Functional Requirements: Accounts Payable
Appendix #:
Subject:
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Functional Requirements: Accounts Payable
Appendix 6 – Functional Requirements: Accounts
Payable
Overview .................................................................................................................. 2
General Information – Accounts Payable ................................................................ 3
Capability New to DIWS 2 .................................................................................... 64
Response to Accounts Payable Requirements........................................................ 66
See the RFP Section 1.2 and Task Order, Section 1.2 for a complete list of all
abbreviations and acronyms.
All requirements contain the word “shall” which may be part of the sentence containing
the requirement or precede a list of requirements.
For requirements that include a lettered list, the lettered list is considered to be part of the
requirement.
For requirements that contain a bulleted list, the bulleted list is provided for clarification,
interpretation, reference, definition or example.
For requirements that contain the phrase “provided the ability”, the function or capability
shall be provided in a manner that allows it to be exercised at the discretion of an
authorized user.
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Overview
The Accounts Payable (AP) operations of the MVA uses the Legacy DIWS scan, store,
retrieve and workflow functionality. With DIWS 2, AP operations will use the
functionality described herein that is built on the underlying ECM functionality described
in Appendix 5 Toolbox. The DIWS 2 System shall support all AP-related imaging
activities for the following areas:
Scan, Index and Verify –When invoices arrive at AP, they are considered to be
unapproved invoices. Unapproved invoices are scanned, indexed, and verified by
AP. This activity also associates an Approver Branch/Department Group with the
invoice.
Receiving Email Notification – After an unapproved invoice has been verified by
AP, an Approval Requested First Notification email is sent to all the users
(approvers) in the approver branch/department group associated with the invoice.
Retrieving Documents – All the documents related to AP can be retrieved for
viewing.
Invoice Approval – The approver enters the required fields (e.g., PO) and
approves it for payment.
Invoice Rejection – The approver enters the reason for rejection in the comment
field and sends the unapproved/rejected invoice back to the AP division.
Invoice Reissue – Some invoices are reissued by the AP staff who selects a
different branch/department. The system sends the notification email to all users
in the approver list.
Invoice Partially Approved – For partially approved invoices the approver puts
the comment and enters the reason for partial approval in the comments field.
There are two fundamental requirements when migrating the MVA’s legacy AP content
management application:
No loss of functionality –Although the application may need to undergo changes
to accommodate the underlying ECM COTS product, all existing HR capability
shall be available in DIWS 2.
No loss of business information – All unstructured HR content shall be migrated
from the Legacy DIWS to DIWS 2. All structured HR content shall be migrated
from the Legacy DIWS to DIWS 2, undergoing change necessary to work with
the functionality built on the DIWS 2 COTS product.
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General Information – Accounts Payable
DIWS provides imaging capabilities to support the MVA AP process. These capabilities
convert all invoices into electronic images upon receipt at the MVA. The images are
indexed and verified then routed to a Branch/Department for approval.
The Branch/Department may approve the invoice, partially approve the invoice, or reject
the invoice.
The AP area obtains a voucher number for all approved and partially approved invoices.
For rejected invoices, the AP area looks at the reason for the rejection. If the rejection is
due to the invoice being misrouted, the invoice is rerouted to the correct
Branch/Department.
Each day, all invoices that have been assigned a voucher number are burned to a CD and
sent to the Comptroller’s office for review and payment.
The expectation is for the Offeror to conduct a requirements definition and review
session leveraging the existing DIWS AP application and learning about the needs of the
business. These requirements will be used as the basis for the AP application to be built
on the DIWS 2 platform. Unstructured content (e.g., images) and structured data (i.e.,
database data) currently stored in DIWS shall be migrated to the DIWS 2 environment.
No loss of functionality shall be permitted and some enhancements are expected, as
defined in Section 3 Capability New to DIWS 2.
Known enhancements include support for smart devices, the addition of one or more
pieces of captured information, possible modifications to the workflow, and the ability to
automatically capture electronic invoices (e.g., fax or e-mail).
2.1 Current Process
The AP business process uses DIWS to scan, store, retrieve, approve and reject the
invoice documents. The AP division runs the daily WRS invoice reports based on the
archive number generated from the invoice report. The reports are then copied to a CD
and the CD is sent to the Comptroller’s office where the reports are reviewed, approved
and audited.
Figure 1 High-level AP Process Flow describes the high-level flow for the AP division of
DIWS.
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Figure 1 High-level AP Process Flow
2.1.1 Receive Unapproved Invoice
Table 1 Receive Unapproved Invoice describes the current business process (except
where noted) for capturing the unapproved invoices that arrive at the MVA.
Table 1 Receive Unapproved Invoice
1.
AP scans the unapproved invoice into DIWS at the Accounts Payable office in
Glen Burnie, MD.
2.
AP indexes the unapproved invoice by entering values for the following
required fields:
a.
b.
c.
d.
e.
f.
g.
Case type (existing field)
Document type (existing field)
Receipt date (existing field, auto-populated)
Federal ID # (existing field)
Invoice # (new field)
Invoice amount (existing field)
Approve branch/department (dropdown list of index and title)
3.
AP verifies the unapproved invoice by inspecting the index values and
reentering the following three fields:
a.
b.
c.
Federal ID
Invoice #
Invoice amount
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2.1.2 First Verification Notice of Unapproved Invoice
Table 2 describes the current business process for sending the verification notices to
those responsible for approving the invoices. This process is performed by a user in the
AP area.
Table 2 First Verification Notice
1.
The system forwards the invoice out of the DIWS verify queue.
2.
The system sends an Approval Requested First Notification e-mail to each user
in the Approver/Branch department group. The Approver/Branch was entered
as part of indexing and the e-mail addresses are looked up in a table. The
notification e-mail contains the invoice number and invoice amount, invoice
date and vendor name.
3.
The system sets an Approval Requested Second Notification check with a
check date that is three business days after the Approval Requested First
Notification email was sent.
