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DPA MEETING NOTES
March 2002

TOPICS

INVENTORY SCHEDULE UPDATE
DEMONSTRATION OF DATA DOWNLOAD FROM GL TO FADB
RESPONSIBLE PERSON PROPERTY UPDATE REPORT NOW ON BI-TECH

*    INVENTORY SCHEDULE UPDATE - The 2002/2003 inventory cycle began in January 2002. Here is an update on inventories scheduled over the next couple of months.

DIV
INVENTORY SCHEDULE
ATD/DFS (machine shop) Completed
ATD/RTF In process
CGD begins May 1
JOSS begins approx. May 1 or in time to complete by June 30, 2002

For most divisions, the inventory process takes two to three months. If you schedule to perform your inventory early, you'll have a bit more flexibility. If not, Chris will be in touch to be sure you can complete your division's inventory to comply with the OMB A-110 requirement to perform a 100% inventory at least every 2 years.

The inventory schedule is being set up in MS Project for posting on the Property Web site.

*   DEMONSTRATION OF DATA DOWNLOAD FROM GL TO FADB - In the meeting, there was an overhead demonstration of how data is uploaded to the FADB. Since the visual demonstration cannot be duplicated in these notes, here is a brief explanation of the process.

  • Division submits a Purchase Requisition (PR; electronic or paper) to Contracts.
  • Contracts issues an electronic Purchase Order (PO).
  • Property reviews a copy of the PR, associates a PPE tag# with the assets, and types the PPE#(s) in the electronic PO, Contract # field.
  • The equipment is
    • received,
    • invoiced, and
    • payment is issued by Accounts Payable and recorded in the GL.
  • After each month-end close, Property activates a Bi-Tech FADB program to download all GL data in 55xx object codes and CIP account keys into an Excel spreadsheet. (GL transaction reports are run to verify the accuracy of the download from the GL and upload to the FADB.)
  • The spreadsheet is reviewed to verify all entries are populated with a PPE#. No changes are made to the GL data cells of the spreadsheet.
    • One PO line item with a 55xx object code = one row on the spreadsheet.
    • One row on the spreadsheet = one FAACCT screen in the FADB.
  • After reviewing the spreadsheet, Property activates a Bi-Tech FADB program to upload the spreadsheet data to the FADB.
    • The "Desc" field in the FAIDNT screen is populated be the first line of the PO.
    • The "Date Entered" field in the FAACCT screen shows the date the upload was performed.

This above process ensures that the FADB data ties directly to the GL.

*   RESPONSIBLE PERSON PROPERTY UPDATE REPORT NOW ON BI-TECH - In October 2002, update forms were distributed to all Responsible Persons. They were directed to verify that the FADB information (responsible person, location, serial no., model no., description, and system name) was current and returned the form to their DPAs.

At that time, it became apparent that DPAs should have access to run, or rerun, update forms for their division as needed. Therefore, the report has been added to DPA Bi-Tech menus.

At the main Bi-Tech menu, type fxrerp. In the query screen, enter the DPA name or employee ID to run all responsible person update forms for that division. Or, enter the Responsible Person employee ID to run the form for one Responsible Person. (If you choose to enter the Responsible Person name instead, it must be typed exactly as it appears on the FASITE screen. Otherwise, Bi-Tech will not recognize it.)

If you would like assistance in running this report, please call Chris (ext. 8573) or Janet (ext. 8858).

The next UCAR-wide Responsible Person Update is scheduled for May 2002.

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