The Corporate Property Automated Information SystemPersonal Property

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The Corporate Property Automated Information
System-Personal Property

• Presented byLouis Butler, Michael R. Johnson,
  Shelda Melancon

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Shelda Melancon

• Associate Chief Financial Officer-Financial
  Operations
• Controller Operations Division/Property
  Accounting Branch
• Shelda.Melancon_at_usda.gov
• 504-426-5120

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PROP to CPAIS-PPObjectives

• To explain the importance of the property
  systems.
• To provide an overview of the Corporate Property
  Automated Information System Personal Property
  Module (CPAIS-PP), as compared to the Personal
  Property System (PROP).
• To provide a view of CPAIS-PP.
• To discuss CPAIS-PP security roles and how to
  gain access.
• To review PROP to CPAIS-PP Data Conversion.
• To recap and discuss the future.

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PROP to CPAIS-PP
Why are USDAs property systems so important?
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PROP to CPAIS-PP

• Fiscal Responsibility
• We have the essential responsibilities of proper
  stewardship for Federal resources.
• Minimize the potential for waste, fraud, and
  mismanagement.
• Develop and maintain effective internal controls.
• Office of Management and Budgets Circular A-123,
  
• Managements Responsibility for Internal Control

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PROP to CPAIS-PP

• Financial Accountability
• Establish controls that reasonably ensure
• Proper recording and accounting for revenues and
  expenditures applicable to agency operations
• Reliable financial and statistical reports.
• Accountability over the assets.
• Federal Managers Financial Integrity Act (FMFIA)
  of 1982

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PROP to CPAIS-PP

• Material Financial Statement Impact
• Capitalized Acquisition Costs 7.9 billion
• Accumulated Depreciation (5 billion)
• Net Book Value 2.9 billion

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PROP to CPAIS-PP
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PROP to CPAIS-PP
Whats the difference between PROP and CPAIS-PP?
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PROP and CPAIS-PPAcquisitions Traditional
Procurements
USDA Feeder Systems
IPAC Intra-Gov. Payment Collection System
BANK Smart Pay 2
IAS Integrated Acquisition System
Other

• Transactional information is initiated in the
  USDA feeder systems and is fed into FFIS or is
  directly entered into FFIS.
• The Backfeed Interface runs and updates a holding
  area in the property subsidiary system.
• Transactions are identified by key information
  (procurement document type, number, and line
  number).
• Transactions are managed by property users by
  establishing the associated inventory records of
  the assets.

FFIS Foundation Financial Information System
FFIS Direct Entry
Property Subsidiary System
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PROP and CPAIS-PPAcquisitions Traditional
Procurements

• Proper classification of assets begins with the
  budget and procurement communities.
• The budget object class determines
• If the item will be selected to be interfaced
  into the subsidiary system,
• The capitalization status (asset or expense),
• The useful life of personal property capitalized
  assets, and
• The general ledger accounts that will be updated.
• Refer to the CPAIS Personal Property Budget
  Object Class Matrix for BOC guidance.

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PROP and CPAIS-PPAcquisitions Traditional
Procurements

• Transactions are aged and impact the USDA
  Financial Metric for Property Suspense Clearing
  and Inventories.
• Aging begins when the transaction enters the
  holding area.
• Aging ends when the number of established
  inventory records equals the quantity received or
  by correcting a non-property transaction.
• Green All aging transactions exist for 60 days
  or less.
• Yellow All aging transactions exist for 180 days
  or less.
• Red One or more aging transactions is greater
  than 180 days.

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PROP to CPAIS-PPAcquisitions Traditional
Procurements

• CPAIS-PP

• PROP

• Updates daily.
• Selection criteria.
• Parameter driven can be changed within limits.
• Property proprietary accounts 1750 1830
• Operating expenses account 6100 with BOCs
  beginning with 31 (exclusive of 3140).
• Excludes selected transaction types (DG, PR).