2.1.3 Branch/Department Approval Process
This workflow is used if the approver branch/department approves or rejects the
unapproved invoice before the approval requested second notification check date.
Table 3 Branch/Department Approval Process describes the current business process
for verifying the unapproved invoices that have been scanned and indexed. All invoices
are manually verified. This process is performed by a user in the branch/department area.
Table 3 Branch/Department Approval Process
1.
Staff in the Approver Branch/Department receive the Approval Requested First
Notification email.
2.
The approver logs into WRS and retrieves the unapproved invoice, based on
invoice number. Figure 4 illustrates the AP retrieval screen.
3.
The approver views the image of the unapproved invoice.
4.
The approver opens the AP approval screen and approves or rejects the invoice:
a.
To Approve the invoice:
i.
Accounting information is entered, saved and Approved.
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b.
ii.
System auto populates the user name, full name, date, and time.
iii.
The approver selects the Approve button.
iv.
System removes the Approval requested Second Notification check.
v.
System sends a Reject email to the AP email group or approve the
invoice and email.
To Partially Approve the invoice:
i.
Partial amount is added along with the comm.
ii.
Name and email address is entered for the signature.
iii.
The invoice is emailed to the AP Staff.
2.1.4 Approval Notice or Rejected Notice Email
Table 4 Approval/Rejected Notice Email describes the current business process for
sending the approval and rejection notification email to respective user/group. This
process is performed by a user in the AP area.
Table 4 Approval/Rejected Notice Email
1.
AP user logs onto WRS and retrieves the Unapproved Invoice.
2.
AP user opens the AP Approval screen.
3.
AP user views the Invoice and Branch/Department Approver information.
4.
AP user approves, reissues, or rejects the Invoice:
a.
To approve the invoice:
i.
AP user obtains the voucher number from FMIS and enters it on the
Approval screen.
ii.
AP user enters the archive number or document number on the
Approval screen.
iii.
System auto-populates user name, full name, date, and time.
iv.
AP user selects the Approve button.
v.
System automatically reclassifies the document as Document Type
Invoice.
b.
To reissue the invoice:
i.
AP user selects a different Branch/Department from the dropdown
list.
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ii.
System auto-populates user name, full name, date, and time.
iii.
AP user selects the Reissue button.
iv.
System sends an Approval Requested First Notification email to
each user in the newly selected Approver/Branch Department group.
v.
System sets an Approval Requested Second Notification check with
a check date that is three business days after the Approval
Requested First Notification email was sent.
c.
To reject the invoice:
i.
AP user enters text explaining the reason for rejection in the
comments field.
ii.
System auto-populates user name, full name, date, and time.
iii.
AP user selects the Reject button.
iv.
System automatically reclassifies the document as Document Type
Rejected Invoice.
v.
AP user scans the revised unapproved invoice and starts the process
over.
2.1.5 Second Verification Notice of Unapproved Invoice
Workflow if the Approver Branch/Department Does Not Approve or Reject the
Unapproved Invoice before the Approval Requested Second Notification Check Date.
Table 5 describes the current business process for sending the verification notices to
those responsible for approving the invoices. This process is performed by a user in the
AP area.
Table 5 Second Verification Notice
1.
System sends an Approval Requested Second Notification email to each user
in the Approver/Branch Department group when the Approval Requested
Second Notification check is processed.
2.
System sets an Approval Not Received check with a check date that is three
business days after the date the Approval Requested Second Notification email
was sent.
3.
If the Approver Branch/Department Approves or Rejects Unapproved Invoice
before Approval Not Received check date
a.
System removes the Approval Not Received check.
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b.
c.
System sends an Approval Notice or Reject Notice email to the AP user
group.
AP user Approves, Rejects, or Reissues the invoice (following the same
steps as in i).
4.
If Branch/Department does not Approve or Reject Unapproved Invoice before
Approval Not Received check date:
a.
System sends an Approval Not Received email to each user in the AP
group when the Approval Not Received check is processed.
2.1.6 Burn CD for Comptroller
Table 6 Creating CD for Comptroller describes the business process where the reports
are copied to the CD and is sent to the comptroller’s office, where the reports are
reviewed, approved and audited. This process is performed by a user in the AP area.
Table 6 Creating CD for Comptroller
1.
AP user matches the original invoice amount to the amount obtained while
running the invoice reports in WRS.
2.
If the amount does not match, AP user goes to the DIWS client and enter the
invoice number and change the amount and then hit the save button.
3.
AP user then saves the WRS report into the local drive in desktop.
4.
AP user then Burns the CD by the Archive Number.
5.
Burned CDs are taken to room 200 and from there it is sent to the Comptroller’s
office of MD.
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2.1.7 Business Process diagram
Figure 2 AP Workflow is the business process diagram for the current AP business process flow.
Figure 2 AP Workflow
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In addressing the business process requirements for AP, the Contractor shall:
1.
Work with the business areas to identify and capture all business process
requirements.
2.
Review the existing business process requirements to capture all existing
business process requirements.
3.
Advise the MVA on recommended changes and clarifications to the business
process requirements.
4.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the business process
requirements.
5.
Implement all existing business process requirements unless said existing
requirements are explicitly identified in the requirements documentation as
being changed or removed.
NOTE: The current business process may change during the requirements verification
activities and design activities. Additional business process steps and flows may be
added as a result of the requirements verification activities and design activities. There
are known enhancements identified in Section 3 Capability New to DIWS 2 that may also
impact the business process.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement of the processes named in Section
2.1 Current Process and Section 3 Capability New to DIWS 2. Additional process
requirements and details that are not related to the processes named in Section 2.1
Current Process and Section 3 Capability New to DIWS 2 may be incorporated via
change order or Work Order in the future.
2.2 Accounts Payable Detailed Requirements
Table 7 AP Detailed Requirements provides additional details on the requirements
stated in Section 2.1 Current Process.
In addressing the detailed requirements for AP, the Contractor shall:
1.
Work with the business areas to identify and capture all detailed requirements.
2.
