DoDEA DAI Implementation Team August 27 2015 900 AM DAI OVERVIEW 3 DAI Overview OSD mandated DAI for DoD agencies to modernize financial management systems DAI supports audit readiness by standardizing processes and integrating financial management into one system with full visibility ID: 667774
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Slide1
DAI GPC
Training
HQ On-Site Training
DoDEA DAI
Implementation Team
August 27
, 2015 9:00 AMSlide2
DAI OVERVIEWSlide3
3
DAI Overview
OSD mandated DAI for DoD agencies to modernize financial management systems
DAI supports audit readiness by standardizing processes and integrating financial management into one system with full visibility
DoDEA will go-live in DAI in 2 phases:
Time and Labor: DoDEA went live in June 2015
Full Financials: DoDEA will go live in October 2015Slide4
4
Top 10 Things You Should Know About DAI
DAI is a Commercial Off-the-Shelf product developed by Oracle Corporation.
11 agencies are CURRENTLY using DAI for their financial transactions and time entry. In addition,
DoDEA
is currently using DAI for their time entry only.
We are not here to sell you something. DAI is currently free to the agencies.
For DoDEA, DAI time entry went live in June 2015. Full Financials goes live in October 2015.
DAI replaces FASTDATA, WAAS, ATAAPS, and direct entry into DCPS and direct entry into AXOL.
DAI will simplify the GPC/US Bank process for GPC Cardholders.
You are participating in GPC training. There will be additional training to follow in the coming months (Work Instructions, Computer Based Training, Continuous Help Desk Support).
Only Time and Attendance and Inquiry responsibilities are available during month-end closing.
The Standard Line of Accounting will change – no longer contains a document number.
There will be no system access from October 1 – 23, 2015.Slide5Slide6
DAI NAVIGATIONSlide7
DAI NAVIGATION (1)
Tab Key
: Pressing the tab key on the keyboard performs multiple actions:
Allows the user to navigate from field to field on a data entry form.
Auto-populates a field or displays a list of pre-defined values to select from after entering a few characters of the value you want to search on.
Do not press the Enter button. “Tab is your friend.”Slide8
DAI NAVIGATION (2)
Wildcard Symbol
(%): The wildcard symbol can be utilized during data entry or searches to represent unknown characters. For example, if the user was performing a search for a specific Requisition:
Enter
HE1254%
- the search results list would include all Requisitions beginning with HE1254.
Enter
%1254%
- the search results list would include all Requisitions containing the numbers 1254.Slide9
9
Magnifying Glass
: Use this function to search for available values.
Enter the wildcard symbol (%) and click the magnifying glass to search for all available values.
Enter search criteria and the wildcard symbol to narrow the search to specified criteria. Slide10
DAI NAVIGATION (3)
Required Fields
: Data entry fields that are critically important to the form or process being performed require data entry. These fields are either displayed with an
asterisk
next to the field name or the field is highlighted
yellow
.
*
Note
:
Upon submission or validation, the system will validate that all required fields are
populated with data and the user will receive an error message if data is not
entered.Slide11
11
DAI NAVIGATION (4)
1
.
The
New
icon opens a new record.
2. The Find... icon invokes the Find window. 3. The Show Navigator icon invokes the Navigator window. 4.
The
Save
icon saves your data.
5.
The
Next Step
icon advances you to the next step of a process (not being used in DAI). 6. The Switch Responsibilities icon invokes the list of your responsibilities for you to choose another. 7. The Print... icon prints the current screen. In some cases it may print
a report associated with the current data. 8. The Close Form
icon closes all windows of the current form. 9. The Cut icon cuts the current selection to the clipboard.
10. The Copy icon copies the current selection to the clipboard.
11.
The
Paste icon pastes from the clipboard into the current field. 12. The Clear Record
icon erases the current record from the form.
13.
The
Delete
icon deletes the current record from the database.
14.
The
Edit Field...
icon displays the
Editor
window for the current field.
15.
The
Zoom
icon invokes customer-defined drill-down behavior.
16.
The
Translations...
icon invokes the
Translations
window (
not being
used
in DAI
).
17.
The
Attachments
icon invokes the
Attachments
window. If attachments
already
exist, the icon appears as a paperclip holding paper.
18.
The
Folder Tools
icon invokes the
Folder Tools
palette window.
19.
