$TXT Created by SU,ALLEN at MNTVBB.FO-WASH.MED.VA.GOV (KIDS) on Wednesday, 07/08/09 at 13:28 ============================================================================= Run Date: AUG 31, 2009 Designation: PRC*5.1*130 Package : PRC - IFCAP Priority: Mandatory Version : 5.1 SEQ #110 Status: Released Compliance Date: SEP 14, 2009 ============================================================================= Associated patches: (v)PRC*5.1*83 <<= must be installed BEFORE `PRC*5.1*130' (v)PRC*5.1*98 <<= must be installed BEFORE `PRC*5.1*130' (v)PRC*5.1*104 <<= must be installed BEFORE `PRC*5.1*130' Subject: 1358 Miscellaneous Obligations IT Enhancements Category: - Enhancement (Mandatory) - Routine - Print Template - Sort Template Description: ============ The Veterans Health Administration (VHA) uses Miscellaneous Obligations (also referred to as 1358s) to record estimates for payments for goods and services when the quantities and delivery dates are unknown. It also simplifies the procurement process when no underlying contract or purchase order exists (i.e. umbrella agreement for Fee-based medical services provided by multiple providers). Miscellaneous Obligations are tracked using the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) application within the Veterans Health Information System and Technology Architecture (VistA) system. IFCAP is able to uniquely identify whether a transaction is a 1358 or a Certified Purchase Order, but currently FMS is not able to distinguish between the transaction sent to obligate a 1358 and the one sent to obligate a Certified Purchase Order. This patch addresses the inability to uniquely identify a 1358 transaction in FMS. IFCAP will pass a 1358 Identifier as part of the current Service Order (SO) transaction that is sent to FMS when a 1358 is obligated in IFCAP. This new functionality will enable FMS to provide VA leadership with statistical data on 1358 procurement activities. This patch also includes an update to the current Clinical Logistics Report Server extract process also known as the National Logistics Database (NLD) interface with IFCAP. The extracts will now include additional existing data fields in Control Point Activity file (#410), the 1358 Daily Record file (#424), the 1358 Authorization Detail file (#424.1) and the Procurement & Accounting Transactions file (#442). To help sites monitor compliance with policies for the use of 1358s, this patch also adds a Compliance Reports (1358) menu to the IFCAP Application Coordinator's menu. From this new menu a user can execute a Missing Fields Report (1358) to identify 1358 obligation and adjustment requests for a user specified date range where the Vendor, Vendor contract #, or Purpose (justification) is not populated. Also on this menu is a Separation of Duties Violations Report (1358) to identify 1358 Obligation and Adjustment transactions for a user specified date range where an individual has signed in more than one of the following roles: Control Point Clerk (Requestor), Control Point Official (Approver), or Fiscal (Obligated by). This would violate Separation of Duties policy requiring that three different Users are involved in the processing of every 1358. This patch also introduces the option 1358 Monitoring Reports - Scheduled [PRC 1358 MONITORING] which should be scheduled to run daily. This option invokes each of the above reports for requests approved the previous day (Tue - Sat execution) or the prior 2 days (Mon execution). No report is generated on Sunday. The output of each report is loaded into a MailMan message sent to the new PRC 1358 MONITORS mail group. To help sites validate the data exported in the CLRS (NLD) host files, this patch also adds a CLRS Extract Validation Templates menu to the Clinical Logistics Office Menu. This new menu contains options for viewing data in VistA. The templates may be used to view IFCAP data within the IFCAP files. