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IPAC University

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James Jenkins

on 5 August 2014

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Transcript of IPAC University

GWA in general has file size limitations:
Facts:
The system does not respond well to Primary and Secondary records that exceed roughly1,000 lines
IPAC will build the capability to parse a file that is greater than an established limit (no agency involvement needed)
File size has not been determined yet; however, the limit per transmission to GWA/IPAC/CARS needed to be addressed. This is the beginning of that effort
Customer Relationship Management Division – IPAC Transition Coordinator
Luz Davila Lopez, Luz.Davila.Lopez@fms.treas.gov, 202-874-8599
IPAC System Lead
Dominique McCreary, Dominique.McCreary@fms.treas.gov, 202-874-6352
Contact Information
On October 1, 1985, the Department of the Treasury (DT) implemented the Online Payment and Collection (OPAC) system, a component of the Government On-line Accounting Link System (GOALS), to provide Agencies with an automated means to transfer monies between Government Agencies.

In December 1996, FMS started an initiative to replace the OPAC application with the Intra-governmental Payment and Collection (IPAC) system. This initiative was to improve the intra-government process and reporting ability through the use of both on-line and bulk transmission capabilities. FMS implemented the IPAC system in December 2001
Welcome to Intragovernmental Payment And Collection (IPAC) University
Summer School!

Walter Lord History Bldg
IPAC: A New Frontier
Get your ticket now, Next Stop
IPAC Website: www.fms.treas.gov/ipac

SAM Website: www.fms.treas.gov/sam

GWA Website: www.fms.treas.gov/gwa

For IPAC access, application specific questions and access to the training region:
Treasury Support Center: 866-809-5218
FAX: 314-444-7346
Email: IPAC@stls.frb.org
IPAC Support
19
James Jenkins, Project Manager
Jim.jenkins@fms.treas.gov
202-874-9864

Dominique McCreary, IPAC Lead
Dominique.mccreary@fms.treas.gov
202-874-6352
Contact
Questions/Discussion
Component TAS: The field is parsed into the various components: Column 921 – 947 of the bulk file

- Position 1 and 2 = SP (Sub level prefix)
- Position 3 through 5 = ATA (Agency Transfer Allocation)
- Position 6 through 8 = AID (Agency Identifier)
- Position 9 through12 = BPOA (Beginning Period of Availability)
- Position 13 through16 = EPOA (Ending Period of Availability)
- Position 17 = A (Account Type)
- Position 18 through 21 = MAIN (Main Account)
- Position 22 through 24 = SUB (Sub-Account)
- Position 25 through 26 = blank (Filler)
- Position 27 = C
IPAC Component TAS Bulk File Layout
YOU!
String
Component
Which is the path of least resistance!

The system does not have the logic to know what TAS the Agency is referring to
- Question: Tell me the FY in this example?
20 3 1801
In this case IPAC will send a blank TAS and the agency will have to reclassify
TAS Format Breakdown
String to Component
200/31801
Component TAS
String TAS
SP ATA AID BPOA EPOA A MAIN SUB BETC
020 2010 2013 1801 000 DISB
or
020 2000 2003 1801 000 DISB
TAS Format Breakdown
String to Component
Note: Crosswalk from String to component on the CARS website as well as authoritative database on the SAM website
String TAS (reigning champion)
Used by all Federal Agencies for the last 10 years
Single digit Fiscal year format
Various forms of the string can be submitted
Currently, the TAS listing is listed on the CARS website
String TAS is used to classify transactions on the account statement




Component TAS (Challenger)
Currently used by most Federal Agencies the last 6 years.
4 digit fiscal year format
One Standard form for all Agencies
Component form accepted by IPAC and various system across the government
Component TAS is used to classify transactions on the account statement
Standardization Championship:
String TAS vs. Component TAS
Demonstration
1. What does IPAC stand for?

