OFM/OMWBE Training

1. OFM/OMWBE Training OFM and OMWBE Fall 2011

2. Course Objectives • Overview of OMWBE Reporting • OFM Coding Changes for OMWBE • Matrix – Vendor Type & Sub Object • Matrix – Sample & Definitions • OMWBE Exceptions – Override of Flag • Common Agency Payment Coding Errors • Proper Coding Correction for AFRS History • Sub-Contractor Data • New OFM – OMWBE Report

3. Office of Minorty and Women’s Business Enterprises - Overview • Mission Statement • To create and sustain a competitive and fair business environment for contracting and procurement opportunities that includes small businesses that are owned by minority, women, and socially and economically disadvantaged people

4. Governor’s Supplier Diversity Challenge to the State • Increase contracting and procurement with minority and women-owned businesses through genuine outreach, opportunity, and inclusion. • Since Washington State voters passed Initiative 200, goals set for public contracting with M/WBEs are no longer mandatory. However, the Governor has recognized the importance of continuing to include M/WBE’s in public contracting.

5. Certification Criteria • To be considered an eligible owner, you must be a U.S. citizen or lawful permanent resident and a member of one of the following  groups: • Woman, Black, Hispanic, American Indian/Alaskan Native, Asian American, Socially & Economically Disadvantaged • Eligible owner must own at least 51% of the business. • Eligible owner must control the firm’s managerial and day-to-day operations. They must have both the legal authority and technical ability to control the firm.

6. OMWBE Resources • OMWBE Guidelines – Document http://www.omwbe.wa.gov/supplierdiversity/reporting • Agency Information and Participation http://www.omwbe.wa.gov/supplierdiversity/supplierdiversity_agencyplans.shtml

7. OMWBE Reporting • Official OMWBE reporting system: • The Online Reporting System (ORS) is for tracking and increasing the portion of government spending that goes to Certified M/WBE’s in comparison to the spending made to non-certified businesses • These are actual expenditures made specifically by your agency. If the agency paid a certified contractor or vendor credit is given for using that firm

8. OFM Coding Changes for OMWBE • OFM and OMWBE collaborative approach to increase OMWBE reporting participation for agencies • OFM made coding changes to AFRS – • auto population of OMWBE flag utilizing Vendor Type and Sub Object used on payment • OMWBE calculates participation on 38 of the 140+ sub objects available in SAAM

9. Matrix – Vendor Type & Sub Object • OMWBE Matrix created linking Vendor Type and Sub Object • AFRS auto-populates the OMWBE Flag based on the OMWBE matrix. • Auto-population occurs with all on-line or batch payment transmittals • Matrix does not address every OMWBE exception flag or payment

10. Matrix Sample

11. Auto Populated OMWBE Flag Definitions • 0 = Not included in the participation base • B = Included in the participation base • E = E Flag Exception • N = N Flag Exception

12. OMWBE Exceptions – Override of Flag • Agencies can override AFRS auto populated OMWBE flag • Overrides should occur on all payments that meet OMWBE - S, K and E exception criteria • K Flag for Mandatory Use Contracts • E Flag – Payments to supermarkets • E Flag – Payments to radio & television broadcasting companies • See Appendix B in OMWBE Reporting Guidelines

13. Common Agency Payment Coding Errors • K or S exception flag not utilized by agency • Agency Vendor record displays inaccurate Vendor Type • Incorrect sub object used at time of payment • Tax Identification Number not provided on payment transaction • Blanking or spacing out the payment flag

14. Proper coding correction for AFRS • Do not use DRS to correct OMWBE entries • OFM utilizes AFRS history data for OMWBE reports • All corrections must be completed in AFRS utilizing a Journal Voucher (JV) process • Include vendor number, sub object, exception flag, tax identification number and account coding when processing a JV.

15. Sub-Contractor Data • Agencies should use the OM.3 AFRS screen to enter sub-contractor information

16. AFRS OM Screens === AFRS ======================= PRIMARY MENU ==================== C105P05A === TM -- TABLES IN -- INPUT/CORRECTION MI -- MASTER FILE INQUIRY VE -- VENDOR/PAYMENT/CANCELLATION RD -- ON-DEMAND REPORTING RR -- REPORT REQUEST BI -- BATCH INTERFACE LOG DR -- DISBURSEMENT REPORTING SYSTEM SS -- SYSTEM SECURITY OM -- OMWBE REPORTING CL -- HELP PHONE LIST EX -- EXCHANGE DATA SETS AD -- ADMINISTRATION AGENCY: ____ SELECT FUNCTION: __ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT PRIVACY NOTICE: THE AFRS SYSTEM DOES NOT COLLECT PERSONAL INFORMATION FROM SYSTEM USERS. THE SYSTEM FILES/PRODUCTS MAY CONTAIN PERSONAL INFORMATION ABOUT CITIZENS. SAFEGUARDING/DISPOSITION OF AFRS FILES/PRODUCTS MUST COMPLY WITH EXECUTIVE ORDER 00-03, 4/15/00; RCW 42.17.310; AND THE FEDERAL PRIVACY ACT OF 1974.

17. AFRS OM Screens Continued === AFRS ==(OM)================== OMWBE MENU ===================== C105V040 === TR: ______ 3000 1 - OMWBE REPORTING (ON-DEMAND) 2 - OMWBE REPORT REQUEST VIEW 3 - OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN 4 - OMWBE SUB-CONTRACTOR FILE REPORTING FISCAL YEAR: 11 FUNCTION: _ PF1=HELP, PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT

18. AFRS OM Screens Continued === AFRS ==(OM.3)===== OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN == C105V047 === TR: ______ REPORTING FISCAL YEAR: 11 (FROM OM MENU) 3000 - 0001 FUNCTION: F (A=ADD, C=CHANGE, D=DELETE, F=FIRST, N=NEXT, S=CLEAR SCREEN FOR ADD) SUB-CONTRACTOR TIN: ___________ SUB CONTRACTOR FIRM NAME: ________________________ AGREEMENT ID: __________ SUB OBJ: __ AMOUNT: 0000000000000 +/-: _ CURRENT DOCUMENT NO: ________ __ PRIME VENDOR NO: __________ __ PRIME VENDOR NAME: ________________________________ PROGRAM: ___ SUB PROGRAM: __ PF1=HELP PF3=RETURN PF7=RETURN TO OM.4 PF12=MESSAGE CLEAR=EXIT END OF FILE REACHED

19. New OFM OMWBE Report • Utilizes OMWBE unique business rules • Allows agency to see data at a variety of levels • Data can be viewed by specific time periods • Provides summary level detail by participation levels • Has drill down capabilities to see detail data • Displays where participation can be improved • Data does change based on agency JV corrections • Does not contain sub-contractor data at this time • OFM is currently working on this issue

20. OMWBE Report Continued • Report not finalized by OMWBE is still in testing phase • OMWBE Requested modification to the report layout – new requirements being completed by OFM • Utilization/Participation reports generated by the OMWBE remain the official reports

21. Accessing OFM – OMWBE Report Start Internet Explorer • In the Address field, type http://reporting.ofm/reporting/ for the Intranet web site or • https://fortress.wa.gov/ofm/reporting/for the Internet web site and click Go, or press [Enter]. The Enterprise Reporting logon screen is displayed

22. ER - Access

23. Report Folder Structure

24. OMWBE Report Object

25. OMWBE Parameter Choices

26. Next Steps • Complete re-write of OMWBE reports • Continue to develop solution for sub-contractor data