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- 20080801 Enhancing Internal Controls and Reporting Capabilities for 1358 Misc Obligations A recent GAO review questioned VHA's internal control standards governing the authorization and use of miscellaneous obligations as well as oversight abilities. This request seeks to implement adequate controls with respect to segregation of duties and oversight by contracting officials, improve documentation requirements, and enhance 1358 reporting capabilities within IFCAP that will be used at the station, VISN, and enterprise levels. This patch addresses the following Remedy Ticket(s): ---------------------------------------------------- There are no Remedy tickets associated with this patch. COMPONENTS SENT WITH PATCH ------------------------ The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;5.1;IFCAP;**[patch list]**;Oct 20, 2000;Build 25 CHECK1^XTSUMBLD results Routine Before Patch After Patch Patch List ------- ------------ ----------- ---------- PRC1358C N/A 4910186 130 PRCFFU2 7796653 8191248 130 PRCFFU8 11990139 12574203 130 PRCH130 N/A 4880900 130 PRCHLO 11873921 11530843 83,104,130 PRCHLO1 28575897 60133725 83,130 PRCHLO1A 66700839 77634009 83,130 PRCHLO2A 22564489 28866192 83,130 PRCHLO3 56712862 150252555 83,130 PRCHLO4 89091376 120154139 83,98,130 PRCHLO4A 64544632 72350733 83,104,98,130 PRCHLO6 N/A 122486114 130 PRCPLO4 35020662 69580377 83,98,130 Total number of routines modified- 10 Total number of new routines- 3* Total number of routines deleted- 0 Total number of routines- 13 * Note: Post-Init routine PRCH130 is deleted as a final step during installation of this patch. The following is a list of templates included in this patch: Template Name Type File Name (Number) ------------------------ ----- ----------------------------- PRC 1358 MISSING FIELDS Print CONTROL POINT ACTIVITY (#410) PRC MISSING 1358 FIELDS Sort CONTROL POINT ACTIVITY (#410) PRC 1358 SEPARATION VIOL Print CONTROL POINT ACTIVITY (#410) PRC SEPARATION VIOLATE Sort CONTROL POINT ACTIVITY (#410) PRCHLO410-04_VALIDATE Print CONTROL POINT ACTIVITY (#410) PRCHLO410_HDR_VALIDATE Print CONTROL POINT ACTIVITY (#410) PRCHLO424-1_VALIDATE Print 1358 AUTHORIZATION DETAIL (#424.1) PRCHLO424_VALIDATE Print 1358 DAILY RECORD (#424) PRCHLO442_2237_VALIDATE Print PROCUREMENT & ACCOUNTING TRANSACTIONS (#442) PRCHLO442_AMENDMENT_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_AMEND_CHG_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTINS (#442) PRCHLO442_AMEND_ Print PROCUREMENT & ACCOUNTING DESCR1ST_VALID TRANSACTIONS (#442) PRCHLO442_BOC_VALIDATE Print PROCUREMENT & ACCOUNTING TRANSACTIONS (#442) PRCHLO442_BREAKOUT_C_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_COMMENTS1ST_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_DISCOUNT_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_HDR_VALIDATE Print PROCUREMENT & ACCOUNTING TRANSACTIONS (#442) PRCHLO442_ITEM_DESC1ST_ Print PROCUREMENT & ACCOUNTING VALID TRANSACTIONS (#442) PRCHLO442_ITEM_INVPT_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_ITEM_RECV_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_LINEITEM_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_OBLIG_VALIDATE Print PROCUREMENT & ACCOUNTING TRANSACTIONS (#442) PRCHLO442_PARTIAL_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_PO_AMT_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_PROMPT_PAY_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_PURCH_METH_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) PRCHLO442_REMARKS_1ST_ Print PROCUREMENT & ACCOUNTING VALIDATE TRANSACTIONS (#442) The following is a list of options included in this patch: Option Name Type New/Modified ------------------------------ ----------- ------------ PRC 1358 COMPLIANCE REPORTS menu New PRC 1358 MISSING FIELDS run routine New PRC 1358 MONITORING run routine New PRC 1358 SEPARATION VIOL run routine New PRCHLO 1358 AUTHORIZATION DET inquire New PRCHLO 1358 DAILY RECORD inquire New PRCHLO AMENDMENT DESCRIPTION inquire New PRCHLO CLRS VALIDATION menu New PRCHLO CONTROL POINT ACTIVIT inquire New PRCHLO PO 2237 DATA inquire New PRCHLO PO AMENDMENT inquire New PRCHLO