Review the existing detailed requirements to capture all existing detailed
requirements.
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3.
Advise the MVA on recommended changes and clarifications to the detailed
requirements.
4.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the detailed requirements.
5.
Implement all existing detailed requirements unless said existing requirements
are explicitly identified in the requirements documentation as being changed
or removed.
Table 7 AP Detailed Requirements
Req. #
Requirement
AP Index and Verify
APIV.1
The field Approver Branch/Department shall be added to the AP Batch
Index screen.
APIV.2
The Approver Branch/Department field shall provide a dropdown list
of Approver Branch/Department (Index and Title).
APIV.3
The field Invoice # shall be added to the AP Batch Index screen.
APIV.4
The field Invoice Date shall be added to the AP Batch Index screen.
APIV.5
The Document Type Unapproved Invoice shall be added to AP Batch
Index Case Type Accounts Payable.
APIV.6
Required Index fields for Document Type Unapproved Invoice shall be:
Case Type (existing field)
Document Type (existing field)
Receipt Date (existing field, auto populated with current date)
Federal ID # (existing field)
Invoice # (new field)
Invoice Amount (existing field)
Invoice Date (new field)
Approver Branch/Department – Index and Title (new field)
APIV.7
Verify fields for Document Type Unapproved Invoice shall be:
Federal ID #
Invoice #
Invoice Amount
APIV.8
The field Approver Branch/Department shall be added to the AP
Verify screen.
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Req. #
Requirement
APIV.9
The field Invoice # shall be added to the AP Verify screen.
APIV.10
The field Invoice Date shall be added to the AP Verify screen.
APIV.11
The field Invoice # shall be added to the AP Verify Reindex screen.
APIV.12
The field Approver Branch/Department shall be added to the AP
Verify Reindex screen.
APIV.13
The field Invoice Date shall be added to the AP Verify Reindex screen.
APIV.14
The Document Type Unapproved Invoice shall be added to Document
Type dropdown list in AP Verify Reindex for Case Type Accounts
Payable.
APIV.15
The field Invoice # shall be made a required index field for the existing
document type Invoices.
Vendor Management Interface
APVMI.1
A Vendor Management screen shall be available through WRS.
APVMI.2
Users with appropriate permissions shall have the ability to access the
Vendor Management screen.
APVMI.3
The Vendor Management screen shall include the fields:
Vendor Name
Federal ID #
Active/Inactive indicator
APVMI.4
Vendor Name shall be a text field.
APVMI.5
Federal ID # shall be a ten (10) character field with the format
V#########.
APVMI.6
Users with appropriate permissions shall have the ability add a vendor
through the Vendor Management screen.
APVMI.7
Vendor Name and Federal ID # shall be required fields to add a vendor.
APVMI.8
Users with appropriate permissions shall have the ability to edit the
Vendor Name through the Vendor Management screen.
APVMI.9
Users with appropriate permissions shall have the ability to mark a
vendor Active or Inactive.
Approver Branch/Department Management Interface
APAI.1
An Approver Branch/Department Management screen shall be
available through WRS.
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Req. #
Requirement
APAI.2
Users with appropriate permissions shall have the ability to access the
Approver Branch/Department Management screen.
APAI.3
Users with appropriate permissions shall have the ability to assign users to
an Approver Branch/Department group.
APAI.4
Accounts Payable shall be included as an Approver Branch/Department
group.
APAI.5
A user shall not be permitted to be assigned to more than one Approver
Branch/Department group.
APAI.6
An Email Address field shall be added to the WRS User Manager screen.
Emails and Checks
APEM.1
When an Unapproved Invoice workitem is successfully verified, DIWS
shall forward the workitem to the end.
APEM.2
When an Unapproved Invoice workitem is successfully verified, DIWS
shall send an Approval Requested First Notification email to the email
address associated with each user assigned to the Approver
Branch/Department selected at index.
APEM.3
The Approval Requested First Notification email shall include:
Invoice #
Invoice Amount
APEM.4
When DIWS sends an Approval Requested First Notification email,
DIWS shall set an Approval Requested Second Notification check with
a check date that is 3 business days after the date the Approval Requested
First Notification email was sent.
APEM.5
If the Branch/Department Approves or Rejects the invoice before the
Approval Requested Second Notification check date, the Approval
Requested Second Notification check shall be removed.
APEM.6
If the Branch/Department does not Approve or Reject the invoice
before the Approval Requested Second Notification check date, the
Approval Requested Second Notification check shall be processed.
APEM.7
When the Approval Requested Second Notification check is processed
DIWS shall send an Approval Requested Second Notification email to
the email address associated with each user assigned to the Approver
Branch/Department selected at index.
APEM.8
The Approval Requested Second Notification email shall include:
Invoice #
Invoice Amount
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Req. #
Requirement
APEM.9
When DIWS sends an Approval Requested Second Notification email,
DIWS shall set an Approval Not Received check with a check date that
is 3 business days after the date the Approval Requested Second
Notification email was sent.
APEM.10
If the Branch/Department Approves or Rejects the invoice before the
Approval Not Received check date, the Approval Not Received check
shall be removed.
APEM.12
If the Branch/Department does not Approve or Reject the invoice before
the Approval Not Received check date, the Approval Not Received check
shall be processed.
APEM.13
When the Approval Not Received check is processed DIWS shall send an
Approval Not Received email to the email address associated with each
user assigned to the Accounts Payable group.
APEM.14
The Approval Not Received email shall include:
Invoice #
Invoice Amount
Approver Branch/Department
APEM.15
If the Branch/Department Approves the invoice, the system shall send
an Approval Notice email to the email address associated with each user
assigned to the Accounts Payable group.
APEM.16
If the Branch/Department Rejects the invoice, the system shall send a
Rejected Notice email to the email address associated with each user
assigned to the Accounts Payable group.
APEM.17
The Approval Notice email and the Rejected Notice email shall include:
Invoice #
Invoice Amount
Approver Branch/Department
WRS Retrieval and Approval Screen
APWRS.1
AP Retrieval shall be added to WRS.
