RBA Summer 2006 Release

1. RBA Summer 2006Release Webinar

2. Topics • ECP-94a: CCR Field Validation in ITSS Orders and Registration • ECP-203: Change Funding Views to Searches • ECP-193: Program Type/Budget Activity Requirement on Funding Citations

3. ECP-94a CCR Field Validation in ITSS Orders and Registration

4. CCR Validation • The Central Contractor Registration (CCR) is the main registry of industry partners working with the US Government • www.ccr.gov • Information on the RBA’s purchase order forms must match a record in the CCR or it will be rejected by GSA Finance

5. CCR Validation • Contractor registration may or may not match the information in the CCR • To minimize the risk of having purchase orders rejected by GSA Finance, the RBA system will now check the contractor information and validate it against the CCR’s data • If the information does not or only partially matches the data in your order, the RBA system will provide warnings on some forms • On the purchase order, the RBA will not allow the form to be signed until the CCR information matches

6. Soft Validation • A soft validation is a warning but if you click the Cancel button, the system will let you continue • This soft validation will exist on the awarded COIs, purchase order forms, contract documents, vendor person documents, and vendor company documents where the company is not a foreign company

7. So When You Click the Submit button… • When you click Submit on the COI, PO, Contract Document, or Contractor Registration forms you will see the validation feature comparing the contractor data on the form with the data in the CCR

8. Soft Validation • Soft validations are warnings that still let you continue after they pop up on your screen • Partial or no matches • When you click Submit on the COI, PO, Contract Document, or Contractor Registration forms

9. Soft Validations • Click OK and continue working on order but… • You will need to work with the Registration Desk and the contractor to edit his/her registration information

10. Hard Validation • A hard validation is when you get a warning but if you click the Cancel button, the system will NOT let you continue • A hard validation will be enforced when a user attempts to sign a purchase order and the company on the purchase order is not validated to the CCR and is not a foreign company.

11. Hard Validation • If there is no match or a partial match, you will see the validation error • The PO cannot be signed until discrepancies are resolved. Just an OK button

12. Options… • Edit the Contractor Information on the PO and re-sign • Will need to fix contractor contract or registration data in Registration later • Submit the unsigned PO instead, then work with the Registration Desk and/or the Contractor to resolve the issue • Use “Refresh Form” button on PO document and re-sign

13. Some Exceptions • In the scenario where the soft validation pop-up occurs as the result of the contractor registration data on a form not existing in CCR, the pop-ups should be ignored. • When signing POs, the only exception is when the company is a foreign-based company. • In this case, the CCR validation will be bypassed.

14. Additional Notes • You may notice that form submissions where the CCR validation occurs take longer • This is due to the number of comparisons which need to be made to the CCR data and the business logic required to process these comparisons

15. ECP-203 Change Funding Views to Searches

16. Funding Search Pages • Funding Views will be replaced by searches. • Users will be able to search for funding documents and citations according to predetermined search parameters. • Additional functionality to further specify an initial search, to sort returned data sets, and to export data sets will be implemented.

17. Main Funding Page • On the Main Funding Page there are now links to search pages • Each of the links describe the criteria the search page will allow you to use • Still have drop down menus if you prefer to use those

18. Using a Search Page The search page starts with a criteria table that has options to narrow the search. Select option on at least one of the drop-menus.

19. Criteria Table If any of the “Specified” options are selected, an input box will be displayed under that category for the user to enter a particular value to search by. When the user mouses over an input box for a specified date or amount, a “tip” is displayed to inform the user of the correct format.

20. “Please Wait” • When ‘Search’ is selected, an icon telling the user to “Please Wait” while the data is being retrieved is displayed in the middle of the page. • Once the search is complete, the icon disappears.

21. Search Results • When you click the Search button, the page will reload with the results of your search • The top box summarizes how many matches (or it there were no matches) • The bottom table is a list of funding documents or citations that matched your search

22. Sorting Results Open Funding Package View for Fund Document # FUNDTADA • Once a data set is displayed, the user can click on column header to sort the data accordingly, i.e. clicking on “Expiration Date” will sort by the expiration date. • If the user mouses over a funding document number link, or a citation number in the results table, a tip is displayed to alert the user that they will be able to open the funding package or citation document for that link.

23. Exporting Data • At the bottom of the page, data exporting options are available • By clicking on the ‘Excel’ link, the user will be able to export up to 500 records of the data set displayed on the page into a spreadsheet. (500 max due to server resources) • The user will then be given the option to open, save, or cancel the export. (Revise the search or re-sort if you need more than 500 and export into additional spreadsheets, then combine)

24. ECP-193 Program Type/Budget Activity Requirement on Funding Citations

25. New Program Type (Budget Activity) Field • GSA Management and the Financial Service Centers are requiring stricter accountability of unassigned funding • As such, the RBA system now requires users to specify the Program type/Budget Activity for which the funds are to be used. • To this end, a new field called Program Type (Budget Activity) has been added to the Citation form

26. Program Type (Budget Activity) • A radio button will be visible to the user on the funding citation during edit mode. This radio button will be labeled “Program Type (Budget Activity)”, and will have the following selections: • IT Solutions Program (F1) • Professional Services Program (P1) • Expanded Services Program (B3)

27. “What about FAST (F6)?” • The FAST (F6) program type will not be an option, since it has been merged with the F1 program type. • The F1 program type will be represented by the “IT Solutions Program” option on the citation.

