THIS WRITE-UP COVERS THE FUNCTIONAL REQUIREMENTS FOR BLANKET AND MASTER ORDER PROCESSING AND CONTRACTS FROM THE PURCHASING SIDE.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100070025-9
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: December 23, 2016
• Document Release Date: October 24, 2013
• Sequence Number: 25
• Publication Date: November 19, 1987
• Content Type: MISC

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Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
REQUIREMENT 01
UPDATED 11/19/87 1145
THIS WRITE?UP COVERS THE FUNCTIONAL REQUIREMENTS OR
BLANKET AND MASTER ORDER PROCESSING AND CONTRACTS FROM THE
PURCHASING SIDE.
CURRENT FUNCTIONALITY IN BETAI DOES NOT PROVIDE SUFFICIENT
CAPABILITIES IN THE CONTRACT AREA. IN ORDER TO MEET THESE
REQUIREMENTS, CHANGES MAY BE REQUIRED IN THE MASTER AND BLANKET
ORDER PROCESSING AREAS. ADDITIONAL FUNCTIONALITY SPECIFIC
TO A CONTRACT ORDER TYPE iV ALSO BE REQUIRED.
I NEED FOR SEPARATE ORDER TYPE FOR CONTRACTS
CONTRACT PROCESSING IN BOTH THE FEDERAL AND THE COMMERCIAL
ENVIRONMENT REQUIRES D1FFERERT TERNINOLOGY AND DIFFERENT DATA
ELEMENTS THAN FOR THE PROCESSING OF STANDARD PURCHASE ORDERS.
ATTACHMENT REQR-4 LISTS AN EXAMPLE OF REQUIRED DATA ELEMENTS FOR
PROCESSING CONTRACTS.
II. NEED FOR A SEPARATE NUgBERING STRUCTURE FOR CONTRACTS
THERE IS A NEED TO HAVE A SEPARATE NUMBERING STRUCTURE FOR A
CONTRACT ORDER. THE FEDERAL ACQUISITION REGULATIONS (FARS) AND THE
DEPARTMENT OF DEFENSE (DOD) REQUIRE A THIRTEEN DIGIT STANDAR')
CONTRACT IDENTIFICATION NUMBER (SEE ATTACHMENT REQI-11.
90P IS NOT FOLLOWING THE FARS NUMBERING SCHEME CURRENTLY:
CIA, ONR, AND MOST OTHER AGENCIES, HOWEVER, DO.
IN THE CASE OF MASTERS AND BLANKETS AS THEY EXIST CURRENTLY, IT
WOULD BE 13 PLUS THE ADDITIONAL DIGITS FOR THE RELEASE NjoAER.
AN ADDITIONAL REQUIRENENT EXISTS FOR A 3 DIGIT MODIFICATION
NUMBER TO BE APPENDED TO THE ORIGINAL CONTRACT NUMBER. -
THIS IS REQUIRED TO BE A3LE TO TRACK EACH MODIFICATION TO THE
CONTRACT AS ITS OWN OBLIGATING RECORD AND TO TRACK CHANGES TO TERMS
EFFECTIVE ONLY ON THE DATE OF THE MODIFICATION.
III. NEED FOR CONTRACT TYPES WITHIN THE CONTRACT ORDER ITSELF
A FOUR BYTE CONTRACT TYPE CODE IS REQUIRED FOR REPORTING AND
PROCESSING PURPOSES TO DETERMINE WHAT TYPE OF CONTRACT IS BEING
LET. THIS TYPE CODE WOULD BE APPLICABLE TO MASTERS, BLANKETS,
AND TO CONTRACTS (IF A NEW ORDER TYPE WAS ADDED).
THESE CONTRACT_VYPE CODES hitOOLDBEUSEO,FOR, REPORTING FOR?*UOPT
PURPOSES AND TO KEEP TRACK OF THE NUMBER OF CONTRACTS By TYPE.
SEE ATTACHMENT REQ1-2 FOR A
LISTING OF CONTRACT TYPES AND THEIR
DEFINITIONS. THE TYPES LISTED ARE REPRESENTATIVE OF THE CONTRACT
TYPES ALLOWABLE BY FARS, BUT MAY NOT BE AN ALL INCLUSIVE LIST.
NEEDED BY CIA, ONR, A NICE?TO?HAVE AT BOP.
1;
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IV. NEED FOR A BILATERAL AGREEMENT 03LIGATION CAPABILITY
UNILATERAL AGREEMENT OBLIGATIONS ARE MADE WHEN THE PROCUREMENT IS
RELEASED TO THE VENDOR.
A BILATERAL OBLIGATION IS WHEN THE PROCUREMENT ACTION IS EXECUTED BY
BOTH PARTIES WITH THE OBLIGATION OF THF ISSUING AGENCY BEING
TRIGGERRED BY A RETURN DATE FOR THE CONTRACT DOCUMENT FROM THE
PROVIDING AGENCY. THIS RETURN
DATE WOULD HAVE TO BE VERIFIED BEFORE THE OBLIGATION COULD OCCUR.
(CLEARANCES, ACKNOWLEDGEMENTS??)
REQUIRED AT ONR,CIA
V. REQUIRED COMMITMENT/OBLIGATION RULES
THERE SHOULD BE SEVERAL OPTIONS FOR THE COMMITMENT/OBLIGATION OF
A CONTRACT ORDER. THE ASSUMPTION HER! IS THAT ALL TYPES OF CONTRACTS
LISTED IN SECTION II CAN BE IMPLEMENTED BY UTILIZING EITHER A
MASTER ORDER, A BLANKET ORDER OR A NEW CONTRACT ORDER TYPE.
- THE INITIAL REQUISITION SERVES AS A COMMITMENT, IS TURNED
INTO A CONTRACT WHICH IS STILL IN COMMITTED STATUS, AND ALL RELEASE
ORDERS ARE THEN OBLIGATED AS THEY ARE RELEASED (WITH THE CORRESDOND-
ING REVERSAL OF THE COMMITMENT).
- THE INITIAL REQUISITION SERVES AS A COMMITMENT, IS TURNED
INTO A CONTRACT WHICH IS OBLIGATED, AND ALL RELEASE ORDERS ARE
PROCESSED WITH NO CHANGE TO THE OBLIGATED STATUS OF THE ORDER.
IN EACH OF THE ABOVE CASES, THE RELEASE ORDER WOULD NEVER EE
COMMITTED PRIOR TO THE OBLIGATION.
- THE INITIAL REQUISITION IS COmmITTED AND, WHEN TURNED
INTO A CONTRACT, IS OBLIGATED. ( THE SAME AS A PO, NOW.)
- THE INITIAL CONTRACT DOCUMENT WOULD SERVE ASA TEMPLATE
FOR SUBSEQUENT RELEASE 0:WERS WHICH MOULD BE PROCESSED NORMALLY.
THIS DOCUMENT WOULD NOT BE COMMITTED OR OBLIGATED INITIALLY, BUT
WOULD SET CONTRACT LIMITS AND NOT-TO-EXCEED AMOUNTS. (CONTROLS
SHOULD ALSO EXIST FOR A NOT-TO-EXCEED AMOUNT BY RELEASE ORDER).
SUBSEQUENT
REQUISITIONS WOULD THEN BE COMMITTED AS USUAL AND THE SUBSEQUENT
RELEASE ORDERS WOULD THEN BE OBLIGATED AS THEY ARE ISSUED.
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ANY OF THE CONTRACT TYPES PREVIOUSLY DEFINED CAN FOLLOW EITHER
OF THE COMMITMENT/OBLIGATION RULES. FOR EXAMPLE, A FIXED PRICE
CONTRACT CAN BE A WORK ORDER BASED CONTRACT WHERE THE ORIGINAL
CONTRACT IS OBLIGATED UP-FRONT OR IT CAN 9E BASE CONTRACT TASK ORDER
WHERE THE RELEASES ARE OBLIGATED. SEE ATTACHMENT REC113 FOR SOME
EXAMPLES OF THE TIMING OF THE COMMITMENT/O9LIGATION AND THE VARIOUS
TYPES OF CONTRACTS.
OPTIMALLY, THE CHOICE FOR THE COMMITMENT/OBLIGATION RULES WOULD
BE MADE FOR EACH CONTRACT LET (E.G., FOR CONTRACT 0019 OPTION 1;
FOR MASTER ORDER 031, OPTION 2; FOR CONTRACT 002, OPTION 2 ,ETC.).
MINIMALLY, THE COMMITMENT/OBL1GATION RULES WOULD BE DETERMINED
BY THE DOCUMENT TYPE (E.G., MASTER ORDERS, OPTION I; CONTRACTS,
OPTION 1; BLANKETS, OPTION 3).
SOME EXCEPTIONS:
IN THE CASE OF GPANTS FOR BOP, THE ORIGINAL ORDER IS OBLIGATED*
AS FUNDS ARE USED BY THE GRANTEE AND REPORTS ARE RECEIVED
INDICATING SUCH, AN ENTRY MUST BE RECORUEC TO EXPEND THOSE FUNDS.
THIS IS CURRENTLY TRIGGERREO IN BOP BY THE RECEIPT OF SOME TYPE OF
PROGRESS REPORT INDICATING THE AMOUNT OF FUNDS EXPENDED BY
THE GRANTEE.
IN THE CASE OF A CONTRACT THAT CONTAINS A CLAUSE GUARANTEEING
A CERTAIN AMOUNT OF ORDER ACTIVITY, THE DOLLAR AMOUNT OF THAT
ACTIVITY MUST BE OBLIGATED WAEN THE CONTRACT IS LET.
CERTAIN MAINTENANCE AGREEMENTS REQUIRE THE PAYMENT OF 1/12 TH
OF THE CONTRACT AMOUNT EACH MONTH REGARDLESS OF WHETHER ANY
MAINTENANCE WAS REQUIRED.
11 REQUIRED BY ALL AGENCIES
VI. NEED TO RECORD ADVANCES AGAINST A CONTRACT
IN SOME CASES, ESPECIALLY WHERE THE VENDOR IS SMALL AND CASri FLOW
IS MORE OF A CONSIDERATION, ADVANCES ARE MADE AT THE OUTSET OF
A CONTRACT (ADVANCES CAN ?E MADE AGAINST ANY TYPE OF CONTRACT).