2. Name Two Types of Adjustment transactions

3. Can adjustments be prevented?

4. How do you setup your ALC to receive or limit the adjustment activity?

5. True or False, IPAC strongly recommends Trading Partners have agreements prior to using IPAC.

6. What format of the Treasury Account Symbol/Business Event Type Code (TAS/BETC) is used for Online transactions?

7. What format of the Treasury Account Symbol/Business Event Type Code (TAS/BETC) is used for Bulk File transactions?
POP Quiz
All on-line users are using the Component TAS when doing IPAC transactions:
-The IPAC Find feature - must enter 3 fields for search: MAIN, AID, SUB
-Once the appropriate TAS is found, a list of valid BETCs will be provided
-The IPAC Enter Feature – allow for full entry of Component TAS, if it is known

Bulk File users have the option of using Component TAS or STAR String TAS

The Bulk File user option will change to Component TAS only on January 1, 2014!!!!!
IPAC Facts (continued)
IPAC System consists of multiple applications:
-Intra-governmental Payment and Collection System (IPAC)
-Retirement Insurance Transfer System (RITS)
-Treasury Receivable Accounting and Collection System (TRACS)

Transfers a daily file of all transactions from the previous business day to CAFÉ Module of the GWA/CARS System

Funds never leave the government through IPAC

Approximately 258 agencies worldwide

Over 2,800 active users

FY 2012, more than 1.2 million transactions totaling more than $122 trillion processed
IPAC Facts
IPAC Today
What Do You Know About IPAC ?
-POP Quiz Class Participation ( Q&A)
Live Demo: Relationships/Profiles, Special Items
Intra-Governmental Championship: String TAS vs. Component TAS
-Tale of the Tape
-Who wins and why
Bulk File
Test/Final
Contact Information
Course Syllabus
IPAC 101
Professor McCreary
July 9, 2013
IPAC:
What you thought you knew
1. Do agencies have the ability to set who they can receive adjustments/chargebacks from?
2. What screen will an IPAC user navigate to setup their Trading Partner Relationship?
3. Should your IAA, TPA or agreement that you have with an Agency mimic your billable relationship in IPAC?
4. What does the acronym AID stand for?
5. What date will IPAC bulk files receive only the Component TAS?
6. If an agency needs more detailed information on there IPACs, what functionality can they set?
7. Do funds ever leave the government when doing IPAC transactions?
8. In order for your Component TAS to be properly accepted in your IPAC bulk file, what character should be input in position 27?
9. Are you an IPAC CARS Reporter? Why?
Final
Who wins?
The IPAC application’s primary purpose is to provide a standardized interagency fund transfer mechanism for FPAs.  It facilitates the intra-governmental transfer of funds, with descriptive data, from one FPA to another.
How much does it cost You?
The IPAC Purpose
Foundation Hall
The Answer
4839
Tell me how to translate this number?
Everyone don’t stand up at once!
Going to give you 5 more seconds to look at the key ready?
4839
Tell me how to translate this number?
Back to the Question?
Going to give you 5 seconds to look at the key ready?
4839
Tell me how to translate this number?
The Question?
6 = 6
7 = 7
8 = 8
9 = 9
0 = 0
1 = 1
2 = 2
3 = 3
4 = 4
5 = 5
The Now!
July 9, 2013
The Ice Breaker
How well do you adapt to change?
The Concept/Logic
1 2 3
4839
7 8 9
4 5 6
6 =
7 =
8 =
9 =
0 = 0
1 =
2 =
3 =
4 =
5 =
The Translation
6 =
7 =
8 =
9 =
0 = 0
1 =
2 =
3 =
4 =
5 =
The Translation
Transition plan due NOW (May 31, 2013)
Take advantage of the your personal Tutors and parallel analysis opportunities
The only thing between Now and October 2014:
- Help and Opportunity!

Your time is NOW!
Review/Discussion
No more Statement of Difference
Capability to reclassify daily (full Reporters)
Provisional View of the Account Statement
Omit transactions reported with TAS/BETC from end of month reporting
Once you go Live…
Data Analysis (Sample)
Final Opportunity to review/analyze your data
Final Parallel/Pilot Windows:
- June/July
- August/September
- October/November
Pilot Windows in 2014?
Parallel/Pilot Windows
IPAC Special Requirements (cont’d)
Trading Partner Communication
Meet with the CRM Team (Personal Tutors)
- Training
- Business Process
Homework
- Communication with Trading Partners
- Shared Accounting Module set up
- IPAC Special Requirements
In Preparation to become a Reporter
Study Guide:
Not having to submit a SF-224 or 1219

