PMIS Introduction to Sunflower Release 2.12 New Features And Custom Enhancements

1. US Department of Health and Human Services PMIS Introduction to Sunflower Release 2.12 New Features And Custom Enhancements Training Presentation

2. Introduction Welcome This training guide will help familiarize you with changes to the Property Management Information System (PMIS) as a result of the 2.12 Software Release of PMIS. This training presentation will demonstrate only the new functionality provided by the release. This section of the training guide will introduce you to the new basic features and functions of PMIS and show you how to utilize this new functionality in your day to day business operations.

3. Management Module Maintain Inventory Assets

4. Management Module :What’s New • What’s New? • New Attributes Added to the Global User Field screen • A new attribute has been added under the Global User Fields screen to capture the reorder number for Printer Cartridges. The field is optional. • Sunflower Patch 276 • New patch from Sunflower vendor. Provides multiple fixes and enhancements to the Sunflower software. These enhancements include: • - Ability to export COTS Financial Reports to excel • - Adds In Service and Responsibility Dates to the Global Asset report • - Fixes bug that allows Query Only users to run reports in PMIS.

5. Management Module :What’s New Cont’d • Online Catalog Request • This enhancement will allow a user to create a request for a new catalog item electronically. Once the request has been submitted, the system administrator will be notified and will have the capability to approve or deny the request. The entire process is supported by email notifications.

6. Management Module Maintain Inventory Asset – Global User Fields • A new field has been added to capture the Printer Cartridge Number.

7. Management Module Query Only User Role • The Query Only role can be assigned to users that have a business need to view data but are not permitted to make changes. • As with other roles, the data available to the user is dependent upon the Organization level associated with the user. • User will have the capability to search assets and run reports.

8. Management Module Request New Catalog Item • As Manufacturers introduce new items, a user may need to request a catalog item that is not currently in the PMIS catalog. • To begin this process, click the Catalog Lookup hyper link from the PMIS home screen.

9. Management Module Request New Catalog Item – Continued • Use the Catalog Lookup screen to verify that the item you are requesting does not already exist. • This is done by selecting Manufacturer and Official Name

10. Management Module Request New Catalog Item – Continued • After selecting a Manufacturer and Official Name, the user is presented with a list of Model Numbers. • Click the Model Number Dropdown and review the list to make sure the item being requested does not already exist.

11. Management Module Request New Catalog Item – Continued • If the Catalog item is not available, click the Add New Catalog Item hyperlink at the bottom of the screen.

12. Management Module Request New Catalog Item – Continued • The Catalog Request screen displays. • Begin by either: 1) select an existing Manufacturer from the Existing Manufacturer Dropdown, or • 2) in the case that the Manufacturer is not in PMIS, click the Add Manufacturer checkbox and then type in the name of the new Manufacturer • Repeat these steps for the Official Name and Model Number. • Enter a Model Name if applicable (Optional) • Finally, enter in any relevant comments such as the URL to the items webpage.

13. Management Module Request New Catalog Item – Continued • The finished request should look something like the attached image. • To submit the New Catalog Item Request, click the Submit button at the bottom of the screen.

14. Management Module Request New Catalog Item – Continued • The New Catalog Item Request Confirmation page displays. • Upon successful submission of the request, a confirmation email is sent to the user as record of the request. • The request is automatically forwarded to the PMIS Support team via email. • Upon approval (or denial) of the request, a second email is sent to the user notifying them that the catalog itemis now available for use in PMIS.

15. Management Module Process PO Interface Records

16. Management Module :Process PO Records • What’s New? • Filter PO Records by Business Unit (FDA Only) • This enhancement will filter FDA Purchase Order records based upon the Business Unit of the user. Logic will rely on the CAN and BACs segment to determine the Business Unit of the PO record and match this against the user that is logged into the PMIS system. This enhancement is for FDA only. Similar functionality is already in place for CDC and IHS.

17. Management Module Process Inventory Asset POInterface Records Form – FDA PO Filter • FDA Only. When searching for PO records, the screen will filter search results based upon the user’s assigned Business Unit.

18. Finance Module Auto-Capitalize Financial Assets

19. Finance Module :What’s New? • Auto Capitalization of Financial Assets This enhancement will automatically capitalize assets created through the PO module. The program will run in a batch mode daily and will perform the following actions: • Create the Financial asset. • Capitalize the Financial asset. • Auto Correct the Object Class Code based upon Cost. • Reclassify to expensed or capital based upon Cost and Object Class Code.

