Introduction to IAS: Contracts Management Training

1. Introduction to IAS: Contracts Management Training May 2006 Fort Collins, Colorado

2. Agenda • IAS Background • Overview of the IAS System • The IAS-FFIS Connection • Changes in Invoicing Process

3. IAS Background • The Integrated Acquisition System (IAS) is the result of multiple presidential initiatives intended to streamline procurement within the Department. • USDA’s ten Procurement Activities until recently operated more than 10 different procurement systems. • IAS streamlines procurement activities at USDA, resulting in lower purchasing costs and more accurate procurement-related financial information throughout the department. • IAS benefits users by reducing workloads through automation of data re-entry from the requisition to the contract.

4. IAS Goals • Ensure reliable and accurate procurement-related financial information throughout USDA • Make the most efficient use of IT investments and comply with electronic commerce directives and Department digital initiatives • Support an integrated policy, planning, and budgeting process • Improve customer service and reduce program office and administrative burden in the acquisition management process • Lower purchasing costs • Provide a security environment that meets or exceeds USDA’s Common Criteria standards • Automate tracking for requisition approvals and contract writing and review

5. What is IAS? • IAS is a commercial off-the-shelf package (COTS) that facilitates procurement activities from requisitioning to contract management to invoice payment. • Includes iProc (Oracle) and PRISM (CompuSearch) • Replaces PRCH • IAS is connected to two external systems, which helps streamline the procurement process. • Connected to Foundation Financial Information System (FFIS), which checks for funds availability, commits and obligates funds in real-time, and allows users to authorize payment to vendors. FFIS also provides Vendor Information and Accounting Data to IAS. • Feeds data directly to Federal Procurement Data System – Next Generation (FPDS-NG), to satisfy the government’s reporting requirements. • Links users to Fed Biz Ops (Future IAS Feature).

6. How IAS works • IAS is a web-based system that allows users to requisition goods and services. • The requisitioning process includes steps to check for funds availability and commit funds. • Contracting Officers then create contracts/purchase orders, and manage the contract to closure. • IAS allows users to receipt for goods and services, and enter invoices to make payments to vendors.

7. How will COs be supported? • We understand the efforts that users will undertake to transition to this new system. We will support you in the transition. • We will provide you with help desk support and access to materials that help make your job easier. • On-going User Guides developed, updated and posted to https://ias.usda.gov • Help Desk: 1-866-IAS-8686 • Internet: http://www.iashelpdesk.com/request.htm • Email: support@iashelpdesk.com • Users can direct concerns and issues to the IAS End User Forum and Business Process Subcommittee through their respective Agency Leads to ensure they are addressed. • Requisition CBT available on AgLearn to review Requisition and Receipt functionality of iProc. • Please provide your feedback on the survey that will be given at the end of the training session.

8. Agenda • IAS Background • Overview of the IAS System • The IAS-FFIS Connection • Changes in Invoicing Process

9. Overview of IAS Processes Order / Contract (PRISM) Invoice (Core Apps – Invoice Module) Requisition (iProc) Receipt (iProc) • ACFO-FO COD APB enters the invoice into IAS • ACFO-FO COD APB resolves issues related to discrepancies • ACFO-FO COD APB transmits invoice to schedule payment • Requisitioner creates or modifies a request • Request is approved by manager in program office* • Request is approved by others (eg: property or IT. Optional set-up per agency)* • Request is approved by Budget Approver which formally “Commits” funds • Contracting Specialist completes all pre-award research, processes, and documentation • Contracting Specialist completes obligating document including all terms and conditions • Contracting Specialist releases obligating document and completes FPDS-NG report • Requisitioner or other designee enters receipt and acceptance into Requisition module of IAS • Contracting Specialist or other designee may review off-line for official acceptance prior to entry in IAS

10. IAS Roles iProc PRISM iProc

11. Requisition Module Capabilities / Users

12. Acquisition Module Capabilities / Users

13. Agenda • IAS Background • Overview of the IAS System • The IAS-FFIS Connection • Changes in Invoicing Process

14. IAS’ Connection to FFIS: Transaction Data • The simple flow diagram below presents an example of how the interface works for a requisition that creates a commitment in FFIS: General Procedure Interface Workflow and Processing are Invoked Requisitioner Creates a Requisition in IAS Budget Approver Approves the Requisition in IAS Commitment Information is Returned to IAS Commitment is Created in FFIS

15. IAS Triggers to FFIS • The IAS to FFIS interface triggers the creation of FFIS transactions based on IAS transactions: • Please note that any user in IAS whose activities trigger the interface and an FFIS transaction must be set up in FFIS with appropriate access to access transaction tables IAS Documents Payment Backfeed Order / Contract Requisition Receipt Invoice IAS FFIS Payment Voucher (IM) Commitment (IQ) Obligation (IO) Receiver (IC) Payment Backfeed or Non-Referencing (IN) FFIS Documents

16. Agenda • IAS Background • Overview of the IAS System • The IAS-FFIS Connection • Changes in Invoicing Process

17. Changes to Invoicing Process • Invoices will be entered into IAS by the Administrative Payments Branch (APB) in New Orleans • Agency staff will not be given access rights to enter invoices into IAS. • Processes started in IAS must be completed in IAS (Direct Entry into FFIS is no longer allowed.) • Agency staff will direct vendors to remit invoices to APB except in those cases where proper contract administration requires an invoice be submitted to the issuing office for review.

18. Summary IAS makes key changes to the acquisition process, which impact the role of the Contracting Officer: • New process involving changes to requisitions • Requisitions must now be modified by the requisitioners if they involve changes to account code or adding line items; COs cannot make those changes but must route back to requestor to be amended, re-approved, and re-processed. • Acquisition’s impact on FFIS • Award Approval triggers an obligation to be created in FFIS. • Obligation is directly linked to the IAS Commitment created in FFIS. • Enforcement of “commitment accounting” • Commitments made by Budget Approvers reserve funds in FFIS so they are available when an award is created. • Award approval • FPDS-NG: Key IAS fields are replicated in FPDS-NG reducing the amount of re-keying required for validation. • The Role of “Document Resolution Managers” for managing FFIS errors on documents.