Daily visibility of your TAS information
What is an IPAC Reporter
Update to the CFO Letter – April 2013
Transitions Plan past due!
-Agency transition plan was due May 31, 2013
-Did you make the date?

http://www.fms.treas.gov/cfo_lttr.html
Mandate
Mandate
-CFO Letter Updates
What is an IPAC Reporter?
What’s in it for my agency?
Study Guide
-Your Personal Tutor(s)
-Homework
-Transition Process (What to expect)
Transaction Process (Process Flow)
Governmentwide Status Report
Upcoming Informational Prep Rallies
Review/Discussion
Course Syllabus
IPAC Transition Coordinator
Luz Davila Lopez,
Luz.Davila.Lopez@fms.treas.gov, 202-874-8599

IPAC System Lead
Dominique McCreary,
Dominique.McCreary@fms.treas.gov, 202-874-6352
Contact Information
July 10, from 10:30 – 12: 00 p.m.
July 10, from 1:30 – 3: 00 p.m.
July 11, from 1:30 – 3: 00 p.m.
One on one meetings (By appointment only)
e-Learning Module:
- https://www.fms.treas.gov/cars/training.html
Upcoming Prep Rallies
How are agencies doing?
Professor:
Luz Davila Lopez
Not an IPAC CARS Reporter, Why?
“Business as usual”
Data analysis calls to discuss discrepancies
- Balances
- TAS/BETC classification information
Clear Statement of Difference (if any)
Answers, Answers, and More Answers
During the Parallel Phase
Data analysis (cont’d)
IPAC administrator will then approve the Request. Once approved all Trading Partners will required to input this data or their transactions will be rejected.
IPAC Special Requirements (cont’d)
Trading Partner Communication (cont)
IPAC Cheat Sheet
IPAC Special Requirements (cont’d)
After your Conversion:
-Full access to the Provisional View of the Account Statement
-Daily Reclassification capability (full Reporters)
-No more Statements of Classification or Accountability
-No Scorecard Violations
Statement of Differences
Timing
“F” Account
What’s in it for my agency?
IPAC Administrator will set required fields for Receiver TAS and Receiver BETC. This will be done for both payment and collection transaction types.
IPAC Special Requirements
TAS/BETC
C-Key or TAS/BETC
Payments
IPAC
Transaction
With TAS/BETC
SAM
Valid
TAS/BETC
C-Key or TAS/BETC
GWA
C-Key or TAS/BETC
Account Statement
CARS
Collections
Transaction Process
Transaction Type
Percent Complete
Ongoing through 2013
NLT 10/1/14
NLT 10/1/14, COTS packages dependency
NLT 10/1/14, mandate for component TAS on bulk file is Jan 2014
Target Date
47
121
30
200
To-date
822 IPAC/Coll ALCs to Pilot
516 Total Collection ALCs
380 Total Payment ALCs
567 Total IPAC ALCs
Maximum

Current
Pilots

Collection
Reporters

Payment
Reporters

IPAC Reporters
ALC transitioning to CARS Reporters
As of June 2013
35%
23%
6%
8%
The Future
Benefits Square
In summary, the future state of RITS is undergoing some major changes to improve the functionality of the system; comply with new reporting requirements; and the implementation of PL 112-96, the “Middle Class Tax Relief and Job Creation Act of 2012,” that made two significant changes to FERS that impacted the operational and reporting of withholding and contributions for Federal employees retirement, health and life insurance program benefits. These enhancement will be implemented in first quarter 2014.
The TAS BETC/C-Key solution will aide in source system reconciliation.
Summary
The RITS Module will allow manual and bulk input of TAS BETC data
Therefore, when the drawdown happens both sides of the transaction will populate TAS BETC
RITS will run in parallel the C-Key option and TAS BETC to accommodate system changes
IPAC has not scheduled a deployment date yet; however, it could very well be after the Oct 2014 deadline (This update does not inhibit agencies migration to the CARS System)
Phased Solution
On-line process must allow capturing withholdings and contributions for both regular FERS and FERS RAE under each category

The Screen display for FERS retirement will change to reflect FERS RAE transaction 2812 screen

The total retirement will be the summation of Total CSRS Retirement and Total FERS Retirement and Total FERS RAE Retirement dollar amounts
RITS FERS Enhancement Requirements
(Future Environment – Business Process)
RITS must be enhanced to also capture withholdings and contributions under FERS-RAE separately from FERS