THESE ADVANCES MUST HE OFFSET AGAINST FUTURE PAYMENTS
TO THE VENDOR. IN SORE CASES, THL AGENCY MIGHT WANT TO ONLY
LIQUIDATE A PORTION OF THE ADVANCE WITH EACH PAYMENT. '
RETURN OF ADVANCE WOULD ALSC 3E REQUIwED TO eE INCLUDED HERE.
11 SEE SECTION VII FOR SPECIAL REQUIREMENTS FOP RECORDING ADVANCES
AGAINST THE COST PORTION OF A CONTRACT, ONLY
11
REQUIRED AT BOP,ONRICIA, MOST AGENCIES
I'
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.1
VII. NEED TO RECORD CONTRACT AUDIT DATA
IN SOME AGENCIES, INTERNAL AUDITS ARE REQUIRED FOR EVERY CONTRACT
EXCEEDING A CERTAIN DOLLAR AMOUNT. THERE REALLY IS A THIRD "CLOSE"
OF THE CONTRACT (IN ADDITION TO THE RECEIVING CLOSE AND THE
ACCOUNTING CLOSE) WHICH IS REQUIRED TO BE COMPLETED WITHIN A
SPECIFIED TIME FRAME AFTER THE ACCOUNTING CLOSE OF THE CONTRACT.
IN ORDER TO COMPLETE THESE FUNCTIONS, THE FOLLOWING INFORMATION
WILL BE NEEDED:
- AN AUDIT CLOSE FIELD TO INDICATE THE DATE THE CONTRACT AUDIT
WAS COMPLETED.
- A FIELD ON THE CONTRACT HEADER FOR LAST AUDIT DATE AND CASE
NUMBER
- A FIELD TO INDICATE THAT AUDIT DOCUMENTS HAVE BEEN RECEIVED
FROM THE VENDOR ( OPTIMALLY, A DATE FIELD FOR THIS TOO)
- NEED BEGINNING AND ENDING DATES OF CONTRACT
IF A CONTRACT PASSES AN AUDIT, THL AMOUNT OF PAYMENTS WITHHELD
PENDING AUDIT ARE RELEASED.
MINIMALLY, AN INVOICE WOULD BE ENTERED THAT STATES IT IS THE
FINAL INVOICE AND ALL MONIES ARE PAID.
IF THE WITHHELD AMOUNT IS ADJUSTED OR A PORTION RETAINED BASED
ON THE AUDIT, ONLY THOSE FUNDS CERTIFIED aY THE AUDIT TO BE PAID
CAN BE RELEASED. THE REMAINING FUNDS REDUCE THE OBLIGATED
AMOUNT OF THE ENTIRE CONTRACT. (SEE SECTION ON DISALLOWANCES)
SEE SUBSEQUENT SECTIONS FOP WITHHOLDING REQUIREMENTS AND RETAINAGES.
REQUIRED BY CIA, ON R AND MOST DOD AND LARGE RESEARCH AGENCIES
BOP DOES NOT RETAIN FUNDS BUT DOES CONDUCT THE AUDITS
VIII. NEED ADDITIONAL BREAKOUT OF AmJUNT FIELDS FOR CONTRACTS
(AND FOR MASTERS AND BLANKETS IF THAT IS THE METHOD WE USE TO
ImPLEMENT SOME OF THE CONTRACT FUNCTIONALITY)
CERTAIN TYPES OF CONTRACTS REQUIRE THE FOLLOWING BREAKOUT OF THE
TOTAL COST OF THE CONTRACT:
- COST
- FEE
- FREIGHT (OPTIONAL)
- AWARD FEE
- FIXED PRICE
- LABOR ( EFFECTS wITHOLDING REQUIREMENTS)
- TOTAL CONTRACT AMOUNT
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1.
COST IS DEFINED AS THE AMOUNT OF LABOR AND MATERIALS USED BY THE
CONTRACTOR TO DELIVER THE PRODUCTS SPECIFIED IN THE CONTRACT.
THE FEE IS THE PAYMENT TO THE CONTRACTOR FOR THE EFFORT IT TOOK TO
COMPLETE THE CONTRACT (THE PROFIT OR THE MARGIN FOR THE CONTRACTOR).
THIS FEE IS EITHER FIXED OR VARIABLE DEPENDENT ON PERFORMANCE.
AN AWARD FEE IS PAID AS REIMOURSEMENT FOR COSTS INCURRED
TO PREPARE THE CONTRACT PROPOSAL AND IS NOT PART OF THE MAIN
CONTRACT. THE FIXED PRICE FIELD IS USED IN COMPUTING WHICH
AMOUNTS OF THE CONTRACT ARE ELIGIBLE FOR PROGRESS PAYMENTS.
THE LABOR FIELD ALLOWS TRACKING OF DOLLARS SPENT STRICTLY FOR LABOR.
THIS IS HELPFUL FOR 1099 PROCESSING AND COMPUTING WITHOLDING AMOUNTS
WHERE TAXES ARE REQUIRED TO BE WITHHELD.
ADVANCES TO CONTRACTORS ARE ONLY BASED ON THE COST PORTION OF A
CONTRACT.
INVOICES RECEIVED FROM THE VENDOR ARE BROKEN DOWN INTO THE ABOVE
CATEGORIES. TOTALS FOR THE INCEPTION T3 DATE ON THE CONTRACT ARE
ALSO REQUIRED.
IX. WITHHOLDINGS AND RETAINAGES
AN AGENCY MAY WITHHOLD FUNDS BASED ON THE AGREEMENT IN THE
CONTRACT. WITHHOLDINGS CAN BE MADE AGAINST THE COST OR THE FEE.
USUALLY, A PORTION OF THF FEE IS WITHHELD PENDING AN AUDIT, PENDING
COMPLETION OF A CERTAIN PHASE IN THE CONTRACT, OR UNTIL A CERTAIN
LEVEL OF PERFORMANCE IS ACHIEVED
AS MEASURED AGAINST PERFORMANCE TARGETS IN THE CONTRACT.
A PORTION OF THE COST COULD 3E WITHHELD AS WELL PENDING REACHING
CERTAIN MILESTONES OR DELIVERY OF A CERTAIN PRODUCT. THESE WITHHELD
AMOUNTS ARE CONSIDERED RETAINAGES.
RETAINAGES ARE MADE ACCORDING TO A ORE-.DEFINED PERCENTAGE? THIS
PERCENTAGE SHOULD BE ENTERABLE FOR A CONTRACT FOR BOTH COST AND
FEE AND SHOULD BE USED DURING
INVOICE PROCESSING TO COMPUTE THE PAID AMOUNT AND THE RETAINED
AMOUNT. THERE IS A DETAILLD SPEC ON PROGRESS PAYMENTS THAT HAS
FURTHER DETAIL ON PROGRESS PAYMENT RETAINAGES.
RETAINAGES ARE RELEASED BASED ON A NUMBER OF CRITERIA.
INCENTIVE WITHHOLDINGS ARL RELFASED BASED ON A PERFORMANCE REPORT
RECEIVED BY THE COTR AND RECORDED IN THE SYSTEM, OTHER WITHHOLDINGS
MAY BE RELEASED BASED ON THE RESULTS OF AUDITS PREVIOUSLY DISCUSSED;
OR THE DELIVERY OF A PRODUCT. MINIMALLY, A RECEIVING REPORT OF
SOME SORT WOULD HAVE TO 3E RECORDED IN ORJER TO MATCH TO THE INVOICE
FOR THE RETAINED AMOUNT.
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1.
IT IS ALSO REQUIRED TO SJSPEND (RATHER THAN DISALLOW) ITEmS AT THE
LINE ITEM LEVEL. THE DIFFERENCE BETWEEN SUSPENDING AND DISALLOrANCE
IS THAT THE ALL OR PART OF THE SUSPENDED ITEM COULD BE REINSTATED
AND PAID AT A LATER DATE. SUSPENSIONS ARE DIFFERENT FROM RETAINASES
IN THAT RETAINAGES ARE MADE IN ACCORDANCE WITH STIPULATIONS IN T4E
CONTRACT WHEREAS SUSPENSIONS ARE MADE AS A RESULT OF NON-PERFORMANCE
OR QUESTIONABLE CHARGES.
DISALLOWANCES CAN ALSO BE MADE AS A RESULT OF AN AUDIT. THESE
DISALLOWANCES ARE MADE ON CHARGES WHICH HAVE ALREADY BEEN PAID.
IF CHARGES ARE DISALLOWED) THEY ARE DEDUCTED FROM FINAL RETAINAGE
PAYMENTS OR ARE BILLED TO THE CONTRACTOR.
ALL SUSPENSIONS AND WITHHOLDINGS FROM INCEPTION TO OATE AS WELL AS
ALL PAYMENTS OF RETAINAD AMOUNTS MUST
BE MAINTAINED FOR SU3SEQUENT REPORTING PURPOSES.
X. NEED FOR A TwU LINE DESCRIPTIOA FIELD ON THE CONTRACT HEADER
THAT WOULD AUTOMATICALLY BE BROUGHT FORWARD TO EACH INVOICE
HEADER AGAINST THAT CONTRACT
WE PROBABLY CAA USE TEXT HERE.
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UPDATED 11/13 1520
REQUIREMENT 02
THIS REQUIREMENT ADDRESSES THE NEED FOR GENERATING PRO-FORMA
ACCOUNTING ENTRIES TO RECORD ACTIVITY IN THE PURCHASING AND ACCOUNTS
PAYABLE MODULES.
AS TRANSACTIONS ARE RECORDED WITHIN THE MODULES LAP AMU PUR),
GENERAL LEDGER ENTRIES SHOULD BE GENERATED TO wecom THE ACTIVITY.
THESE GL ENTRIES SERVE TO RECORD FUND BALANCE INFORMATION (THE
MOVEMENT OF MONEY THROUGH THE BUDGETARY ACCOUNTS) AND TO RECORD
THE PROPRIETARY EFFECT OF A TRANSACTION.