APWRS.2
The WRS AP Retrieval screen shall include the fields:
Case Type
Document Type
Receipt Date
Federal ID #
Document # (Voucher #)
Archive #
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Req. #
Requirement
Invoice # (new field)
Invoice Amount
Invoice Date (new field)
APWRS.3
An AP Approval screen shall be added to WRS.
APWRS.4
The AP Approval screen shall be available through WRS AP Retrieval
for Document Types Unapproved Invoice and Invoice.
APWRS.5
Users with appropriate permissions shall have the ability to access the AP
Approval screen.
APWRS.6
Users assigned to an Approver Branch/Department group shall have the
ability to approve/reject unapproved invoices that were indexed with that
Approver Branch/Department.
APWRS.7
The AP Approval screen shall include the fields:
Invoice Details
Federal ID # (auto-populated with the indexed value and not editable)
Vendor (auto-populated with the vendor name associated with the
indexed Federal ID # and not editable)
Invoice # (auto-populated with the indexed value and not editable)
Invoice Amount (auto-populated with the indexed value and not editable)
Invoice Date (auto-populated with the indexed value and not editable)
Purchase Order #
BPO #
Voucher Type (dropdown list with selections Final and Partial)
Project Cost Account (PCA) (dropdown list based on
Branch/Department selected at Index)
AOBJ (dropdown list)
Contract #
Project/PH
1
Grant/PH
Document # (Voucher #)
Archive #
Branch/Department Approval
Branch/Department (auto-populated with the indexed value and not
editable)
1
PH -- Phase, as in project phase used in accounts payable.
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Req. #
Requirement
Status (auto-populated with the current status, Approved or Rejected, and
not editable)
Username
Full Name
Date/Time
Comments
Approve button
Reject button
Final Approval
Status (auto-populated with the current status, Approved, Rejected, or
Reissued and not editable)
Username
Full Name
Date/Time
Approve button
Reissue button
Reject button
Comments
APWRS.8
Users with Branch/Department Approver permissions shall have the
ability to enter Purchase Order #.
APWRS.9
Purchase Order # shall be an eight (8) to ten (10) alphanumeric character
field.
APWRS.10
Users with Branch/Department Approver permissions shall have the
ability to enter BPO #.
APWRS.11
BPO # shall be a four (4) to sixteen (16) alphanumeric character field.
APWRS.12
Users with Branch/Department Approver permissions shall have the
ability to select a PCA.
APWRS.13
The dropdown list of available PCA values shall be based on the
Branch/Department selected at Index
APWRS.14
Users with Branch/Department Approver permissions shall have the
ability to select an AOBJ value.
APWRS.15
DIWS shall provide a dropdown list of AOBJ values and their associated
description.
APWRS.16
Users with Branch/Department Approver permissions shall have the
ability to enter Contract #.
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Req. #
Requirement
APWRS.17
Contract # shall be an eight (8) alphanumeric characters field without a
set format.
APWRS.18
Users with Branch/Department Approver permissions shall have the
ability to enter Project/PH.
APWRS.19
Project/PH shall be an eight (8) alphanumeric character field with the
format AAAAAA-AA.
APWRS.20
Users with Branch/Department Approver permissions shall have the
ability to enter Grant/PH.
APWRS.21
Grant/PH shall be an eight (8) alphanumeric character field with the
format AAAAAA-AA.
APWRS.22
Comments shall be a text field.
APWRS.23
Users with Branch/Department Approver permissions shall have the
ability to select the Branch/Department Approve button.
APWRS.24
Purchase Order # or BPO # shall be a required field for the
Branch/Department Approve button to be selected.
APWRS.25
If BPO# is entered, PCA shall be a required field for the
Branch/Department Approve button to be selected.
APWRS.26
If BPO# is entered, AOBJ shall be a required field for the
Branch/Department Approve button to be selected.
APWRS.27
If BPO# is entered, Voucher Type shall be a required field for the
Branch/Department Approve button to be selected.
APWRS.28
If BPO# is entered, Contract # shall be an optional field,
APWRS.29
If BPO# is entered, Project/PH shall be an optional field,
APWRS.30
If BPO# is entered, Grant/PH shall be an optional field,
APWRS.31
If Purchase Order # is entered the following fields shall be disabled:
Final or Partial
PCA AOBJ
Contract #
Project/PH
Grant/PH
APWRS.32
When the Branch/Department Approve button is selected the system
shall auto-populate the Approver Username with the WRS user name.
APWRS.33
When the Branch/Department Approve button is selected the system
shall auto-populate the Approver Full Name with the full name
associated with the WRS user ID.
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Req. #
Requirement
APWRS.34
When the Branch/Department Approve button is selected the system
shall auto-populate the Approved Date/Time with the current date and
time.
APWRS.35
Users with Branch/Department Approver permissions shall have the
ability to select the Branch/Department Reject button.
APWRS.36
Branch/Department Comments shall be a required field for the
Branch/Department Reject button to be selected.
APWRS.37
When the Branch/Department Reject button is selected the system shall
auto-populate the Approver Username with the WRS user name.
APWRS.38
When the Branch/Department Reject button is selected the system shall
auto-populate the Approver Full Name with the full name associated
with the WRS user ID.
APWRS.39
When the Branch/Department Reject button is selected the system shall
auto-populate the Approved Date/Time with the current date and time.
APWRS.40
When the Final Approval Reject button is selected the system shall
automatically change the Document Type from Unapproved Invoice to
Rejected Invoice.
APWRS.41
Users with Final Approval permission shall have the ability to enter
Document #.
APWRS.42
Users with Final Approval permissions shall have the ability to enter
Archive #.
APWRS.43
Users with Final Approval permissions shall have the ability to select the
Final Approval Approve button.
APWRS.44
Document # shall be a required field for the Final Approval Approve
button to be selected.
APWRS.45
Archive # shall be a required field for the Final Approval Approve
button to be selected.