28. It’s a Required Field • The Program Type (Budget Activity) field will be required to be populated when a new citation is created • Or when making a new dedication/obligation using an existing funding citation, if the Program type/Budget Activity hasn’t been entered in already

29. Program Type (Budget Activity) • The Program Type/Budget Activity is editable on the citation until it has been used to fund a task order • Once a dedication has been made on a citation, the Program Type/Budget Activity is no longer editable.

30. BUT…. • If an existing dedication is cancelled in ITSS or if an existing obligation is rejected or a TOF is deleted in ITOMS, and no other dedications/obligations exist on the citation, the Budget Activity could be changed on the citation document. • This is NOT the same as de-obligations that set the citation back to the starting amount

31. Program Type (Budget Activity) • Only orders belonging to the same Program type may use the citation. • The Program Type/Budget Activity must match between citation and the task order it is funding. X

32. Check Order IDs • Will check each order id to see if it has a differing program type than the BA code of the current citation • Any that do not match the Program Type on the Citation will get a Warning Box • Will ignore order ids that can't be found, or order ids that haven't had a program type assigned to it yet

33. Validated at the CERT • At the time of fund certification, if the order program type differs from the funding citation program type, either one must be changed to keep them in sync.

34. Options… • Cancel the CERT, then edit the Program Type on the COI • If the Citation’s Program Type (Budget Activity) is editable, change it to match the order • “Split” the Citation

35. “Splitting” Citations • Different citations can have different program type/budget activities • Citations may need to be “split” if a citation is to be used for multiple program type orders F1 P1 B3

36. “Splitting” the Citation How To Funding Document AAA Pre-Existing Citation-001 (amount available $4000, F1) Adjusting Amendment for -$4000 Step 1. New Citation-002 (Start amount $4000, B3) Step 2. Step 3. ( Add new B3 order IDs to new cite order ID list)

37. Existing Citation Scenarios

38. No Dedications/No BA Code Set • If the citation has no dedications yet, the BA code will be blank • You will need to select a Program Type (Budget Activity) before the citation can be used to dedicate funds to orders in ITSS • Make sure the right program type is used & whether or not the citation itself needs to be split

39. Has Dedications with Same BA • In this case, the Program Type (Budget Activity) field will be pre-set to the same BA code as the orders • The field will be non-editable • Treat as a normal citation

40. Has Dedications but Multiple BA types • You will see the value of “None-This citation has been used to fund multiple Program Types…” • Only negative dedications can be made on these citations in ITSS such as de-obligations • To use remaining funds on these citations, you will need to split the citation or… • Do not add funds to your CERT, Send to FM, and add the increase dedication in ITOMS

41. “Splitting” the Citation How To Funding Document AAA Pre-Existing Citation-001 (amount available $4000, F1) Adjusting Amendment for -$4000 Step 1. New Citation-002 (Start amount $4000, B3) Step 2. Step 3. ( Add new B3 order IDs to new cite order ID list)

42. Negative Dedications on Multiple BA Citations • Negative dedications/obligations will be allowed to be made on a citation that has funded multiple orders with different BA codes, regardless of whether or not the BA code has been populated on the citation. • This would allow the user to decrease an obligated amount or completely de-obligate an order.

43. Other details… • If funding from a citation is obligated, then returned to its original starting value via a de-obligation mod, the Program type/Budget Activity code chosen for the citation will not be editable, even if $0.00 has been obligated • Citations with multiple BA dedications can still be edited and submitted, just no non-negative dedications (in ITSS).

44. ITOMS Budget Activity Requirements on Funding Citations (ECP – 193)

45. Modules Impacted Funding Document Assign Funds - Add/Edit Funding Search Billing History - Credit/Rebill & Bill Surcharge Client

46. Funding Document Module Funding Document: Function displays detailed client funding information derived from Client Agency Official Funding Documents. Funding document will display in ITOMS once the user in ITSS submits the funding document. In ITOMS, Funding Documents can only be edited. Regular Funding Document Requirements • Users will be able to select the Program Type (Budget Activity) from the drop-down on the Citation tab. The following selections will be available: • IT Solutions Program (F1) • Professional Services Program (P1) • Expanded Services Program (B3) Budget Activity on the Citation Tab of Funding Document

47. Funding Document Module • All FAST (F6) program type (budget activity) will be reflected on the Funding Citation as FISSP (F1). • Users will also be able to view the program type (budget activity) on the Order tab of the funding document as well. Order Tab of the Funding Document

48. Funding Document Module • The Budget Activity on the Citation tab will be editable as long as there are no existing dedications/obligations applied from the citation to an order(s). Budget Activity on the Citation Tab of Funding Document

49. Funding Document Module • A funding document may contain multiple citations supporting different Program/Budget Activities. • When modifying citation data on an existing citation that funds orders of different Program Types, the Budget Activity will not be required to submit the edits (such as Citation Code, BOAC Code, etc., as well as all GSA Internal Client fields). Different Budget Activity for a Fund Doc

50. Funding Document Module • Existing funding citations will be pre-populated with a Budget Activity when all orders funded by a citation are assigned the same Budget Activity/Program Type. Advance Bill Funding Document Requirements • The Budget Activity of Advance Bill Funding will continue to be performed by funds managers in the ITOMS application in the same manner in which this action is currently performed. The budget B/A on Advance Bill Funding Document