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JUNE 2014 PROCUREMENT FORUM

JUNE 2014 PROCUREMENT FORUM. AASIS Year End Instructions. Introduction: RANDY WRIGHT, ASSISTANT ADMINISTRATOR. RANDY WRIGHT, ASSISTANT ADMINISTRATOR. W e nd e l l J o n e s D i re c t or of F l eet S e r v ic es w jo n e s @li tt l ero c k . o rg W a l t er E d er le

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JUNE 2014 PROCUREMENT FORUM

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  1. JUNE 2014 PROCUREMENT FORUM AASIS Year End Instructions

  2. Introduction:RANDY WRIGHT, ASSISTANT ADMINISTRATOR

  3. RANDY WRIGHT, ASSISTANT ADMINISTRATOR

  4. WendellJones DirectorofFleetServiceswjones@littlerock.org WalterEderle FleetMaintenanceManagerwederle@littlerock.org ReneeTyler SpecialProgramsCoordinator rtyler@littlerock.org FleetServicesDepartment Cityof LittleRock June 19,2014

  5. CityofLittleRockFleetServicesDepartment Fleet Services was originally a division of the General Services Department. In 1994, Fleet Services had grown sufficiently to be establishedasaDepartmentinitsownright,withthree(3)divisions atthattime: Administration,AcquisitionsandMaintenance. Today,Fleet Servicesisgrowingbyleaps andbounds,withfour(4) divisions and 70 full and part time employees. Fleet Services currentlyprovidesservicesto14CityDepartmentsaswellasseveral externalcustomers,includingtheLittleRockHousingAuthority,the Little Rock office of the U.S. Marshall Service, the DownTown Partnership,MEMSAmbulanceServices,theCityof MaumellePolice DepartmentandtheLittleRockConventionand VisitorsBureau.

  6. It is the mission of the City of Little Rock Fleet Services Departmenttoprovidecostefficient,qualityvehicles,workequipment, vehicle storage, fuel, and other fleet supportservicestoourcustomersinatimelymanner,whilebeing responsible stewardsofour natural resourcesand the tax dollarsofthecitizensof LittleRock. It is the objective of the Fleet Services Department to continuously seek and employ means to administer the most cost efficient, safety conscious and environmentally friendlyfleetoperationsprogrampossible. Our success will be confirmed in the responsible and productiveuseofcitizens’taxdollars. Anequallypremium priorityforFleetServicesistoeffectivelymeettheneedsof our City Department users, ensuring their capability to providevitalservicestotheLittleRock community. Partsroom atJ.E. Davisfacility

  7. CityofLittle Rock FleetServicesDepartment OrganizationChart

  8. FleetServicesDepartmentAdministrativeDivision • TheAdministrativeDivisionisresponsiblefordirectingallfunctionsoftheDepartment as well as holding primary responsibility for developing Department Policies and Procedures, processing all Human Resources actions and paperwork for the Department, providinginformationforspecialprojectsandreports,safetyandothertraining,vehicleand equipment acquisitions and disposal, vehicle and equipment inventory, parts purchasing anddistribution,partsinventoryandactingasliaisontotheCity Manager’s Office. • Personnelactionsandissues • DepartmentalPoliciesandProcedures • Purchaseanddistributionof parts • Partsinventorymanagement • SuperviseDepartmentAdministrativestaff • ProvidedirectiontoDivisionManagers • Ensuresafetyof facilities • Scheduleandprovidetraining • EnsureOSHAcompliance • Manageallvehiclesandequipmentacquisition anddisposal • Inventoryandpropertymanagementforvehicles andequipment • Developandmanagedivisionbudget • Process Departmentalpayroll • Actas liaisontoITforDepartmentissues

  9. FleetServicesDepartmentSupportServicesDivision • Fleet Services Support Services Division is responsible for developing the Department budget, auditing fleet inventory and capital assets, accountspayable,billing,accountsreceivable,andCityvehicleaccident processing. • DevelopandmanageDepartmentbudget • AccountforallDepartmentfunds • Auditinternalinventoryandcapitalassets • Managewreckadministration • AdviseandconsultDivisionManagersrelatingtofinancialissues andCityFinancePolicyandProcedures • Actas DepartmentliaisontotheCityFinance Department • Actas liaisonregarding financialissuestoallFleetcustomers • SuperviseDivisionstaff • Managedivisionrelatedcustomerandsupportservices