APWRS.46
When the Final Approval Approve button is selected the system shall
auto-populate the Final Approval Username with the WRS user name.
APWRS.47
When the Final Approval Approve button is selected the system shall
auto-populate the Final Approval Full Name with the full name
associated with the WRS user ID.
APWRS.48
When the Final Approval Approve button is selected the system shall
auto-populate the Final Approval Date/Time with the current date and
time.
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Req. #
Requirement
APWRS.49
When the Final Approval Approve button is selected the system shall
automatically change the Document Type from Unapproved Invoice to
Invoice.
APWRS.50
Users with Final Approval permissions shall have the ability to select the
Final Approval Reissue button.
APWRS.51
If Branch/Department Approve was selected, the Final Approval
Reissue button shall be disabled.
APWRS.52
Users with Final Approval permissions shall have the ability to select a
different Approver Branch/Department and reissue the unapproved
invoice.
APWRS.53
When an Invoice is reissued, DIWS shall send an Approval Requested
First Notification email to the email address associated with each user
assigned to the Approver Branch/Department selected on the AP
Approval screen.
APWRS.54
When an Invoice is reissued, DIWS shall set an Approval Requested
Second Notification check with a check date that is 3 business days after
the date the Approval Requested First Notification email was sent.
APWRS.55
When the Final Approval Reissue button is selected the system shall
clear all Branch/Department Approver fields.
APWRS.56
Users with Final Approval permissions shall have the ability to select the
Final Approval Reject button.
APWRS.57
Final Approval Comments shall be a required field for the Final
Approval Reject button to be selected.
APWRS.58
Case Notes shall be available through WRS for the Document Types
Unapproved Invoice and Invoice.
APWRS.59
Case Notes shall be based on Invoice # and Federal ID #.
APWRS.60
The Document Type Rejected Invoice shall be included in the dropdown
Document Type list on the AP WRS Retrieval screen.
DIWS Retrieval
APDR.1
Case Notes shall be available through DIWS retrieval for Document
Types Unapproved Invoice and Invoice.
APDR.2
The field Invoice # shall be added to the AP DIWS Retrieval screen.
APDR.3
The field Invoice Date shall be added to the AP DIWS Retrieval screen.
APDR.4
The Document Type Unapproved Invoice shall be added to dropdown
Document Type list on the AP DIWS Retrieval screen.
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Req. #
Requirement
APDR.5
The Document Type Rejected Invoice shall be added to dropdown
Document Type list on the AP DIWS Retrieval screen.
APDR.6
The field Invoice # shall be added to the AP Edit Index screen.
APDR.7
The field Invoice Date shall be added to the AP Edit Index screen.
APDR.8
The Document Type Unapproved Invoice shall be added to dropdown
Document Type list on the AP DIWS Edit Index screen.
APDR.9
Users shall not have the ability to change the Document Type from
another document type to Unapproved Invoice on the Edit Index screen.
APDR.10
Users shall not have the ability to change the Document Type from
Unapproved Invoice to another document type on the Edit Index screen.
APDR.11
The Document Type Rejected Invoice shall be added to dropdown
Document Type list on the AP DIWS Edit Index screen.
APDR.12
Users shall not have the ability to change the Document Type from
another document type to Rejected Invoice on the Edit Index screen.
APDR.13
Users shall not have the ability to change the Document Type from
Rejected Invoice to another document type on the Edit Index screen.
Unapproved Invoice Report
APRPT.1
A new report Unapproved Invoices shall be added to WRS AP Reports.
APRPT.1.1
The Unapproved Invoice Report shall include the following information
on Unapproved Invoices where the Branch/Department Approve or Reject
button has not been saved on the Approval screen:
Invoice #
Invoice Amount
Federal ID #
Approver Branch/Department
Number of days from the date the Unapproved Invoice was successfully
verified to the current date.
APRPT.1.2
The Unapproved Invoice Report shall include the following information
on Unapproved Invoices where the Branch/Department Approve or
Reject button has been selected and the Final Approval Approve,
Reject, or Reissue button has not been selected on the Approval screen:
Invoice #
Invoice Amount
Federal ID #
Approver Branch/Department
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NOTE: The current requirements may change during the requirements verification
activities and design activities. Additional business requirements are expected to be
added as a result of the requirements verification activities and design activities. There
are known enhancements identified in Section 3 Capability New to DIWS that may also
impact the business requirements.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the detailed requirements
named in Section 2.2 Accounts Payable Detailed Requirements and Section 3 Capability
New to DIWS. Additional requirements and details that are not related to the
requirements named in Section 2.2 Accounts Payable Detailed Requirements and Section
3 Capability New to DIWS may be incorporated via change order or Work Order in the
future.
2.3 Document Types
Req. #
Requirement
Number of days from the date the Unapproved Invoice was successfully
verified to the current date
Number of days from the date the Approved checkbox was saved on the
Approval screen to the current date.
Invoice Report
APIV.2
The existing Invoice Report shall be revised to include a cover page for
each invoice in the report.
APIV.2.1
The first page for each invoice in the report shall include:
Federal ID #
Document # (Voucher #)
Invoice Amount
Table 8 Existing AP Document Types identifies the current document types and the
associated index fields used for the DIWS AP application.
In addressing the document types for AP, the Contractor shall:
1.
Work with the business areas to identify and capture all document type
requirements.
2.
Review the existing document types to capture all document type existing
requirements.
3.
Advise the MVA on recommended changes to the document types.
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4.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the document types.
5.
Implement all existing document type requirements unless said existing
requirements are explicitly identified in the requirements documentation as
being changed or removed.
6.
Provide up to five additional document types, and up to eight index fields
each, that may be identified during the requirements gathering and design
activities.
