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

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 Executive Summary Assumptions Outstanding Issues CPAIS Functionality CPAIS 2.0 Functional Requirements

9 User Access Roles Personal Property Manager (PPM) Personal Property Accountant (PPA) Table Maintenance Fine Grain Security CPAIS 2.0 Functional Requirements

10 CPAIS Personal Property Flow To And From CPAIS Traditional Acquisitions

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

12 Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area Property user reviews and accepts staging area record Property User enters CPAIS and selects staging area from CPAIS menu CPAIS displays staging area form Property user clicks ‘create all property’ CPAIS displays property record form with selected fields completed from staging record Property user completes form and updates record CPAIS creates and stores property record and links it with the staging area record

13 Traditional Acquisitions Staging Form

14 Traditional Acquisitions Staging Form

15 Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area Property user reviews and accepts staging area record Property User enters CPAIS and selects staging area from CPAIS menu CPAIS displays staging area form Property user clicks ‘create all property’ CPAIS displays property record form with selected fields completed from staging record Property user completes form and updates record CPAIS creates and stores property record and links it with the 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 Fleet personnel orders vehicle through GSA Auto Choice GSA creates weekly transmissions file of vehicles ready for shipment AutoChoice/CPAIS interface receives GSA file and creates a partial property record AutoChoice/GSA interface creates a shell staging area record CPAIS applies selected data elements to the linked property record GSA sends billing tape to DDGEN DDGEN accepts and processes within FFIS FFIS/CPAIS interface selects transaction and sends to CPAIS More…

21 Traditional Acquisitions APO No - AutoChoice/CPAIS Populated

22 Traditional Acquisitions P C P ,10 Owned MOAPWSER47402 #001 Law Enforcement AutoChoice/CPAIS Populated

23 Traditional Acquisitions Traditional Acquisitions – AutoChoice Populated P APHIS 2301 South River Ridge LA 5678

24 Traditional Acquisitions Staging Form

25 Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice Fleet personnel orders vehicle through GSA Auto Choice GSA creates weekly transmissions file of vehicles ready for shipment AutoChoice/CPAIS interface receives GSA file and creates a partial property record AutoChoice/GSA interface creates a shell staging area record CPAIS applies selected data elements to the linked property record GSA sends billing tape to DDGEN DDGEN accepts and processes within FFIS FFIS/CPAIS interface selects transaction and sends to CPAIS More…

26 Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice CPAIS receives transaction and updates the shell staging area record Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID Property user completes form and updates property record CPAIS saves and stores property record CPAIS displays partial vehicle property record

27 Traditional Acquisitions GSA Staging Form

28 Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice CPAIS receives transaction and updates the shell staging area record Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID Property user completes form and updates property record CPAIS saves and stores property record CPAIS displays partial vehicle property record

29 Traditional Acquisitions - Staging Area Populated P *APO No DDGN Sedan 20, NV MOAPWSER4T402#110220,200.00

30 Traditional Acquisitions P C P ,10 Owned MOAPWSER47402 #001 Law Enforcement AutoChoice/CPAIS Populated

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 CPAIS displays property record form with selected fields completed from staging record Property user completes form(s) and updates 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 displays property record forms for non-traditional acquisitions Property user completes form and creates record CPAIS creates and shows property record

34 Non-Traditional Acquisitions *APO No

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 WIP *APO

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 PCMS creates monthly fleet operational data file PCMS/CPAIS interface receives PCMS data and prepares transactions for update to CPAIS vehicle operational record CPAIS vehicle operational record updated and stored Fleet/property user enters CPAIS and selects vehicle operational record from CPAIS menu CPAIS displays vehicle operational data form for manual create/update Fleet/property user creates/updates record More… Match License no. in PCMS/CPAIS Yes Update PCMS and/or CPAIS No

47 Work Flow for Creating and Updating Vehicle Operational Data Fleet/property user enters CPAIS and selects vehicle accident form from CPAIS menu CPAIS displays vehicle accident form Fleet/property user completes accident form CPAIS updates accident cost on vehicle operational record; CPAIS saves and stores accident form CPAIS vehicle operational record is updated and stored

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 CPAIS displays all other property operational data form for create/update Property user creates/updates record CPAIS creates/updates and stores all other property operational record

49 Work Flow for Update of Property Record Property user enters CPAIS and selects personal property from CPAIS menu CPAIS displays personal property record for Asset ID Property user updates personal property record and saves record CPAIS updates, creates history, and saves personal property record 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

51 Work Flow for Transfer of Property Record-Mass Accountable Property Officer Change* Gaining property user enters CPAIS and selects transfer property from CPAIS menu CPAIS displays form with types of transfers Gaining property user selects mass APO change CPAIS displays form with old and new APO fields Gaining property user completes form and updates property record CPAIS will transfer property to new ad; update and store property record *Mass accountable officer change can only occur within same organization. Accounting is not affected.

52 Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department Losing property user enters CPAIS and selects ‘transfer property from CPAIS menu CPAIS displays form with types of transfers Losing property user selects either ‘transfer within agency’ or ‘transfer within department CPAIS displays selected data elements for property certification and fields to be completed regarding gaining entity Losing property user reviews, completes field, and changes status to pending transfer Losing entity approval authority enters CPAIS and selects ‘pending transfer’ CPAIS displays records in pending transfer status More…

53 Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department CPAIS displays transfer form Losing entity approval authority reviews and changes status to transfer approved Gaining property user enters CPAIS and selects ‘waiting transfer’ Losing entity approval authority selects Assets ID CPAIS displays data elements for identification purposes and field to be completed by gaining entity More… CPAIS displays records ‘waiting transfer’ Gaining property user selects Asset ID

54 Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department Gaining property user notifies Gaining financial personnel of necessary action Gaining financial user enters CPAIS and selects records in ‘property data complete’ status Gaining property user reviews, completes fields, and change status to ‘property data complete’ CPAIS displays accounting record associated with Asset ID More… CPAIS displays records in ‘property data complete’ status Gaining financial user selects ID

55 Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department * Either the Gaining property user or the Gaining financial personnel notifies person with transfer approval authority Transfer approval authority enter CPAIS and selects records in either ‘property data complete’ status or ‘accounting complete’ dependent on whether accounts was affected Gaining financial user completes accounting record and changes status to ‘accounting complete’ CPAIS displays transfer record associated with the Asset ID More… CPAIS displays records in ‘selected status Transfer approval authority selects Asset ID

56 Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department CPAIS will update the property record, generate accounting transferring from old to new entity and create history Transfer approval authority reviews and changes status to ‘transfer complete’ * Person doing the notification depends on whether the transfer affected accounting.

57 Work Flow For The Disposal Of Property Property user enters CPAIS and selects ‘Disposal Record’ CPAIS displays form with types of disposals Property user selects type of disposal CPAIS displays the disposal form based on type selected. It shows descriptive and required data elements to be completed Property user completes the form and updates the record CPAIS updates property record, saves record, creates history in the status field and the method of disposition

58 CPAIS 2.0 Functional Requirements 508 Compliance

59 CPAIS 2.0 Functional Requirements Reports Personal Property Motor Vehicle Financial Security