$TXT Created by GREENE,LYFORD K. at MNTVBB.FO-WASH.MED.VA.GOV (KIDS) on Friday, 03/18/11 at 12:48 ============================================================================= Run Date: JUL 01, 2011 Designation: PRC*5.1*154 Package : PRC - IFCAP Priority: Mandatory Version : 5.1 SEQ #130 Status: Released Compliance Date: JUL 25, 2011 ============================================================================= Associated patches: (v)PRC*5.1*148 <<= must be installed BEFORE `PRC*5.1*154' (v)PRC*5.1*151 <<= must be installed BEFORE `PRC*5.1*154' (v)PRC*5.1*152 <<= must be installed BEFORE `PRC*5.1*154' Subject: CERTIFIER ROLE FOR 1358S PROCESSED IN IFCAP INVOICE TRACKING MODULE Category: - Routine - Enhancement (Mandatory) - Data Dictionary - Print Template Description: ============ The Government Accountability Office (GAO) and US Congress have expressed concern about the lack of enforced segregation of duties in the use of the 1358 Miscellaneous Obligation. This patch introduces changes to IFCAP's Payment/Invoice Tracking module to prevent someone who was a requestor, approver, or obligator of a 1358 from certifying in IFCAP an invoice against that 1358. It also introduces a new segregation of duties report based on certifications in the INVOICE TRACKING file (#421.5), which will identify violations if they have occurred. Additionally, it enhances the CLRS(Clinical Logistics Report Server, also known as National Logistics Database) extract to include data from the INVOICE TRACKING file so that upper management can centrally monitor the use of the Payment/Invoice Tracking module and check for segregation of duties violations. Patch Components ================ Files & Fields Associated: File Name (Number) Field Name (Number) New/Modified/Deleted ------------------ ------------------- -------------------- CONTROL POINT ACTIVITY SERVICE END DATE Added cleanup of %DT (410) (6.5) variable INVOICE TRACKING CERTIFIED BY SIG Modified (added new (421.5) DATE/TIME (61.9) "AF" index) Forms Associated: Form Name File # New/Modified/Deleted --------- ------ -------------------- N/A Mail Groups Associated: Mail Group Name New/Modified/Deleted --------------- -------------------- N/A Options Associated: Option Name Type New/Modified/Deleted ----------- ---- -------------------- PRC 1358 COMPLIANCE REPORTS menu Modified PRCFD INVOICE CERT SOD RPT run New PRCHLO CLRS VALIDATION menu Modified PRCHLO INVOICE TRKG CERTIFYING inquire New PRCHLO INVOICE TRKG FMS LINES inquire New PRCHLO INVOICE TRKG HEADER inquire New PRCHLO INVOICE TRKG PROMPT PMT inquire New Protocols Associated: Protocol Name New/Modified/Deleted ------------- -------------------- N/A Security Keys Associated: Security Key Name ----------------- N/A Templates Associated: Template Name Type File Name (Number) New/Modified/Deleted ------------- ----- ------------------ -------------------- PRCHLO410_HDR_VALIDATE print CONTROL POINT Modified ACTIVITY (#410) PRCHLO421-5_CERTIFYING print INVOICE TRACKING New _SVC_VAL (#421.5) PRCHLO421-5_FMS_LINE print INVOICE TRACKING New _VALIDATE (#421.5) PRCHLO421-5_HDR_VALIDATE print INVOICE TRACKING New (#421.5) PRCHLO421-5_PROMPT_PAY print INVOICE TRACKING New _VAL (#421.5) New Service Requests (NSR's) ---------------------------- 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. Added check in options New Invoice [PRCFD ADD NEW INVOICE], Log-in Certified Invoices from Services [PRCFD CHECKIN INVOICE], and Approve Payment of Invoices Already Checked in [PRCFD APPROVE PAYMENT], to prevent user who was a requestor, approver, or obligator on a 1358 from certifying for payment an invoice against that 1358. 2. Added to Compliance Reports (1358) menu the option Invoice Certification Seg Duties Violation Rpt [PRCFD INVOICE CERT SOD RPT] which shows for invoices certified for payment in IFCAP's Payment/Invoice Tracking module the names of the requestor, approver, obligator, and certifier and identifies any violations in segregation of duties. 3. Enhanced the CLRS (Clinical Logistics Report Server) extract to include data from the INVOICE TRACKING file (#421.5) header and subfiles. 