# Presentation: 894421

## The Corporate Property Automated Information System-Personal Property (CPAIS-PP)

- Presented by**Louis Butler, Shelda Melancon & Tina Rosselot**

## Objectives

- Provide a brief overview of CPAIS-PP.
- Present CPAIS-PP functionality using screen views.
- Review PROP to CPAIS-PP Data Conversion.
- Review General Time-line for system implementation.

- Office of the Chief Financial Officer

## CPAIS-PP

- CPAIS-PP will be a web-based, integrated property and financial management system for tracking accountable personal property.
- Equipment
- Furniture & Fixtures
- Motor Vehicles
- Aircraft
- Hardware
- Internal Use Software

- Office of the Chief Financial Officer

## CPAIS-PP

- CPAIS-PP will include property that is
- Owned with an acquisition cost that is equal to or greater than the USDA accountable threshold of $5,000.
- Owned that is considered high-risk; under $5,000 but sensitive (budget object class 3141).
- Under construction (Work-In-Progress).
- Leased.
- CPAIS-PP will replace the Personal Property System (PROP).

- Office of the Chief Financial Officer

## CPAIS-PP 

- CPAIS-PP should include only General Property, Plant, and Equipment.
- Tangible Assets
- Useful life of 2 or more years
- Used to produce goods or services or to support the mission of the entity (not intended for sale in the ordinary course of business)

- Office of the Chief Financial Officer

## CPAIS Personal Property Components

- FFIS/CPAIS  Interface
- User Management Access (UMA)
- Traditional Acquisitions
- Non-Traditional Acquisitions
- Disposal/Transfers
- Work in Progress (WIP)
- Equipment Maintenance
- Vehicle Maintenance
- Accident Reporting
- Maintenance Modules
- Reports

- Office of the Chief Financial Officer

## CPAIS Personal Property Flow To and From CPAIS for Traditional Acquisitions

- Office of the Chief Financial Officer

## CPAIS Personal Property FlowTo and From CPAIS for Traditional Acquisitions

**Cont.**

- Office of the Chief Financial Officer

## Accessing CPAIS Personal Property

- CPAIS Personal Property will use level II eAuthentication ID’s.
- CPAIS Access will be managed using online User Management Access (UMA) software.

- Office of the Chief Financial Officer

## Personal Property

- Office of the Chief Financial Officer

## Traditional AcquisitionsStaging Area Budget Object Classes

- Proper classification of assets begins with the budget and procurement communities.
- The budget object class determines
- If the item will be selected to be interfaced into the subsidiary system,
- The capitalization status (asset or expense),
- The useful life of personal property capitalized assets, and
- The general ledger accounts that will be updated.
- Refer to the CPAIS Personal Property Budget Object Class Matrix for BOC guidance.

- Office of the Chief Financial Officer

## Traditional AcquisitionsStaging Area

- Financial transactions accepted in FFIS will interface into the CPAIS-PP Staging Area if they are recorded to one of the following general ledger accounts:
- 1750, Equipment
- 1830, Internal Use Software
- 6100, Operating Expenses
**Only budget object classes beginning with “31” and**
**Excluding budget object class “3140.”**

- Office of the Chief Financial Officer

## Traditional AcquisitionsStaging Area

- Interfaced transactions will enter the Staging Area and contain KEY procurement information:
- Procurement Document Type.
- Procurement Document Number.
- Procurement Line Number.
- (See the FFIS to CPAIS Personal Interface Detailed Requirements.)
- Users may CONSOLIDATE various procurement KEYS.
- Users may MIX a procurement KEY.
- Edit checks will be in place to ensure that Departmental thresholds are adhered to.

- Office of the Chief Financial Officer

## Staging Records

**Transactions will be aged and reported as financial metrics until all associated assets are created and the BOC aligns with Departmental thresholds, or the property is removed as a property item by changing the BOC.**

**LIKE assets-Each unit has the same price and BOC; total acquisition amount of the Staging Record divided by quantity equals the unit price.**

- Office of the Chief Financial Officer

## Error Messages

- Office of the Chief Financial Officer

## Notes

- Office of the Chief Financial Officer

## Property

- Office of the Chief Financial Officer

## Property AccountingChanges

**Accounting changes (including BOC) to Property Master Records flow through budgetary accounts. FFIS Obligation tables are not updated.**

- Office of the Chief Financial Officer

## Staging AreaConsolidate

**Taking one or more KEYS and combining them with another KEY into like assets (each unit has the same price and BOC; total amount divided by total quantity equals the unit price).**
**Generates accounting transactions where BOC’s change.**

