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Review of the USDA Corporate Functional Requirements for Personal Property

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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Review of the USDA Corporate Functional Requirements for Personal Property

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  1. Corporate Property Automated Information System (CPAIS) Review of the USDA Corporate Functional Requirements for Personal Property

  2. Introduction • Introduction • Introductory comments by Chief, Property Management Division, OPPM • Introductory comments by the USDA ACFO-FS

  3. 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

  4. 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

  5. CPAIS 2.0 Accomplishments • Business Process Flow Documentation • PCMS to CPAIS Interface Requirements • Auto Choice to CPAIS Interface Requirements • CPAIS Functional Requirements

  6. CPAIS 2.0 Functional Requirements Team • Brumbeck, Cheryl • Fay, Kathy • Melancon, Shelda • Milton, Andria • Morrison, Karen • Muller, Daniel • Plotkin, Elaine • Sheppard, Jim

  7. CPAIS 2.0 Tasks In Process • FFIS/CPAIS, CPAIS/FFIS, FFIS Interface requirements • CPAIS Design • CPAIS Conversion

  8. CPAIS 2.0 Functional Requirements • Executive Summary • Assumptions • Outstanding Issues • CPAIS Functionality

  9. CPAIS 2.0 FunctionalRequirements User Access Roles • Personal Property Manager (PPM) • Personal Property Accountant (PPA) • Table Maintenance • Fine Grain Security

  10. CPAIS Personal Property Flow To And FromCPAIS Traditional Acquisitions

  11. CPAIS Personal Property Flow To And FromCPAIS Traditional Acquisitions Cont’d

  12. 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

  13. Traditional AcquisitionsStaging Form

  14. Traditional AcquisitionsStaging Form

  15. 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

  16. Traditional Acquisitions APO No

  17. Traditional Acquisitions

  18. Traditional Acquisitions

  19. Traditional Acquisitions

  20. 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…

  21. Traditional Acquisitions - AutoChoice/CPAIS Populated APO No

  22. - AutoChoice/CPAIS Populated 7402 MOAPWSER47402 #001 P7060 P0000123456 2005630 Law Enforcement 8C 30,10 2005 Owned 0 Traditional Acquisitions

  23. Traditional Acquisitions – AutoChoice Populated APHIS P0000123456 2301 South LA River Ridge 5678 70123 0 Traditional Acquisitions

  24. Traditional Acquisitions Staging Form

  25. 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…

  26. 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

  27. Traditional AcquisitionsGSA Staging Form

  28. 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

  29. Traditional Acquisitions - Staging Area Populated *APO No P0000123456 DDGN 1263955055 7402 34 NV 3155 Sedan 20,200.00 2310 MOAPWSER4T402#1102 20,200.00

  30. - AutoChoice/CPAIS Populated 7402 MOAPWSER47402 #001 P7060 P0000123456 2005630 Law Enforcement 8C 30,10 2005 Owned 0 Traditional Acquisitions

  31. 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

  32. Traditional Acquisitions

  33. 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

  34. Non-Traditional Acquisitions *APO No Non-Traditional Acquisitions

  35. Non-Traditional Acquisitions

  36. Non-Traditional Acquisitions

  37. Non-Traditional Acquisitions

  38. Non-Traditional Acquisitions

  39. CPAIS 2.0 Functional Requirements Work In Progress

  40. Traditional Acquisitions *APO 5896214 12345678911 WIP 03 WIP

  41. Work in Progress

  42. Work in Progress

  43. Work in Progress

  44. CPAIS 2.0 Functional Requirements Depreciation

  45. 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.

  46. 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…

  47. 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

  48. 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

  49. 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.

  50. Update Property Record

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