PO AMOUNT inquire New PRCHLO PO AMOUNT BREAKOUT CODE inquire New PRCHLO PO BOC DATA inquire New PRCHLO PO CHANGES AMENDMENT inquire New PRCHLO PO COMMENTS inquire New PRCHLO PO DISCOUNT DATA inquire New PRCHLO PO ITEM DATA inquire New PRCHLO PO ITEM DATE RECEIVED inquire New PRCHLO PO ITEM DESCRIPTION inquire New PRCHLO PO ITEM INVENTORY POINT inquire New PRCHLO PO MASTER DATA inquire New PRCHLO PO METHOD OF PURCHASE inquire New PRCHLO PO OBLIGATION DATA inquire New PRCHLO PO PARTIAL DATA inquire New PRCHLO PO PROMPT PAYMENT TERMS inquire New PRCHLO PO REMARKS inquire New PRCHLO SUBCONTROL POINT inquire New The following is a list of mail groups included in this patch: Mail Group ----------------- PRC 1358 MONITORS SEND TO SITE The following is a list of parameters included in this patch: Parameter Definition --------------------------- PRCPLO PASSWORD SEND TO SITE PRCPLO REGIONAL ACQ CENTER SEND TO SITE PRCPLO USER NAME SEND TO SITE DOCUMENTATION DISTRIBUTION: --------------------------- Sites may retrieve the documentation directly via FTP (using BIN mode). The preferred method is to FTP the files from: download.vista.med.va.gov This transmits the files from the first available FTP server. Sites may also elect to retrieve the documentation directly from the ANONYMOUS.SOFTWARE directory from a specific server as follows: Albany: ftp.fo-albany.med.va.gov anonymous.software Hines: ftp.fo-hines.med.va.gov anonymous.software Salt Lake City: ftp.fo-slc.med.va.gov anonymous.software FIRST AVAILABLE SERVER download.vista.med.va.gov anonymous.software Filename Description -------- ----------- IFCP5_1ACCOUNTING_TECH.PDF Accounting Technician User's Guide IFCP5_1APPLICATION_COORD.PDF Application Coordinator User's Guide IFCP5_1SECURITY_GUIDE.PDF Package Security Guide IFCP5_1TECH_MANUAL.PDF Technical Manual The updated manuals will be available on the VDL upon the release of this patch. Test Sites: ----------- Black Hills HCS Greater Los Angeles HCS Roseburg HCS ================INSTALLATION INSTRUCTIONS ================= **************************************************************** * SPECIAL NOTE * * * * DO NOT install this patch when the PRCPLO CLO GIP OPTION, * * PRCHLO CLO PROCUREMENT, or PRC 1358 MONITORING options are * * running or are scheduled to run via TaskMan. * **************************************************************** If installed during the normal workday it is recommended that the following menu options (File #19) and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Adjust (Increase/Decrease) 1358 [PRCEF ADJUST] Amendment Processing [PRCFA AMENDMENT PROCESSING] Clinical Logistics Office Menu ... [PRCPLO CLO MENU] CLO Procurement Reports (CLRS) [PRCHLO CLO PROCUREMENT] CLO GIP Reports (CLRS) [PRCPLO CLO GIP OPTION] IFCAP Application Coordinator Menu [PRCHUSER COORDINATOR] MO/SO Rebuild/Transmit for P.O. [PRCFA PO (MO/SO) REBUILD/TRANS] Obligate 1358 [PRCEF OBLIGATE] Obligation Processing [PRCFA OBLIGATION PROCESSING] SO Rebuild/Transmit for 1358s [PRCFA 1358 (SO) REBUILD/TRANS] Install Time - about 15 minutes 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 3. Select Installation Option: -------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter PRC*5.1*130): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 4. Select Installation Option: Install Package(s) ------------------ **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Enter the Coordinator for Mail Group 'PRC 1358 MONITORS':' answer with the IFCAP Coordinator's name or other appropriate individual. c. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES// ' answer YES d. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO (unless otherwise indicated) e. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES. f. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Adjust (Increase/Decrease) 1358 [PRCEF ADJUST] Amendment Processing [PRCFA AMENDMENT PROCESSING] Clinical Logistics Office Menu ... [PRCPLO CLO MENU] CLO Procurement Reports (CLRS) [PRCHLO CLO PROCUREMENT] CLO GIP Reports (CLRS) [PRCPLO CLO GIP OPTION] IFCAP Application Coordinator Menu [PRCHUSER COORDINATOR] MO/SO Rebuild/Transmit for P.O. [PRCFA PO (MO/SO) REBUILD/TRANS] Obligate 1358 [PRCEF OBLIGATE] Obligation Processing [PRCFA OBLIGATION PROCESSING] SO Rebuild/Transmit for 1358s [PRCFA 1358 (SO) REBUILD/TRANS] f. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . **************** POST-INSTALLATION INSTRUCTIONS ******************** 1. Add members to the new PRC 1358 MONITORS mail group. Members should be users selected to monitor compliance of 1358 usage to policy and who are expected to review the daily mail messages containing the 1358 Transactions Missing Critical Fields and the 1358 Separation of Duties Violations reports. There should be at least one active user. 2. Verify that your VistA installation has a functional p-message device that can be referenced as P-MESSAGE-HFS. This is the device to which the scheduled 1358 compliance reports are written. 3. Schedule option 1358 Monitoring Reports - Scheduled [PRC 1358 MONITORING] to run daily after midnight so that the mail messages containing the reports are available to staff when they begin their tour of duty in the morning. i.e. Select Taskman Management Option: SCHEDULE/UNSCHedule Options Select OPTION to schedule or reschedule: PRC 1358 MONITORING 1358 Monitoring Reports - Scheduled ...OK? Yes// (Yes) (R) Edit Option Schedule Option Name: PRC 1358 MONITORING Menu Text: 1358 Monitoring Reports - Schedu TASK ID: 1334799 ________________________________________________________________________ QUEUED TO RUN AT WHAT TIME: MAY 9,2009@01:00 DEVICE FOR QUEUED JOB OUTPUT: QUEUED TO RUN ON VOLUME SET: RESCHEDULING FREQUENCY: 24H TASK PARAMETERS: SPECIAL QUEUEING: ________________________________________________________________________ COMMAND: Press H for help Insert 4. As appropriate, assign the 1358 Compliance Reports [PRC 1358 COMPLIANCE REPORTS] menu as a secondary menu option to users selected to monitor compliance of 1358 usage. The compliance reports can be run interactively from this menu with the user selecting the date range and the output device. This menu is attached to the IFCAP Application Coordinator Menu [PRCHUSER COORDINATOR] during the installation of this patch. 5. Ensure that your VistA system has sufficient available storage space for up to a year's worth of data in the CLRS (NLD) extract. For a medium sized station with 36,065 entries in the Procurement & Accounting Transactions file (#442) created for a 12 month period, the extract has built a ^TMP($J) global of 108 Mb and a combined host files size of 102 Mb. Combined host file sizes at some other production sites were as follows: # of File #442 Entries Combined Host File Size For Fiscal Year to Date 12,184 35.6 Mb 19,741 41.0 Mb 33,900 98.2 Mb One would expect that the sizes of ^TMP($J) globals built during the extraction process would be slightly larger. The extract when run at the beginning of a Fiscal Year, extracts transactions for the entire prior Fiscal Year (Oct 1 - Sep 30). 6. After the patch is installed, sites are instructed to manually generate the 1358 Separation of Duties Violations Report via option Separation of Duties Violations (1358) [PRC 1358 SEPARATION VIOL] for the period of August 19, 2008 to Current Date (T) and direct the output to a host file or hard copy device for review. 7. A new Regional Acquisition Center field has been added to the CLRS System Parameters during the installation of this patch. Guidance for population of this field will be provided by the P&LO at a later date. 8. Please note that parameters PRCPLO USER NAME and PRCPLO PASSWORD are populated in Production accounts by the post-init routine PRCH130. They are not populated during the installation in accounts not identified as a Production account. Routine Information: ==================== The second line of each of these routines now looks like: ;;5.1;IFCAP;**[Patch List]**;Oct 20, 2000;Build 25 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRC1358C Before: n/a After: B4910186 **130** Description of