$TXT Created by ZEIGLER,EDWARD L at MNTVBB.FO-WASH.MED.VA.GOV (KIDS) on Tuesday, 11/09/10 at 13:41 ============================================================================= Run Date: FEB 07, 2011 Designation: PRC*5.1*148 Package : PRC - IFCAP Priority: EMERGENCY Version : 5.1 SEQ #124 Status: Released Compliance Date: FEB 14, 2011 ============================================================================= Associated patches: (v)PRC*5.1*23 <<= must be installed BEFORE `PRC*5.1*148' (v)PRC*5.1*81 <<= must be installed BEFORE `PRC*5.1*148' (v)PRC*5.1*135 <<= must be installed BEFORE `PRC*5.1*148' (v)PRC*5.1*140 <<= must be installed BEFORE `PRC*5.1*148' Subject: 1358 SEGREGATION OF DUTIES Category: - Routine - Data Dictionary - Enhancement () - Input Template - Print Template - Sort Template Description: ============ *********************************************************************** ** This patch is being released with an Emergency status because of ** ** the shortened 7 day compliance date. This patch must be ** ** installed in all systems within the 7 day compliance requirement. ** ** It is important IRM coordinate installation with their Fiscal ** ** Service. This will immediately affect the way 1358 Miscellaneous ** ** Obligations are created and processed by all parties involved ** ** including Control Point Clerks, Control Point Officials and ** ** Accounting Technicians. ** *********************************************************************** In support of the requirement to implement Segregation of Duties within the 1358 module in IFCAP, new functionality is being introduced with this patch. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- 20080801 Enhancing Internal Controls and Reporting Capabilities for 1358 Misc Obligations: Implements adequate controls with respect to segregation of duties and oversight by contracting officials, improving documentation requirements, and enhancing 1358 reporting capabilities within Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) that will be used at the station, Veterans Integrated Service Network (VISN), and enterprise levels. A Government Accountability Office (GAO) review questioned VHA's internal control standards governing the authorization and use of miscellaneous obligations as well as oversight abilities. Direction by the Congressional Oversight Committee of the House. GAO Report - GAO-08-1056T Improvements Needed in Design of Controls over Miscellaneous Obligations, July 31, 2008. Department of Veterans Affairs Memorandum, Interim Memos (Interim Guidance on Miscellaneous Obligations, VA Form 4-1358, dated January 30, 2008 AND Department of Veterans Affairs Memorandum, Revised Guidance for Processing of Miscellaneous Obligations, VA Form 4-1358, dated May 18, 2008. The changes made by this patch are described below: 1. ENFORCE SEGREGATION OF DUTIES ON 1358 ---------------------------------------- This patch modifies IFCAP to enforce segregation of duties. 1A. REQUESTOR VALUE ON 1358 MAINTAINED BY SOFTWARE This patch modifies IFCAP to automatically set the REQUESTOR field equal to the current user instead of prompting for a REQUESTOR when a 1358 obligation or 1358 adjustment is entered or edited. The software will warn a control point official and allow them to stop before being automatically set as the REQUESTOR on a 1358. The warning is similar to the following: WARNING: The system will assign you as the CP Clerk (Requestor) of this 1358. You will be unable to approve a 1358 on which you are the REQUESTOR due to segregation of duties. Do you want to proceed (Y/N)? NO// These modifications do not apply to 1358s with a temporary transaction number. However, once a 1358 transaction is given a permanent number, the REQUESTOR field is maintained by the software. The following options have been modified with these changes: New 1358 Request [PRCEC NEW] Increase/Decrease Adjustment [PRCEC ADJUST] Copy a Transaction [PRCSECP] (only when 1358) Edit 1358 Request [PRCEC EDIT] Change Existing Transaction Number [PRCSANTN] (only when 1358) 1B. ENFORCE SEGREGATION OF DUTIES FOR APPROVING OFFICAL After this patch is installed, the software will not allow a user to act as the approving official on a 1358 transaction if they are the requestor on that transaction. 