Data shells and account requests

Date: Wed, 10 Sep 1997 07:40:36 -0400
To: "AO - All Administrative Officers"<distribution>
From: "Alice A. Sabatini, Division Administrative Officer" <aasabati>
Subject: Data shells and account requests
Cc: "Susan K Clark, Budget & Financial Specialist, Reston, VA" <skclark>
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The recent AIS update added functionality to the account request frame
which allows HQ to query account requests that have been entered and
transferred from the field, verify and update them, and retransfer approved
requests (which have been entered into the FFS) back to the field offices.
We have begun using this function in HQ but have neglected to notify you of
that change; it was listed in the AIS release notes.

When a new account number is issued, a status code of E is assigned.  This
status code means that the account has not been established in the FFS.  HQ
AIS queries the data base for new account number requests based on this
code.  DO NOT CHANGE IT.  When the account has been established in the FFS
and approved by HQ, it will be retransferred to the field with a status
code of A (active).  We cannot make this field nonlandable and
nonchangeable by the field because it is also used to indicate when an
account has been completed--a status that is initiated by the local office
and not known by HQ.

Since this account request process has been automated, it is no longer
necessary to forward a hard copy data shell request.  The Regional AOs
agreed sometime ago that they would no longer hold the establishment of a
new account number "hostage" for an approved proposal.  They will use other
management methods to ensure that proposals are submitted.  Cost centers
are advised to continue to forward proposals for regional approval prior to
beginning work on an account.  In addition to an approved proposal, a
signed agreement is also required prior to beginning work.  This latter
change should severely limit the need and occurrence of account numbers
being established prior to the approval of the proposal and/or the signing
of the agreement.

Please make sure that all fields on your account request are completed
including the program element and program type.  These were fields that
were previously verified by the Region and added if missing.  It is now the
responsibility of the cost center to ensure that the correct program
element and program type has been selected and entered.  More information
will be sent to you shortly on program element changes for FY 1998.

Susan Clark is the employee responsible for establishing account numbers in
the FFS.  She should be able to answer any questions you may have on this
subject.

******************************************************************
* Alice A. Sabatini, Division Administrative Officer            *
* Water Resources Division, U.S. Geological Survey        *
* 442 National Center, 12201 Sunrise Valley Drive           *
* Reston, VA  20192  703-648-5027; fax 703-648-5295  *
******************************************************************