participation

http://www.omwbe.wa.gov/supplierdiversity/supplierdiversity_agencyplans.shtml

omwbe reporting
OMWBE Reporting
  • Official OMWBE reporting system:
    • The Online Reporting System (ORS) is for tracking and increasing the portion of government spending that goes to Certified M/WBE’s in comparison to the spending made to non-certified businesses
    • These are actual expenditures made specifically by your agency. If the agency paid a certified contractor or vendor credit is given for using that firm
ofm coding changes for omwbe
OFM Coding Changes for OMWBE
  • OFM and OMWBE collaborative approach to increase OMWBE reporting participation for agencies
  • OFM made coding changes to AFRS –
    • auto population of OMWBE flag utilizing Vendor Type and Sub Object used on payment
  • OMWBE calculates participation on 38 of the 140+ sub objects available in SAAM
matrix vendor type sub object
Matrix – Vendor Type & Sub Object
  • OMWBE Matrix created linking Vendor Type and Sub Object
  • AFRS auto-populates the OMWBE Flag based on the OMWBE matrix.
  • Auto-population occurs with all on-line or batch payment transmittals
  • Matrix does not address every OMWBE exception flag or payment
auto populated omwbe flag definitions
Auto Populated OMWBE Flag Definitions
  • 0 = Not included in the participation base
  • B = Included in the participation base
  • E = E Flag Exception
  • N = N Flag Exception
omwbe exceptions override of flag
OMWBE Exceptions – Override of Flag
  • Agencies can override AFRS auto populated OMWBE flag
  • Overrides should occur on all payments that meet OMWBE - S, K and E exception criteria
  • K Flag for Mandatory Use Contracts
  • E Flag – Payments to supermarkets
  • E Flag – Payments to radio & television broadcasting companies
  • See Appendix B in OMWBE Reporting Guidelines
common agency payment coding errors
Common Agency Payment Coding Errors
  • K or S exception flag not utilized by agency
  • Agency Vendor record displays inaccurate Vendor Type
  • Incorrect sub object used at time of payment
  • Tax Identification Number not provided on payment transaction
  • Blanking or spacing out the payment flag
proper coding correction for afrs
Proper coding correction for AFRS
  • Do not use DRS to correct OMWBE entries
  • OFM utilizes AFRS history data for OMWBE reports
  • All corrections must be completed in AFRS utilizing a Journal Voucher (JV) process
  • Include vendor number, sub object, exception flag, tax identification number and account coding when processing a JV.
sub contractor data
Sub-Contractor Data
  • Agencies should use the OM.3 AFRS screen to enter sub-contractor information
afrs om screens
AFRS OM Screens

=== AFRS ======================= PRIMARY MENU ==================== C105P05A ===

TM -- TABLES IN -- INPUT/CORRECTION

MI -- MASTER FILE INQUIRY VE -- VENDOR/PAYMENT/CANCELLATION

RD -- ON-DEMAND REPORTING RR -- REPORT REQUEST

BI -- BATCH INTERFACE LOG DR -- DISBURSEMENT REPORTING SYSTEM

SS -- SYSTEM SECURITY OM -- OMWBE REPORTING

CL -- HELP PHONE LIST

EX -- EXCHANGE DATA SETS AD -- ADMINISTRATION

AGENCY: ____

SELECT FUNCTION: __

PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT

PRIVACY NOTICE:

THE AFRS SYSTEM DOES NOT COLLECT PERSONAL INFORMATION FROM SYSTEM USERS.

THE SYSTEM FILES/PRODUCTS MAY CONTAIN PERSONAL INFORMATION ABOUT CITIZENS.

SAFEGUARDING/DISPOSITION OF AFRS FILES/PRODUCTS MUST COMPLY WITH EXECUTIVE

ORDER 00-03, 4/15/00; RCW 42.17.310; AND THE FEDERAL PRIVACY ACT OF 1974.

afrs om screens continued
AFRS OM Screens Continued

=== AFRS ==(OM)================== OMWBE MENU ===================== C105V040 ===

TR: ______ 3000

1 - OMWBE REPORTING (ON-DEMAND)

2 - OMWBE REPORT REQUEST VIEW

3 - OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN

4 - OMWBE SUB-CONTRACTOR FILE

REPORTING FISCAL YEAR: 11

FUNCTION: _

PF1=HELP, PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT

afrs om screens continued1
AFRS OM Screens Continued

=== AFRS ==(OM.3)===== OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN == C105V047 ===

TR: ______ REPORTING FISCAL YEAR: 11 (FROM OM MENU) 3000 - 0001

FUNCTION: F (A=ADD, C=CHANGE, D=DELETE, F=FIRST,

N=NEXT, S=CLEAR SCREEN FOR ADD)

SUB-CONTRACTOR TIN: ___________

SUB CONTRACTOR FIRM NAME: ________________________

AGREEMENT ID: __________

SUB OBJ: __

AMOUNT: 0000000000000 +/-: _

CURRENT DOCUMENT NO: ________ __

PRIME VENDOR NO: __________ __

PRIME VENDOR NAME: ________________________________

PROGRAM: ___

SUB PROGRAM: __

PF1=HELP PF3=RETURN PF7=RETURN TO OM.4 PF12=MESSAGE CLEAR=EXIT

END OF FILE REACHED

new ofm omwbe report
New OFM OMWBE Report
  • Utilizes OMWBE unique business rules
  • Allows agency to see data at a variety of levels
  • Data can be viewed by specific time periods
  • Provides summary level detail by participation levels
  • Has drill down capabilities to see detail data
  • Displays where participation can be improved
  • Data does change based on agency JV corrections
  • Does not contain sub-contractor data at this time
    • OFM is currently working on this issue
omwbe report continued
OMWBE Report Continued
  • Report not finalized by OMWBE is still in testing phase
  • OMWBE Requested modification to the report layout – new requirements being completed by OFM
  • Utilization/Participation reports generated by the OMWBE remain the official reports
accessing ofm omwbe report
Accessing OFM – OMWBE Report

Start

Internet Explorer

  • In the Address field, type http://reporting.ofm/reporting/ for the Intranet web site or
  • https://fortress.wa.gov/ofm/reporting/for the Internet web site and click Go, or press [Enter]. The Enterprise Reporting logon screen is displayed
next steps
Next Steps
  • Complete re-write of OMWBE reports
  • Continue to develop solution for sub-contractor data