# Presentation: 201909

## Review of the USDA Corporate Functional Requirements for Personal Property 

**Corporate Property Automated **
**Information System (CPAIS)**

## Introduction

- Introductory comments by Chief, Property Management Division, OPPM
- Introductory comments by the USDA ACFO-FS

## CPAIS 2.0

**Scope:**
- All USDA Personal Property to include inventory of capitalized and accountable/sensitive properties, vehicles, software, and aircraft in a single system with interfaces to the USDA Financial System of record, GSA Autochoice and Purchase Card Management System (PCMS).

**Roles and Responsibilities:**
- OPPM: Co-sponsor, Functional Proponent
- ACFO-FS: Co- Sponsor, Program Management
- ACFO-FS/Forest Service:  Software Services
- NITC: Computing Services
- NFC: Telecommunications and Database Management Services

## Meeting Ground Rules

- One conversation at a time
- Allow person to complete their thought
- Treat all ideas with respect
- Participation is a must
- “Parking Lot”
- Will capture agency comments for resolution
- All other comments due 8/24/2005
- Cell phones, beepers should be silenced

## CPAIS 2.0 Accomplishments

- Business Process Flow Documentation
- PCMS to CPAIS Interface Requirements
- Auto Choice to CPAIS Interface Requirements
- CPAIS Functional Requirements

## CPAIS 2.0 Functional Requirements Team

- Brumbeck, Cheryl
- Fay, Kathy
- Melancon, Shelda
- Milton, Andria
- Morrison, Karen
- Muller, Daniel
- Plotkin, Elaine
- Sheppard, Jim

## CPAIS 2.0 Tasks In Process

- FFIS/CPAIS, CPAIS/FFIS, FFIS Interface requirements
- CPAIS Design
- CPAIS Conversion

## Executive Summary
Assumptions
Outstanding Issues
CPAIS Functionality

- Assumptions
- Outstanding Issues
- CPAIS Functionality

**CPAIS 2.0 Functional Requirements **

## User Access Roles
Personal Property Manager (PPM)
Personal Property Accountant (PPA)
Table Maintenance
Fine Grain Security

- Personal Property Manager (PPM)
- Personal Property Accountant (PPA)
- Table Maintenance
- Fine Grain Security

**CPAIS 2.0 Functional****Requirements **

## CPAIS Personal Property Flow To And FromCPAIS Traditional Acquisitions

## CPAIS Personal Property Flow To And FromCPAIS Traditional Acquisitions

**Cont’d**

## Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area

- Property user reviews and accepts staging area record

## Traditional AcquisitionsStaging Form

## Traditional AcquisitionsStaging Form

## Work Flow For Creation of Property Record For Traditional Acquisition Within The Staging Area

- Property user reviews and accepts staging area record

## Traditional Acquisitions

**Traditional Acquisitions**

- APO No

## Traditional Acquisitions

## Traditional Acquisitions

## Traditional Acquisitions

## Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

- Fleet personnel orders vehicle through GSA Auto Choice

- GSA creates weekly transmissions file of vehicles ready for shipment

- AutoChoice/CPAIS interface receives GSA file and creates a partial property record

- AutoChoice/GSA interface creates a shell staging area record

- CPAIS applies selected data elements to the linked property record

- GSA sends billing tape to DDGEN

- DDGEN accepts and processes within FFIS

- FFIS/CPAIS interface selects transaction and sends to CPAIS

**More...**

## Traditional Acquisitions

- APO No

- - AutoChoice/CPAIS Populated

## Traditional Acquisitions

## Traditional Acquisitions

## Traditional Acquisitions Staging Form

## Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

- Fleet personnel orders vehicle through GSA Auto Choice

- GSA creates weekly transmissions file of vehicles ready for shipment

- AutoChoice/CPAIS interface receives GSA file and creates a partial property record

- AutoChoice/GSA interface creates a shell staging area record

- CPAIS applies selected data elements to the linked property record

- GSA sends billing tape to DDGEN

- DDGEN accepts and processes within FFIS

- FFIS/CPAIS interface selects transaction and sends to CPAIS

**More...**

## Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

- CPAIS receives transaction and updates the shell staging area record

- Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID

- Property user completes form and updates property record

- CPAIS saves and stores property record

- CPAIS displays partial vehicle property record

## Traditional AcquisitionsGSA Staging Form

## Work Flow For Creation Of Property Record For Traditional Procurement Of Vehicle Through GSA AutoChoice

- CPAIS receives transaction and updates the shell staging area record

- Property user reviews CPAIS for partial vehicle records and clicks on appropriate asset ID

- Property user completes form and updates property record

- CPAIS saves and stores property record

- CPAIS displays partial vehicle property record

## Traditional Acquisitions

- - Staging Area Populated

- P0000123456

- *APO No

- DDGN

- 34

- 3155

- Sedan

- 20,200.00

- 1263955055

- NV

- 2310

- 7402

- MOAPWSER4T402#1102

- 20,200.00

## Traditional Acquisitions 

## Work Flow For Creation Of Property Record For Traditional Acquisition Without Accessing Staging Area

- Property user enters CPAIS and selects ‘create traditional property record’ on CPAIS menu

- CPAIS displays property record form with selected fields completed from staging record

- Property user completes form(s) and updates record

## Traditional Acquisitions

## Work Flow For Creation Of Property Record For Non-Traditional Acquisitions

- Property user enters CPAIS and selects ‘non-traditional acquisition’ on CPAIS menu