The following FERS-RAE withholdings and contributions categories must be captured:
- Withholdings and/or contributions
- Regular
- Military Reserve Technician
- Special
- Salary Offset
- Re-employed Annuitants
- Military Deposit
RITS FERS Enhancement Requirements
(Future Environment)
Payroll offices or service providers must enhance systems to capture and report FERS RAE data in compliance with new law

Payroll offices or service providers who use the bulk file layouts must create a new bulk file layouts to transmit FERS RAE data to RITS
RITS FERS Enhancement Requirements
(Constraints and Dependencies)
Step 1: OPM schedules the drawdown in
Manage Schedule
Step 2: The drawdown processes
Step 3: The drawdown process completes
successfully
Step 4A: The drawdown file is created
Step 4B: IPAC transactions are created
based on 2812 data; C-Key is created
Process Steps
Under the Federal Employees Retirement System (FERS) there are withholdings and/or contributions for:
- Regular
- Military Reserve Technician
- Special
- Salary Offset
- Reemployed Annuitants
- Military Deposit
Background
RITS is an electronic method of reporting withholdings and contributions for the

- Federal Employees Group Life Insurance Program

- Federal Employees Health Benefits Program

- Civil Service Retirement System

- Federal Employees Retirement System

RITS is a component of the Intra-Governmental Payment
and Collection (IPAC) application
What is the Retirement and Insurance Transfer System (RITS)?


Professor Simmons
July 9, 2013
Retirement and Insurance Transfer System (RITS) Updates
For more information about RITS and FERS-RAE contact the following individuals:

Wanda Simmons, System Accountant
(202) 874-7932

Jim Jenkins, Project Manager
(202) 874-9864
Contacts
When you become CARS Reporter (and currently) and want to reconcile at the detail TAS BETC level you could not because these fields in IPAC will be blank
You would have to check the Account Statement for those transactions you set the C-Key up for
Disconnect
Agency Impact
C-key vs. TAS BETC
RITS Module
RITS currently does not populate TAS BETC for the paying agency when OPM initiates their schedule drawdown
RITS currently does populate a C-Key value for the paying agency when OPM initiates their schedule drawdown
What does it mean for you?
New Layout : Highlighted fields denotes changes
The FERS RAE should “mirror” the current layout.
RITS FERS Enhancement Requirements
(Future Environment - Bulk files Format for FPAs )
On-line process must allow capturing withholdings and contributions for both regular FERS and FERS RAE under each category

The Screen display for FERS retirement will change to reflect FERS RAE transaction 2812 screen

The total retirement will be the summation of Total CSRS Retirement and Total FERS Retirement and Total FERS RAE Retirement dollar amounts
RITS FERS Enhancement Requirements
(Future Environment – Business Process)
Public Law 112-96, Section 5001, the Middle Class Tax Relief and Job Creation Act of 2012 made the following changes to FERS coverage and determinations:

- First, beginning in 2013, new employees will have to pay significantly higher employee contributions, an increase of 2.3 percent of salary

- Second, new Members of Congress and Congressional employees, in addition to paying higher retirement contributions, will accrue retirement benefits at the same rate as regular employees
RITS FERS Enhancement Requirements
(Future Environment)
(changes are in yellow) Users Perspective
Current Environment
(Users Online Screen Shot)
Current Environment
(Business Process)
Step 5A: OPM downloads the drawdown file
into their system
Step 5B: IPAC transactions are sent to
CAFEwith C-Key via the CAFE
Daily File

NOTE: CAFE is responsible for interfacing with SAM
to translate the C-Key into the appropriate associated
TAS/BETC
Process Steps
FPAs and/or agency providers submit RITS data via on-line (one transaction at a time or manual bulk upload) of bulk file automation
RITS collects TAS information (excluding BETCs) for OPM’s side of the transaction
The FPAs and /or agency provider’s side of the transaction is blank and a C-Key value will populate the TAS information
RITS transactions are converted to IPAC transactions and sent to CARS/CAFE via the CAFE (IPAC) daily file
Current Environment
(Business Process)
RITS accumulates information from Federal Program Agency’s Payroll Office on the total amount of withholdings and related agency contributions