1C. ENFORCE SEGREGATION OF DUTIES FOR OBLIGATOR After this patch is installed, the software will not allow a user to obligate a 1358 transaction if they are the requestor or approving official on that transaction. 2. NEW FIELDS AND REQUIRED FIELDS --------------------------------- To record justification for use of the 1358 obligation form users will be required to select a 1358 Authority and Sub-Authority (where applicable) prior to creation of the 1358 document. The Authorities are being nationally distributed and are not to be edited locally. The list of Authorities and Sub-Authorities being distributed with this patch are: 1 NURSING HOME/ADULT DAYCARE A NURSING HOME B ADULT DAY CARE 2 FEE BASIS A FEE MEDICAL/DENTAL (PRE-AUTHORIZED) B FEE MEDICAL/DENTAL (NOT PRE-AUTHORIZED) C HOMEMAKER/HOME HEALTH AID D NON-VA HOSPITALIZATION (PRE-AUTHORIZED) E NON-VA HOSPITALIZATION (NOT PRE-AUTHORIZED) F NON-CONTRACT EMERGENCY TRAVEL 3 STANDARDIZED OBLIGATIONS A FEDERAL TELECOMMUNICATIONS SERVICES B COLLEGE OF AMERICAN PATHOLOGY C CONVENIENCE CHECK FEES D DENVER ACQUISITION AND LOGISTICS CENTER SERVICES AND SUPPLIES E EMERGENCY CARE BENEFICIARY TRAVEL, INCLUDING MILEAGE F FEE BASIS PURCHASE CARD G FEDERAL EMPLOYEES COMPENSATION PROGRAM H SHPS I STANDARD LEVEL USER CHARGES/GSA J TRANSIT BENEFITS K FRANCHISE FUND: SECURITY AND INVESTIGATIONS CENTER L FRANCHISE FUND: LAW ENFORCEMENT TRAINING CENTER M FRANCHISE FUND: FINANCIAL SERVICES CENTER N FRANCHISE FUND: DEBT MANAGEMENT CENTER O FRANCHISE FUND: CORPORATE DATA CENTER OPERATIONS P FRANCHISE FUND: RECORDS CENTER AND VAULT 4 LIMITED OPEN TRAVEL AUTHORITY 5 RESEARCH STUDIES 6 INTER-LIBRARY LOAN PROGRAM 7 AFFILIATED AGREEMENTS FOR INTERNS/RESIDENTS 8 TORT CLAIMS/EEO SETTLEMENTS/OIG CONFIDENTIAL SERVICES 9 VOLUNTEER MEAL TICKETS 10 INCENTIVE THERAPY/COMPENSATED WORK THERAPY 11 BENEFICIARY TRAVEL 12 HOME IMPROVEMENT STRUCTURAL ALTERATIONS 13 OUTER BURIAL RECEPTACLES 14 VBA LEASE AGREEMENT OVERTIME CHARGES 15 HOME OXYGEN BILLS 16 PROSTHETICS 17 PHARMACY AND SUBSISTENCE PRIME VENDOR 18 REGULATED UTILITIES 19 TUITION REIMBURSEMENT TO VA EMPLOYEES 20 NON-PROCUREMENT OBLIGATIONS A ONE VA PLUS FUND B COMPENSATED WORK THERAPY PROGRAM C INTERNAL VA PROGRAMS AND AGREEMENTS D VA HOMELESS PROVIDERS GRANT AND PER DIEM PROGRAM E CEMETERY GRANTS AND STATE HOME PROGRAM F GSA ACTIVITIES G GOVERNMENT PRINTING OFFICE H INTER-AGENCY SHARING AGREEMENTS (VA/DOD SHARING) I INTRA-AGENCY SHARING AGREEMENTS (VHA, VBA, NCA, OI&T) J INTERGOVERNMENTAL PERSONNEL AGREEMENTS AND SERVICES, INCLUDING CASUS 21 HEALTH ADMIN CARE PROGRAMS A CHAMPVA B SPINA BIFIDA HEALTH C CHILDREN OF WOMEN VIETNAM VETERANS D FOREIGN MEDICAL PROGRAM E OTHER HEALTH ADMINISTRATION HEALTH CARE PROGRAMS 22 SPECIAL ADAPTIVE HOUSING INSPECTIONS 23 STATE APPROVING AGENCY To enhance requirement of data, two additional required fields are being added to the 1358 creation process. The fields are Service Start Date and Service End Date. Also the Purpose field is now being mandated for all original 1358s and adjustments to 1358s. Vendor and Contract are being made conditionally mandatory based on the Authority selected. The 1358 form in IFCAP is being revised to accommodate the new fields Authority (Code and Text), Sub-authority (Code and text), Service Start Date and Service End Date. Prior to a 1358 being flagged for approval or being allowed to be approved, the new mandatory fields are reviewed and verified for completion. If they are not complete the document will not be allowed to move forward in the approval process. The following options, reports and displays are being enhanced to support the new fields Authority, Sub-Authority, Service Start Date and Service End Date: New 1358 Request [PRCEC NEW] Edit 1358 Request [PRCEC EDIT] Print 1358 [PRCEC PRINT 1358] Print Obligated 1358s [PRCEC PRINT PO FROM 1358] Approve Requests [PRCSAPP] Obligate 1358 [PRCEF OBLIGATE] Display/Print 1358 [PRCEF DISPLAY/PRINT 1358] Register by Day [PRCHOUT PO REG/DAY] 3. ADD AUTHORITY/SUB-AUTHORITY CODE TO 1358's SO CODE SHEET SENT TO FMS ------------------------------------------------------------------------ After this patch is installed when a new 1358 is obligated, the code of the authority/sub-authority under which the 1358 was created will be sent in the 13th piece of the MO2 segment of the SO code sheet generated for that 1358 obligation. The authority/sub-authority codes will also be sent in SO modification documents for increase/ decrease adjustments subsequently created for that 1358. 