CURRENTLY, THERE ARE SYSTEMS WITHIN THE FEDERAL GOVERNMENT
THAT ALLOW THE RECORDING OF THESE GENERAL LEDGER ENTRIES THROUGH
THE MEANS OF TRANSACTION CODES. A TRANSACTION CODE IS A CODE THAT
REPRESENTS A PAIR OR PAIRS OF GENERAL LEDGER ENTRIES TO SPECIFED
ACCOUNTS. THE COMPLETION OF A TRANSACTION WITHIN A SUBSYSTEM (E.G.
THE OPENING OF A REQUISITION) WOULD BE ASSOCIATED WITH A
SPECIFIC TRANSACTION CODE. EACH TIME THE TRANSACTION WAS COMPLETED,
A GENERAL LEDGER ENTRY WOULD BE GENERATED USING THAT cooDE TO DETER-
MINE WHICH GL ACCOUNTS TO DE3IT AND CREDIT.
0 THE MINIMUM REQUIREMENT FOR BETAll AS IT RELATES TO THE
FUNCTIONALITY REPRESENTED BY THESE TRANSACTION CODES WOULD BE TO
ALLOW THE DEFINITION OF A STANDARD JOURNAL ENTRY FOR EACH
TRANSACTION IN THE SUBSYSTEM THAT GENERATES GL ENTRIES. THIS WOULD
CD REQUIRE A SCREEN TO IDENTIFY THE TRANSACTION THAT THE ENTRIES WERE
BEING DEFINED FOR AND THE CAPABILITY TO LIST THE ACCOUNTS THAT
WOULD BE OFBITED AND CREDITED AS EACH TRANSACTION WAS COMPLETED.
AT THIS POINT, IF FURTHER FUNCTIONALITY WAS REQUIRED,
CD THE USER COULD INTERJECT SOME ADDITIONAL LOGIC
THROUGH SOME ADDITIONAL USER DEFINED CODE TO HAVE GL ENTRIES
GENERATED FOR SOME SUBSET OF THE COMPLETION OF THE ENTIRE
TRANSACTION (E.G. BASED ON OBJECT CLASS CODES ON A REQ LINE ITEM).
OPTIMALLY, THE CAPABILITY IS REQUIRED TO DETERMINE THE GL ENTRY
BASED ON SOME FURTHER DEFINABLE CRITERIA WITHIN THE TRANSACTIDA
THAT COULD BE RE3RESENTED BY A SERIES OF VALUES. DEPENDING
ON THE VALUES IN THE TRANSACTION, A DIFFERENT TRANSACTION CODE WOULD
BE INVOKED AND A DIFFERENT SET OF GL ENTRIES WOULD BE GENERATED.
THIS WOULD REQUIRE A CAPAFILITY TO BUILD THIS TABLE OF VALUES
ON-LINE (AND IN BATCH AS WELL) TO DEFINE THE APPROPRIATE
ENTRIES TO THE GL FOR EACH TRANSACTION REPRESENTED IN THE
SUBSYSTEMS.
Cr
C
i
WITHIN THE FEDERAL GOVERNMENT, THERE IS FURTHER MOVEMENT TOWARD THE
USAGE OF A STANDARD GENERAL LEDGER CHART OF ACCOUNTS (GWGL).
CURRENT FUNCTIONALITY PROVIDED IA THE 1.3 BETAI RELEASE PROVIDES
THE.CAPABILITY TO SET-OP AN ACCOUNT STRUCTURE THAT SUPPORTS
REPORTING UNDEP THE GWGL. THE ADDITION OF THE ABOVE FUNCTIONALITY
AS IT RELATES TO THE ABILITY TO RECORD MULTIPLE ENTRIES TO GL
FOR A TRANSACTION, ENHANCES THE ABILITY OF THE USER TO. MAKE FULL
USE OF THE GWGL MORE EASILY.
THERE ARE ADDITIONAL AREAS WITHIN THE CURRENT BETA! RELEASE WHIC-1
REQUIRE THE GENERATION OF GENERAL LEDGER ENTRIES.
ALL THE APPROPRIATION DISTRIBUTION ENTRIES REQUIRE ENTRIES TO THE
GENERAL LEDGER. BOP, ONR, BEP, AND THE CIA ALL REACTED INDIFFERENTLY
TO THE REQUIREMENT TO GENERATE GL ENTRIES FROM THE REQAPP & APPRCTPL
TRANSACTIONS BECAUSE OF THE LOW VOLUME OF ENTRIES, THOUGH ALL AGREED
IT WOULD BE mict TO HAVE.
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REQUIREMENT 03 YEAR-END CLOSING
UPDATED 11/20 1205
THIS WRITE-UP COVERS THE FUNCTIONAL REQUIREMENTS FOR YEAR-END
FROM AN ACCOUNTING (BUDGETARY ACCOUNTS) AND A PURCHASING
PERSPECTIVE.
I ACCOUNTING REQUIREMENTS
ONE YEAR FUNDS
THERE ARE FOUR STEPS THAT ARE FOLLOWED IN A ONE YEAR FUND TO
ACCOMPLISH YEAR-END CLOSE.
- REVERSE ALL COMMITMENTS
- WITHDRAW UNOBLIGATED BALANCE
- RECONCILE CASH AND OUTSTANDING UNDELIVERED ORDERS NET
OF OUTSTANDING AP'S AND AR's.
- SET-UP CONTROLS FOR PROCESSING CURRENT YEAR REMAINING
FUNDS (UNLIQUIDATED OBLIGATIONS) IN THE SUBSEQUENT YEAR
REVERSING ALL COMMITMENTS IS ACCOMPLISHED BY CANCELLING ALL
OUTSTANDING REQUISITIONS THAT WERE OPEN ON 9/30. THE REQUIREMENT
IS FOR A BATCH CAPABILITY TO SWEEP THE DATABASE FOR ALL REQUISITIONS
IN AN OPEN STATUS WITH LINE ITEMS CHARGED AGAINST THE CURRENT YEAR
FUND (OR REQS THAT HAVE BEEN FUNDED BUT ARE PENDING APPROVAL).
THESE WOULD ONLY BE LINE ITE4S THAT HAVE NOT BEEN PLACED ON
A PO. ONCE IDENTIFIED, THEY WOULD BE CANCELLED. THE CANCELLATION
ALSO ADJUSTS (INCREASES) THE AVAILABLE FUND BALANCE AT EACH
SPENDING POINT TO REFLECT NO OUTSTANDING
COmmITMENTS AND OPTIMALLY WOULD PRODUCE A GL ENTRY TO REFLECT THF
CANCELLATION. MINIMALLY, THE JOURNAL ENTRY COULD BE PRODUCED
MANUALLY, BUT THIS WOULD BE A VERY TIME CONSUMING PROCESS.
THE WITHDRAWAL OF ALL UNOBLIGATED BALANCES WOULD REQUIRE, IN
EFFECT, A REVERSAL OF THE APPROPRIATION DISTRIBUTION PROCESS
BUT Is A BATCH FORMAT. THE PROGRAM WOULD START AT THE LOWEST
LEVEL OF FUNDS DISTRIBUTION AND REVERSE BACK ANY UNSPENT ?
(UNOBLIGATED) APPROPRIATION
AUTHORITY. IN THE BETAI RELEASE OF 1.3, THAT AMOUNT
WOULD BE THE DIFFERENCE BETWEEN THE CURRENT DISTRIB AMOUNT AND
THE LOWER LIMIT AMT. THESE AMOUNTS WOULD BE REVERSED UP TO THE TOP
OF THE STRUCTURE WITH THE NET RESULT BEING THE AMOUNT OF
(UNOBLIGATED) FUNDS TO BE RETURNED TO THE TREASURY.
THE ASSUWITION HERE IS THAT THE REQUISITION AMOUNTS WOULD ALREADY
HAVE BEEN REVERSED, SO THAT THE LOWER LIMIT AMOUNTS WOULD ONLY
REFLECT OBLIGATED- kMOUNTS.
AS THE FUNDS ARE REVERSED UP THE STRUCTURE, THE APPROPRIATE GL
ENTRIES WOULD HAVE TO BE PRODUCED TO REFLECT THE WITHDRAWAL.
GL ENTRIES TO REFLECT THE FINAL SETTLEMENT AND SUSEQUENT RETURN OF
FUNDS TO THE TREASURY IS CURRENTLY ACCOMPLISHED MANUALLY AT EVERY
USER SITE. NO SITE COULD SEE THE NEED TO AUTOMATE THIS PROCESS.
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THE RECONCILIATION OF THE REMAINING CASH BALANCE WITH THE
BALANCE OF UNDELVERED ORDERS (NET OF AR'S AND AP'S) IS CURRENTLY
A MANUAL PROCESS AT ALL SITES. THE PjRPOSE OF THIS ACTIVITY IS TO
BE CERTAIN THAT ENOUGH OF THE APPROPRIATION UNDISBURSED BALANCE
(CASH) WILL BE AVAILABLE IN THE APPROPRIATION
TO COVER THE SETTLEMENT OF OUTSTANDING UNDELIVERED ORDERS IN
SUBSEQUENT FISCAL YEARS. THERE WAS REALLY NO REQUIREMENT TO
AUTOMATE THIS PROCESS. SOME SORT OF CULPRIT REPORT COULD BE
WRITTEN TO FACILITATE THIS RECONCILIATION PROCESS.
ONCE THE FUNDS HAVE BEEN RETURNED TO THE TREASURY, THE BALANCES
REMAINING IN THE APPROPRIATION STRUCTURE ARE TO COVER VALID
OUTSTANDING (UNLIQUIDATED) OBLIGATIONS THAT EXISTED AT YEAR-END.
THE CONTROLS SHOJLD STILL EXIST AT THE SAME FUNDING POINTS AS WERE
IN PLACE WHEN THE FUNDS WERE FOR THE CURRENT YEAR.
FOR M YEAR PROCESSING, ALL OBLIGATED BALANCES ROLLED FORWARD ARE
MELDED INTO ONE FUNDING POINT FOR ALL YEARS (BOPICIAIBEP).
ONR AND CIA NEED TO KEEP SEPARATE DETAIL FOR EACH YEAR THAT
COMPRISES THE M YEAR.
A MAJOR CONCERN OF THE CIA IS HOW TO GET A FUND ROLLED INTO
M YEAR. IF THE FUND RETAINS ITS IDENTITY, THEN THE ORG 0 WILL REMAIN
THE SAME AND SUBSEQUENT YEARS PROCESSING FOR A DOCUMENT WILL
BE THE SAME AS WHEN IT WAS AGAINST A CURRENT YEAR FUND.
