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eVA AIS Integration Overview Regional Meeting

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Title: eVA AIS Integration Overview Regional Meeting


1
eVA AIS Integration OverviewRegional Meeting
  • Welcome and Introductions

2
eVA AIS Integration OverviewRegional Meeting
  • Agenda Overview

3
Agenda Overview
4
eVA AIS Integration OverviewRegional Meeting
  • Project Overview

4
5
Objectives
  • Real-Time AIS / eVA Integration
  • AIS Modules
  • Purchasing
  • AP Vendors and Set up tables
  • Procurement card
  • Key Features Functions
  • Approved requisition budget checked in AIS
  • Requisition sent to eVA after budget check for
    processing
  • eVA PO budget checked in AIS
  • Budget checked PO sent to eVA for dispatch to
    vendor
  • Automatic two way messaging for requisitions
    purchase orders
  • Synchronize key purchase order information
    between eVA AIS
  • Error handling processes

6
Project Team
  • Yvonne Mency, VCCS
  • Jeff Mitchell, VCCS
  • Rob Murphy, BearingPoint
  • Grayson Page, VCCS
  • Larry Rice, BearingPoint
  • Parag Sanganee, BearingPoint
  • Donna Shelton, MECC
  • Linda Silver, VCCS
  • Roy Smith, VCCS
  • Marcia Webb, VCCS
  • Trainer(s), BearingPoint
  • DGS staff
  • Valerie Adkins, VCCS
  • Bruce Aird, TCC
  • Emily Clements, VCCS
  • Pam Dalrymple, VCCS
  • James Davis, VCCS
  • Pat Eddington, BearingPoint
  • Harriet Germani, VCCS
  • Rick Heflin, VCCS
  • David Hepler, VCCS
  • Tom Huber, BearingPoint
  • Debbie Jones, VCCS
  • Lourdes Lunsford, VCCS
  • Dave Mair, VCCS
  • Marie Melton, PVCC

7
Workgroup
  • Bruce Aird, TCC
  • Amy Bradshaw, JSRCC
  • Tracy Cersley, PVCC
  • Tyra Davenport, JSRCC
  • Sheryl Dominici, TCC
  • Harriet Germani, SO
  • Angie Graham, DSLCC
  • Shirley Hopkins, JSRCC
  • Bridget Kirby, PVCC
  • Ed Mellon, NVCC
  • Marie Melton, PVCC
  • Cat Mobley, CVCC
  • Kathy Pierson, MECC
  • Michelle Purkett, TCC
  • Doris Roach, PVCC
  • Donna Shelton, MECC
  • Jeannie Shuler, MECC
  • Suzanne Swinson, GCC
  • Raphalia Watson, TCC
  • Bob Whitney, RCC
  • Richie Windley, TCC

8
High Level Timeline
9
Accomplishments
  • Functional
  • Vendor process
  • Flow and functional specifications complete
  • Process design documents complete
  • College demonstrations complete
  • Need final decision on 1099 Updates
  • Requisition process
  • Flow and functional specifications complete
  • Process design documents complete
  • Purchase order process
  • Flow and functional specifications complete
  • Process design documents complete
  • Met with DGS and other colleges integrating with
    eVA to review eVA specifications
  • P Card purchase orders process flow and options
    documented
  • Security design and test plans being finalized
  • Training plans under development

10
Accomplishments
  • Technical
  • Hardware - New blade being set up as application
    server to keep integration traffic separate from
    online AIS activity
  • Secured eVA to AIS communications (SSL and
    encrypted)
  • Receiving messages from eVA
  • Acknowledgement reply message to eVA
  • Approve Deny message
  • Vendor Add/Update Application programming
    complete
  • Requisition Add/Cancel Application programming
    in progress
  • PO Add/Cancel Application programming in
    progress
  • Budget Checking process programming complete
  • Dispatcher directs traffic from eVA to AIS
  • Testing
  • Utility to create vendor, requisition, and PO
    messages - for unit and performance testing
  • Project team staff added to eVA UAT
  • Entered a requisition in eVA UAT for MECC and
    successfully received the vendor and requisition
    messages

11
eVA AIS Integration OverviewRegional Meeting
  • eVA Workflow

11
12
eVA Workflow
  • eVA Requisition Approval Workflow
  • Allows colleges to route eVA Requisitions for
    approval based on the colleges requisition
    approval policy
  • Is flexible and can be tailored for both large
    and small organizations
  • Each college will continue to have great
    flexibility in designing and maintaining their
    own unique eVA Approval Workflow
  • Approval will still occur in eVA