Table 8 Existing AP Document Types
Document Type
Receipt
Date
Federal
ID
Document
#
Archive
#
Branch/
Department
Invoic
e #
Invoice
Date
Invoice
Amount
DAFR211R
M
NA
NA
M
NA
NA
NA
NA
DAFM03R
M
NA
NA
M
NA
NA
NA
NA
Invoices
M
M
M
M
NA
M
NA
M
Incoming
Correspondence
M
M
M
M
NA
NA
NA
NA
211R-Refund
M
NA
NA
M
NA
NA
NA
NA
Credit Card
Statement
M
NA
NA
M
NA
NA
NA
NA
Unapproved
Invoice
M
M
NA
NA
M
M
M
M
This section describes the user interface in the existing DIWS AP application. The
business uses these screens for invoice approval, retrieval and report generation.
In addressing the user interface needs for AP, the Contractor shall:
1.
Work with the business areas to identify and capture user interface
requirements.
NOTE: The current document types and index fields may change during the
requirements verification activities and design activities.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the document types named in
Section 2.3 Document Types and Section 3. Additional user document type requirements
and details that are not related to the requirements named in Section 2.3 Document Types
and Section 3 Capability New to DIWS 2 may be incorporated via change order or Work
Order in the future.
2.4 User Interfaces
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2.
Review the existing user interfaces to capture all existing user interface
requirements.
3.
Advise the MVA on recommended changes to the user interfaces.
4.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the user interfaces.
5.
Create a uniform, cross-platform user interface for all supported device types,
a list of which can be found in Appendix 5 Toolbox, Section 6.5 Devices.
6.
Implement all existing user interface requirements unless said existing
requirements are explicitly identified in the requirements documentation as
being changed or removed.
7.
Provide a consistent look-and-feel across all DIWS 2 user interfaces.
NOTE: The screens are provided to understand existing capabilities. They are not
expected to be the design for the future system. The user interface is expected to evolve
during the requirements verification activities and design activities. Additional user
interfaces may be added as a result of the requirements verification activities and design
activities.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the user interfaces named in
Section 2.2 Accounts Payable Detailed Requirements, Section 2.4 User Interfaces and
Section 3 Capability New to DIWS 2. Additional user interface requirements and details
that are not related to the requirements named in Section 2.2 Accounts Payable Detailed
Requirements, Section 2.4 User Interfaces and Section 3 Capability New to DIWS 2 may
be incorporated via change order or Work Order in the future.
2.4.1 Accounts Payable Index Screen
Figure 3 AP Index Screen describes the initial process when the details regarding the
invoice are entered in the DIWS index screen. Information like case type, document type
and Invoice information are entered.
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Figure 3 AP Index Screen
2.4.2 Receive Email Notification
Figure 4 Email Notification describes the process when an unapproved invoice is
scanned, indexed and verified by AP, an Approval Requested First Notification email is
sent to all user in the selected approved Branch/Department group.
Figure 4 Email Notification
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2.4.3 Accounts Payable Retrieval Screen
Figure 5 AP Retrieval Screen describes the process after receiving an approval
requested First notification email an how to retrieve a specific case document from WRS.
Figure 5 AP Retrieval Screen
2.4.4 WRS Accounts Payable Approval Screen
Figure 6 WRS AP Approval Screen describes the screenshot of the approved invoice,
detailing out the invoice details, branch/department approval, and the final approval
fields.
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Figure 6 WRS AP Approval Screen
Table 9 Approval Screen Fields provides data structure information about the fields as
they are currently used on the DIWS approval screen. This is for information purposes
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only. The DIWS user interface is expected to change to support enhancements for both
smart devices and laptop/desktop devices.
Table 9 Approval Screen Fields
Field
Description
Branch/Department
Approval
Final
Approval
Invoice Information
Vendor
Auto-populated with name
associated with indexed Federal
ID from the Vendor
Management interface.
Not editable
Not editable
Federal ID #
Auto-populated with indexed
value
Not editable
Not editable
Invoice #
Auto-populated with indexed
value
Not editable
Not editable
Invoice
Amount
Auto-populated with indexed
value
Not editable
Not editable
Invoice Date
Auto-populated with indexed
value
Not editable
Not editable
Purchase Order
#
8-10 alphanumeric characters
PO # or BPO # required to
Approve
Not editable
BPO #
4-16 alphanumeric characters
PO # or BPO # required to
Approve
Not editable
Voucher Type
Dropdown list:
Final
Partial
Required to Approve if BPO
# entered
Disabled if PO # entered
Not editable
Project Cost
Account (PCA)
Dropdown list, available values
based on Branch/Department
selected at index
Required to Approve if BPO
# entered
Disabled if PO # entered
Not editable
AOBJ
Dropdown list of values and
descriptions (e.g., 0301 –
Postage)
Required to Approve if BPO
# entered
Disabled if PO # entered
Not editable
Contract #
8 alphanumeric characters
Optional if BPO # entered
Disabled if PO # entered
Not editable
Project/PH
8 alphanumeric characters with
format AAAAAA-AA
Optional if BPO # entered
Disabled if PO # entered
Not editable
Grant/PH
8 alphanumeric characters with
format AAAAAA-AA
Optional if BPO # entered
Disabled if PO # entered
Not editable
Document #
8 alphanumeric characters
Disabled
Required to
Approve
Archive #
8 alphanumeric characters
Disabled
Required to
Approve
Branch/Department Approver Section
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Field
Description
Branch/Department
Approval
Final
Approval
Branch/Depart
ment
Auto-populated with indexed
value
Not editable
Able to
reselect if
Reissue is
selected
Status
Auto-populated with the current
status (Approved or Rejected)
Not editable
Not editable
Username
Auto-populated with user name
Auto-populated with user
name
Not editable
Full Name
Auto-populated with user full
name
Auto-populated with user
full name
Not editable
Date/Time
Auto-populated with Date/Time
Accept or Reject button selected
Auto-populated with
Date/Time Accept or Reject
button selected
Not editable
Comments
Text field
Required to Reject
Not editable
Approve
button
Approves the invoice
System sends an Approval
Notice email to the AP user
group
NA
Reject button
Rejects the invoice
System sends an Rejected
Notice email to the AP user
group
NA
Final Approval Section
Status
Auto-populated with the current
status (Approved or Rejected)
Not editable
Not editable
Username
Auto-populated with user name
Not editable
Auto-populated
with user name
Full Name
Auto-populated with user full
name
Not editable
Auto-populated
with user full
name
Date/Time
Auto-populated with Date/Time
Accept or Reject button selected
Not editable
Auto-populated
with
Date/Time
Accept or
Reject button
selected
Comments
Text field
NA
Required to
Reject
Approve button
Approves the invoice
NA
Doc Type
changed to
Invoice
Reissue button
Allows invoice to be
reassigned to another
Branch/Department
NA
System sends
an Approval
Requested
First
Notification
email
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Field
Description
Branch/Department
Final
Approval
Approval
Reject button
Rejects the invoice
NA
Doc Type
changed to
Rejected
Invoice
2.5 Reports
The DIWS collects data that various individuals, offices and agencies use for evaluation
and forecasting. Table 10 AP WRS Reports identifies the various reports used by the
AP division and provides a brief description of the reports.