• Updates weekly at month-end.
• Every Wednesday,
• The second to last workday of the month, and
• The third workday of the month.
• Selection criteria
• Expended Appropriations
• FFIS Account type 48.
• Delivered orders.
• Budgetary accounts (4901, 4902, etc.)
• BOC must be on an agency-specific table.

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PROP to CPAIS-PPAcquisitions Traditional
Procurements

• CPAIS-PP

• PROP

• Rejects if the specific transaction type is not
  defined in the program.
• Accepted transactions enter the feeder/suspense
  area and are aged.

• No rejects.
• Accepted transactions enter the Staging Area and
  are aged.
• Edit checks will be in place to ensure that
  Departmental thresholds are adhered to.

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PROP and CPAIS-PPAcquisitions Non-Traditional
Procurements
USDA Feeder Systems
IPAC Intra-Gov. Payment Collection System
BANK Smart Pay 2
IAS Integrated Acquisition System
Other

• Asset information is entered directly into the
  property system by a property user.
• Assets donated to the agency.
• Assets found by the agency.
• Assets acquired from excess at no cost.
• Assets received without a financial record.
• Accounting information is sent to FFIS to record
  any financial impact.

FFIS Foundation Financial Information System
FFIS Direct Entry
Property Subsidiary System
Direct Entry Non-Traditional Procurements
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PROP to CPAIS-PP

• Both PROP and CPAIS-PP allow for traditional and
  non-traditional procurements.
• CPAIS has the additional functionality of
  accounting for assets being constructed by the
  agencyWork-In-Progress.

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CPAIS-PPWork-In-Progress (WIP)

• Accumulation of costs by accounting strip(s) for
  constructed assets.
• Proper classification of WIP assets begins with
  the establishment of an asset within the CPAIS-PP
  WIP Module.
• Agency updates PROJ with the accounting strip,
  asset identification number (in the UAI field),
  and the GL Post Type (EP Equipment-In-Progress
  SD Software In Development).
• The GL Post Type drives the assets standard
  general ledger account (EP 1752, SD 1832).
• WIP assets do not depreciate until placed in
  service.

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PROP and CPAIS-PP
Interim Status Changes
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CPAIS-PP

• Benefits of CPAIS-PP
• Web-Based.
• Daily interfaces with the financial management
  systems.
• No rejects or missing transactions.
• Smart Pay 2 transactions will automatically
  interface.
• Edit messages for acquisition costs that do not
  adhere to Departmental policies.
• Work-in-progress functionality.

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CPAIS-PP

• Benefits of CPAIS-PP
• Functionality to consolidate financial
  transactions to accurately reflect acquisition
  costs.
• Real-time accounting validation.
• Online queries with wildcard availability.
• Online and exportable reports.
• Improved internal controls.
• User access may be limited by administrative
  organization.
• Two users are required to record an assets
  disposal.
• Future enhancement flexibility.

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PROP

• Major concerns regarding PROP
• PROP is Mainframe Based with an IDMS (Integrated
  Database Management System) screen presentation.
• The Program Code is COBOL (COmmon
  Business-Oriented Language)
• COBOL programming language is condensed with each
  new version verbs currently used in the PROP
  program are eliminated with each new upgrade.
• PROP functionality is reduced with each new
  upgrade.
• PROP versions of IDMS and COBOL are not current.
• Human resources experienced in both COBOL and
  IDMS are scarce.
• USDA is implementing its Financial Management
  Modernization Initiative (FMMI).

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Louis Butler

• Associate Chief Financial Officer-
• Financial Systems Planning and Management
• Applications Systems Upgrade Branch
• Louis.Butler_at_usda.gov
• 504-426-5619

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CPAIS Personal Property Components

• FFIS/CPAIS Interface
• User Management Access (UMA)
• Traditional Acquisitions
• Non-Traditional Acquisitions
• Disposal/Transfers
• Work in Progress (WIP)
• Equipment Maintenance
• Vehicle Maintenance
• Accident Reporting
• Maintenance Modules
• Reports

