IDEAS-PD/FFS Instructions for Remote Data Entry Date: Mon, 19 Apr 1999 06:58:38 -0400 To: "AO - All Administrative Officers" From: "Alice A. Sabatini, Division Administrative Officer, WRD" Subject: IDEAS-PD/FFS Instructions for Remote Data Entry Sender: mfarmer@mailrvao1.er.usgs.gov Date: Fri, 16 Apr 1999 14:56:08 -0400 To: "John J Blickley, Reston, VA" , "Joyce M Clark, Reston, VA" , "Michele B Connolly, Reston, VA" , "Dianne E Putnam, Reston, VA" <, "Martha M Long, Reston, VA" , "Kelly L Bradley, Chief, FORS, Reston, VA" , "Eleonora S Alsop, Reston, VA" , "Deborah L Colley, Reston, VA" , "Annette K Kennedy, Systems Accountant, Reston, VA" , "Linda Witmer, Reston, VA" <, "Gladys V Moore, Reston, VA" <, "Michele L O'Meara, Financial Specialist, Reston, VA", "Sisler, Gayle A" <, "Carole Carter-Pfisterer, Reston, VA" <, "Carla W Morgan, Reston, VA" <, "Melissa Courtney, Reston, VA" <, "Lawrence F Ferris, Staff Accountant, Denver, CO" , "Jo Margaret Hale, Management Analyst, Reston, VA", AO-ER@mailrvag2.er.usgs.gov, AO-CR@mailrvag2.er.usgs.gov, AO-WR@mailrvag2.er.usgs.gov, BFO@mailrvag2.er.usgs.gov, HQ-FIN@mailrvag2.er.usgs.gov, "Sabatini, Alice A" <, "Pectol, MaryLou D" From: Melanie Farmer Subject: IDEAS-PD/FFS Instructions for Remote Data Entry Cc: "Walbert, John A" <, "Farmer, Melanie J" <, "Fulk, Brenda L" <, ofm_scb@mailrvao1.er.usgs.GOV, "Peterson, John K" <, "Carswell, Linda R" < Below please find the instructions for the IDEAS-PD/FFS Interface. The interface will be official activated effective Monday April 19, 1999 for the Headquarters (Reston) Procurement Office. The Denver Office will be phased in approximately two weeks later and the Menlo Park Office will be phased in approximately two weeks after the Denver Office. All three sites will be activated by the end of May 1999. The instructions have been provided below, as an attachment to this email message and in the OPS Home Page Web site under Finance - Remote Data Entry. The Web site address is http://www.usgs.gov:8888/ops/finance/pd-ffs-rde-instructions.html Any questions or comments concerning these instructions can be addressed to Melanie Farmer at 703-648-7648 or by email at mfarmer@usgs.gov. April 16, 1999 IDEAS-PD/FFS INTERFACE INSTRUCTIONS FOR REMOTE DATA ENTRY The IDEAS-PD/FFS Interface is an obligation link between the Procurement System, IDEAS-Procurement Desktop (IDEAS-PD) and the Federal Financial System (FFS). This link enables obligation entries to be established in FFS without duplicate data entry. IDEAS-PD allows an on-line access to FFS for the entry of obligation transactions through a real-time link. After each procurement transaction has been created in IDEAS-PD by the Office of Acquisitions and Federal Assistance (Headquarters and Regional Offices), IDEAS-PD will log into FFS and create an obligation entry for that transaction. This interface was designed to eliminate duplicate data entry processes. Document Processing All procurement transactions to be awarded by the Headquarters Procurement Office (Reston) or by one of the Regional Procurement Offices (Denver, Menlo Park) will be affected by this interface. All other transactions awarded elsewhere will remain unchanged. Procurement transactions will be requested by the Remote Data Entry (RDE) sites via a DI-1 Requisition Form as they are now. The requisition will be processed, awarded as a procurement document (Purchase Order, etc.) and obligated in FFS prior to being returned to the RDE site. Currently, the requisitions are processed, awarded and returned to the RDE site for manual obligation in FFS. With the interface, the obligation step will be done automatically. The RDE site will receive a copy of the obligation document stamped "Electronically Obligated in FFS through IDEAS-PD" on a stated date (see attached example - please refer to the Web site listed above). Upon receipt of this document, they will verify the accuracy of the transaction in FFS and file the document in their "Open File". For any transaction that is considered incorrect, the RDE site will inform their Procurement Office by an E-Mail message detailing the incorrect information and corrective action. Any transactions that are not processed through the interface for one reason or another will be forwarded to the appropriate RDE site for manual obligation. These documents will not have the noted stamp on it. Manual entry transactions may consist of Fixed Asset related documents and changes to previously established obligations in FFS. These transactions will be handled by the RDE site as they are now. When the documentation is received, the RDE site will manually input the information in FFS as an obligation. Modifications, Deobligations and Cancellations If an obligation originated in FFS through RDE input, then any modifications, deobligations and cancellations will also be handled via RDE input rather than the IDEAS-PD/FFS Interface. However, any modifications, deobligations and cancellations for obligation transactions awarded through IDEAS-PD will be processed in the same manner as described above. The RDE site will forward a request (E-Mail message or formal letter for non-dollar adjustments. All dollar adjustments must be requested on a DI-1 Requisition form) indicating the appropriate adjustment(s) to their servicing Procurement Office for processing. The Procurement Office will create the adjustment(s) in IDEAS-PD and IDEAS-PD will update FFS automatically. Again, when the RDE site receives a copy of the modification, deobligation or cancellation documentation, they will verify that transaction in FFS for accuracy. This documentation will also be stamped "Electronically Obligated in FFS through IDEAS-PD" on a stated date. Adjustment entries can include any of the following types of transactions: . Account number change . Budget object class change . Increase in dollar amount . Decrease in dollar amount . Cancellation . Deobligation . Change to or correction of Vendor Name Vendor Codes, Document Numbering and Transaction Code Several other changes occurring along with this interface will be a new vendor code system, a change in document numbering and a new transaction code. IDEAS-PD uses