These reports are currently written in Visual Basic 6.0 and utilize Crystal Reports 8.5.
In addressing the reporting needs for AP, the Contractor shall:
1.
Provide the reports identified in Table 10 AP WRS Reports.
2.
Work with the business areas to identify and capture all reporting
requirements.
3.
Review the existing reports and reporting requirements to capture all existing
reporting requirements.
4.
Advise the MVA on recommended changes and clarifications to the reports
and reporting requirements.
5.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the reports.
6.
Make changes to the reports identified in Table 10 AP WRS Reports that
may be identified during the requirements gathering and design activities.
7.
Provide up to three additional reports that may be identified during the
requirements gathering and design activities.
Table 10 AP WRS Reports
Report
Description
Operator Activity
Keeps the statistics of everyone using DWIS and your
progress and you can keep track of their performance.
Workflow
Performance
Tracks the flow of work that is still sitting in the queues.
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Report
Description
Invoice & Refund
This is where we check the balances with the 211R’s and
save as a PDF to prep for the CD burning.
Unapproved Invoice
This is the report for invoices that are not processed in
FMIS for payment yet. Once processed we go in and put
the Document# and Archive# then it becomes an invoice
for the 211R process.
2.5.1 WRS Sample AP Invoice Report:
Figure 7 WRS Sample AP Invoice Report
NOTE: The current reports and information contained in the reports may change during
the requirements verification activities and design activities.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the reports named in Section
2.5 Reports and Section 3 Capability New to DIWS 2. Additional report requirements
and details that are not related to the requirements named in Section 2.5 Reports and
Section 3 Capability New to DIWS 2 may be incorporated via change order or Work
Order in the future.
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2.6 External Interfaces
Fax, email and mail are the external interfaces that are used to send invoices to the AP
division of the MVA. Currently, invoices that are sent electronically by vendors are
printed. The paper invoices are scanned into DIWS, indexed, and then verified.
Once verified, the invoice number is sent to Financial Management Information System
(FMIS), which returns a voucher number or archive number. The voucher number or
archive number is stored in DIWS.
In the future the invoices that are received electronically are expected to be captured by
DIWS 2 without printing and scanning. (See Section 3 Capability New to DIWS,
Requirements 2 and 3.) The exchange of the invoice number and voucher number (or
archive number) with FMIS shall be automated as part of DIWS 2. (See Section 3
Capability New to DIWS 2.)
Figure 8 AP External Interfaces
In addressing the external interfaces for AP, the Contractor shall:
1.
Provide the ability to scan paper invoices and supporting documents.
2.
Provide the ability to index all captured invoices and supporting documents.
3.
Provide the ability to verify all captured invoices and supporting documents.
4.
Provide the ability to verify the FMIS number against the FMIS database.
5.
Provide the ability to request a voucher number from FMIS.
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6.
Provide the ability to store and associate the voucher number with the
invoices and supporting documents.
7.
Review the existing external interfaces to capture all existing requirements.
8.
Advise the MVA on recommended changes to the external interfaces.
9.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the external interfaces.
10.
Implement all existing external interface requirements unless said existing
requirements are explicitly identified in the requirements documentation as
being changed or removed.
NOTE: The current interfaces and information exchanged across the interfaces may
change during the requirements verification activities and design activities. Additional
interfaces and information exchange may be added as a result of the requirements
verification activities and design activities.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the external interfaces named
in Section 2.6 External Interfaces, Section 3 Capability New to DIWS 2, or Appendix 5
Toolbox. Additional requirements and details that are not related to the interfaces named
in Section 2.6 External Interfaces, Section 3 Capability New to DIWS 2, or Appendix 5
Toolbox may be incorporated via change order or Work Order in the future.
2.7 Current Data Model and Content Volumes
The current data model for AP provides the definition and format relationship between
the data used in the current AP application. A detailed view is also explained in the form
of an ERD diagram referenced in Figure 9 AP ERD.
Structured data and Journal tables are used here for auditing the daily transactions of AP
data. The journal table also provides the historical data. All the structured data (e.g.
database data) and unstructured data (e.g. content, images) shall be migrated to the new
DIWS 2 system as part of the migration process.
Information is also provided about the unstructured (e.g., image) information stored in
DIWS in Section 2.7.4 Accounts Payable Unstructured Data. Section 2.7.5 Migration
discusses the requirements for migrating data from the current HR application.
The data model information is provided to assist in understanding the current capabilities
that are expected to be provided when DIWS 2 is implemented. It is not intended to be
prescriptive.
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2.7.1 Accounts Payable ERD
Figure 9 AP ERD describes the HighVIEW tables used by the AP division.
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Figure 9 AP ERD
NOTE: The current data model may change during the requirements verification
activities and design activities. Additional data model elements may be added as a result
of the requirements verification activities and design activities.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary requirements decomposition and refinement for the data, data model, document
types and content named in Section 2.7 Current Data Model and Content Volumes and
Section 3 Capability New to DIWS 2. Additional requirements and details that are not
related to data, data model, document types and content named in Section 2.7 Current
Data Model and Content Volumes and Section 3 Capability New to DIWS 2 may be
incorporated via change order or Work Order in the future.