The payroll/report schedules is created and maintained by RITS

On a daily basis, OPM initiates a process to collect all RITS transactions due and submitted for payment
- All health, retirement and life insurance program information is extracted and transmitted to OPM for processing
- Simultaneously, transactions are generated for submission to IPAC for the transfer of funds to satisfy the obligations incurred
Current Environment
RITS was jointly developed by the Office of Personnel Management (OPM) and the Bureau of Fiscal Service (BFS) (formally Financial Management Service) in partnership with the Federal Reserve Bank of Richmond

It became operational in August 1991

The submission of withholdings and contributions were automated for:
- Health Benefits
- Life Insurance
- Retirement
Background
TAS BETC
A C-Key, or Classification Key, is any agency accounting or collection mechanism data (e.g., account code, fund code, Merchant ID, etc.) which cross walks directly to a TAS. Agencies will establish C-Keys in SAM that will be used to derive appropriate TAS and BETCs.
C-key
What is the difference between
C-key and TAS BETC
(changes in yellow) Subsequent input screen
Note: The “Total Retirement” and “Grand Total” values have been removed from FERS and only displayed on the FERS FAE tab. The removal of the final three lines labeled “f”,”2”, and “d” are misleading to the users.
RITS FERS Enhancement Requirements
(Future Environment Screen Shot)
What is RITS
Background
Current Environment
-Business Process
Future Environment
-FERS RAE
-C-Key vs. TAS BETC
Questions/Discussion
Course Syllabus
C
O
F
F
E
E

B
R
E
A
K

Treasury Account Symbol - The receipt, expenditure, appropriation, and other fund account symbols and titles as assigned by Treasury
The BETC is a code used in the CARS system to indicate the type of activity being reported, such as payments, collections, borrowings, etc.
The Milky Way Galaxy
Thumb ill Key Wake Owl Licks He
Bonus! (Place)
Answer:
Thumb ill Key Wake Owl Licks He
Bonus! (Place)
3rd Puzzles (Person)
Answer:
My Gulch Hoard Un
3rd Puzzles (Person)
My Gulch Hoard Un
Dr. Seuss
2nd Puzzles (Person)
Answer:
Docked Hearse Whose
2nd Puzzles (Person)
Docked Hearse Whose
Bugs Bunny
Buck Spun He
1st Puzzles (Cartoon Character)
Answer:
Buck Spun He
1st Puzzles (Cartoon Character)
Each puzzle contains several familiar words. When carefully read and sounded out, the words reveal the name of a well-known person, place, thing, or phrase.
Instructions
The Ultimate Ice Breakers
Brought to you from:
IPAC
WHOZIT? WHATZIT?
Goss Technology Center
Larkins Hall
IPAC Reporting
End State
Course Syllabus
Opportunities
- The system NOW!
- IPAC Reporter
- RITS TAS BETC
- Account Statement
- Got Intragovernmentals?
- Our Promise
- Class Dismissal
The IPAC we know and love
e
Agencies will negotiate Trading Partner Agreement and capture Minimum Accounting Data Elements (MADEs)
New Agreement screen including MADEs will be developed and deployed into production
New IPAC user roles will be introduced:
Buyer
Seller
Set your own rules!
Reporter Cheat Sheet
RITS









RITS Tomorrow
Your Statement!
Garbage in Garbage out!
Got Intragovernmentals?
Promise
Free!!!
United States Standard General
Ledger (SGL) Proposal
Currently, the IPAC system is functioning post Release 12.3
- SGL is optional in the IPAC system
- IPAC only stores the SGL in the database

