C.A.R.E. Resource Manager

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C.A.R.E. Resource Manager A/OPC Refresher
Training
February 27, 2001
Round 3 4 MDW
Dave Clonts Katheryn King Dale Brauer
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Agenda

1. Overview of C.A.R.E. Functionality
2. Rule Sets/Reallocation
3. Rollout Schedule/Issues
4. C.A.R.E. Demonstration

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What is C.A.R.E ?

• C.A.R.E. - Customer Automation and Reporting
  Environment
• Key Functions
• Program Management
• Account Set-Up
• Account Maintenance
• Reporting
• Transaction Management

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What is Transaction Management?

• Electronic Bill Presentment and Approval
• Cardholder Statements
• Billing Official Invoices
• Key Actors
• Resource Managers
• Billing Officials
• Cardholders

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Transaction Management

• Basic Process Flow
• Rule Set Definition
• DFAS defines Parent rule sets
• Resource Manager defines Child rule sets
• A/OPC assigns each billing account to a Child
  rule set
• Invoice Certification
• Cardholders review / reallocate / approve
  transactions
• Billing Official reviews / certifies invoice

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Transaction Management

• Basic Process Flow
• Invoice Submission
• U.S. Bank extracts all certified invoices each
  business day
• EDI transaction sets sent via DISAs Defense
  Electronic Business Exchange (DEBX)
• 821 transmitted on day of certification
• 810 transmitted two business days later
• DFAS Remits Payment to U.S. Bank via ACH

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EDI Data Flow
DFAS Accounting Systems SIFS SOMARDS STANFINS IAPS
UDF - 821
X12 997
DFAS Payment Systems CAPS IAPS
X12 810 821
UDF - 810
Legend 810 - Invoice 821 - Financial Information
Reporting 997 - Functional Acknowledgement
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Rule Set Make-up

• Parent Rule Set
• One (or More) Parent(s) for Each Accounting
  System
• Defines General Parameters
• Accounting Code Structure (FA2)
• Number of segments
• Name of segment
• Size of segment
• Edit Criteria
• Required and optional segments
• Valid values for selected segments

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STANFINS/CAPS Parent Cost Allocation Rule Set
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Child Rule Set Make-up

• Inherits Basic Attributes From Parent
• Segment Names
• Segment Field Lengths
• Segment Required/Specific Value(s) Required
• Defines Further Edit Criteria
• Segments defined as optional at the Parent level
  can be defined as required at the Child level
• A subset of the Parents valid values can be
  defined at the Child level
• A new set of valid values can be defined at the
  Child level if no values were defined at the
  Parent level
• Defines Building of Default and Alternate Lines
  of Accounting

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STANFINS Child Cost Allocation Rule Set Worksheet
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Rule Set Make-up

• Alternate Lines of Accounting
• Used Only for Re-Allocation
• It Replaces the Default LOA in a Transaction
• RM Pre-Defines
• RM Names the Alternate LOA
• RM Determines Which Managing Accounts Can Use the
  Alternate LOA
• Benefits Easier for Cardholders to understand
• Cardholders only have to Click on Name
• Reduces Errors Since Its Pre-defined

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STANFINS Alternate Line of Accounting (ALOA) W/S
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Reallocation Rules

• Billing Account Options
• No Reallocation Allowed (Default LOA Only)
• Reallocation by Rule Set (Not Used by Army)
• Reallocation by Alternate Accounting Code
• Reallocation Options
• Reallocate entire transaction to new LOA
• Split allocate transaction to multiple LOAs

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Who Builds Rule Sets?

• Parent
• Closely Controlled-Defined by DFAS
• Built by U.S. Bank System Administrator
• Child
• Customized for Managing (Billing) Accounts
• Could Have One or More at Each Installation
• Built by Resource Managers
• Loaded into C.A.R.E. by RMs

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Who Builds Default Lines of Accounting?

• Alternate LOAs
• Built by RMs in C.A.R.E.
• Default LOAs for Billing Officials and
  Cardholders
• Built by A/OPC-Developed by RMs
• Child Cost Allocation Rule Set Controls
• Managing Accounts Cardholder Accounts Must Have
  Default LOAs
• Must Have Values for Each Segment of the FA2 in
  the Default LOA

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Changing Cardholder Default LOAs

• Cardholders Default LOA Can Be The Same as the
  Managing Accounts Default, or It Can Be
  Different
• Default LOA Must Conform to Child Rule Set
• The Default LOA Inserted Into Each C/H
  Transaction When It Posts to C.A.R.E.
• Remember The Default LOA always is attached to
  the transaction when it poststhe only way it
  gets changed is through reallocation.

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Invoice Certification

• Cardholder Statements
• Transactions can be approved / disputed any time
  during the month via C.A.R.E.
• Statements can be approved only after the close
  of the billing cycle
• Statements must be approved by cardholder within
  15 days after the close of the billing cycle

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Invoice Certification

• Billing Official Invoices
• Invoice can only be certified after all
  cardholder statements have been approved
• Billing Official has the option of approving
  cardholders transactions and statements on
  behalf of the Cardholder
• 15 Days after the close of the billing cycle, the
  Billing Official must approve any transactions
  and statements not approved by the cardholder

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Invoice Submission

• EDI 821 / 810 Transactions
• Transactions summarized by Billing Account and
  LOA
• Standard Document Number (SDN) assigned by U.S.
  Bank for each Billing Account / LOA combination
• Reject Process
• Rejects Corrected Manually
• Automated Process Under Development

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Form to Request UserNames/Passwords for Resource
Managers and Alternate Billing Officials
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Round 3 Site Tasks

1. RM A/OPC
2. See Round 3 and Round 4 Chronology of Events
   Sheet
3. First Cycle to be Certified Cycle ending April
   23rd (Round 3) and May 23rd (Round 4)
4. All events Critical

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Web-Based Training (WBT) Modules

• U.S. Bank Has Developed Comprehensive WBT Modules
  
• Modules Have Multiple Lessons
• Modules Developed For
• A/OPC
• RMs
• Billing Officials
• Cardholders
• Access Through C.A.R.E.s E-Services Tab

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New System Functionality for Resource Managers

• New Role / User for the C.A.R.E. System
• Only Available with C.A.R.E. EDI
• Functionality
• Cost Allocation Rule Set Set-up for Managing
  Account (Child Rule Set)
• Coordinate the Attachment of Managing Accounts to
  the Correct Rule Set with A/OPC
• Maintenance of Child Rule Sets
• Build Default LOAs
• Build Alternate LOAs
• View Access for all of Their Accounts
• Reporting Capability

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Functionality for Billing Officials

• Current C.A.R.E. Release
• View Cardholder Transactions
• Reporting
• C.A.R.E. EDI Release
• Review statement status
• Review Cardholder Transactions in Transaction
  Management Module (TMM)
• Approve or Decline transactions
• Act for cardholders 15 days after cycle ends
  (second level approval)
• Approve Reallocations
• Certify Invoice for payment

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Questions ?