4. Added to menu CLRS Extract Validation Templates [PRCHLO CLRS VALIDATION] the inquire options IH Invoice Tracking Header - F24 [PRCHLO INVOICE TRKG HEADER, IP Invoice Tracking Prompt Pmt Terms - F25 [PRCHLO INVOICE TRKG PROMPT PMT], IF Invoice Tracking FMS Lines - F26 [PRCHLO INVOICE TRKG FMS LINES], and IC Invoice Tracking Certifying Svc - F27 [PRCHLO INVOICE TRKG CERTIFYING] so that users can compare data shown from the database to corresponding data that was extracted into host files for the CLRS database. 5. Changed the logic for extracting the Sort Group value from file #410 to prevent abend in the rare instance that an entry's value is corrupt. 6. Changed the logic in print template PRCHLO410_HDR_VALIDATE for fields OBLIGATION VAL CODE DATE/TIME (#29.8) and ES CODE DATE/TIME (#44.6) to display time, as well as, date. 7. Added cleanup of %DT variable in the SERVICE END DATE (#6.5) field of the CONTROL POINT ACTIVITY (#410) file. This variable was leaving around the %DT(0) causing some date prompting issues in other date prompts. Patient Safety Issues (PSI's) ----------------------------- N/A Remedy Ticket(s) & Overview --------------------------- N/A Test Sites: ----------- Central Texas, TX St. Cloud, MN Documentation Retrieval Instructions ------------------------------------ Updated documentation describing the new functionality introduced by this patch is available. The preferred method is to FTP the files from ftp://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 Documentation can also be found on the VA Software Documentation Library at:http://www4.va.gov/vdl Title File Name FTP mode --------------------------------------------------------------------- Application Coordinator ifcp5_1application_coord.pdf binary User's Guide Technical Manual ifcp5_1tech_manual.pdf binary Voucher Audit Clerk ifcp5_1voucher_audit_clerk.pdf binary User's Guide Patch Installation: Pre/Post Installation Overview ------------------------------ **************************************************************** * SPECIAL NOTE * * Do NOT install this patch when the PRCHLO CLO PROCUREMENT * * option is running or is scheduled to run via TaskMan. * **************************************************************** Installation Instructions ------------------------- This patch may be installed with users on the system although it is recommended that it be installed during non-peak hours to minimize potential disruption to users. This patch should take less than 5 minutes to install. List of Menu Options for site to disable ---------------------------------------- 1358 Request Menu [PRCEC 1358 FCP PROCESSING] Compliance Reports (1358) [PRC 1358 COMPLIANCE REPORTS] Payment/Invoice Tracking Menu [PRCFD PAYMENTS MENU] Clinical Logistics Office Menu [PRCPLO CLO MENU] Pre-Installation Instructions ----------------------------- 1. Choose the PackMan message containing this patch. 2. Choose the INSTALL/CHECK MESSAGE PackMan option. 3. From the Kernel Installation and Distribution System Menu, select the Installation Menu. From this menu, you may elect to use the following options. When prompted for the INSTALL enter the patch # PRC*5.1*154: 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. From the Installation Menu, select the Install Package(s) option and choose the patch to install. 5. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//' respond NO. 6. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//' respond NO. 7. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO// respond YES. When prompted to select the options you would like to place out of order, enter the following: 1358 Request Menu [PRCEC 1358 FCP PROCESSING] Compliance Reports (1358) [PRC 1358 COMPLIANCE REPORTS] Payment/Invoice Tracking Menu [PRCFD PAYMENTS MENU] Clinical Logistics Office Menu [PRCPLO CLO MENU] 8. If prompted "Delay Install (Minutes): (0 - 60): 0// respond 0. Post-Installation Instructions ------------------------------ As part of the post-init PRC51154 routine's execution, the new "AF" cross reference will be populated. This routine will automatically be deleted upon completion of the KIDS installation process. 