DUNS numbers as its vendor code. Thus, obligations established via the IDEAS-PD/FFS Interface will have DUNS number based vendor codes. Document numbers will consist of a two digit fiscal year rather than a single digit fiscal year and sub-obligations to parent obligations (Delivery Orders and Task Orders) will be entered into FFS with their originally assigned document number. The Interface will be identified by a unique transaction code. These items are discussed in more detail below. The Department of the Interior's IDEAS/FFS/ABACIS/Property Interface Workgroup is requiring all Agencies to change their vendor code numbering system to the Vendor's DUNS number. This will allow the Department to have the same numbering system from one Agency to another. Vendor information will be collected and entered into IDEAS-PD by Procurement to create a vendor record. This vendor record will be automatically transmitted to FFS through the interface. For each record transmitted to FFS, IDEAS-PD will search the VEND table in FFS for a match on the DUNS number (vendor code), if a match is not found IDEAS-PD will create a new VEND record in FFS. However, if a match is found IDEAS-PD will not transmit the duplicate record. After this vendor verification process has been completed, IDEAS-PD will transmit the obligation data over to FFS. Procurement will notate the DUNS number used on the obligation document in the area just above the start of the line items (see attached example - please refer to the Web site listed above) prior to being sent to the appropriate RDE site. The new DUNS number vendor codes will be numeric and will be 9 digits in length. The Office of Financial Management (OFM) will be updating these new DUNS number vendor codes in FFS with any existing information already captured under the old vendor codes. All data elements that reside currently on the VEND/VEN2 tables for any of the old vendor records will be manually transferred over to the new records. Payments relating to obligations created through the interface will be processed by the RDE sites as they are now. These payment transactions should use the same DUNS vendor code that was assigned from IDEAS-PD.=20 Any changes needed to the vendor code or the addition of an alternate vendor code to the obligation transaction will be performed by OFM. The OFM contact for these types of adjustments will be Brenda Fulk. She can be reached at 703-648-7654 or by email at bfulk@usgs.gov. Transactions processed through the interface will have a special assigned transaction code. These transactions will be processed with an M$. No manual processing of an M$ transaction will be allowed (except for the addition of an alternate vendor code by OFM). All modifications, deobligations and cancellations will be processed through the=20 interface. The document numbering system currently being used will change slightly.=20 The following is a list of documents and their corresponding new document numbering configuration. Type of Document IDEAS Document Number New FFS Document Number Purchase Order 1434-HQ-99-SA-0123 99HQSA0123 Contract 1434-HQ-99-CN-0123 99HQCN0123 Delivery Order 1434-HQ-99-CN-0123/0001 99123H0001 Task Order 1434-HQ-99-CN-0123/0001 99123H0001 Grant 1434-HQ-99-GR-0123 99HQGR0123 Cooperative Agreement 1434-HQ-99-AG-0123 99HQAG0123 Coop Sub Agreement 1434-HQ-99-AG-0123/0001 99123HS001 Cooperative Research Unit Agreement 1434-HQ-99-RU-0123 99HQRU0123 Research Work Order 1434-HQ-99-RU-0123/0001 99123HR001 The document numbering scheme for parent obligation documents are made up of FY + Location Code + Type of Procurement + Sequential Number. The numbering scheme for sub-obligation documents are made up of FY + Sequential Number of Parent Obligation + 1 Digit Location Code + Sub-obligation Sequential Number. Transactions already in FFS prior to the Interface Transactions that are already obligated in FFS will be adjusted (modifications, deobligations and/or cancellations) manually as they are now in FFS. Procurement will be processing the adjustments in IDEAS-PD and will forward the appropriate documentation to the proper RDE site for manual entry into FFS. The transactions created in IDEAS-PD by Procurement will not be sent through the interface to FFS. Manual procedures for Fixed Assets ($15,000 threshold) Under the current procedures for the IDEAS-PD/FFS Interface, all fixed assets related transactions will be processed manually outside of the interface. This means that Procurement will create the award document in IDEAS-PD, however the information will not be forwarded to FFS through the interface. Presently, IDEAS-PD doesn't have fixed assets data fields and therefore cannot send this information over to FFS. Once Procurement has created the award document, they will forward it to the appropriate RDE site for processing. The RDE site will assign the fixed assets number(s) and obligate the document manually in FFS following the same RDE procedures as they are now. The fixed assests data fields will be added to IDEAS-PD in a version upgrade in the near future. When these fields have been added to IDEAS-PD, Procurement will create the award in IDEAS-PD and forward an electronic copy of the award to the appropriate Property Office. Property will assign the appropriate fixed assets number(s) and send the electronic copy back to Procurement. The Procurement Office will finish the creation of the document in IDEAS-PD and transmit all of the obligation and Fixed Assets information to FFS through the interface. This process is expected to be implemented in the beginning of Fiscal Year 2000. The Year-End procedures should not be impacted by this interface. It should allow for faster processing of obligation documents. As Procurement awards these documents and forwards them to their proper destination, they will already be processed in FFS. The RDE site will only need to verify the transaction(s) for accuracy. These documents will be issued and obligated by close of business on September 30th. Any corrections can be made during the next few days prior to September close. Detailed instructions for Year-End procedures will be distributed at a later date. <<<<<<<<