13
eVA Workflow
  • DGS is Committed to
  • Assist each college with a review of the
    colleges current eVA workflow
  • Ensure each college has a good understanding of
    current setup
  • Explain how the workflow might be changed to more
    accurately reflect the colleges business
    processes
  • Help design the new integration workflow
  • Work with each college to identify miscellaneous
    eVA items that should be addressed prior to
    implementation
  • To integrate eVA Requisitions to AIS
  • Colleges must insert an eVA Requisition
    Integration Approval Rule within the colleges
    current eVA Requisition Workflow
  • The Requisition Integration Approval Rule is just
    another approval that a requisition must receive
    before continuing through the procurement process

14
eVA AIS Integration OverviewRegional Meeting
  • eVA Workflow Integration Recommendations

14
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eVA Workflow Integration Recommendations
  • Integration options
  • Integrate Requisitions and Purchase Orders or
    Integrate Purchase Orders Only
  • Integrate Pcard Requisitions/Purchase Orders or
    not
  • Addition and Placement of Requisition Integration
    Approval Rule
  • To integrate eVA Requisitions to AIS, an eVA
    Requisition Workflow Rule must be inserted into
    the current eVA Workflow
  • Requisition Integration Approval Rule should be
    early in the workflow
  • At least one approver (i.e. supervisor) should
    approve the requisition before the Requisition
    Integration Approval Rule
  • Fire the eVA Requisition Integration Approval
    Rule after the Vendor Approver rules have fired

16
eVA Workflow Integration Recommendations
  • Addition and Placement of Ad hoc Vendor Signer
    Rule
  • Ad hoc Vendor Signer Rule should be added for
    review of the taxpayer ID keyed in eVA for the Ad
    hoc Vendor
  • Review taxpayer ID to determine if Adhoc Vendor
    is actually already a Registered Vendor
  • Ad hoc Vendor Signer Rule should fire before the
    Requisition Integration Approval Rule
  • Addition and Placement of By-Pass Integration
    Signer Rule
  • Requestors can choose to by-pass integration by
    selecting this option when creating the eVA
    requisition
  • Colleges should insert a By-Pass Integration
    Signer Rule to review/approve eVA requisitions
    where the by-pass integration option has been
    selected

17
eVA Workflow Integration Recommendations
  • Fund, Department, Campus, and Account are
    required on all eVA requisitions/orders
  • Colleges should work with their eVA Account
    Executive to require these chartfields on all eVA
    requisitions
  • Misc. Tips/Suggestions
  • If your college has only one campus, consider
    defaulting campus 00 in the accounting line
    section of the eVA requisition
  • Review current eVA Users to ensure only current,
    valid employees have eVA access
  • Consider a Small Business Signer Rule
  • Use Roles where possible on Expenditure Limit
    Approvals

18
eVA Workflow Integration Recommendations
  • Misc. Tips/Suggestions
  • Broader use of the Viewer role might be
    beneficial
  • Use eVA User Preferences to assign Pcard to
    multiple users where possible
  • PO Approval Please note
  • PO Approval is not part of the colleges
    Requisition Approval Workflow
  • When an eVA requisition is set to ordering
    status, eVA will send a Purchase Order
    Approve/Deny XML Message to AIS
  • Once AIS sends an approve message back to eVA
    for a purchase order, the purchase order is then
    set to ordered status and the purchase order is
    sent to the vendor

19
eVA AIS Integration OverviewRegional Meeting
  • Relationship with Budgeting

19
19
20
Relationship with Budgeting
  • Overview
  • Commitment Control
  • VCCS Definitions
  • eVA - AIS Integration
  • Considerations

20
20
21
Relationship w/ BudgetingOverview
  • Frequently Asked Question
  • Do I need to change my current AIS commitment
    control and budget definition setup in AIS for
    eVA integration?
  • Response Not necessarily.

21
21
22
Relationship w/ BudgetingCommitment Control
  • KK (Commitment Control) Diagram

22
22
23
Relationship w/ BudgetingCommitment Control
  • Commitment Control Two Parts
  • Control Budget Definition template maintained
    by Fiscal
  • Budget spending plan maintained by College

23
23
24
Relationship w/ BudgetingCommitment Control
  • Budget Actions
  • Adjust the transaction
  • Adjust the budgets
  • Override budget checking
  • Expenditure Transactions
  • Pre-encumbrance Requisitions
  • Encumbrance Purchase Orders
  • Expense - disbursements

24
24
25
Relationship w/ BudgetingCommitment Control
  • Control Options
  • Control
  • Track with Budget
  • Track without Budget
  • Budget Status
  • Open
  • Closed
  • Hold

25
25
26
Relationship w/ BudgetingCommitment Control
  • Budgets in KK Ledger/Expenses in KK Actuals
  • Requisition KK checks against budget and
    records as pre-encumbrance in KK ledger
  • Purchase Order KK liquidates requisition (if
    exists) and records PO as encumbrance
  • Voucher KK liquidates encumbrance and records
    the expenditure