The Intra-governmental Payments and Collections (IPAC) system is proposing not to process Standard General Ledger (SGL) accounts within IPAC application (online and bulk file).
- Online: The proposal is to modify the IPAC GUI
- Bulk File: The proposal is to ignore processing of SGL data
- Reports: SGL will be removed from all reports, except IPAC Archived Data Reports
Questions?
Planned strategy allows transition by phase
New buy/sell workflow gradually introduced
Existing Bulk File layout for Payment, Collections, and Adjustments will be supported until agencies transition to new workflow
Summary
Bulk File Layout
- Updated specification with buy/sell business event data
- Agencies can test new file layout before transition
- XML can be supported if agencies are interested
Reporting
- More robust, flexible report options
Other Capabilities
Buyer will “Close” an agreement once goods are delivered or services complete
Once an agreement is closed:
- No new orders
- No additional fund transfer
New reports related to Settlement and Closeout will be deployed
Settlement & Closeout Phase
Agencies will negotiate Trading Partner Agreement and capture Minimum Accounting Data Elements (MADEs)
New Agreement screen including MADEs will be developed and deployed into production
New IPAC user roles will be introduced:
Buyer
Seller
Agreement Phase
The majority of MADEs are included in the standard interagency agreement (IAA) form, as well as in most existing agency-specific agreement forms
Order POC;
Buy/Sell Transaction Type;
Capitalized/Noncapitalized Indicator;
Accrual/WIP Amount;
Delivery Status;
Delivery Amount;
Collected Amount;
Seller Unique ID
Agreement Period
Order Period
Agreement Action
Order Action
Agreement amount
Order Amount
Advance/Non-advance Indicator
TAS

http://www.fms.treas.gov/ipac/IGT-MADE-detail-listing-fillable-01-2013.pdf




What are the
MADEs
For more information regarding the IGT Transformation initiative, contact the following:

Jim Jenkins, Project Manager
(202) 874-9865

Matt Conrad, IGT Team Lead
(304) 480-7004
Contacts
Schedule
7. Agreement Closeout
Process Flow
7. Agreement Closeout
Description of Use
Agencies will be able to request an adjustment to correct erroneous transfer of funds
- Either the Buyer or Seller will be able to create an Adjustment transaction
- Adjustment must be approved by trading partner
- New reports related to Adjustments will be deployed
Data can be added either online or uploaded via bulk file
Receipt & Acceptance Phase (continued)
The Buyer will have option to review transactions
The Buyer will have option to accept or reject transactions prior to movement of funds
New reports related to Advances and Invoices will be deployed


Receipt & Acceptance Phase
(continued)
Change from Payment and Collection to Advance and Invoice transaction types
- Advances: If an Agreement allows Advance funding, Seller will initiate funds transfer
- Invoices: For delivered goods or completed services, Seller will submit an Invoice to request movement of funds

Receipt & Acceptance Phase

6. Monitoring Agreement/Order Balances
Description of Use
3B. Business Rules for Invoice Approval
Description of Use
3A. Setting Profiles for Invoice Approval
Description of Use
Order, Accrual Phase & Uploading Documents (cont’d)
Accrual transactions are for information purposes only
No funds will be transferred
Entry of Accrual transactions should be entered for work in process
Agencies will be able to exchange Accrual information within IPAC
Supporting documentation
- Ability to upload and attach documents (e.g. PDF, Excel)
- Attachment will link to the related IGT record
- Both Buyer and Seller will have option to view content
Seller will enter Order details for goods/services
- Data added either online or uploaded via bulk file
- Order record(s) will link to the associated Agreement
- New reports related to Order and MADEs will be deployed
Buyer will have option to review order
- Order and MADE data can be displayed online or by running a report
- Buyer can modify or accept data
Order, Accrual Phase & Uploading Documents
2. Uploading and Linking Documents
Description of Use
Seller will enter Agreement data and MADEs online in IPAC
Buyer will be able to review Agreement and MADE data online or by running a report
Buyer will have option to modify or accept the information
New reports related to Agreements and MADEs will be introduced

Agreement Phase (continued)
1. Processing Agreements Over $1M
Description of Use
Phases and Use Cases
Agreement Phase
Processing Agreements Using Dollar Threshold
A. Over and under $1M Threshold (1)
Order and Accrual Phase
Uploading and Linking Documents (2)
Receipt and Acceptance Phase
A. Setting Profiles for Invoice Approval (3A.)
B. Business Rules for Invoice Approval (3B.)
C. Accepting and Rejecting Invoices (4)
D. Processing Advances (5)
E. Monitoring Agreement and Order Balances (6)
Settlement and Closeout Phase
Agreement Closeout (7)