HOWEVER, IF THE FUND IS MERGED INTO AN M YEAR ORG, DOES THE
FUNDING DISTRIBUTIONS ON THE ORIGINAL ORDER AUTOMATICALLY
GET CHANGED BY THE SYSTEM TO THE NE w MERGED YEAR ORG CODE??
ANOTHER ISSUE IS THAT, EVEN THOUGH THE FUNDS ARE STRIPPED
FROM THE APPROPRIATION STRUCTURE DURING THE WITHDRAW ROLL-UP
PROCESS, FUNDS CAN STILL BE SPENT TO
COVER UN-RECORDED OBLIGATIONS AND INCREASES TO EXISTING OBLIGATIONS
FOR PRICE CHANGES. IF ALL FUNDS HAVE BEEN REMOVED FROM THE
STRUCTURE, THEN INCREASES OR ADDITIONAL SPENDING FOP UN-RECOW1ED
OBLIGATIONS WILL FAIL THE FUNDS CHECK. IT WOULD REQUIRE ADJUSTMENTS
TO THE FUNDS STRUCTURE EVERY TIME AN INCREASE OCCURS. WHAT NEEDS TO
9E CONTROLLED IS THAT THE ADDITIONAL AMOUNT SPENT DOES NOT EXCEED
THE ORIGINAL AMOUNT OF THE APPROPRIATION.
ANY ADDITIONAL OBLIGATIONS INCURRED AS A RESULT OF RECORDING THE
ABOVE MENTIONED INCREASES MUST BE SETTLED WITH TREASURY AND FUNDS
RESTORED TO COVER THE ADDITIONAL OBLIGATION AMOUNT. THIS PROCESS
IS USUALLY COMPLETED AT YEAR-END WITH THE COMPLETION OF THE
TES-2108 REPORT TO TREASURY.
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MULTI YEAR FUNDS
THE STEPS THAT ARE FOLLOWED IN A MULTI-YEAR FUND TO ACCOMPLISH
YEAR-END CLOSE ARE DIFFERENT THAN THOSE FOLLOWED FOR A ONE-YEAR
FUND.
COMMITMENTS ARE NOT REVERSED AT YEAR END.
HOWEVER, IN ORDER TO ACCOMPLISH FISCAL YEAREND REPORTING,
THE SAME ROLL-UP PROCESS MUST TAKE PLACE TO
REPORT THE CORRECT UNOBLIGATED BALANCE BROUGHT FMIRMARD FOR TREASURY
REPORTING. IN ORDER TO ACCOMPLISH THIS, THE COMMITTED AMOUNTS ARE
NOT INCLUDED AS FUNDS SPENT.
ALSO, ONCE THE ROLL-UP IS ACCOMPLISHED TO MEET THE ggpaRTING
REQUIREMENTS, THE UNOBLIGATED BALANCES THAT WERE STRIPPED WOMM THE
FUNDING POINTS, MUST BE
REDISTRIBUTED TO THEIR ORIGINAL FUNDING POINTS TO HANDLE
PROCESSING (LIQUIDATION OF THE OBLIGATIONS) IN THE SUBSEQUENT FISCAL
YEAR. THAT OBLIGATIONAL AUTHORITY IS STILL USABLE IN THE SUBSEQUENT
YEARS UNTIL THE APPROPRIATION LAPSES (2 YEARS AFTER THE EXPIRATION
OF THE APPROPRIATION).
PERIOD END PROCESSING
THERE DO NOT SEEM TO. BE ANY SPECIAL REQUIREMENTS FOR PERIOD-END
PROCESSING.
II PURCHASING REQUIREMENTS
ONE YEAR FUND
IN DEALING WITH THE CLOSE OF A ONE YEAR FUND, THE THEORY
IS THAT THE NEED FOR THE GOODS OR SERVICES HAS
LAPSED IF IT WAS NOT FULFILLED (I.E. THE FUNDS COMMITTED/
OBLIGATED) BY THE YEAR-END. BOP MAKES
THE REQUISITIONER RE-SuBMIT THE REQUISITION TO RE-ESTABLISH IT
? FOR THE NEW YEAR AND TO GO THROUGH THE ENTIRE APPROVAL PROCESS
AGAIN. OTHER AGENCIES (CTA, ONR, BEP) WOULD PREFER SOME METHOD
OF REVIEWING THE OPEN REQ'S AND RE-ESTABLISHING VALID REQS AGAINST
THE NEW YEAR'S APPROPRIATION AND TO RE-NUMBER THE REQUISITIONS
o USING THE NEW YEAR NUMBER STRUCTURE (E.G. FY 87 TO FY 88).
THE KEY HERE IS TO NOT HAVE TO RE-KEY ALL OPEN REQS THAT ARE
REQUIRED TO BE RE-COMMITTED AGAINST THE NEW YEAR FUNDS.
OPTIMALLY, THE REQUIREMENT IS FOR AN ON-LINE QUEUE OF THE
O SELECTED REQUISITIONS SO THAT THEY COULD BE SELECTED/DE-SELECTED
RATHER QUICKLY. MINIMALLY, A REPORT IS REQUIRED LISTING ALL ELIGIBLE
REQUISITIONS TO BE USED TO REVIEW THE REQUISITIONS USING
EXISTING FACILITIES WITHIN THE PURCHASING MODULE. SELECTED REQS
40 WOULD THEN BE RE-COMMITTED AGAINST THE NEW YEAR'S FUNDS.
MULTI YEAR FUNDS
FOR MULTI-YEAR FUNDS, COMMITMENTS ARE NOT CANCELLED FOR THOSE YEARS
? OTHER THAN THE FINAL FUND YEAR. (IN THE CASE OF A FINAL FUND YEAR,
PROCESSING SAKE AS A, ONE. YEAR, FUND -AND. USUALLY ALL
COMMITMNETS ARE CANCELLED ENTIRELY). REQUISITION NUmLIERS ON filE
CURRENT YEAR REQS ARE NOT CHANGED TO REFLECT THE NEW YEAR
NUMBERING STRUCTURE. AS THE REQUISITIONS ARE PLACED TO PO'S
IN THE CURRENT YEAR, THE OBLIGATION IS CHARGED TO THE CURRENT
YEAR AND THE COMMITMENT IS REVERSED FROM THE CARRIED FORWARD
BALANCE.
FOR PURCHASE ORDEtRS WHICH SPAN MULTI YEARS, AN OBLIGATION IS USUALLY
MADE EACH FISCAL YEAR FOR THE NEW YEAR'S FUNDING AUTHORITY.
THAT NEW BLOCK OF OBLIGATION FOR THE PO WOULD BE CHARGED TO THE
CURRENT YEAR FUNDS FOR THE APPROPRIATION. THIS ALSO ALTS TO ALL
TyPES-OF CONTRACTS IDENTIFIED IN REQUIREMENT el.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
UPDATED ti/te Aziu
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
MEQUIREMENI wr
THIS REQUIREMENT ADDRESSES THE NEED FOR A CAPABILITY TO
PROCESS SIBAC AND 1091 BILLING DOCUMENTS.
THE TERM SIBAC STANDS FOR 'SIMPLIFIED INTEGRATED BILLING
AND COLLECTION'. IT IS A PROCESS USED FOR INTERAGENCY
INVOICING AND PAYMENT THROUGH THE TREASURY. THE PAYMENTS
ARE MADE EXTERNAL TO A/P, BUT THE INVOICE AND PAYMENT DATA
MUST BE RECORDED WITHIN A/P SO THAT THE PROPER JOURNAL
ENTRIES CAN BE TRANSMITTED TO G/Le
THE FLOW OF INFORMATION IN THE SIBAC PROCESS IS AS FOLLOWS:
Ie AN AGENCY, EG. GSA (GENERAL SERVICES ADMIN.) WANTS PAY-
MENT FROM A SECOND AGENCY, EG. BOP (BUREAU OF PRISONS)
FOR GOODS ORDERED AND/OR DELIVERED. GSA PREPARES
SF....7306 (EXAMPLE A) TO INITIATE THE TRANSFER OF FUNDS,
AND SENDS THE 7306 WITH SUPPORTING INVOICE DETAIL TO
TREASURY.
2? TREASURY PROCESSES THE 73061 TRANSFERS THE APPROPRIATE
FUNDS FROM BOP'S CLEARING ACCOUNT TO GSA'S, AND
SENDS A COPY OF THE 7306 TO BOP.
3. BOP ENTERS THE SIBAC INVOICE AND PAYMENT INFORMATION
IN THEIR A/P SYSTEM. THE SIBAC INFORMATION MUST BE
ENTERED AS PROCESSED.
A. IF BOP DISAGREES WITH ANY PART OF THE BILLING, BOP
MUST PREPARE AN SF-238 (EXAMPLE 13) FOR THE DESIRED
CREDIT, OBTAIN THE APPROVAL OF THE SIBAC REPRESENTA-
TIVE AT GSA, AND SEND THE 238 TO TREASURY FOR PROCESSING.
THE CREDIT SHOULD NOT.BE ENTERED INTO A/P UNTIL IT IS
PROCESSED BY TREASURY AND A COPY IS RETURNED TO BOP.
(NOTE: JOURNAL ENTRIES ARE CREATED FROM THE AP INVOICE
AND PAYMENT INFORMATION FOR SIBAC BILLINGS AS THEY
ARE FOR ALL EXTERNAL VENDOR INVOICES AND PAYMENTS.)
THE SF-1081 BILLING AND COLLECTION PROCESS IS USED BY
AGENCIES WHICH DO NOT QUALIFY FOR SIBAC. IT ALSO REFERS TO
TRANSFERS OF FUNDS dY TREASURY. HOWEVER, BOTH THE BILLING
AND THE PAYING AGENCIES AGREE TO THE TRANSFER BEFOREHAND.
THE FLOW OF INFORMATION IN THE 1081 PROCESS IS AS FOLLOWS:
1. AN AGENCY, EG. OCC (OFFICE OF THE COMPTROLLER OF THF
CURRENCY) WANTS PAYMENT FROM A SECOND AGENCY,
EG. BOP (3UREAu OF PRISONS) FOR GOODS ORDERED AND/OR
DELIVERED. OCC PREPARES SF???1081 (EXAMPLE C) AND SENDS
THE 1081 WITH SUPPORTING INVOICE DETAIL TO BO?.