The
Window Help
icon invokes online help for the current window.Slide12
GPC Process:
Current and FutureSlide13
13
GPC – Current Process
Adjust/Approve 2276 to match Purchase
STEP 3
GPC Cardholder will create/adjust order
in US Bank (AXOL)
STEP 4
F
A
S
T
D
A
T
A
U
S
B
A
N
K
Use GPC Card for Purchase
STEP
2
Obtain approved 8052 and Create/Approve 2276
STEP 1
Reconcile, Match and Certify Purchase/ Charge
in US Bank (AXOL)
STEP
5Slide14
14
Modify/ Approve Requisition in DAI to match Purchase
Use GPC Card for Purchase
Obtain approved 8052 and Enter/ Approve Requisition in DAI
4A:
Certified charge AUTOMATICALLY relieves commitment and creates obligation
1a. Requisition
data sent
to US Bank (AXOL)
as
e-Order
3a. Requisition data sent to
US Bank (AXOL) to adjust
e-Order
4a. Reconciled charge
sent to DAI
Reconcile, Match and Certify Purchase/ Charge in US Bank (AXOL)
1A & 3A:
e-Order is AUTOMATICALLY created/adjusted in US Bank (AXOL)
GPC – Future Process
D
A
I
INTERFACE
U
S
B
A
N
K
STEP 1
STEP 2
STEP 3
STEP 4Slide15
15
Current vs. Future Process
Current
Future
GPC Cardholder obtains the approved 8052 from Approval Official
GPC Cardholder
obtains the approved 8052 from Approval Official
Create a 2276 in FASTDATA and email to Budget Office for approval
Create a purchase requisition (PR) in DAI and submit to Budget Office for approval through DAI workflow process
The Budget Office will email the signed 2276 to GPC Cardholder
GPC Cardholder will receive a notification in DAI that the PR has been approved (Email
notifications can be set up)
GPC Cardholder
manually creates an order in US
Bank
(AXOL)
e-Order is automatically created in
US Bank (AXOL)
Use GPC Card for Purchase
Use GPC Card for Purchase
GPC Cardholder will modify the 2276 to match the purchase and email to Budget Office for approval
GPC Cardholder will modify the PR to match the purchase and submit to Budget Office for approval through DAI workflow process
The Budget Office will email the signed, amended 2276 to the GPC Cardholder
GPC Cardholder will receive a notification in DAI that the PR amendment has been approved in DAI
GPC Cardholder manually
adjusts the order in US Bank (AXOL)
e-Order is automatically adjusted in
US Bank (AXOL)
GPC Cardholder
will reconcile, match, and certify the purchase/charge in
US Bank (AXOL)
GPC Cardholder
will reconcile, match and certify the purchase/charge in
US Bank (AXOL)
Slide16
16
GPC – The Relevant Details
When entering a requisition in DAI be sure to follow the work instructions.
Every requisition must be tied to the correct credit card
Every requisition must have a “Merchant Name” entered
Any changes/amendments overlay the original e-Order
Once the e-Order is reconciled to the charge the transaction is complete – no more changes permitted for that reconciled transaction in US Bank (AXOL).
No need to create LOAs in US Bank (AXOL) – this will be handled by the interface
All new e-Orders and changes must originate in DAI. It is no longer necessary to create/enter orders into U.S. Bank.Billing Official certification does not change
Obligation will occur once the statement has been certified by the Billing Official
48 hours after the charge is interfaced back to DAI, a certified invoice is electronically routed to DAI and DFAS performs entitlement and disbursementSlide17
Procure to Pay (P2P) iProcurement Slide18
Set Preferences
Pre-populates the
r
equisition form with your saved preferences
Eliminates the need to input repetitive information
Enable Email Notifications to receive
worklist
notifications in your inbox
Who:
All DAI Users
Responsibility:
iProcurement Requisitions DoDEA
Navigation:
iProcurement Home Page
Preferences iProcurement Preferences & Requisitions CLM Defaults
Demonstration/Exercise
Slide19
19
Create a Requisition for
GPC Purchase
Who
:
GPC Cardholders
Responsibility:
iProcurement Requisitions DoDEA
Navigation:
iProcurement Home Page GPC PR
Demonstration/Exercise
Slide20
20
Amend Requisition to
Increase Funds
Who
:
GPC Cardholders:
GPC PRs
Only
Budget Officers, Budget Analysts:
PRs, MIPRs, IAAs
Responsibility:
iProcurement Requisitions DoDEA
Navigation:
Requisition Summary Search
Demonstration
Slide21
21
Amend Requisition to
Decrease Funds
Who
:
GPC Cardholders:
GPC PRs
Only
Budget Officers, Budget Analysts:
PRs, MIPRs, IAAs
Responsibility:
iProcurement Requisitions DoDEA
Navigation:
Requisition Summary Search
Demonstration
Slide22
SUMMARYSlide23
SUMMARY
Procure to Pay (P2P)
iProcurement
-Set Preferences
-Create
a
Requisition
for GPC
Purchases
-Amend Requisition to Increase Funds
-Amend Requisition to Decrease Funds
Slide24
24
DAI Tier 1 Help Desk
DoDEA Service Desk
1
4
2
3Slide25
25
P2P-Set Requisition Preferences
P2P-Create a Government Purchase Card (GPC) Purchase
Request
CA – Project Status Inquiry
CA – Document Level Execution Report
TRAINING RESOURCES
Computer-Based Training
Work Instructions
R12 DAI Overview
R12 DAI Navigation
Create a GPC Purchase
Request