Change in Process (cont'd)
Existing IPAC capability will be leveraged for both online and bulk data entry
Added capability for the upload of supporting documentation (e.g., copy of agreement/order, details for accruals)
Added triggers for the following actions:
- Receipt and acceptance of invoice prior to payment
- Prior approval of advances
User profiles to distinguish buyers from sellers
Change in Process
Capture of MADEs in IPAC for signed agreements valued at $1 million or more
Replacement of push/pull functionality with invoice and approval (IPAC Wars)
Seller initiates transactions in IPAC and the buyer reviews and approves
Requirement to report accruals in IPAC on a quarterly basis
Ability to maintain a running balance for new agreements (Agreement Tracking)
Schedule: The IGT Transformation initiative will be implemented in stages
A phased approach will allow agencies to change progressively
New screens will be introduced with each stage of the initiative
Strategy to Date (cont’d)
IGT Background
For over 16 years, Treasury has had a material weakness related to intragovernmental transactions (IGT) on the Financial Report of the United States
Buy/sell transactions are a significant part of IGT differences, showing little improvement over time
FIT and the Bureau of the Fiscal Service (BFS) conducted an alternatives analysis to identify a buy/sell technology solution to communicate accounting information between trading partners
As a result, FIT and BFS recommended end-to-end improvements to IPAC to help automate the buy/sell process
FIT and BFS decided to focus on IPAC enhancements in some areas and define the buy/sell process flows
Component TAS: The field is parsed into the various components: Column 921 – 947 of the bulk file

- Position 1 and 2 = SP (Sub level prefix)
- Position 3 through 5 = ATA (Agency Transfer Allocation)
- Position 6 through 8 = AID (Agency Identifier)
- Position 9 through12 = BPOA (Beginning Period of Availability)
- Position 13 through16 = EPOA (Ending Period of Availability)
- Position 17 = A (Account Type)
- Position 18 through 21 = MAIN (Main Account)
- Position 22 through 24 = SUB (Sub-Account)
- Position 25 through 26 = blank (Filler)
- Position 27 = C
IPAC Component TAS Bulk File Layout
Currently, the IPAC system is functioning post Release 12.3
- SGL is optional in the IPAC system
- IPAC only stores the SGL in the database

The Intra-governmental Payments and Collections (IPAC) system is proposing not to process Standard General Ledger (SGL) accounts within IPAC application (online and bulk file).
- Online: The proposal is to modify the IPAC GUI
- Bulk File: The proposal is to ignore processing of SGL data
- Reports: SGL will removed from all reports, except IPAC Archived Data Reports

United States Standard General Ledger (SGL) Proposal
Overview
IGT Background
Strategy: Process Improvement and implementing IPAC enhancements
Key Areas: Change in Process and Systems
Minimum Accounting Data Elements: What & Why?
Process for defining and vetting IPAC Requirements
Review of Use Cases
- Phases: Outline program plans
- Other Capabilities: Improved functionality
Schedule: Planned timing for development and deployment to production
Professors:
Jenkins
&
Bellinger
IntraGovernmental Payment and Collection (IPAC)
5. Processing Advances
Description of Use
4. Accepting & Rejecting Invoices
Description of Use
11

Minimum Accounting Data Elements
Why are MADEs needed?
Support the appropriate accounting of IGT buy/sell business events from initiation through settlement and facilitate reconciliation
Designed to capture data necessary to facilitate consistent recording, receipt and acceptance of goods and services, movement of funds between trading partners, effective reconciliation processes, and allow audit traceability
Some MADEs may not need to be recorded in agency financial systems, but will be used to facilitate communication and understanding necessary for both trading partners to record and reconcile IGT transactions accurately
MADEs are expected to be communicated between trading partners during agreement negotiations and entered into IPAC by the seller
Strategy to Date
Developed standard business processes for buy/sell accounting activities
Developed IPAC enhancements to meet standard business processes
Socialized IPAC enhancements with a Tiger Team of nine major Departments/Agencies
Developed use cases to provide insight to IPAC user community
6. Monitoring Agreement/Order Balances
Process Flow
5. Processing Advances
Process Flow
4. Accepting & Rejecting Invoices
Process Flow
3B. Business Rules for Invoice Approval
Process Flow
1. Processing Agreements Over $1M
Description of Use
2. Uploading and Linking Documents
Process Flow
3A. Setting Profiles for Invoice Approval
Process Flow
Professor Borys
Account Statement: Live Demonstration
Full transcript