Changes: This routine references the sort and print templates for the 1358 Transactions Missing Critical Fields and the 1358 Separation of Duties Violations reports and generates the reports via calls to the VA FileMan print utility EN1^DIP. No reports are generated on Sunday. On Monday the reports are for transactions approved on the prior Saturday or Sunday. For Tuesday through Saturday, the reports are for transactions approved the day before. Line tag IN1 is invoked by scheduled option [PRC 1358 MONITORING]. Both 1358 compliance reports are generated and sent individually to the PRC MONITORS mail group via p-message. Line tag IN3 is invoked by interactive option [PRC 1358 SEPARATION VIOL] to generate the 1358 Separation of Duties Violations report for a user specified date range and directed to an output device of the user's choice. Line tag IN4 is invoked by interactive option [PRC 1358 MISSING FIELDS] to generate the 1358 Transactions Missing Critical Fields report for a user specified date range and directed to an output device of the user's choice. Routine Name: PRCFFU2 Before: B7796653 After: B8191248 **130** Description of Changes: Added the following line as MO2G+4 I TRCODE="SO" S $P(SEG,U,11)=$S(PRCFA("MP")=2:"C",PRCFA("MP")=21:"T", 1:"") so that the 11th caret (up-arrow) piece of the SO document's MO2 segment will contain a "C" for Certified Invoice MOP Purchase Orders or a "T" for 1358s. Routine Name: PRCFFU8 Before: B11990139 After: B12574203 **130** Description of Changes: Added the following lines as SEG2+12:SEG2+13 I $P(TYPE,"^",2)="SO",PRCFA("MP")=2 S $P(SEG,U,11)="C" S:$P(SEG,U,$L(SEG,U))'="~" SEG=SEG_"^~" so that the 11th caret piece of the SO's MO2 segment will contain a "C" for a Certified Invoice MOP Purchase Order and that the segment will be properly terminated by a tilde ("~"). Routine Name: PRCH130 Before: n/a After: B4880900 **130** Description of Changes: New post-init routine created to populate the encrypted values of the username and password into parameters. The routine will be deleted at the end of patch installation. Routine Name: PRCHLO Before: B11873921 After: B11530843 **83,104,130** Description of Changes: Added logic to collect data from files 410, 424 and 424.1 by calling routine PRCHLO6. Routine Name: PRCHLO1 Before: B28575897 After: B60133725 **83,130** Description of Changes: Added new required data for the CLRS extract. Routine Name: PRCHLO1A Before: B66700839 After: B77634009 **83,130** Description of Changes: Added new required data for the CLRS extract. Routine Name: PRCHLO2A Before: B22564489 After: B28866192 **83,130** Description of Changes: Added new required data for the CLRS extract. Routine Name: PRCHLO3 Before: B56712862 After:B150252555 **83,130** Description of Changes: Added new header of the new required data for the CLRS extract. Routine Name: PRCHLO4 Before: B89091376 After:B120154139 **83,98,130** Description of Changes: Added new logic to process data collected from files 410 and 424. Routine Name: PRCHLO4A Before: B64544632 After: B72350733 **83,104,98,130** Description of Changes: Replaced hard coded values of username and password with API calls to retrieve the values from parameters. Added logic to create new host files for the new required data. Routine Name: PRCHLO6 Before: n/a After:B122486114 **130** Description of Changes: New routine created to collect data from files 410, 424, and 424.1 to build the extracts for CLRS. Routine Name: PRCPLO4 Before: B35020662 After: B69580377 **83,98,130** Description of Changes: Created new logic to store values of username, password, and CLRS Regional Acquisition Center into parameter table. ============================================================================= User Information: Entered By : MCGAUGH,MAVIS L Date Entered : DEC 02, 2008 Completed By: ROBBINS,BRADLEY Date Completed: AUG 31, 2009 Released By : COOPER,SAMANTHA Date Released : AUG 31, 2009 ============================================================================= Packman Mail Message: ===================== $END TXT