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CPAIS Personal Property Flow To and From CPAIS
for Traditional Acquisitions
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CPAIS Personal Property FlowTo and From CPAIS
for Traditional Acquisitions
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CPAIS Main Menu
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Forms (Property Accounting)
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Forms (Property Management)
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Discoverer
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Reports
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User Views
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Maintenance Tables
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Conversion
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CPAIS - Implementation

• Quality Assurance Testing
• BOC Issue
• Accounting Issue
• Quantity Issue
• User Acceptance Testing
• 1143s
• Memo
• System Implementation
• Data Conversion System Open for Use
• (PROP system will be operating in retrieval mode
  only)

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Michael R. Johnson

• Office of Procurement and Property Management
• MichaelR.Johnson_at_usda.gov
• 202-720-9779

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USDA PMIS/PROPPersonal Property Profile

• The current system of record for personal
  property is the PMIS/PROP system.
• The PROP system currently has gt181k active
  records.
• PROP system currently has gt3.7b (original
  acquisition cost) of property.
• Property types range from your standard copiers,
  trucks, semis, mini vans, forklifts, printers,
  laptops, microscopes, centrifuges, software,
  rifles, shotgunsTo Dart guns, stun guns,
  submachine guns, fish tagging units, biological
  incubators, cryotanks, genetic analyzers, mobile
  homes, tractors, snowmobiles, golf carts

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CPAIS-PPPersonal Property Background

• CPAIS-PP - Corporate Property Automated
  Information System Personal Property will
  replace the present PMIS/PROP system.
• CPAIS-PP will be USDAs new corporate system of
  record, tracking and managing all USDA personal
  property to include inventory of capitalized and
  accountable/sensitive property, vehicles owned or
  commercially leased, software and aircraft.
• CPAIS-PP will interface with the USDA Financial
  System of record.

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Why Do We Need CPAIS-PP?

• Retires the antiquated PMIS/PROP System.
• Replaces PROP with a web based, more user
  friendly, state-of-the-art system.
• Will provide separation of duties between the
  accounting and property personnel (A-123).

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CPAIS -PPWhere are we now?

• Training of agency trainers was completed in
  February.
• QAT UAT of the system is ongoing.

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CPAIS-PPNext Steps

• Conversion of existing data in the Personal
  Property System (PROP) to CPAIS-PP.
• Complete user training.
• Implement CPAIS-PP.
• After CPAIS-PP is operational, the last legacy
  system, the Equipment Management Information
  System (EMIS) used by the Forest Service only,
  will be converted over to CPAIS-PP (then will be
  retired).

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CPAIS-PPNew Features/Enhancements

• Auto Choice Interface Auto Choice is the system
  used to purchase motor vehicles through GSA
• Agency will no longer have to enter motor vehicle
  acquisition manually.
• Enhanced data eliminates human error.
• Work In Progress currently this capability is
  not available to PROP users
• This will provide for better accounting data for
  long-term projects.
• Enhanced accountability controls.
• Actions affecting accounting and the General
  Ledger will have to go through an approval
  process before modifications can be made to the
  CPAIS-PP record.

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CPAIS-PPNew Features/Enhancements cont.

• User Friendly
• Pull down menus.
• Reports can be produced in different formats for
  portability.
• Web Based
• Easier access.

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PROP to CPAIS-PP

The GOAL To be ACCOUNTABLE, EFFICIENT, and
TRANSPARENT.
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Contacts

• Louis Butler, Project Manager/Lead
• Associate Chief Financial Officer-
• Financial Systems Planning and Management
• Applications Systems Upgrade Branch
• Louis.Butler_at_usda.gov
• 504-426-5619
• Michael R. Johnson, Property Management Lead
• Office of Procurement and Property Management
• MichaelR.Johnson_at_usda.gov
• 202-720-9779
• Shelda Melancon, Accounting Lead
• Associate Chief Financial Officer-Financial
  Operations
• Controller Operations Division/Property
  Accounting Branch
• Shelda.Melancon_at_usda.gov
• 504-426-5120