February 21-24, 2006 Washington, DC

1. REE BPPI Workshop Requisitions February 21-24, 2006 Washington, DC

2. Agenda • IAS Goals and Objectives • Functional Scope of IAS • Overview of IAS Processes • IAS Implementation Lifecycle • Purpose and Goals for Today • Standard USDA Procurement Process • Detailed Process Steps • Requisitioning • Receiving • Invoicing

3. IAS Goals and Objectives • Ensure reliable and accurate USDA-wide, procurement-related financial information • Make the most efficient use of IT investments and comply with electronic commerce directives and digital Department 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 robust security environment that meets or exceeds USDA’s Common Criteria standards • Automate tracking system for requisition approvals and contract writing and review • Provide a platform for advanced future acquisition management business processes

4. FY05 IAS Functional Vision e-Catalog Asset Management Interface (CPAIS) Requisition Processing Contract Management e-Invoicing Review and Approval System Administration and Reporting Financial Interface Solicitation Preparation Purchase Orders Reconciliation Data Warehouse RFP Advertisement & Receiving e-RFx Distribution / Fed Biz Opps Proposal Acceptance Award Contract Modification Auctions Contract Closeout Audit Support Functional Scope of IAS • The functional scope of IAS is to support procurement at USDA, and to support interfaces with appropriate controls and pertinent data for other processes at USDA • IAS currently covers the procurement lifecycle from requisition through closeout of contract, with an interface to FFIS • PSD is examining future capabilities that will extend system capabilities, consistent with the vision

5. Overview of IAS Processes Payment Backfeed Order / Contract Requisition Receipt Invoice • Agency designee reviews payment backfeed for accuracy • Requisition user creates or modifies a request • Request is approved by manager in program office • Request is approved by others (e.g.: property or IT. Optional setup per agency.) • Request is approved by Finance for Commitment • Contracting Officer completes all pre-award research, processes, and documentation • Synopsis abstracts can be sent to FBO from IAS; Otherwise, CO must post IAS- created documents to FBO • Contracting Officer completes obligating document including all terms and conditions • Contracting Officer releases obligating document and completes FPDS-NG reports • Requisitioner or other designee enters receipt and acceptance into IAS • Contracting Officer or other designee may review off-line for official acceptance prior to entry in IAS • 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

6. Outreach / Education Training Management & Delivery Identify Agency Team Data Gathering / Validation Configuration Prep Transition to Customer Care Data Entry Go Live Signoff Business Process Policy Integration IAS Implementation Lifecycle

7. Purpose and Goals for Today • Obtain a detailed understanding of current REE “As-Is” Requisitioning, Receiving and Invoicing processes • Identify potential changes or gaps for REE based on new “To Be” IAS processes (systems, forms, staff, etc.) • Identify any non-standard or unusual transactions

8. Program/Budget Program Approve Requisition Create Requisition NFC Budget InvoiceEntry FaxReceipt to NFC Standard USDA Procurement Process Budget Requestor Acquisitions • Does this map to your current process? • Are there deviations from the example above? If so, what? Budget Receives Invoice Generate Award CO COTR Review • Receipt & Acceptance (Requestor) • Verify distribution (AFM)

9. Requisitioning Order / Contract Requisition Receipt Invoice Program Approval (optional) Edits Edits Funds Approval Create Requisition Commit • Creation of Requisition • Who creates the Requisition? What office are they from? • What form(s) are being used in the creation of the Requisition (other than AD700)? • What systems, if any, are used for Requisition entry? • How do you number your Requisitions? Do you maintain a log? • Approval of Requisition • Who are the individuals involved in approving the Requisition? What is the order of approval? • Who ultimately signs off on the Requisition? How is it routed for signature (e.g., fax or mail)? • Who is actually responsible for approving availability of funds ? • Who sends the Requisition to Contracting and how is it sent? • Unusual Transactions • Describe any unusual transactions you process (e.g., transactions funded differently)?

10. Receiving and Invoicing Order / Contract Receipt Invoice Requisition Designee Receives (Acceptance) in IAS Vendor Delivers Goods/ Services Initiate Closeout Procedures Deobligation of Remaining Funds Vendor Submits Invoice Yes Final Payment • Receiving • Who are the individuals involved in receiving goods and acknowledging services rendered? • Who creates the receipt? Who do they send the receipt to? • What form(s) are being used in the creation of the Receipt (e.g., AD838B)? • Is there a difference between individual receiving the goods vs. individual receipting for the goods? • Invoicing • Who initially receives the invoice from the vendor? • Who reviews the invoice (for acceptance, budget, line item disbursal, etc.) and how is the invoice transmitted to this person? • What systems are involved in the invoicing process? How does the receipt/invoice get into FFIS? • How do you interact with vendors (e.g., phone, email, fax, etc.)? Invoice Entered in IAS No

11. Known Change Management Issues

12. Known Change Management Issues

13. Next Steps • Action Item Review • Deliver complete list of gaps between current process and future process in IAS • Move into Configuration Preparation phase of implementation