  10. FleetServicesDepartment MaintenanceDivision • TheMaintenanceDivisionisresponsibleformanagingscheduledandunscheduled maintenanceandrepairsforallCityvehiclesandequipmentandmanagingannual purchaseordersrelatingtomaintenanceand repairs. • TheMaintenanceDivisionoperatestwo(2)facilities. TheJ.E.Davisfacilityincludes theLightDutyshop,theHeavyDutyshop,theFireshop,thePaintandBodyshop, andtheTireshop. TheLandfillfacilityislocatedon-siteattheCity’sLandfillandis responsible for maintaining all vehicles and equipment related to City Sanitation services. • Managemaintenanceof Cityownedvehiclesandequipment • DevelopandmanageDivisionbudget • DevelopDivisionPoliciesandProcedures • ManageDivisionrelatedcustomerservice • Actas liaisontotheITDepartmentrelatingtotheFASTERsoftware andhardware,andtheFleetServer • Actas liaisontoFASTER/CCG • ManagemaintenanceandrepairAPOs • Manageweldingandmachineshops • Managetechnicianstaff • Inventorymanagementforfuelandfluids • ManagefuelandsecuritysystemsforJ.E. Davisfacility

  11. CNGFuelingStation • Opentothe public forCNGfuelpurchase • Cleanerfuelingalternativethan dieselorunleaded • Lessexpensivepergallonequivalent • Currentpriceperggeis$1.55 • Stationis easilyaccessibleand centrallylocatedon Interstate30 • Fast-Fillfuelingwitha200horsepowercompressor • Averagepassengervehiclesfillinapproximately5minutes,duringanormalday withaveragetemperatures • Accommodatepassengervehiclesand18 wheelers • FuturemaintenancefacilityforPMservices

  12. PilotProgramfor GovernmentAgencies • CNG andFuelSavings(Eightconvenientfuelingstationsand one emergencyfuelingstation) • Maintenance • PreventativeMaintenance • A–42 pointchecklist • B–Aanda49pointchecklist • C –A+Banda49pointchecklist • TireRotationand Balance • RepairServices • Brakes • StartingandChargingSystems • Alignments • Diagnostics,etc. • Paintand Body repairs • Monthly Billing

  13. FuelingStationLocations

  14. AdditionalCooperativePurchasing Opportunities • Fuel PurchaseforUnleadedandDiesel • Windshields • Tires • Parts • Up-Fitting • VehicleCleaning andDetailing • OtherAnnualPurchase Orders

  15. CurrentCustomers • Cityof LittleRock • Cityof Maumelle • LittleRockHousingAuthority • MEMS • OaklandCemetery • LittleRockConvention andVisitorsBureau • UnitedStatesMarshallService(LittleRock Office) • DFA??

  16. WhoWeAre • GovernmentFleetMagazineLeading Fleets • Ratedamongthetop50PublicFleetsintheU.S. andCanada,asannouncedinMay2014 • Meetingtheprogram’sStandardsofExcellencein fleetleadership,competitiveness andefficiency,planningforthefuture,andovercomingchallenges • Consecutivelyrecognizedinthe100BestFleetsof NorthAmericaprogramforthepast7years • ASEand EVTcertifiedAutomotiveTechnicians • In-house partsinventoryof$350,000 • Strongcustomerserviceethic

  17. LITTLEROCK

  18. Thankyou! Cityof LittleRock FleetServicesDepartment 3314J.E. DavisDrive LittleRock,Arkansas72209 littlerock.org501-918-4200

  19. Year End Instructions Susan Banasiewicz Aasis Service Center sue.banasiewicz@dfa.arkansas.gov

  20. Fiscal Year-End Deadlines All agencies must clean up purchasing documents before year-end to properly reflect their procurement spend for FY 2014 by: • Eliminating unwanted Purchase Orders (POs) • Closing open Purchase Requisitions (PRs) • Reducing open Funds Reservations • Deleting PO lines with discontinued account assignments (those carrying Cost Center, WBS Element, and/or Internal Order), which will no longer be valid in the new fiscal year • Held and Blocked POs • Held PRs

  21. AASIS Service Center (ASC) will carry forward open commitments where there is sufficient budget and/or appropriation in the new fiscal year to cover the commitment. NOTE:  Agencies should be aware that POs and commitments carried forward into FY 2015 must pass a FY 2015 budget validation or they will be reversed and deleted in FY 2014 by ASC prior to the system being available for normal operations on Monday, July 7, 2014.

  22. Exclusions from carry forward: • No held or blocked POs will be carried forward from FY 2014 to FY 2015. • No PRs will be carried forward from FY 2014 to FY 2015. • Unless they are 45 day eligible, no POs created prior to FY 2014 will be carried forward, even if line items were added in FY 2014. • POs created in FY 2014 will be carried forward only if sufficient budget and/or appropriation exists in FY 2015 to support the entire document.