- -
2. BOP REVIEWS THE 1031. IF BOP AGREES wITH THE CONTENT
OF THE BILLING THEY wOULD ENTER THE INVOICE AND PAY-
MENT DATA IN THEIR A/P SYSTEM. BOP SENDS A COPY OF THE
PROCESSED 1081 (IE. WITH VOUCHER NUMBER) BACK TO OCC.
IF BOP DISAGREES WITH ANY PART OF THE BILLING, THEY
WOULD MAKE CORRECTIONS AND RETURN THE 1081 TO OCC.
ONLY WHEN BOTH PARTIES AGPEE TO THE CONTENT OF THE
BILLING SHOULD IT BE ENTERED IN THE A/P SYSTEM OF
BOP.
3. BOP INCLUDES THE 1081 CASH DISBURSEMENT ON ITS SF-224
(EXAMPLE D) TO TREASURY AT THE END OF THE APPROPRIATE
ACCOUNTING PERIOD. THE TRANSFER OF FUNDS IS THEN
EFFECTED BY TREASURY.
(NOTE: JOURNAL ENTRIES ARE CREATED FRO' THE A/P INVOICE
AND PAYMENT INFORMATION FOR 1081 BILLINGS AS THEY
ARE FOR ALL EXTERNAL VENDOR INVOICES AND PAYMENTS.)
SIBAC PAYMENTS ARE MADE AGAINST ORDERS WHICH HAVE PREVIOUSLY BEEN
OBLIGATED. S(BIKC PAYMENTS ( OR 1081 PAYMENTS) ARE MADE FOR
GSA BILLINGS (FEDSTRIP), POSTAL SERVICE PENALTY MAIL, AND GPO ORDERS
AMONG OTHERS. AS EXPLAINED ABOVE, PAYMENTS ARE MADE BY THE TREASURY
BY WITHDRAWING THE FUNDS FROM THE CUSTOMER AGENCY. THE PROBLEM IS
THAT IN MANY INSTANCES THE GOODS TAKE SEVERAL MONTHS TO BE DELIVERED
TO THE CUSTOMER, BUT THE BILLING AND PAYMENT HAVE ALREADY TAKEN
PLACE. WHEN THE CUSTOMER AGENCY TRIES TO PROCESS THE PAYMENT FOR
AN ORDER WHERE MATCHING WAS REQUIRED, THE TRANSACTION FAILS.
IF MATCHING IS TURNED OFF THE TRANSACTION WILL WORK. HOWEVER, IF THE
MATCHING IS EVENTUALLY REQUIRED, THERE IS NO FACILITY TO GO BACK
WHEN THE GOODS ARE FINALLY RECEIVED TO DO THE MATCHING. WHAT IS
THEN REQUIRED IS THL CAPABILITY TO HAVE A PAYMENT ACCEPTED
IN A SITUATION WHERE MATCHING IS REQUIRED AND THE GOODS HAVE NOT
BEEN RECEIVED ANL) TO GO BACK AT A LATER TIME AND COMPLETE THE
MATCHING PROCESS.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
UPDATED 11/20 1115
REQUIREMENT 09
THIS REQUIREMENT ADDRESSES THE NEED FOR AUDIT TRAIL REPORTING
FOR FUNDS DATA.
WE WERE UNABLE TO GET ANY REAL DEFINITIVE DATA ON AUDIT TRAIL REVS
PERTAINING TO RECORD RETENTION BECAUSE MOST OF THE SITES HAVE NOT
REALLY HAD THE TIME TO THINK ABOUT WHAT THEY NEED. WE HAVE, HOWEVER,
CONTACTED GSA AND GAO TO GET COPIES OF THE REGULATIONS PERTAINING TO
ARCHIVING DATA AND THE RETRIEVABILITY OF THAT DATA.
WE WERE ABLE TO GET AN IDEA OF WHICH DATA ELEMENTS WOULD BE NEEDED
TO SATISFY INTERNAL AUDIT REQUIREMENTS FOR REVIEWING TRANSACTIONS
AFFECTING A FUND bALANCE. THESE ELEMENTS ARE LISTED BELOW:
- WHO MADE THE TRANSACTION
- WHEN IT WAS MADE (TIME AND DATE)
- ON WHAT TERMINAL IT WAS MADE
- THE FUND BALANCE BEFORE THE TRANSACTION TOOK PLACE
- THE FUND BALANCE AFTER THE TRANSACTION WAS COMPLETE
- A REASON CODE FOR WHY THE TRANSACTION WAS REJECTED
OR FAILED (THIS COULD BE DERIVED FROM THE OTHER DATA)
- THE FUND THAT WAS AFFECTED BY THE TRANSACTION
- ALL THE DATA ELEMENTS FROM THE OBLIGATING DOCUMENT
AFFECTING THE FUNDS BALANCE
ADDITIONALLY, THERE IS A NEED TO BE ABLE TO ACCESS THE FUNDING
INFORMATION IN CONJUNCTION WITH THE PROCESSING INFORMATION FO Q THE
DOCUMENT. THE BIGGEST COMPLAINT OF THE USERS WAS THAT SEVERAL
RECORDS OR FILES WOULD CONTAIN THE DATA NECESSARY TO PERFORM AN
AUDIT OF A CONTRACT OR OTHER PROCUREMENT DOCUMENT AND THAT ACCESSING
THE DATA IN ANOTHER FILE FPCA THE CURRENT FILE WAS VERY DIFFICULT.
AT A MINIMUM, WE SHOULD PROVIDE THE CAPABILITY OF REVIEWING THE
FUND EVENT RECORDS AND EASILY GETTING TO A DATABASE BEFORE AND
AFTER IMAGE OF THE DOCUMENT BEING REVIEWED.
FURTHER RESEARCH SHOULD BE DONE WITH THE INTERNAL AUDIT STAFFS
AT BOP AND CIA ONCE WE HAVE RECEIVED THE DOCUMENTATION FROM GAO AND
GSA.
WE RECEIVED A CALL FROM GAO ON 11/19 AND WERE INFORMED THAT
THERE WERE NO DETAIL REGULATIONS PERTAINING TO THE DATA ELEMENTS
REatIrmea, FOR AUUTTAe1LtTY'FROW6*04'S PER'SPEETIVE,. TH&I.RGM,IDEL&ME
TO THE AGENCIES IS CITING THE TFRM PEG'S WHICH REQUIRE ALL
DATA ELEMENTS NECESSARY FOR COMPLETION OF THE TFS-2108 YEAR-END
REPORT TO BE ACCESSIBLE FOR PRIOR YEAR TRANSACTION REPORTING AND
AUDIT. COPIES OF THE RELEVANT SECTIONS OF THE TERM ARE RESIDENT IN
WESTWOOD. IF NOT, WE CAN OBTAIN A COPY FROM BOP.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
_ _ _ _
REQUIREMENT 010
THIS WRITE-UP COVERS THE NEED FOR ALTERNATE METHODS FOR
PERFORMING eusGeT oisTRteuTIow.
THERE ARE SEVERAL REQUIREMENTS FOR ADDITIONAL FUNCTIONALITY FOR
PROCESSING OGET DISTRIBUTION TRANSACTIONS.
IN THE NON-FEDERAL ENVIRONMENT, IT IS NOT REQUIRED _ .COMPLETE
101HE SF-132 TRANSACTION MANDATED BY THE OFFICE OF T AND
BUDGET (OMB) FOR FEDERAL AGENCIES. IN THE BETAI RELEASE, HOWEVER,
THE REQAPP TRANSACTION IS THE ONLY WAY TO GET APPROPRIATION DOLLARS
FROM THE TOP OF THE FUNDS STRUCTURE TO THE LEVEL NEEDED TO
USE THE APPROIST TRANSACTION. TO BRIDGE THIS GAP IFIIR THE NON-
FEDERAL USERS AND TO MAKE IT SO THEY DON'T HAVE TO USE THE
REQAPP TRANSACTIONS, ANOTHER TRANSACTION IS REQUIRED TO MOVE
THE DOLLARS THROUGH THE SECOND LEVEL OF THE FUNDS STRUCTURE.
ADDITIONALLY, THE APPRCTRL TRANSACTION THAT POPULATES DOLLARS
INTO THE TOP OF A FUNDS STRUCTURE, IS A FEDERALLY ORIENTED
11 TRANSACTION. THE REQUIREMENT WOULD BE TO ADD ANOTHER SCREEN
FOR NON-FEDERAL USERS WHICH CONTAINS MORE GENERIC DATA ELEMENTS
FOR LOADING THE SPENDING AUTHORITY.
11 THE ACTUAL DISTRIBUTION OF THE APPROPRIATIONS DOWN THROUGH THE
THE FUNDS STRUCTURE IS MORE OF A REQUIREMENT OF THE FEDERAL
GOVERNMENT (ALTHOUGH SOME NON-FEDERAL USERS CAN MAKE USE OF THIS
FEATURE) THAN IT IS OF THE NON-FEDERAL USER.. IT IS EXTREMELY
11 TIME-CONSUMING, BECAUSE OF THE CONTROL FEATURES, TO ADD THE
APPROPRIATION DISTRIBUTIONS FOR A VERY LARGE FUNDING STRUCTURE.
THESE CONTROL FEATURES NORMALLY ARE NOT REQUIRED IN A NON-GOVERN-
MENT ENVIRONMENT.
11 TO FACILITATE THE NON-FEDERAL USERS, IT IS REQUIRED THAT THERE BE
A CAPABILITY TO USE BATCH FACILITIES TO LOAD THE APPROPRIATION
DATA.
THERE EXISTS IN BETA! THE CAPABILITY TO LOAD BUDGET DATA THROUGH
11 THE SACS PROGRAMS. ONE ALTERNATIVE WOULD BE TO DERIVE APPROPRIATION
DATA FROM A BUDGET AND LOAD IT INTO THE APPROPRIATION BUCKETS IN
THE FUNDING STRUCTURE. THIS WOULD ALLOW THE USER TO CREATE SEVERAL
VERSIONS OF THE APPROPRIATION DISTRIBUTION AND LOAD THE FINAL INTO
11 THE FUNDING STRUCTURE. THE OTHER ALTERNATIVE WOULD BE TO MODIFY THE
BACM PROGRAMS TO ADO THE FUNCTIONALITY WHICH WOULD ALLOW BATCH
MAINTENANCE OF THE APPROPRIATION BUCKETS.
