OMIS Web Training Package 2 Working in OMIS Web (FEDSIM Users)

1. OMIS Web Training Package 2Working in OMIS Web (FEDSIM Users) January 5, 2015

2. Background • The OMIS Remediation Project was chartered with a primary goal of eliminating the risk of maintaining an unsupported OMIS Visual Basic application by converting OMIS functionality to a web-based application accessible to users through the ASSIST portal. • The OMIS Web application was developed to retain much of the functionality that OMIS VB provides today, to improve functions and controls where it made sense to do so, and to retire functionality that was no longer used.

3. Training Purpose • The purpose of this training package is to provide training to current FEDSIM OMIS on how to perform basic data entry tasks in the web application. • This training is designed to illustrate how you can build up a new client engagement from scratch (New IA, New Accounts, Funds Distribution, Fixed Fee Schedules, etc.). • Throughout this training, emphasis will be placed primarily on data entry and not general navigation. The Introduction to OMIS Web training provides a comprehensive overview of navigation techniques.

4. Training Agenda • This training package is comprised of nine modules: • Module 1 – Creating Interagency Agreements • Module 2 – Creating Project Identifiers • Module 3 – Creating Accounts • Module 4 – Funding Accounts • Module 5 – Manage Labor • Module 6 – Managing IAs • Module 7 – Managing Accounts • Module 8 – Managing Contracts • Module 9 – Managing Projects

5. Working in omis WEB (fedsim) MODULE 1: Creating interagency agreements 5

6. Topics • Creating a new Client-funded IA • Editing an IA • Creating an Internal IA

7. Creating a client-funded ia

8. Creating a New Client-Funded IA • The Interagency Agreement remains the core OMIS artifact required to establish the client engagement. • Creating an IA remains the responsibility of the Group Manager and the same key data elements required today are also required in the OMIS Web application.

9. Creating a New Client-Funded IA • Click on the Manage Interagency Agreements menu option and then on the New IA button on the IA Search page.

10. Creating a New Client-Funded IA • Fields with a red asterisk (*) denote a required data element.

11. Selecting the Agency / Bureau • Agency and Bureau are both required data elements. • Both pick lists pull from an ASSIST repository of agencies and bureaus. • Once the agency has been selected, the bureaus for that agency will be selectable.

12. Selecting the Group and Manager • Group and IA Manager are both required fields. • OMIS will display a pick list of active Groups. • OMIS will display a pick list of active OMIS users from which to select the IA Manager.

13. IA Title, Fund, Active Status • IA Title: This is a mandatory field and will allow a title not to exceed fifty (50) characters. • Fund: This is a mandatory field and will default to a single value of 285F – Acquisition Services Fund • Active: This is a mandatory field that will default to Active, but allow the user to select Inactive.

14. Selecting the IA Type • IA Type is a required field and OMIS will default the value to Client-funded and optionally allow the GM to select Internal. • While GMs can create an internal IA, they can only do so for the current fiscal year. • Sector Directors will be presented an IA Fiscal Year field allowing an internal IA to be created for the next fiscal year.

15. Date Started, Date Signed, Description • Date Started is a mandatory field that will default to today’s date and allow the user to select a date in the past. • Date Signed is an optional field. • Description is an optional field and will allow a description to be added not to exceed 2,000 characters.

16. Cancel the IA • Press the Cancel button to return to IA Search without saving.

17. Generate the IA • Click on Generate IA to save the information and be navigated to the IA Summary Page.

18. IA Numbering • Beginning with the first Interagency Agreement created in OMIS Web, you will be exposed to a new IA Numbering format. • Your old IA numbers will not be converted.

19. Demonstration

20. IA CLIENT POC INFORMATION 20

21. Selecting Client POC Information • Similar to OMIS today, before funds can be added to the IA, the IA Manager is responsible for entering Client POC information. • Client POC • Signer Organization • Program Office Organization. • OMIS will display the following banner until client information has been provided. This will prevent the FSC from adding funds.

22. Selecting Client POC Information • In legacy OMIS, the user would click on the Client tab and was free to type in client information however they saw fit. • In OMIS Web the process of entering Client information has changed.