- Office of the Chief Financial Officer

## Staging AreaMix

**Staging Area****Mix**

**Taking one KEY and separating it into unlike assets (price differences, BOC differences).**
**Generates accounting transactions where BOC’s change.**

- Office of the Chief Financial Officer

## Staging AreaAccounting Changes

**Staging Area****Accounting Changes**

**Accounting changes (including BOC) to Staging Area Records flow through budgetary accounts. FFIS Obligation tables are not updated.**

- Office of the Chief Financial Officer

## Transfers and Disposals

- Office of the Chief Financial Officer

## Transfers

- Movement of property from one accountable officer to another or from one accounting strip to another.
- Between Federal entities only; trading partner must be identified.
- May be accomplished on an asset by asset basis or include a mass accountable officer change.

- Office of the Chief Financial Officer

## TransfersProperty Management

- Office of the Chief Financial Officer

## TransfersAccounting Profile

- Office of the Chief Financial Officer

## Transfers

- Accounting is only required to be provided by the receiver if the
- Asset is capitalized and
- If the receiving agency is a CPAIS agency.
- Transfer accounting for capitalized assets does not flow through budgetary accounts.
- A Transfer-In debits the asset and credits 5720-Transferred In Without Reimbursement
- A Transfer-Out credits the asset and debits 5730-Transferred Out Without Reimbursement
- The transfer-in and the transfer-out are recorded upon acceptance and input of the accounting by the receiver.

- Office of the Chief Financial Officer

## TransfersAccounting

- Office of the Chief Financial Officer

## Transfer Out to a Non-USDA (Non-CPAIS) Agency

- Office of the Chief Financial Officer

## Property Disposals

**The disposal method determines the accounting that will be generated.**
**  ****(See the Personal Property Accounting and Posting Model Guide currently in development.)**

- Office of the Chief Financial Officer

## Disposal Approvals

- Office of the Chief Financial Officer

## Work-In-Progress (WIP)

- Accumulation of costs by accounting strip(s) for constructed assets.
- Proper classification of WIP assets begins with the establishment of an asset within the CPAIS-PP WIP Module.
- Agency updates PROJ with the accounting strip, asset identification number (in the UAI field), and the GL Post Type (“EP”= Equipment-In-Progress; “SD” = Software In Development).
- The GL Post Type drives the asset’s standard general ledger account (EP = 1752, SD = 1832).
- WIP assets do not depreciate until placed in service.

- Office of the Chief Financial Officer

## Work-In-Progress Main Menu

- Office of the Chief Financial Officer

## Work-In-ProgressCreate Asset

- Office of the Chief Financial Officer

## Final Note on Accounting

**Accounting histories will be available from the point of conversion on both Staging Records and Property Records.**

- Office of the Chief Financial Officer

## Reports

- 1.  Acquisitions and Disposals Report
- 2.  Agency PMO Assets Report
- 3.  Exchange/Sale Reports
- 4.  Motor Vehicle Reports
- 5.  Non-Federal Recipients Report
- 6.  Personal Property Data Report
- 7.  Physical Inventory Report
- 8.  PMO & APO Inventory Status Report
- 9.  Staging Area Reports
- 10.  Vehicle FAST Reports
- 11.  Vehicle Operational Reports
- 12.  Working Capital Fund Reports
- 13.  Change Reports

- Office of the Chief Financial Officer

## Conversion

- Office of the Chief Financial Officer

## CPAIS Personal Property Implementation 

- Training – Train the Trainer Sessions
- June 16, 2008 – June 20, 2008 – Pilot Focus Group
- July 7, 2008 – July 11, 2008
- July 14, 2008 – July 25, 2008
- July 28, 2008 – August 1, 2008
- Quality Assurance Testing
- July 31, 2008 – Sept. 9, 2008
- User Acceptance Testing
- August 22, 2008 – Sept. 26, 2008

- Office of the Chief Financial Officer

## CPAIS Personal Property Implementation

- System Implementation
- September 30, 2008
- Data Conversion & System Open for Use
- (PROP system will be operating in retrieval mode only)
- October 1, 2008

**Cont.**

- Office of the Chief Financial Officer

## Contacts

- Louis Butler, Project Manager/Lead
- Associate Chief Financial Officer-Financial Systems
- 504-426-5619
- Tina Rosselot, Conversion Lead
- Associate Chief Financial Officer-Financial Systems
- 504-426-5629
- Michael R. Johnson, Property Management Lead
- Office of Procurement and Property Management
- 202-720-9779
- Shelda Melancon, Accounting Lead
- Associate Chief Financial Officer-Financial Operations
- 504-426-5120

- Office of the Chief Financial Officer