26
26
27
Relationship w/ BudgetingCommitment Control
  • Control Budget Definition
  • Key Chart Fields / Control Chart Fields
  • Translation Trees - options similar to FRS ABR

27
27
28
Relationship w/ BudgetingVCCS Definitions
  • At AIS Go-Live, Colleges asked to choose
  • Exclude requisitions from affecting budget
    balances?
  • Include Campus Chartfield in budget definition?
  • Which account translation tree?
  • Which control option (track, track w/budget,
    control?)(Control option can be set by fund)

28
28
29
Relationship w/ BudgetingVCCS Definitions
  • VCCS Defaults
  • Track control option for all funds
  • Current year budget status is open

29
29
30
Relationship w/ BudgetingeVA AIS Integration
  • Requisitions
  • Purchase Orders

30
30
31
Relationship w/ BudgetingConsiderations
  • Recommendations should be ok as is
  • Fiscal Services Guidelines

31
31
32
eVA AIS Integration OverviewRegional Meeting
  • P Card Change Impact

32
33
P Card Change Schedule
  • RFP issued June 20th and proposals were due
    August 20, 2008
  • DOA plans to issue Intent to Award by end of
    October
  • Contract scheduled to take effect November 1,
    2008
  • Commonwealth plans to be fully implemented no
    later than February 28, 2009

34
P Card Change Impact
  • No impact specific to the eVA-AIS Integration
    project
  • DOA has prioritized VCCS for implementation
  • We have contacted DOA regularly for updates - no
    change to the file layout is expected
  • VCCS will implement all colleges by February 2009
  • We will update AIS with the new Card Issuers
  • We will load new credit cards associated to the
    new Card Issuer to Cardholder Profiles into AIS
  • We will update all existing AIS Vendors to accept
    the new credit card type

35
eVA AIS Integration OverviewRegional Meeting
  • AIS Vendor, Requisitions, POs, and AP PO
    Vouchering

35
36
Current AIS Procurement
  • AP/PO Business Unit and Vendor Setup
  • Accounts Payable/Purchasing Definitions
  • Naming Conventions
  • Relationship to General Ledger Business Unit

37
Current AIS Procurement Definitions
  • Vendor Set Control (Vendor SetID)
  • Groups vendors so that controls can be placed on
    additions, changes, and the actual use of the
    vendor set.
  • For example, an entity can define a Vendor Set
    (Vendor SetID) to be used and maintained solely
    by that entity.
  • Each College will have its own Vendor SetID to be
    used by each AP BU and Purchasing BU defined for
    the college.

38
Current AIS Procurement Definitions
  • Accounts Payable Business Unit - An entity used
    to process vendor payments and record AP
    expenditure transactions that will be posted to a
    GL BU. AP BUs are used to group like vendor
    payments or distributions together.

39
Current AIS Procurement Accounts Payable BU
40
Current AIS Procurement Accounts Payable BU
41
Current AIS Procurement GL AP Relationship
42
Current AIS Procurement Definitions
  • Purchasing Business Unit An entity used to
    process vendor requisitions and purchase orders
    and to record pre-encumbrance and encumbrance
    transactions that will be posted to a General
    Ledgers Budget Ledger.
  • Each General Ledger Business Unit will have one
    Purchasing Business Unit

43
Current AIS Procurement GL AP PO Relationship
44
Current AIS Procurement Life Cycle
  • Flow chart of the current Requisition and PO
    process in AIS

45
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46
Current AIS Procurement Life Cycle
  • Flow chart of the current Accounts Payable
    process in AIS

47
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48
eVA AIS Integration OverviewRegional Meeting
  • eVA AIS Demonstration / Breeze Session

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eVA AIS Integration OverviewRegional Meeting
  • Break / Lunch

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eVA AIS Integration OverviewRegional Meeting
  • eVA AIS Demonstration / Breeze Session

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eVA AIS Integration OverviewRegional Meeting
  • Break

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52
eVA AIS Integration OverviewRegional Meeting
  • eVA AIS Demonstration / Breeze Session

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53
eVA AIS Integration OverviewRegional Meeting
  • Development Overview