EITHER ONE OF THESE ALTERNATIVES WOULD ALLOW THE USER THE
11 FLEXIBILITY OF CREATING THE APPROPRIATION DISTRIBUTIONS IN A BATCH
ENVIRONMENT ANO LOADING THE FINAL APPROPRIATION AMOUNTS IN A BATCH
MODE (LESS CONTROL, FASTER INPUT).
??????????./.../II?41?Ni...???????
ONCE THE APPROPRIATION DOLLARS WERE LOADED INTO THE FUNDS STRUCTURE,
AN APPROPRIATION ROLL-UP PROGRAM COULD BE RUN TO LOCK THE DOLLARS
INTO THE STRUCTURE AND PREVENT FURTHER MANIPULATION OTHER THAN
THROUGH THE APPRDIST TRANSACTION.
it (WW IS WRITING THE SPECS FOR THE APPROPRIATION ROLL-UP PROGRAM)
ALL NON-FEDERAL USERS THAT PROVIDED INPUT NEED THE CONTROL THAT
APPRDIST OFFERS ONCE THE FINAL APPROPRIATION HAS, BEEN, LOADED.,
THE MAXIMUM NUMBER OF BUDGETS REQUIRED TO BE USED FOR MANIPULATION
L. AND ESTIMATING FOR ANY ONE FUND YEAR WAS EIGHT.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
-
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
UPDATED 11/18 1500
REQUIREMENT 015
THIS REQUIREMENT ADDRESSES THE NEED FOR FUNDS CONTROL INFORMATION
ON THE POSTING CYCLE CONTROL REPORTS.
DATA COLLECTION ACTIVITY SUMMARY (CDCLO)
THE ADDITION OF THE FIELD "NUMBER OF EVENT RECORDS' IF DATA COLLECT'
-ION IS THE ENTRY POINT FOR THE EVENT RECORDS THAT WILL BE PASSED
FROM THE PUP AND AP SYSTEMS.
IT WOULD BE HELPFUL IF THE FIELDS 'BATCH JRNLS' AND "ONLINE JRNLS'
COULD BE BROKEN DOWN BETWEEN FUND JRNLS AND STANDARD JRNLS.
ACCEPTED JOURNALS REPORT (CJEDO)
ADDITIONAL HEADER INFORMATION NEEDED FOR FUND JRNLS :
1.FUND CONTROL TOTALS
2.POST INDICATOR
3.JRNL TYPE
ADDITIONAL DETAIL LINE INFORMATION NEEDED FOR FUND JRNLS:
I.AMOUNT TYPE
2.FUND STATUS
ADMITIONAL BALANCING INFORMATION NEEDED FOR FUND JRNLS:
'.FUNDS TRANSACTION TOTALS (BY CREDITS AND DEBITS)
2.FUNDS CONTROL TOTALS
3.DIFFERENCE FROM FUNDS CONTROL TOTALS
IT WOULD BE HELPFUL TO HAVE THE STANDARD JRNLS SORT SEPARATELY
FROM THE FUNDS JRNLS. IF WE COULD PRINT AN ACCEPTED STANDARD
JRNLS REPORT THEN AN ACCEPTED FUNDS JRNLS REPORT, THIS WOULD
ALLOW THE USER TO RECONCILE THEIR INPUT EASIER.
ERROR RECYCLE REENTRY REPORT (CJED3)
ADDITIONAL HEADER INFORMATION NEEDED FOR FUND JRNLS :
1.FUND CONTROL TOTALS
2.POST INDICATOR
3.JRNL TYPE
ADDITIONAL DETAIL LINE INFORMATION NEEDED FOR FUND JRNLS:
I.AMOUNT TYPE
2.FUND STATUS
ADDITIONAL BALANCING INFORMATION NEEDED FOR FUND JRNLS:
1.FUNDS TRANSACTION TOTALS (BY CREDITS AND DEBITS)
2.FUNDS CONTROL TOTALS
3.DIFFERENCE FROM FUNDS CONTROL TOTALS
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
IT WOULD BE HELPFUL TO HAVE THE STANDARD JRNLS SORT SEPARATELY
FROM THE FUNDS JRNLS. IF WE COULD PRINT AN ERROR RECYCLE STANDARD
JRNLS REPORT THEN AN ERROR RECYCLE FUNDS JRNLS REPORT, THIS WOULD
ALLOW THE USER TO RECONCILE THEIR INPUT EASIER.
OPTIMALLY THE ERROR RECYCLE REPORT SHOULD ONLY REFLECT THE DETAILS
OF THE FUND JRNLS THAT HAVE FAILED NORMAL EDITS. IF THE FUNDS JRNL
REQUIRES A FUNDS CHECK THIN A SEPARATE REPORT WITH HEADER INFO ONLY
SHOULD BE PRODUCED. THIS WOULD SERVE AS A CONTROL DOCUMENT FOR INPUT
INTO THE NEXT PROGRA9 (CFCBUFGL). IN THE REPORT OUT OF' THECFCBUFGL
IT SHOULD MIRROR THEN THE ACCEPTED JRNLS REPORT, ERROR RECYCLEIAND
THE CONTROL SUMMARY REPORT THAT IS PRODUCED OUT OF CJEDO.
JOURNAL CONTROL SUMMARY REPORT (CJEDO)
ADDITIONAL SUMMARY CONTROL SECTIG% NEEDED FOR FUNDS JRNLS.
IT SHOULD INCLUDE: SUMMARY INFORMATION FOR:
1.LAST YEAR TRANS BY AMT TYPE
2.PRIOR PERIOD TRANS BY AMT TYPE
3.CURRENT PERIOD TRANS BY AMT TYPE
4.ALL FUNDS TRANS BY AMT TYPE
OPTIMALLY THESE CONTROL TOTALS SHOULD NOT REFLECT THE FUNDS JRNLS
THAT NEED A FUNDS CHECK. THEY SHOULD BE REFLECTED IN THEIR OWN
CONTROL TOTAL SUMMARY.
JOURNAL FUNDS CONTROL CHECK AUDIT REPORT (CFCBUFGL)
THIS SHOULD BE RENAMED 'FUNDS CONTROL CHECK AUDIT REPORT'
THIS REPORT SHOULD HAVE CONTROL TOTALS FOR INPUT AND
OUTPUT TO THE PROGRAm(COUNT AND AMOUNT WOULD BE HELPFUL).
MINIMALLY THIS REQUIRES HEADER INFORMATION ON ALL FUND JRNLS
THAT HAVE PASSED A FUNDS CHECK. ALSO THERE NEEDS TO BE CONTROL
TOTALS COUNT AND AMOUNT PlY ACTUALS AND OTHER AMT TYPES.
OPTIMALLY A DETAIL REPORT OF ACCEPTED ERROR AND ALSO CONTROL
TOTAL SUMMARY LIKE JEDO PRODJCES.
ORGANIZATION CONTPOL TOTALS (CPOSO)
THE ONLY CHANGE IS TO SEPARATE OUT ACCEPTED FILE INPUT BY WHAT
WAS ACCEPTED IN JEDO AND WHAT WAS ACCEPTED BY CFCBUFGL PROGRAM.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
UPDATED 11/19 1100
REQUIREMENT 017
THIS REQUIREMENT ADDRESSES THE NEED FOR FEDSTRIP/MILIFRIP
PROCESSING.
FEDSTRIP DOCUMENTS ARE PURCHASE ORDERS FOR GSA SUPPLIES.
MILSTRIP DOCUMENTS ARE PURCHASE ORDERS FOR DOD SUPPLIES.
THE FORMAT OF THESE DOCUMENTS IS RELATIVELY STANDARD ACROSS MOST OF
THE FEDERAL AGENCIES UTILIZING THE FEDSTRIP/MILSTRIP CAPABILITIES.
BOP'S REQUIREMENT FOR THE FEDSTRIP PROCESSING, ACCORDING TO BOP,
CAN BE MET BY THE USE OF A DIFFERENT NUMBERING STRUCTURE WITHIN
THE PORDER TYPE DOCUMENT.
ON THE OTHER HAND, THE CIA AND ONR REQUIRE CERTAIN DATA ELEMENTS
ON THE ORDER DOCUMENT WHICH ARE REQUIRED BY GSA/D00.
ONR PRODUCES THE HARD COPY DOCUMENT AND SENDS THEM TO GSA/DOD,
WHEREAS THE CIA REQUIRES THE ABILITY TO FEED DATA ELEMENTS TO A
.HOMEGROWN SYSTEM WHICH PRODUCES A FEDSTRIP TAPE. ATTACHMENT REQ17-1
IS A LIST OF THE DATA ELEMENTS REQUIRED BY THE CIA TO GENERATE
THIS TAPE.
AT A MINIMUM, THESE ELEMENTS SHOULD BE INCLUDE()
ON THE PURCHASE ORDER RECORD IN THE CULLINET SYSTEM SO THAT THE
APPROPRIATE DOCUMENT OR TAPE CAN BE FORMATTED FOR A FEDSTRIP/
MILSTRIP DOCUMENT. IN ADDITION, SOME METHOD OF INDICATING WHETHER
A PURCHASE ORDER IS A FEDSTRIP OR A MILSTRIP DOCUMENT SHOULD BE
PROVIDED.
OPTIMALLY, A TAPE GENERATION CAPABILITY
SIMILAR TO THE TREASURY TAPE PROCESS SHOULD BE PROVIDED.
THE LENGTH OF THE STANDARD FEDSTRIP NUMBER IS 15 DIGITS.
NOTE:
CIA HAS ALREADY DEVELOPED THE CAPABILITY TO GENERATE A TAPE
TO THE GSA. IF WE COULD PROVIDE THE DATA ELEMENTS TO GENERATE
THE TAPE, ONR AND BOP MAY BE ABLE TO OBTAIN THE CAPABILITY TO
PRODUCE THE TAPE FROM THE CIA THROUGH THE GOVERNMENT OWNED PROPERTY
DEAL IN THE FEDERAL GOVERNMENT.