  23. A Goods Receipt (MIGO) transaction must not be keyed unless goods or services have actually been received. • An Invoice Receipt (MIRO) transaction must not be keyed unless invoice has actually been received. • POs which require account assignment information changes (Cost Center, Internal Order, WBS Element, Asset number, and/or G/L Account)in order to close out not carry forward • Delete existing line with incorrect data • Add new line for desired account assignment

  24. Agency Responsibilities • Clear by posting or deleting all parked, saved as complete, held or blocked documents and invoices prior to June 30, 2014. Any documents remaining in parked status on June 30, 2014 prior to the start of the final payment run will be deleted by DFA – Office of Accounting. • GR/IR items should be reviewed. Any old items should be researched and processed to completion through an invoice receipt or through the reversal of receipts (if paid in another manner), etc. This activity should be completed early in June 2014. • If you have done a Goods Receipt but paid via Direct Invoice, contact your CAFR liaison to do a separate transaction. • Document this within your PO

  25. If your Outline Agreement has a validity date later than 6/30/2014, it will show on the transparency website. If that is not correct, make your edits. • POs containing assets will not be carried forward • ASC will close any PO with assets that has only a goods receipt or has been otherwise capitalized

  26. End of Year calendar • Monday, June 30 • DFA personnel will be conducting year end related activities during this time period. Agency personnel will be locked out of the AASIS system. • Monday, July 7 • AASIS Service Center opens FY2015 period 1 for posting • AASIS Service Center unlocks user roles by 7:00 AM to begin normal operations.

  27. CRITICAL TRANSACTIONS • ZOPENREQ – list of open PRs • MB5S – Display list of GR/IR balances • ZPO_OPEN_INV – list of PO with open invoices • ZPO_PARTGR_IR – PO partially received and/or invoiced • ME52N – close or delete PR • ME22N – close PO • ME2K – Purchasing Documents per Account Assignment • ME5K – List Display of Purchase Requisitions

  28. ZOPENREQ OPEN PRs

  29. MB5S GR/IR BALANCES

  30. ZPO_OPEN_INV PO WITH OPEN INVOICES

  31. ZPO_PARTGR_IR - PO PARTIALLY REC’D AND/OR INVOICED

  32. ME52N CLOSE OR DELETE PR

  33. ME22N CLOSE PO

  34. Additional Transactions used for yearend cleanup: • Outline agreements must be output in ME9K • Outline agreements must have validity dates opened in order to close outstanding POs and then changed back. If Outline agreement has validity date passed 6/30/2014, it will show on the transparency website. – Change OA ME32K • Call OSP buyer if a statewide contract • Where Do You Go To Look At Your Budget And View The Commitments? • The Actual Budget report - Transaction • Y_BCS_80000046 • The Open Commitment Item report – Transaction ZCMT

  35. What Reports Can You Run To View Your Open/Held Purchase Requisitions? • List Display Of PRs – Transaction ME5A • List Display Of Open PRs – Transaction ZOPENREQ What Reports Can You Run To View Your Open/Held/Blocked POs? • Display List Of GR/IR Balances – Transaction MB5S • Purchasing Document Per Document Number – Transaction ME2N Purchasing Documents Per Account Assignment - ME2K

  36. What Reports Can You Run To View Outline Agreements and their Release POs Purchasing Document Per Document Number – Transaction ME2N OSP B--Annual Minority Report - Transaction ZMM12 What Reports Can You Run To View Expiring Outline Agreements Purchasing Documents Per Document Number - ME3N POs With An Open Invoice – Transaction ZPO_OPEN_INV POs That Have Been Partially Received and/or Invoiced - ZPO_PARTGR_IR. What Reports Can You Run to Find Invoicing Errors? Vendor Line Item Display Report – Transaction FBL1N PO Vendor Payment Report – ZPOVP

  37. What Reports Can You Run to Find Open AP Documents that are committing budget in error? • •Open Commitment Report – Transaction ZCMT • •Display Parked Document Report – Transaction FBV3 • •Parked Vendor Invoices – Transaction ZFI_PARKHELD_RPT • •Open Item AP Report – Transaction ZOPENITEMAP • •The Actual Budget Report – Transaction Y-BCS_80000046 • Change PR – ME52N • Change PO – ME22N • Delete Parked Invoice Documents – FBV0 • Delete Parked Invoice Documents – Transaction FBV2 • Reversing A Posted But Unpaid Direct Vendor Invoice Or A Direct Vendor Credit Memo– Transaction FB08 • Reversing A Posted But Unpaid Logistics Vendor Invoice Or A Logistics Vendor Credit Memo – Transaction MR8M. • Clearing Vendor Open Items For A Logistics Invoice – Transaction F-44 • Change An Unpaid Logistics or Direct Vendor Invoice Or A Logistics or Direct Vendor Credit Memo – Transaction FB02 • What Reports Can You Run To View Vendor Status, i.e. Blocked/Deleted - Display Vendor - Transaction XK03

  38. Click on the “Help” section Select “AASIS HELP” Enter “POVIC” in the “Terms” field. Click “search” Points of Contact

  39. Points of Contact • For AASIS courseware regarding PO and Invoice Clean-up : • ESS is found at https://www.ez.arkansas.gov • Go to Learning, Arkansas State Employee Training Program, AASIS training, Materials Management, Procurement, POVIC (PO and Vendor Invoice Cleanup),Reference materials – procurement, open items: POVIC, user manual • If you have any questions regarding AASIS transactions, please call the AASIS help desk at (501)683-2255 or log a help desk ticket.

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