eVA AIS Integration Overview Regional Meeting

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eVA AIS Integration OverviewRegional Meeting

• Welcome and Introductions

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eVA AIS Integration OverviewRegional Meeting

• Agenda Overview

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Agenda Overview
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eVA AIS Integration OverviewRegional Meeting

• Project Overview

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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

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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

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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

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High Level Timeline
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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

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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

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eVA AIS Integration OverviewRegional Meeting

• eVA Workflow

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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

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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

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eVA AIS Integration OverviewRegional Meeting

• eVA Workflow Integration Recommendations

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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

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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

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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

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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

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eVA AIS Integration OverviewRegional Meeting

• Relationship with Budgeting

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Relationship with Budgeting

• Overview
• Commitment Control
• VCCS Definitions
• eVA - AIS Integration
• Considerations

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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.

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Relationship w/ BudgetingCommitment Control

• KK (Commitment Control) Diagram

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Relationship w/ BudgetingCommitment Control

• Commitment Control Two Parts
• Control Budget Definition template maintained
  by Fiscal
• Budget spending plan maintained by College

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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

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Relationship w/ BudgetingCommitment Control

• Control Options
• Control
• Track with Budget
• Track without Budget
• Budget Status
• Open
• Closed
• Hold

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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

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Relationship w/ BudgetingCommitment Control

• Control Budget Definition
• Key Chart Fields / Control Chart Fields
• Translation Trees - options similar to FRS ABR

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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)

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Relationship w/ BudgetingVCCS Definitions

• VCCS Defaults
• Track control option for all funds
• Current year budget status is open

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Relationship w/ BudgetingeVA AIS Integration

• Requisitions
• Purchase Orders

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Relationship w/ BudgetingConsiderations

• Recommendations should be ok as is
• Fiscal Services Guidelines

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eVA AIS Integration OverviewRegional Meeting

• P Card Change Impact

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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

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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

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eVA AIS Integration OverviewRegional Meeting

• AIS Vendor, Requisitions, POs, and AP PO
  Vouchering

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Current AIS Procurement

• AP/PO Business Unit and Vendor Setup
• Accounts Payable/Purchasing Definitions
• Naming Conventions
• Relationship to General Ledger Business Unit

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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.

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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.

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Current AIS Procurement Accounts Payable BU
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Current AIS Procurement Accounts Payable BU
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Current AIS Procurement GL AP Relationship
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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

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Current AIS Procurement GL AP PO Relationship
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Current AIS Procurement Life Cycle

• Flow chart of the current Requisition and PO
  process in AIS

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Current AIS Procurement Life Cycle

• Flow chart of the current Accounts Payable
  process in AIS

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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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eVA AIS Integration OverviewRegional Meeting

• eVA AIS Demonstration / Breeze Session

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eVA AIS Integration OverviewRegional Meeting

• Development Overview

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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
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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

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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

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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

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