23. Selecting the Client POC from ASSIST • Beginning with the first IA created in OMIS Web, the Client POC must be selected from a list of clients registered in ASSIST for the selected Agency and Bureau. • This process is not to dissimilar that how you need to select your Customer POC in TOS today. The primary difference is that OMIS is not just pulling a name, but the name and the address for the registered POC.

24. Selecting the Client POC from ASSIST • Users are STRONGLY encouraged to perform a client search in ASSIST before creating the IA to ensure that the client POC is registered at the Agency/Bureau combination that you wish to select on the IA.

25. Searching for a Client • Click on Registration – ‘View Account Profiles’ • GSA, Contractors, and Clients

26. Searching for a Client • Enter the name of your client and click on Search. • You can use a percent sign (%) as a wildcard. • If the name is found, a record will display in the grid. • If the name is not found, chances are your client is not registered. • Finding the name, however, doesn’t tell you the Agency and Bureau • Either copy or write down what you see in the group column for your client.

27. Searching for a Client • Click on the Organization Profiles link in the navigator to open the Organization Profiles page.

28. Searching for a Client • Enter or paste the value from the preceding page into the Organization Name field and click Search. • Click on the Organization Name from the search results.

29. Searching for a Client • What you know now is that your client is registered and this is the Agency and Bureau that you should use on your Interagency Agreement.

30. Searching for a Client • Click on the Organization Users link and confirm that you client’s name shows in the list of registered users.

31. Selecting the Client POC • Begin by clicking on the Client POC navigator link and then on the Edit button.

32. Selecting the Client POC • Select Client POC name from pick list and OMIS will populate the address for the POC. • Click the Save Button and OMIS will place the page in read-only mode.

33. IA Signer Organization • Begin by clicking on the IA Signer Organization navigator link and then on the Edit button.

34. IA Signer Organization • You can choose to use the same address as the IA POC or manually enter the address. • If you use the same address, you will not be able to edit it. • Click the Save Button and OMIS will place the page in read-only mode.

35. Program Office Organization • Begin by clicking on the Program Office Organization navigator link and then on the Edit button.

36. Program Office Organization • You can choose to use the same address as the IA Signer Organization or manually enter the address. • If you use the same address, you will not be able to edit it. • Click the Save Button and OMIS will place the page in read-only mode.

37. Completing the IA • Once the Client, Signer and Program addresses have been entered, the warning banner will no longer display at the IA Summary.

38. Demonstration

39. EDITING AGENCY/BUREAU 39

40. Editing Agency and Bureau • If there is a reason to change the Agency and/or Bureau information on the IA, you can only do this up until the time that you create the first account. • After that point, Agency and Bureau are locked down. • If you change the Agency and/or Bureau any Client POC information previously entered will be removed.

41. Editing the Agency and Bureau • Begin by clicking on the IA Details navigator link and then on the Edit button.

42. Editing the Agency • If you change the Agency, you will need to select the bureau for the new Agency. • When you press the Save button, OMIS will display the following message. • OMIS will additionally change the IA Number to reflect the changed agency.

43. Editing the Bureau • If you change the Bureau, when you press the Save button, OMIS will display the following message. • OMIS will not change the IA Number for a changed Bureau.

44. Editing Agency and Bureau • Changing the Agency and/or Bureau will result in the loss of previously entered Client POC data. • This data will need to be provided again before funds can be added to the IA.

45. Demonstration

46. WORKING IN OMIS WEB (FEDSIM) MODULE 2: Creating PROJECT IDENTIFIERS

47. Topics • Creating a Project ID • Editing a Project ID • Changing the Project Valuation

48. Creating a project id

49. Creating a Project ID • The Project Identifier is a pre-requisite artifact for creating Accounts for an Interagency Agreement. In order to create an account, the correct Project ID must be selected. • Most OMIS roles have privileges to create a new Project ID and the same key data elements provided today are also required in the OMIS Web application.

50. Creating a New Project ID • Click on the Manage Projects menu option and then on the New Project button on the Project Identifier Search page.