# Presentation: 304417

## Integrated Acquisition System (IAS) Overview

## Agenda

- IAS application overview
- IAS Release 2.2 Functionality
- Roll out Approach
- Roll out Support
- IAS User Training
- Web Based Training (WBT)

## IAS Application Overview

- IAS is a web-based acquisition system with a real time interface with the Foundation Financial Information System (FFIS)
- The system provides the following capabilities:
- Requisition Creation and Approval
- Acquisition Management (Solicitations, Orders, Contracts, etc.)
- Receipt / Acceptance
- Invoice Entry
- Real time interface with Error Management module

**Notes:**
 Just note that this is a demonstration
 UAT was the existing agencies
 etc etc

## IAS Functionality

**IAS Pilot Limited Core Functionality***

-   Requisition Entry
-   Requisition Review & Approval
-   System Administration &Reporting
-   Solicitation / RFx Prep
-   Send to FedBizOpps
-   Capture Proposals related information
-   Develop Contract Clause Matrices
-   Purchase Order and Contract        Award/Release for Obligation
-   Contract Modification

**IAS Post Pilot Full Core Functionality**

-   IAS Pilot Limited Functionality plus:
- FFIS Interface
- Commit funds
- Obligate funds
- Invoice entry
- Cost Modifications
- Reconciliation
- Receiving
- Close-out

- * Procurement card and program fund transactions are not within pilot scope.  For post-pilot purposes, discussions regarding implementation of pcard and program fund transactions are in process.

**Notes:**
 Just note that this is a demonstration
 UAT was the existing agencies
 etc etc

## IAS – FFIS Interface

- The IAS – FFIS interface is designed to provide a real-time connection between the two systems, applying commitment accounting standards

**Notes:**
 Note that there are multiple modules in IAS
 When a transaction is approved / released in IAS, it goes to the interface
 Interface preps data
 Sends to FFIS-end MQ, then Core Connect, which acts as if there is someone actually entering it
 CHANGE NOTE: before PRCH just sends PRCH user; now this sends a specific FFIS user id, 
so part of the implementation process is working out which users require what FFIS access and setting the profiles accordingly
Pass 2 transaction, if any part of the transaction fails, the whole thing is returned to IAS – no partials and errors do not reside in SUSF if they come from IAS
Only time you see Pass 1 – Pass 2 is for cross servicing by design, to mitigate risks of one application getting a transaction and another rejecting
 Either way, FFIS transacts and send a message back to IAS

## Benefits of an Interfaced System

- The real-time interface between the USDA financial management application (FFIS) and the IAS application enables:
- The ability to access real time financial data pertaining to procurement activity
- The use of controls such as tolerances and budgetary constraints
- Requires all agencies at USDA to follow Commitment accounting
- Master data such as accounting codes and vendors are automatically updated

**Notes:**
No additional comments beyond:
Remember pass 1 – pass 2
Headers breakout etc...

## Near Term Release Schedule

|  | Scheduled Begin and End Dates |
| --- | --- |
|   Task | IAS Release 2.2 |
| System Requirements Analysis and Design Document | June 11, 2004 to
June 18, 2004 |
| Development and Integration Testing | July 7th, 2004 to
July 23, 2004 |
| Quality Assurance (QA) Testing with PSD | Aug. 2nd, 2004 to 
Sept 3rd, 2004 |
| Quality Assurance (QA) Testing with Pilot Agencies | Aug. 16th, 2004 to
Aug. 27th, 2004 |
| User Acceptance Testing with Pilot Agencies | Sept. 7th, 2004 to
Sept. 10th, 2004 |
| Production Go Live | Oct. 4, 2004 |

## Roll Out Approach

- The PSD team has concluded that 2 waves of implementation roll outs for release 2.2 would be necessary given the number of users involved
- Wave 1 of the Release 2.2 roll out will consist of FNS, RD, FS (4 offices), and APB and will tentatively occur the week of October 11, 2004
- Wave 2 of the Release 2.2 roll out will consist of LOLO National Forest, NRCS, and FSIS and will tentatively occur the week of November 10, 2004
- FY 06 roll outs will incorporate the rest of FS, APHIS, ARS, and OIG

## IAS Roll Out Milestones

**Milestones**

**RD CT/Deploy.......**

** ****IAS Pilot**

- Key Milestones

- FY 2003

- FY 2004

** ****Limited Core IAS Rollout**

**Core IAS Rollout**

** ****Additional Capability Rollout**

- FY 2005

**   ****IAS **
**Complete**

**Forest Service **
**CT/Deploy......**

** ****Forest Service Interface Integration/CT/Deploy............**

**NRCS **
**CT/Deploy**

**RD Interface Integration**

**FSIS Interface Integration**

**OIG CT/Deploy***

**FSA CT/Deploy *.........**

- 10.07.03

**FNS CT/Deploy......**

**FSIS **
**CT/Deploy**

**FNS Interface Integration**

** ****NRCS Interface Integration**

- CT – Configure and Train

**POD/OO/OCIO CT/Deploy***

**Oct. 02**

**Oct. 03**

**Oct. 05**

**APB Rollout**

- FY 2006

**Oct. 04**

**APHIS CT/Deploy***

**ARS CT/Deploy***

**IAS**
**Roll Out**
**Activity**

- *Implementation date will be determined by funding

**Oct. 05**

**IAS Roll Out Milestones**

## Roll Out Support

- Communication will be the key to ensuring expectations and timelines are met with respect to roll out. Methods to be utilized include:
- The IAS Portal Page, Help Desk Website, Emailed communications to Agency HCAs, and Meet with Agency IAS leads and security administrative offices
- Training will also be an integral part for a successful IAS roll out to all agencies. This will be achieved through:
- A Web Based Training (WBT) tool, Subject Matter Expert (SME) assisted class-room training, and Videos

## IAS User Training

- IAS deployment requires nearly simultaneous user training for approximately 24,000 IAS users, which must be managed
- A Learning Management System (LMS), software that automates the administration of training events, is being developed by PSD and will be leveraged as Implementations increase in FY05

## Training Structure being developed for USDA

- The Learning Management System that will support IAS training is expected to be the platform towards implementing a centralized web accessible learning resource for USDA

## Web Based Training Tool (WBT)

- Integrated Acquisition System (IAS) Requisition Management Training
- Self-Guide, Self-Paced Computer Based Training Module
- Each section of training follows a Intro-Demo-Practice-Review format
- Combines static and dynamic web pages to present information

## Web Based Training (cont.)

## Web Based Training (cont.)

## Web Based Training (cont.)

## Questions

- Questions and Answers