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: PRC51154 Before: n/a After: B406680 **154** Description of Changes: This is the post-init routine for PRC*5.1*154. It contains code to reindex the new "AF" cross reference on the CERTIFIED BY SIG DATE/TIME field (#61.9) of the INVOICE TRACKING file (#421.5). This routine is automatically deleted from the namespace (UCI) at the conclusion of the KIDS installation process. Routine Name: PRCFDCI1 Before: B5189866 After: B5368338 **154** Description of Changes: This routine was modified to invoke extrinsic function $$VIOLATE^PRCFDSOD() to prevent a requestor, approver, or obligator of a 1358 from certifying for payment an invoice against that 1358 in option Approve Payment of Invoices Already Checked in. Routine Name: PRCFDE1 Before: B17952536 After: B18830215 **154** Description of Changes: This routine was modified to invoke extrinsic function $$VIOLATE^PRCFDSOD() to prevent a requestor, approver, or obligator of a 1358 from certifying for payment an invoice against that 1358 in option New Invoice. Routine Name: PRCFDE3 Before: B17247666 After: B17499299 **154** Description of Changes: This routine was modified to invoke extrinsic function $$VIOLATE^PRCFDSOD() to prevent a requestor, approver, or obligator of a 1358 from certifying for payment an invoice against that 1358 in option Log-in Certified Invoices from Services. Routine Name: PRCFDES1 Before: B8692790 After: B9924721 **154** Description of Changes: Routine was edited to include logic for maintaining the "AF" cross reference on the CERTIFIED BY SIG DATE/TIME field (#61.9) of the INVOICE TRACKING file (#421.5). Routine Name: PRCFDSOD Before: n/a After: B9304570 **154** Description of Changes: New extrinsic function $$VIOLATE^PRCFDSOD()checks if the invoice is against a 1358 obligation and if so invokes function UOKCERT^PRCEMOA() to determine if the current person has previously signed as a requestor, approver, or obligator for that 1358 and thus is prohibited from certifying the invoice for payment. It returns '0' if the person is permitted to certify and '1' if the person is prohibited from certifying. Routine Name: PRCFSDR Before: n/a After: B93033801 **154** Description of Changes: This new routine generates the 1358 Segregation of Duties report from INVOICE TRACKING file (#421.5) entries certified in the user specified date range. It can show all signatures or only those where a violation of segregation of duties has occurred. Routine Name: PRCHLO Before: B11530843 After: B12154193 **83,104,130,154** Description of Changes: This CLRS extract routine was edited to DO INVCOMPL^PRCHLO7 to compile the INVOICE TRACKING file (#421.5) data. Routine Name: PRCHLO4 Before:B120154139 After:B122818206 **83,98,130,154** Description of Changes: This CLRS extract routine was edited to invoke code in routine PRCHLO7 to write compiled INVOICE TRACKING file (#421.5) data to host files. Routine Name: PRCHLO4A Before: B72350733 After: B72354777 **83,104,98,130,154** Description of Changes: This CLRS extract routine was edited to change the FOR loop counter's upper limit from 23 to 27 so that the 4 new host files for the INVOICE TRACKING file (#421.5) data are transmitted from the VistA site to the CLRS server. Routine Name: PRCHLO6 Before:B136943569 After:B135328049 **130,140,151,154** Description of Changes: The logic for extracting values from fields OBLIGATION VAL CODE DATE/TIME (#29.8) and ES CODE DATE/TIME (#44.6) of the CONTROL POINT ACTIVITY file (#410) was changed to extract time, as well as, date. The logic for extracting the value of the SORT GROUP field (#49) was changed to use a VA FileMan utility that returns null if the value is corrupt or is a null pointer. Routine Name: PRCHLO7 Before: n/a After: B52404203 **154** Description of Changes: This new CLRS extract file compiles data from the header and 3 subfiles of the INVOICE TRACKING file (#421.5) and writes the data to the 4 new host files. Routine list of preceding patches: 151 ============================================================================= User Information: Entered By : MCGAUGH,MAVIS L Date Entered : DEC 02, 2010 Completed By: LYNCH,MARY F. Date Completed: JUN 09, 2011 Released By : NELSON,VICKI M Date Released : JUL 01, 2011 ============================================================================= Packman Mail Message: ===================== $END TXT