---
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-,RDP90-00191R000100070025-9
UPDATED 11/13 1526
REQUIREMENT 123
THIS REQUIREMENT HAS TO DO WITH COMMERCIAL CHECK PROCESSING
FUNCTIONALITY WITHIN THE FEDERAL ENVIRONMENT AND OTHER STATE AND
LOCAL GOVERNMENTS.
FOR THE FEDERAL CUSTOMERS, THE REQUIREMENT IS TO BE ABLE TO
UTILIZE THE CAPABILITIES OF THE PROMPT PAY CALCULATIONS PROVIDED
IN THE BETA 1.3 RELEASE FOR CHECK PROCESSING WITH THE RESULT OF
BEING ABLE TO GENERATE THEIR OWN CHECKS INSTEAD OF PRODUCING A
TREASURY TAPE. SOME AGENCIES WITHIN DOD UTILIZE DOD OR NAVY
PROCESSING CENTERS THAT MORE RESEMBLE NORMAL COMMERCIAL CHECK
CUTTING SHOPS. THE FUNCTIONALITY PROVIDED TC OUR COMMERCIAL
CUSTOMERS WOULD SATISFY THE FEDERAL NEEDS AS TO THE
CAPABILITY TO FORMAT CHECKS, ETC, AND THE FUNCTIONALITY PROVIDED
FOR THE PROMPT PAY IS SUFFICIENT TO SATISFY TREASURY REQUIREMENTS.
WHAT IS REQUIRED IS THE ABILITY TO INCORPORATE BOTH SETS
OF FUNCTIONALITY TOGETHER.
FOR THE STATE AND LOCAL GOVERNMENTS) THE REQUIREMENTS ARE SOMEWHAT
THE REVERSE. IN A FUNDS ENVIRONMENT FOR STATE AND LOCAL) THE
REQUIREMENT DOES NOT EXIST TO BE IN COMPLIANCE WITH THE PROMPT PAY
PROVISIONS MANDATED BY THE TREASURY. THEREFORE, THE SELECT FOR
PAY FUNCTIONALITY PROVIDED CURRENTLY TO OUR COMMERCIAL CUSTOMERS
WOULD SUFFICE. HOWEVER. THAT FUNCTIONALITY NEEDS TO BE OPERATIONAL
IN THE FUNDS ENVIRONMENT.
1:
I.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
- -4
UPDATED 11/19 1045
REQUIREMENT 124
THIS REQUIREMENT ADDRESSES THE NEED FOR INTEGRATION WITH THE
INVENTORY MODULE.
THE MAJOR INTEGRATION POINT FOR FUNDS CONTROL WITH THE INVENTORY
MODULE IS IN THE AREA OF THE ISSUE TRANSACTIONS*
IN THE FEDERAL GOVERNMENT, THERE ARE SEVERAL WAYS FOR AGENCIES
TO SATISFY THEIR NEEDS FOR SUPPLIES AND EXPENDABLE ITEMS.
IN THE FIRST INSTANCE, SUPPLY ITEMS CAN BE PURCHASED DIPECTLY FROM
VENDORS THROUGH THE NORMAL PURCHASING FUNCTIONS* AS REQUISITIONS
ARE ISSUED, A VERIFICATION IS MADE TO ENSURE THAT SUFFICIENT FUNDS
HAVE BEEN AUTHORIZED ANL/ ARE AVAILABLE FOR THE PURCHASE. IF FUNDS
ARE AVAILABLE, THE ITEMS ARE PURCHASED AND CONSUMED BY THE
REQUESTOR.
THE OTHER METHOD OF SATISFYING NEEDS FOR SUPPLY ITEMS IS TO
BULK PURCHASE THE ITEMS, MAINTAIN AN INVENTORY OF THE ITEMS, AND.
ISSUE THEM TO CUSTOMERS WITHIN THE AGENCY, AS NEEDED.
IN SMALLER AGENCIES, FUNDS ARE USUALLY APPORTIONED FOR ALL
TYPES OF OPERATING COSTS INCLUDING SALARIES, TRAVEL, UTILITIES, RENT
SUPPLIES, ETCeeTO ONE APPROPRIATION. WITHIN THE APPROPRIATION, ALL
THE FUNDS AVAILABLE FOR SURPLIES AND EXPENDABLE ITEMS CAN BE
DISTRIBUTED TO LOW LEVEL FUNDING POINTS OR A PORTION OF THOSE FUNDS
CAN BE DISTRIBUTED TO A CENTRAL SUPPLY MANAGER.
IN THE LATTER CASE, FUNDS ARE USED
BY THE SUPPLY MANAGER TO PURCHASE STOCK ITEMS FOR CONSUMPTION EY
ALL PROGRAMS WITHIN THE APPROPRIATION. PURCHASE ORDERS ARE ISSUED
(AFTER SATISFYING A FUNDS AVAILABILITY CHECK) TO PURCHASE THE ITEMS
FOR STOCK. AS THESE ITEMS ARE WITHDRAWN
FROM STOCK, THE CUSTOMER MUST BE CHARGED THE COST OF THE
STOCK ITEM.. HOWEVER, BEFORE THE STOCK CAN BE ISSUED g AN ON--LINE
FUNDS CHECK MUST BE DONE TO VERIFY WHETHER THE REQUESTOR HAS
SUFFICIENT AUTHORITY TO PURCHASE THE ITEM. IF THE FUNDS CHECK
IS SUCCESSFUL, THE STOCK IS ISSUED AND AN OBLIGATION IS RECORDED
AGAINST THE SPENDING AUTHORITY OF THE CUSTOMER. THE THEORY HERE
IS THAT WITHDRAWING ITFMS ERMA STOCK IS NO DIFFERENT FROM BUYING'THE
GOODS FROM AN OUTSIDE VENDOR AND THAT ALL THE FUNDING CONSIDERATIONS
ARE THE SAME. IN ADDITION, AN
ENTRY HAS TO BE GENERATED TO RECORD ADDITIONAL OBLIGATION
(SPENDING) AUTHORITY FUR THE SUPPLYING ENTITY. THIS ENTRY SERVES
TO REPLENISH AVAILABLE FUNDS FOR THE SUPPLY MANAGER SO THAT
STOCK CAN BE PURCHASED TO REPLACE THE WITHDRAWAL.
THESE ENTIES MUST BE GENERATED WHEN THE INVENTORY ISSUE.
TRANSACTION TAKES PLACE.
Laa CTiury,
?
4 I
bt-r\x
(
c-k--SaajT,- Declassified and and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070025-9
IN LARGER AGENCIES, APPRORRIATIONS ARE SOMETIMES MADE TO FUND
STOCK OPERATIONS TO SERVICE A WHOLE DEPARTMENT, E.G. THE NAVY
STOCK FUND. THESE APPROPRIATIONS ARE NOT PART OF A NORMAL
APPROPRIATION BUT ARE A SEPARATE FUND WHOSE ENTIRE PURPOSE IS
TO BUY AND SELL INVENTORY ITEMS. AS WITHDRAWALS OF STOCK ARE
MADE FROM THESE STOCK FUNDS, THE CUSTOMER STILL MUST BE CHARGED
WITH THE COST OF THE ITEM. THE MAIN DIFFERENCE IN THIS TYPE
OF TRANSACTION AS COMPARED TO THE PREVIOUS EXAMPLE IS THE
NEED TO MAKE THE CHARGE AND REIMBURSEMENT ENTRIES ACROSS
APPROPRIATIONS. THESE APPROPRIATIONS WOULD ALL RESIDE UNDER
THE SAME AGENCY OR DEPARTMENT. IF THE TRANSACTIONS TOOK PLACE
WITH AN APPROPRIATION OUTSIDE THE CONTROL OF THE USER,
THE CROSS-APPROPRIATION CHARGES WOULD BE ACCOMPLISHED VIA
THE 1031 PROCESS OR A NORMAL PURCHASE ORDER.
A SECOND AREA OF CONCERN IS THE CONCEPT OF SINGLE POINT OF DATA
ENTRY. WHEN A REQUISITION IS ENTERED BY A USER, IT IS UNCERTAIN
AT THAT POINT WHETHER THE NEED WILL BE SATISFIED FROM WITHIN WITH
THE ISSUANCE OF A STOCK ITEM OR WILL BE SATISFIED FROM AN EXTERNAL
SOURCE. CURRENTLY, AS WE UNDERSTAND IT, IF THE STOCK PLANNER
DECIDES TO FILL THE REQUEST INTERNALLY AND ISSUE THE GOODS FROM
STOCK p A RE-ENTRY-OF DATA WITHIN THE INVENTORY APPLICATION IS
REQUIRED'. THIS REDUNDANT ENTRY OF DATA IS NOT ACCEPTABLE.
THE REWIREMENT WOULD RE THAT IF THE REQUISITION INDICATES THAT
THE ITEM REQUIRED IS A STOCK ITEM, THEN THE SYSTEM WOULD RECOGNIZE
THF ORDER AS A VALID ORDER TYPE IN INVENTORY, CREATE AN AUTOMATIC
ALLOCATION, GENERATE A PICKLIST, AND CREATE AN AUTOMATIC BACKORDER.
SEE ATTACHMENT REQ2A-1 FOR A COMPLETE FLOW DIAGRAM. CURRENTLY,
IT IS OUR UNDERSTANDING THAT A SOURCE REQ ENTRY HAS TO BE MADE
WITHIN INVENTORY FOR THE ISSUE AND AN ADDITIONAL SUPPLY REO
ENTRY IS MADE IN PURCHASING TO INDICATE THE ORDER WILL BE FILLED
FROM STOCK. THESE ENTRIES smityLD BE MADE AUTOMATICALLY.
ANOTHER CONCERN 'REGARDING THE ISSUE FROM STOCK TRANSACT IO
IS WHAT PRICE WILL BE USED TO CHARGE THE CUSTOMER FOR THE PPICE
OF THE GOODS ISSUED. THERE ARE SEVERAL COST FIELDS PROVIDED (LAST
PURCHASE COST, MOVING AVG AN' WEIGHTED AVG 7?) TO THE REQUISITIO
WHEN REQUESTING A STOCK ITEM. WHICH COST WILL BE CARRIED FORWARD
FOR THE PRICE OF THE IE?