4. DELETE MISSING FIELDS REPORT (1358) --------------------------------------- Installation of this patch deletes the Missing Fields Report (1358), It has been identified that absence of a specified vendor or contract data could be justifiable and not a violation of policy/regulation. This patch has controlled the edit process thereby making the Missing Fields Report (1358) [PRC 1358 MISSING FIELDS] no longer needed. 5. REMOVE OBLIGATION DATA [PRCSENOD] OPTION -------------------------------------------- Installation of this patch deletes the Obligation Data [PRCSENOD] option. The option was determined to no longer being used and would have not enforced separation of duties. Components Sent With Patch -------------------------- The following is a list of files included in this patch: UP SEND DATA DATE SEC. COMES SITE RSLV FILE # NAME DD CODE W/FILE DATA PTS -------------------------------------------------------------------- 410 CONTROL POINT ACTIVITY YES NO NO Partial DD: subDD 410 fld: 6 fld: 6.5 fld: 19 fld: 19.1 410.9 AUTHORITY OF REQUEST YES YES YES OVER NO The following is a list of fields included in this patch: Field Name (Number) File Name (Number) ------------------- ------------------ SERVICE START DATE (6) CONTROL POINT ACTIVITY (410) SERVICE END DATE (6.5) CONTROL POINT ACTIVITY (410) AUTHORITY (19) CONTROL POINT ACTIVITY (410) SUB AUTHORITY (19.1) CONTROL POINT ACTIVITY (410) The following is a list of templates included in this patch: Template Name Type File Name (Number) Action ------------- ---- ------------------ -------- PRCE 1358 ADJUSTMENT INPUT CONTROL POINT ACTIVITY (410) SEND PRCE NEW 1358 INPUT CONTROL POINT ACTIVITY (410) SEND PRCSENA 1358 INPUT CONTROL POINT ACTIVITY (410) SEND PRC 1358 MISSING FIELDS PRINT CONTROL POINT ACTIVITY (410) DELETE PRCH OBLIGATED 1358 LIST PRINT PROCUREMENT & ACCOUNTING SEND TRANSACTIONS (442) PRCH PO REGISTER PRINT PROCUREMENT & ACCOUNTING SEND TRANSACTIONS (442) PRC MISSING 1358 FIELDS SORT CONTROL POINT ACTIVITY (410) DELETE The following is a list of options included in this patch: Option Name Type New/Modified/Delete ----------- ---- ------------------- PRC 1358 MISSING FIELDS ROUTINE DELETE PRCSENOD ROUTINE DELETE Documentation Retrieval: ------------------------ Updated documentation describing the new functionality introduced by this patch is available. 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 software directly from a specific server as follows: Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov The documentation will be in the form of Adobe Acrobat files. Documentation can also be found on the System Design and Development Web page at: http://www.va.gov/vdl/ Below is a list of the files related to this patch that will be needed and available via the FTP sites listed above. File Description File Name FTP ----------------------------------------------------------------------------- IFCP5_1ACCOUNTING_TECH.PDF Accounting Technician User's Guide bin IFCP5_1APPLICATION_COORD.PDF Application Coordinator User's Guide bin IFCP5_1SECURITY_GUIDE.PDF Package Security Guide bin IFCP5_1TECHNICAL_MANUAL.PDF Technical Manual bin IFCP5_1CP_CLERK_USER'S_GUIDE.PDF Control Point Clerk User's Guide bin IFCP5_1CP_OFFICIAL_USER'S_GUIDE.PDF Control Point Official User's Guide bin Test Sites: ----------- Central Texas, TX Erie, PA St. Cloud, MN ================INSTALLATION INSTRUCTIONS ================= If installed during the normal workday, it is recommended that the following selection(s) in the OPTION (#19) file, and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Compliance Reports (1358) [PRC 1358 COMPLIANCE REPORTS] Control Point Clerk's Menu [PRCSCP CLERK] Control Point Official's Menu [PRCSCP OFFICIAL] FMS Rejected Obligation Document Processing [PRCFA REJECT FMS OBLIG DOC] 1358 Monitoring Reports - Scheduled [PRC 1358 MONITORING] 1358 Processing Menu [PRCEF 1358 FISCAL PROCESSING] Install Time - less than 5 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*148): 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. If there Options included in this patch, then be sure to include the following. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//' Answer NO unless your system does not do this in a nightly TaskMan process. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES (unless otherwise indicated) d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Compliance Reports (1358) [PRC 1358 COMPLIANCE REPORTS] Control Point Clerk's Menu [PRCSCP CLERK] Control Point Official's Menu [PRCSCP OFFICIAL] FMS Rejected Obligation Document Processing [PRCFA REJECT FMS OBLIG DOC] 1358 Monitoring Reports - Scheduled [PRC 1358 MONITORING] 1358 Processing Menu [PRCEF 1358 FISCAL PROCESSING] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . Routine Information: ==================== The second line of each of these routines now looks like: ;;5.1;IFCAP;**[Patch List]**;Oct 20, 2000;Build 5 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRC1358C Before: B4910186 After: B3640057 **130,148** Description of Changes: Routine was edited to remove the Missing Fields (1358) report. Routine Name: PRCE58P0 Before: B15103802 After: B17096977 **148** Routine Name: PRCE58P2 Before: B14887203 After: B16930657 **148** Routine Name: PRCEADJ Before: B31997445 After: B34959566 **140,148** Description of Changes: This routine is used to enter an increase/decrease adjustment. It was modified to warn a control point official and allow them to stop. A lock time-out was also changed. Routine Name: PRCEFIS5 Before: B12287079 After: B14226098 **148** Routine Name: PRCEN Before: B18332756 After: B46938754 **23,148** Description of Changes: This routine is used to enter 1358 requests and edit 1358 requests and adjustments. It was modified to warn a control point official and allow them to stop. A lock time-out was changed. Record unlocking was improved to correct cases were a 1358 was left locked after the edit. Routine Name: PRCEOB1 Before: B4186076 After: B5824737 **148** Routine Name: PRCESOE Before: B36367973 After: B45274590 **148** Description of Changes: This routine is used to obligate or rebuild/transmit SO for 1358. It was modified to warn a 1358 requestor or approver is not permitted To rebuild or retransmit the 1358. Routine Name: PRCESOM Before: B49737920 After: B59523571 **148** Description of Changes: This routine is used to adjust a 1358 transaction. It was modified to warn a 1358 requestor or approver is not permitted to rebuild or retransmit the 1358. Routine Name: PRCFFU2 Before: B8191248 After: B10580880 **130,148** Description of Changes: Routine was edited to insert authority/sub-authority code into the 13th piece of the MO2 segment of the 1358's SO transaction sent to FMS. Routine Name: PRCS58OB Before: B21940704 After: B21961903 **148** Routine Name: PRCSAPP1 Before: B11267015 After: B12057361 **148** Routine Name: PRCSAPP2 Before: B18964515 After: B21099667 **14,81,148** Description of Changes: This routine is used to create new 1358, edit 1358, and adjust 1358. It was modified to warn a 1358 requestor is not permitted to rebuild or retransmit the 1358. Routine Name: PRCSECP Before: B28160184 After: B28930970 **81,148** Description of Changes: This routine is used to copy a transaction. It was modified to warn a control point official and allow them to stop when a 1358 is copied. Routine Name: PRCSECP1 Before: B15371548 After: B15793904 **148** Routine Name: PRCSEM Before: B6717561 After: B7333642 **148** Routine Name: PRCSUT2 Before: B49296654 After: B51951982 **13,135,148** Description of Changes: This routine is used to change an existing transaction number. It was modified to warn a control point official and allow them to stop when changing a 1358. Lock time-outs were changed. The requestor value is now automatically set for a 1358. An existing problem was corrected for temporary transaction numbers where the specified inventory distribution point was not being saved. Routine list of preceding patches: 23, 81, 130, 135, 140 ============================================================================= User Information: Entered By : MCGAUGH,MAVIS L Date Entered : AUG 27, 2010 Completed By: LYNCH,MARY F. Date Completed: FEB 04, 2011 Released By : NELSON,VICKI M Date Released : FEB 07, 2011 ============================================================================= Packman Mail Message: ===================== $END TXT