- CPAIS displays property record forms for non-traditional acquisitions

- Property user completes form and creates record

- CPAIS creates and shows property record

## Non-Traditional Acquisitions

## Non-Traditional Acquisitions

## Non-Traditional Acquisitions

## Non-Traditional Acquisitions

## Non-Traditional Acquisitions

## CPAIS 2.0 Functional Requirements

**Work In Progress**

## Traditional Acquisitions

- 12345678911

- WIP

- WIP

- *APO

- 5896214

- 03

## Work in Progress

## Work in Progress

## Work in Progress

## CPAIS 2.0 Functional Requirements

**Depreciation**

## CPAIS 2.0 Functional Requirements

- Normal depreciation shall begin the first month following the in-service date of the asset and will be for one month; depreciation calculations will not consider the day of the month that asset is placed in service.  Changes in the assets’ value will create a cumulative to-date adjustment in the assets’ depreciation or amortization.
- CPAIS will regulate accumulated depreciation and amortization to ensure that, at no time, the accumulated depreciation or amortization exceeds the acquisition cost.  In the event that the value is changed to less than the accumulated depreciation or amortization, CPAIS will send a “Decrease” depreciation or amortization record to adjust depreciation or amortization to equal the value of the asset.
- The useful life for each type of personal property shall be derived using the default Budget Object Class code associated with the property.

## Work Flow for Creating and Updating Vehicle Operational Data

- PCMS creates monthly fleet operational data file

- PCMS/CPAIS interface receives PCMS data and prepares transactions for update to CPAIS vehicle operational record

- CPAIS vehicle operational record updated and stored

- Fleet/property user enters CPAIS and selects vehicle operational record from CPAIS menu

- CPAIS displays vehicle operational data form for manual create/update

- Fleet/property user creates/updates record

**More...**

- Match License no. in PCMS/CPAIS

- Yes

- Update PCMS and/or CPAIS

- No

## Work Flow for Creating and Updating Vehicle Operational Data

- Fleet/property user enters CPAIS and selects vehicle accident form from CPAIS menu

- CPAIS displays vehicle accident form

- Fleet/property user completes accident form

- CPAIS updates accident cost on vehicle operational record; CPAIS saves and stores accident form

- CPAIS vehicle operational record is updated and stored

## Work Flow for Creating and Updating All Other Property Operational Data

- Property user enters CPAIS and selects all other property operational data record from CPAIS menu

- CPAIS displays all other property operational data form for create/update

- Property user creates/updates record

- CPAIS creates/updates and stores all other property operational record

## Work Flow for Update of Property Record

- Property user enters CPAIS and selects personal property from CPAIS menu

- CPAIS displays personal property record for Asset ID

- Property user updates personal property record and saves record

- CPAIS updates, creates history, and saves personal property record

- If property user determines that accounting record linked to this Asset ID property record must be updated, the property user notifies the appropriate financial personnel.

## Update Property Record

## Work Flow for Transfer of Property Record-Mass Accountable Property Officer Change*

- Gaining property user enters CPAIS and selects transfer property from CPAIS menu

- CPAIS displays form with types of transfers

- Gaining property user selects mass APO change

- CPAIS displays form with old and new APO fields

- Gaining property user completes form and updates property record

- CPAIS will transfer property to new ad; update and store property record

- *Mass accountable officer change can only occur within same organization. Accounting is not affected.

## Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

- Losing property user enters CPAIS and selects ‘transfer property from CPAIS menu

- CPAIS displays form with types of transfers

- Losing property user selects either ‘transfer within agency’ or ‘transfer within department

- CPAIS displays selected data elements for property certification and fields to be completed regarding gaining entity

- Losing property user reviews, completes field, and changes status to pending transfer

- Losing entity approval authority enters CPAIS and selects ‘pending transfer’

- CPAIS displays records in pending transfer status

**More...**

## Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

- CPAIS displays transfer form

- Losing entity approval authority reviews and changes status to transfer approved

- Gaining property user enters CPAIS and selects ‘waiting transfer’

- Losing entity approval authority selects Assets ID

- CPAIS displays data elements for identification purposes and field to be completed by gaining entity

**More...**

- CPAIS displays records ‘waiting transfer’

- Gaining property user selects Asset ID

## Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

- Gaining property user notifies Gaining financial personnel of necessary action

- Gaining financial user enters CPAIS and selects records in ‘property data complete’ status

- Gaining property user reviews, completes fields, and change status to ‘property data complete’

- CPAIS displays accounting record associated with Asset ID

**More...**

- CPAIS displays records in ‘property data complete’ status

- Gaining financial user selects ID

## Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

- *  Either the Gaining property user or the Gaining financial personnel notifies person with transfer approval authority

- Transfer approval authority enter CPAIS and selects records in either ‘property data complete’ status or ‘accounting complete’ dependent on whether accounts was affected

- Gaining financial user completes accounting record and changes status to ‘accounting complete’

- CPAIS displays transfer record associated with the Asset ID

**More...**

- CPAIS displays records in ‘selected status

- Transfer approval authority selects Asset ID

## Work Flow for Transfer of Property and Accounting Records Within Agency or Within Department

- CPAIS will update the property record, generate accounting transferring from old to new entity and create history

- Transfer approval authority reviews and changes status to ‘transfer complete’

- *  Person doing the notification depends on whether the transfer affected accounting.

## Work Flow For The Disposal Of Property

- Property user enters CPAIS and selects ‘Disposal Record’

- CPAIS displays form with types of disposals

- Property user selects type of disposal

- CPAIS displays the disposal form based on type selected.  It shows descriptive and required data elements to be completed

- Property user completes the form and updates the record

- CPAIS updates property record, saves record, creates history in the status field and the method of disposition

## CPAIS 2.0 Functional Requirements

**508 Compliance**

## CPAIS 2.0 Functional Requirements

**Reports**

- Personal Property
- Motor Vehicle
- Financial
- Security