AN ADDITIONAL CONSIDERATION FOR RELEASE 1.3 'S THE FACT.
THAT NORMAL GENERAL LEDGER ENTRIES NEED TO BE GENERATED TO
RECORD THE COST OF THE ITEM ISSUED TO THE CUSTOMER. THIS ENTRY
IS FOR COST ACCOUNTINGPURPOSES ANS UPDATES NORMAL P&L ACCOUNTS
IN THE GENERAL LEDGER. IN RELEASE 1.2, THIS FUNCTIOA WAS NOT
EFFECTIVELY HANDLED AND WAS ACCOMPLISHED BY A GET-A-ROUND
DEVELOPED IN THE FIELD. THIS FUNCTIONALITY IS ABSOLUTELY
REQUIRED FOR RELEASE 1.3.
THIS-GENERAL LEDGER ENTRY WOULD BE GENERATED IN BATCH WHEREA.:i
THE FUNDS CONTROL ENTRIES MUST BE DONE ONE..-LINE.
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THE NEED ALSO HAS BEEN IDENTIFIED TO BE ABLE TO RE?VALUE ALL
INVENTORY FOR A STOCK ITEM BASED ON ONE OF TWO FACTORS.
THE FIRST WAY IS TO REVALUE BASED ON THE LATEST PURCHASE COST
OF THE ITEM. THE SECOND WAY WOULD BE TO BASE THE RE-..VALUATION
ON A USER INPUT PRICE. THIS WOULD BE USEFUL FOR THOSE SITUATIONS
WHERE THE ITEM WAS A LOW VOLUME ITEM AND HAD NOT BEEN PURCHASED
FOR AN EXTENDED PERIOD OF TIME AND THE LATEST PURCHASE PRICE
IS OUTDATED. (THIS REQUIREMENT MAY HAVE BEEN SATISFIED WITH
BETA 1e3; INSUFFICIENT TIME WAS AVAILABLE TO VERIFY IT OR NOT)
THERE IS CURRENTLY FUNCTIONALITY IN ORDER ENTRY TO ADD
RESTRICTION GROUPS FOR INVENTORY BY PART NUMBER AND REQOESTORs
THERE IS A REQUIREMENT TO HAVE THIS FUNCTIONALITY INCLUDED
IN THE PURCHASING/INVENTORY MODULES TO PREVENT USERS FROM
ORDERING OTHER USER'S INVENTORY.
CURRENTLY, IF A REQUISITION FOR A STOCK ITEM IS CREATED AND
THERE IS INSUFFICIENT INVENTORY TO SATISFY THE REQUIREMENT,
AN ADDITIONAL ENTRY HAS TO BE MADE TO CREATE A BACK.?ORDER.
THE REQUIREMENT IS THAT THE SYSTEM WOULD AUTOMATICALLY
CREATE THE BACKORDER. WHEN THE INVENTORY IS REPLENISHED, THE
SYSTEM SHOULD AUTOMATICALLY RELEASE AND FILL THE BACKORDERS.
THERE IS A NEED FOR A METHOD TO DETERMINE A REQUISITION
THAT HAS BEEN PLACED FUR A STOCK ITEM WHICH IS NOT AVAILABLE
IN STOCK AND IS PLACED AS A DIRECT ORDER TO A VENDOR. THESE
ORDERS SHOULD NOT CREATE A DUE-.-IN IN INVENTORY BECAUSE THE STOCK;
ONCE DELIVERED, WILL BE ALLOCATED DIRECTLY TO THE REQUESTORe
IF A DUE-...IN IS CREATED, IT IS MISLEDING TO THE NEXT REQUESTOR
WHO MAY HOLD OFF PLACING A DIRECT ORDER THINKING THAT STOCK
WAS DUE TO BE RECEIVED.
CONVERSELY, THE WAY THE CURRENT SYSTEM FUNCTIONS, IF THE PLANNER
PLACES A REQUISITION FOR A REPLENISHMENT ORDER, THE DUE--IN
IS NOT CREATED IN INVENTORY UNTIL THE PURCHASE ORDER IS OPENED.
THE REQUIREMENT, OPTIMALLY, IS FOR THE DUE?IN TO EE CREATED
WHEN THE REQUISITION IS OPENED. AT A MINIMUM, FUNCTIONALITY SHOULD
BE PRovinEo TO ALLOW THE PLANNER TO CREATE THE PURCHASE ORDER
HEADER AND LINE ITEMS AND AT THAT POINT HAVE THE DUE?IN CREATED.
THIS WOULD ELIMINATE THE TIME DELAY INVOLOVED IN HAVING TO WAIT
FOR PROCURMENT TO OPEN THE PO.
A SUGGESTED SOLUTION FROR THE CIA FOR THE ABOVE PROBLEM IS
TO ALLOW THE DESIGNATION OF 'IN' TO BE PUT ON THE REQUISITION FOR
A STOCK ITEM THAT. IS KNOWN T3 -BE OUT?OF?STOCK. THE SYSTEM WILL
WILL ACCESS THE PART MASTER TO GET THE APPROPRIATE PART DATA
BUT WOULD KNOW THAT THE ORDER WOULD 3E FILLED FROM AN OUTSIDE
VENDOR AND WOULD NOT CREATE A DUE?IN IN INVENTORY.
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-
(IT IS UNCLEAR AS TO WHAT BASIS IS USED TO ASK FOR INITIAL
AUTHORITY FROM OMB. IT IS ASSUMED THAT A ESTIMATE OF SOME SORT
IS USED, BUT IT IS UNCLEAR AS TO THE METHODOLOGY USED TO DERIVE THE
ESTIMATE.) ,
EACH OF THESE ORDERS MUST BE TRACKED BY THE CUSTOMER ID (OW FUNDING
SOURCE), THE ORDER NUMBER, AND THE APPROPRIATION FROM-WHICH THE
FUNDS WERE RECEIVED, THE CIA SPECIFICALLY NEEDS TO TRACK BY A 2
DIGIT PROGRAM YEAR, A 6 DIGIT PROJECT NUMBER, A 4 DIGIT
APPROPRIATION NUMBER AND A 6 DIGIT TeNURE OF FUNDS MIUMBER..
IN ADDITION, SOME OF THE REIM6URSABLE-'4GREEMENTS-COULD BE
FUNDED BY SEVERAL DIFFERENT FUNDING SOURCES (DIFFERENT AGENCIES AND
DIFFERENT APPROPRIATIONS). SPENDING MUST BE CONTROLLED AND REPORTED
AGAINST THE DIFFERENT FUNDING SOURCES.
THIS METHOD DIFFERS FROM THE PREVIOUS METHOD
IN THAT IN THE PREVIOUS METHOD, THE ORDERS LOSE THEIR IDENTITY
ONCE THE FUNDING AMOUNTS ARE DISTRIBUTED.
A HYBRID OF THESE METHODS IS ALSO REQUIRED. THE APPORTIONMENT
PROCESS IS FOLLOWED AS STATED ABOVE USING ESTIMATES OF THE
REIMBURSABLE AGREEMENTS TO REQUEST THE APPORTIONMENT.
HOWEVER, APPROPRIATION DISTRIBUTIONS ARE NOT MADE UNTIL ACTUAL
ORDERS ARE RECEIVED. ONCE AN ORDER IS RECEIVED,
THE AMOUNT OF THE ORDER IS DISTRIBUTED DIRECTLY TO A FUNDING
POINT.
ONCE THE FUNDING AUTHORITY HAS BEEN DISTRIBUTED BASED ON THE
ORDERS RECEIVED, FUNDS WILL BE SPENT TO SATISFY THE NEEDS OF THE
ORDER. AT THE END OF EACH MONTH (AND PERHAPS DURING THE MONTH),
THE AMOUNT OF SPENDING FOR EACH ORDER HAS TO BE BILLED BACK TO THE
CUSTOMER AGENCY IN ACC1RDANCE WITH THE AGREEMENT. PAYMENT DATA
MUST BE SENT TO THE ACCOUNTS RECEIVABLE SYSTEM TO GENERATE
THE SF-E1081 BILLING DOCUMENT. (DEPENDING ON THE CULLINFT
IMPLEMENTATION OF HOW WE HANDLE REIMBURSABLE AGREEMENTS, WE WAY
NEED A FIELD ON THE SPENDING DOCUMENTS TO TRACK BACK TO AN
AGREEMENT NUMBER. IF THE AGREEMENT IS SET UP AS A SPENDING
POINT, THEN THE ORG/ACCT/CENTER WILL GIVE US MEANS TO CAPTURE
THE SPENDING INFORMATION FOR A PARTICULAR AGREEMENT. HOWEVER, IF THE
REIMBURSABLE AUTHORITY IS ALL LUMPED TOGETHER AND THE FUNDING
DISTRIBUTIONS ARE MADE ON A BASIS OTHER THAN BY AGREEMENT,
IT BECOMES MORE DIFFICULT TO TRACK SPENDING BY A PARTICLUAP
AGREEMENT).
AS THE SPENDING IS RE-BILLED TO THE CUSTOMER AGENCY, THE SYSTEM
SHOULD FLAG THAT DATA SO THAT A DUPLICATE BILLING DOES NOT OCCUR.
ALSO, ANY ADJUSTMENTS TO SPENDING MUST BE REFLECTED
IN SUBSEQUENT BILLINGS.
IN THE CASE OF REIMBURSABLE ORDERS THAT ARE TRACKED INDIVIDUALLY,
A FIELD IS REQUIRED ON THE REIMBURSABLE ORDER FOR THE EXPIRATION
DATE OF THE AGREEMENT. SPENDING CAN NOT OCCUR AGAINST AN AGREEMENT
AFTER IT HAS EXPIRED.
IT IS NOT UNIFORM ACROSS AGENCIES AS TO WHAT CONSTITUTES SPENDING
THAT IS RE-BILLAJLE TO THE CUSTOMER AGENCY., IN SOME CASES, IT
MAY -BE AwaaLIGA,TIoN4, I.N,OTKEI2,6,tT IS THE- SAPENDITUSE, IN 04",4FP
IT IS THE ACTUAL SPENDING OF CASH.
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M) p y-o po s 40
b,414,44 ?I;
1)1
at/14(0i-
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