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54
eVA to VCCS Integration Architecture
eVA/DGS
VCCS
Internet (secure connection)
VCCS Network
eVA Workflow
AIS eVA Dispatcher
AIS eVA Handler/ Component Interface
BIZTALK
PeopleSoft Integration Broker
PS Data Tables
54
55
XML eXtensible Markup Language Example
lt?xml version"1.0" standalone"yes"?gt ltbuysenseDo
c client_id"EVA001" client_name"A299MECC"
transaction_type"SEND"gt ltheadergt ltfield
field_label"Type" ariba_field_name"Type"gt
lt!CDATAariba.procure.core.Requisitiongt
lt/fieldgt ltfield field_label"ID"
ariba_field_name"UniqueName"gt
lt!CDATAPR535327gt lt/fieldgt ltlineitem
add_change_delete"add"gt ltfield
field_label"Full Description" ariba_field_name"D
escription.Description"gt
lt!CDATAOrdered Item 1gt lt/fieldgt
ltfield field_label"Price" ariba_field_name"Descr
iption.Price"gt100lt/fieldgt ltfield
field_label"Quantity" ariba_field_name"Quantity"
gt1lt/fieldgt lt/lineitemgt lt/headergt lt/buysense
Docgt
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Development Overview

Data Maps (example)
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Development Overview
Value Maps (example)
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Development Overview
  • Configure AIS to process eVA XML Messages
    (Vendor, Requisition, Purchase Order) completed
  • Configure Integration Gateway
  • Setup AIS Integration Broker to Receive, Route
    and Send Messages
  • Load SSL trust certificates to encrypt messages
  • Develop custom connector to route reply message
    to eVA
  • Develop code to convert XML messages into format
    AIS can read
  • Develop mapping utility and code to dispatch and
    route messages within AIS based on message type
    (vendor, requisition, PO)
  • Develop code to generate handshake reply to eVA
  • Unit Test Connections and Messages

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Development Overview
  • Hardware in progress
  • Purchase new blade completed
  • Build application server dedicated to
    integrations in non-production in progress
  • Test new app server in multiple app server/web
    server database (TRNG) in progress
  • Vendor processing completed
  • Develop code to add or update suppliers in the
    AIS vendor table using message data
  • Develop inquiry page to display vendor errors and
    to enable colleges to resubmit vendor message
    within AIS (after the error corrected)
  • Resolve issues identified during unit testing

59
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Development Overview
  • Requisition processing in progress
  • Develop code to add or cancel requisitions in AIS
    using message data -- completed
  • Incorporate code to Budget Check the
    requisition unit testing
  • Develop code to generate Approve or Deny XML
    reply message to eVA - completed
  • Purchase order processing in progress
  • Develop code to add POs in AIS using message data
    - completed
  • Incorporate code to call Budget Check and Doc
    Tolerance on the PO unit testing
  • Develop code to process Change Order message in
    AIS in progress
  • Develop code to generate Approve or Deny XML
    reply message to eVA -- completed

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Development Overview
  • Error Handling in progress
  • Develop code to generate applicable error
    messages with helpful information
  • Develop Message Resubmit page for production
    support (ITS)
  • Performance Testing in progress
  • Execute multiple phases of volume message tests
  • Determine maximum load Integration Broker can
    process in a given period of time
  • Initial test results within AIS show messages
    processed in less than a minute

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Development Overview
  • Security in progress
  • Identify Security roles and changes
  • Integration Broker security
  • Reporting and Enhancements in progress
  • Develop Command Central eVA Control Transaction
    Log for production support (ITS) - completed
  • Vendor Report
  • Vendor Error Resubmit Page
  • Crosswalk Inquiry Page
  • Add eVA ID on AIS inquiry pages
  • Add eVA ID to existing AIS reports and queries
  • Develop additional reports and inquires, as
    needed

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Development Overview
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eVA AIS Integration OverviewRegional Meeting
  • College Decisions

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College Decisions
  • Design of eVA Workflow
  • Work flow approval structure, signer rules, etc.
  • Changes to user roles
  • Where to insert integration step for requisitions
  • Integration dollar threshold amount
  • Integration BSOs
  • Integration Transactions
  • Requisitions and Purchase Orders or only Purchase
    Orders
  • P Card transactions
  • AIS Security
  • New users in AIS
  • Users with new AIS roles
  • Resources
  • eVA and AIS testers
  • AIS user acceptance testers
  • eVA and AIS training participants
  • eVA and AIS trainers

66
eVA AIS Integration OverviewRegional Meeting
  • College Tasks and Timeline

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College Tasks
  • Most colleges have accomplished many tasks
  • Review current eVA workflow with DGS Account
    Executive
  • Read eVA Workflow Recommendation Document
  • Participate in Integration sessions/demonstrations
  • Design eVA Integration Workflow with DGS Account
    Executive
  • Identify eMall users and AIS users
  • Many tasks can be performed now
  • Tasks will be completed in both eVA and AIS

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College Tasks
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College Tasks
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College Tasks
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College Tasks
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eVA AIS Integration OverviewRegional Meeting
  • Additional Questions

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eVA AIS Integration OverviewRegional Meeting
  • Thank you for attending

73
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