20. Excess Module Request Excess Receival

21. Excess Module :What’s New? • What’s New? • Certification of Non-Barcoded Excess Property (CDC Only) • This enhancement allows a user to enter certification information on Non-Barcoded property during the CDC excess process

22. Excess Module Request Inventory Asset Excess Receival Form – Non-Barcoded Certification Step 1: To begin the process, select Excess/Request Excess Receival/Request Inventory Assets Excess Receival

23. Excess Module Request Inventory Asset Excess Receival Form – Non-Barcoded Certification Step 2: Fill out the Excess Receival Request according to the established business process. Step 3: Prior to saving the record, Double click in the Additional Information field.

24. Excess Module Request Inventory Asset Excess Receival Form – Non-Barcoded Certification Step 4: Select the appropriate Certification for the excess asset and click Save to return to the main screen. Note: all property must be designated a certification prior to requesting disposal on the 993 form. If the certification is not provided, the 993 form will be denied.

25. User Defined Reports User Defined Reports

26. New Custom Reports • 3 Updated User Defined Reports • All Asset Report – updated to display the Primary ACR as part of the data grouping. PSC, OS only: Modified the Selection screen for use with PSC and OS organizations • PMIS Final Events Report – updated to allow PSC and OS to use the reports. • 1 New Report (CDC Only) • CDC Depreciation Report – displays accumulated Depreciation for Capital assets grouped by Fiscal Ledger Code

27. All Assets Report The All Assets Report was deployed in an earlier release of PMIS, however, there have been modifications to the report and filtering options to allow PSC and OS to utilize these reports. The purpose of this report is to allow a user to retrieve OPDIV assigned asset data in a variety of formats based upon the application of data filters. Report Outputs Include: PDF, HTML, and XLS Filtering Options Include: Active/Retired, Capital/Non-Capital, and Organization Code Benefits: This report allows for the extraction of asset data fields that are not easily retrieved from other existing reports. The user may choose the option to export the data to an XLS spreadsheet and then sort, group, summarize the data as desired for their own business needs. The COTS provided asset summary and history report has some limitations in data presentation and extraction formats. For this reason, the All Assets Report was designed. The report may be accessed in the User-Defined Reports menu option of the PMIS system. 27

28. All Assets Report Step 1: Access the All Assets Report via the User-Defined Reports Menu Option User-Defined Reports 28

29. All Assets Report Step 1: Access the All Assets Report via the User-Defined Reports Menu Option; The list of available reports that you have access to is shown within the menu selection box. Menu options will be presented based upon your authorization level and access privileges to reports 29

30. All Assets Report Step 2: The data filtering selection screen will be presented for you to enter your search criteria. Default OPDIV 30

31. All Assets Report Step 3: Select the Manager Organization Step 4: Select the Steward Organization (Options are all or a specific Account). Manager Range Organization Range 31

32. All Assets Report Step 5: Specify the Asset Type filtering for the Report Asset Filtering 32

33. All Assets Report Step 6: Select the output format for the report. Either PDF, HTML or XLS. Click <Execute>. Step 7: Click the eXecute button to generate the report Output selection 33

34. All Assets Report The data is presented in the format selected based upon the filtering options. The XLS format allows for a user to create custom reports and graphics based upon the extracted data. Report Output 34

35. Final Events Report The Final Events Report was deployed in an earlier release of PMIS, however, there have been modifications to the report and filtering options to allow PSC and OS to utilize these reports. This report shows the final events for an OPDIV. The default OPDIV specification will be used as the main filter. The report shall provide the ability to specify a fiscal date range and search criteria. The report includes the building/room of the asset, the manufacturer, model, assignee, doc id and purchase order number. The organization range shall also be allowed as a filter. Report Outputs Include: PDF, HTML, and XLS Filtering Options Include: OPDIV, Manager (PSC and OS only) Fiscal date range, organization range The report may be accessed in the User-Defined Reports menu option of the PMIS system. 35

36. Final Events Report Step 1: Access the Final Report via the User-Defined Reports Menu Option User-Defined Reports 36

37. Final Events Report Step 1: Access the Final Event Report via the User-Defined Reports Menu Option; The list of available reports that you have access to is shown within the menu selection box. Menu options will be presented based upon your authorization level and access privileges to reports 37

38. Final Events Report Step 2: The data filtering selection screen will be presented for you to enter your search criteria. The user Must select a Manager Organization and a Steward Organization (Options are All or a Specific Account). Step 3: User can optionally select a specific Final Event type or enter a date range as part of the search. Search Criteria 38

39. Final Events Report Step 4: Select the output format for the report. Either PDF, HTML or XLS. Click <Execute>. Step 5: Click the eXecute button to generate the report Output selection 39

40. Final Events Report Report Output 40

41. Conclusion Thank you for your time today. Please contact the PSC Support Center if you have any questions. Times for general Q & A will be posted on the PMIS website.