The Corporate Property Automated Information SystemPersonal Property CPAISPP

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The Corporate Property Automated Information
System-Personal Property (CPAIS-PP)

• Presented byLouis Butler, Shelda Melancon Tina
  Rosselot

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Objectives

• Provide a brief overview of CPAIS-PP.
• Present CPAIS-PP functionality using screen
  views.
• Review PROP to CPAIS-PP Data Conversion.
• Review General Time-line for system
  implementation.

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CPAIS-PP

• CPAIS-PP will be a web-based, integrated property
  and financial management system for tracking
  accountable personal property.
• Equipment
• Furniture Fixtures
• Motor Vehicles
• Aircraft
• Hardware
• Internal Use Software

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CPAIS-PP

• CPAIS-PP will include property that is
• Owned with an acquisition cost that is equal to
  or greater than the USDA accountable threshold of
  5,000.
• Owned that is considered high-risk under 5,000
  but sensitive (budget object class 3141).
• Under construction (Work-In-Progress).
• Leased.
• CPAIS-PP will replace the Personal Property
  System (PROP).

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CPAIS-PP

• CPAIS-PP should include only General Property,
  Plant, and Equipment.
• Tangible Assets
• Useful life of 2 or more years
• Used to produce goods or services or to support
  the mission of the entity (not intended for sale
  in the ordinary course of business)

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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
Cont.
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Accessing CPAIS Personal Property

• CPAIS Personal Property will use level II
  eAuthentication IDs.
• CPAIS Access will be managed using online User
  Management Access (UMA) software.

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Personal Property
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Traditional AcquisitionsStaging Area Budget
Object Classes

• 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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Traditional AcquisitionsStaging Area

• Financial transactions accepted in FFIS will
  interface into the CPAIS-PP Staging Area if they
  are recorded to one of the following general
  ledger accounts
• 1750, Equipment
• 1830, Internal Use Software
• 6100, Operating Expenses
• Only budget object classes beginning with 31
  and
• Excluding budget object class 3140.

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Traditional AcquisitionsStaging Area

• Interfaced transactions will enter the Staging
  Area and contain KEY procurement information
• Procurement Document Type.
• Procurement Document Number.
• Procurement Line Number.
• (See the FFIS to CPAIS Personal Interface
  Detailed Requirements.)
• Users may CONSOLIDATE various procurement KEYS.
• Users may MIX a procurement KEY.
• Edit checks will be in place to ensure that
  Departmental thresholds are adhered to.

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Staging Records
LIKE assets-Each unit has the same price and BOC
total acquisition amount of the Staging Record
divided by quantity equals the unit price.
Transactions will be aged and reported as
financial metrics until all associated assets are
created and the BOC aligns with Departmental
thresholds, or the property is removed as a
property item by changing the BOC.
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Error Messages
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Notes
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Property
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Property AccountingChanges

• Accounting changes (including BOC) to Property
  Master Records flow through budgetary accounts.
  FFIS Obligation tables are not updated.

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Staging AreaConsolidate

• Taking one or more KEYS and combining them with
  another KEY into like assets (each unit has the
  same price and BOC total amount divided by total
  quantity equals the unit price).
• Generates accounting transactions where BOCs
  change.

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Staging AreaMix

• Taking one KEY and separating it into unlike
  assets (price differences, BOC differences).
• Generates accounting transactions where BOCs
  change.

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Staging AreaAccounting Changes
Accounting changes (including BOC) to Staging
Area Records flow through budgetary accounts.
FFIS Obligation tables are not updated.
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Transfers and Disposals
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Transfers

• Movement of property from one accountable officer
  to another or from one accounting strip to
  another.
• Between Federal entities only trading partner
  must be identified.
• May be accomplished on an asset by asset basis or
  include a mass accountable officer change.

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TransfersProperty Management
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TransfersAccounting Profile
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Transfers

• Accounting is only required to be provided by the
  receiver if the
• Asset is capitalized and
• If the receiving agency is a CPAIS agency.
• Transfer accounting for capitalized assets does
  not flow through budgetary accounts.
• A Transfer-In debits the asset and credits
  5720-Transferred In Without Reimbursement
• A Transfer-Out credits the asset and debits
  5730-Transferred Out Without Reimbursement
• The transfer-in and the transfer-out are recorded
  upon acceptance and input of the accounting by
  the receiver.

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TransfersAccounting
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Transfer Out to a Non-USDA (Non-CPAIS) Agency
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Property Disposals

• The disposal method determines the accounting
  that will be generated.
• (See the Personal Property Accounting and
  Posting Model Guide currently in development.)

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Disposal Approvals
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Work-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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Work-In-Progress Main Menu
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Work-In-ProgressCreate Asset
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Final Note on Accounting
Accounting histories will be available from the
point of conversion on both Staging Records and
Property Records.
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Reports

• 1. Acquisitions and Disposals Report
• 2. Agency PMO Assets Report
• 3. Exchange/Sale Reports
• 4. Motor Vehicle Reports
• 5. Non-Federal Recipients Report
• 6. Personal Property Data Report
• 7. Physical Inventory Report
• 8. PMO APO Inventory Status Report
• 9. Staging Area Reports
• 10. Vehicle FAST Reports
• 11. Vehicle Operational Reports
• 12. Working Capital Fund Reports
• 13. Change Reports

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Conversion
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CPAIS Personal Property Implementation

• Training Train the Trainer Sessions
• June 16, 2008 June 20, 2008 Pilot Focus Group
• July 7, 2008 July 11, 2008
• July 14, 2008 July 25, 2008
• July 28, 2008 August 1, 2008
• Quality Assurance Testing
• July 31, 2008 Sept. 9, 2008
• User Acceptance Testing
• August 22, 2008 Sept. 26, 2008

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CPAIS Personal Property Implementation

• System Implementation
• September 30, 2008
• Data Conversion System Open for Use
• (PROP system will be operating in retrieval mode
  only)
• October 1, 2008

Cont.
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Contacts

• Louis Butler, Project Manager/Lead
• Associate Chief Financial Officer-Financial
  Systems
• 504-426-5619
• Tina Rosselot, Conversion Lead
• Associate Chief Financial Officer-Financial
  Systems
• 504-426-5629
• Michael R. Johnson, Property Management Lead
• Office of Procurement and Property Management
• 202-720-9779
• Shelda Melancon, Accounting Lead
• Associate Chief Financial Officer-Financial
  Operations
• 504-426-5120