2.7.2 Structured Data
AP structured data is the AP application data that is stored in database tables. Currently,
Oracle 12C is the database used for DIWS.
In addressing the structured data for AP, the Contractor shall:
1.
Work with the business areas to identify and capture all structured data
requirements.
2.
Review the existing structured data and structured data requirements to
capture all existing structured data requirements.
3.
Advise the MVA on recommended changes and clarifications to the
structured data.
4.
Capture all recommended changes along with the reasons for implementing or
not implementing the recommended changes to the structured data.
5.
Obtain approval from the MVA Project Manager for all recommended
changes to the structured data.
6.
Implement all existing structured data requirements unless said existing
requirements are explicitly identified in the requirements documentation as
being changed or removed.
7.
Implement all approved changes to structured data requirements.
2.7.2.1 APBD_RAPPCA
M:M join allowing for branch cost data to be associated with one or more invoices.
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Table 11 APBD_RAPPCA columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR (30
BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR (30
BYTE)
LT
6
APBD_ID
F
Y
NUMERIC (22)
LT
7
RAPPCA_ID
F
Y
NUMERIC (22)
LT
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column
Name
APBDRAPPCA_RAPPCA_FK
REF_AP_PCA
Y
Y
ID
APBDRAPPCA_APBD_FK
AP_BRANCH_DEPT
Y
Y
ID
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column
Name
APINVCDTL_APBDRAPPCA_FK
AP_INVC_DETAILS
Y
ID
2.7.2.2 AP_BD_WUSR
M:M joins branch with one or more users and visa-versa
Table 12 AP_BD_WUSR columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR (30
BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR (30
BYTE)
LT
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No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
6
APBD_ID
F
Y
NUMERIC (22)
LT
7
WEB_USR_ID
F
Y
NUMERIC (9)
LT
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column Name
APBDWUSR_APBD_FK
AP_BRANCH_DEPT
Y
Y
ID
APBDWUSR_WUSR_FK
DIWS_WEB_USERS
Y
Y
USER_ID
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2.7.2.3 AP_BRANCH_DEPT
Accounts payable branch
Table 13 AP_BRANCH_DEPT columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR (30
BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR (30
BYTE)
LT
6
NAME
Y
VARCHAR (50
BYTE)
LT
7
INDEX_NUM
Y
NUMERIC (22)
LT
8
DESCR
Y
VARCHAR
(250 BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APBDRAPPCA_APBD_FK
APBD_RAPPCA
Y
Y
ID
APBDWUSR_APBD_FK
AP_BD_WUSR
Y
Y
ID
APINVCDTL_APBD_FK
AP_INVC_DETAILS
Y
Y
ID
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2.7.2.4 AP_INVC_APPR_CHECK_QUEUE
WF queue.
Table 14 AP_INVC_APPR_CHECK_QUEUE columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC
(22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR
(30 BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR
(30 BYTE)
LT
6
APINVCDTL_ID
F
Y
NUMERIC
(22)
LT
7
RINVCAPPRCHK_ID
F
Y
NUMERIC
(22)
LT
8
CHECK_BASIS_DT
Y
Date (7)
LT
9
FIRST_CHECK_DT
Y
Date (7)
LT
10
NEXT_CHECK_DT
Y
Date (7)
LT
11
DT_LAST_CHECKED
Date (7)
LT
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column
Name
APINVCAPPRCHKQ_APINVCDTL_FK
AP_INVC_DETAILS
Y
Y
ID
RINVCAPPRCHK_APINVCAPPRCHKQ_FK
REF_INVC_APPR_CHECK
Y
Y
ID
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2.7.2.5 AP_INVC_DETAILS
Accounts Payable invoice image processing. The received image invoice will be
approved or rejected.
Table 15 AP_INVC_DETAILS columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC
(22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR
(30 BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR
(30 BYTE)
LT
6
RAPAOBJ_ID
F
NUMERIC
(22)
LT
7
APBD_ID
F
Y
NUMERIC
(22)
LT
8
APINVC_ID
F
Y
NUMERIC
(22)
LT
9
INVC_SEC_ID
Y
NUMERIC
(22)
LT
10
RAPV_ID
F
Y
NUMERIC
(22)
LT
11
APBDRAPPCA_ID
F
NUMERIC
(22)
LT
12
INITIATION_DT
Date (7)
LT
13
INVC_AMT
NUMERIC
(18,2)
LT
14
INVC_DT
Date (7)
LT
15
PO_NUM
VARCHAR
(10 BYTE)
LT
16
BPO_NUM
VARCHAR
(16 BYTE)
LT
17
CONTRACT_NUM
VARCHAR (8
BYTE)
LT
18
PROJECT_PH
VARCHAR (9
BYTE)
LT
19
GRANT_PH
VARCHAR (9
BYTE)
LT
20
CMNT
VARCHAR
(2000 BYTE)
LT
Columns Comments
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No
Column Name
Description
Notes
12
INITIATION_DT
Date that this invoice image began internal
processing
13
INVC_AMT
Total amount listed within this invoice
15
PO_NUM
Purchase order number from the MVA
20
CMNT
User comments
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column
Name
APINVCDTL_APBDRAPPCA_FK
APBD_RAPPCA
Y
ID
APINVCDTL_APINVC_FK
AP_INVOICES
Y
Y
ID
APINVCDTL_RAPV_FK
REF_AP_VOUCHER
Y
Y
ID
APINVCDTL_APBD_FK
AP_BRANCH_DEPT
Y
Y
ID
APINVCDTL_RAPOBJ_FK
REF_AP_AOBJ
Y
ID
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column
Name
APINVCAPPRCHKQ_APINVCDTL_FK
AP_INVC_APPR_CHECK_QUEUE
Y
Y
ID
APINVCRVW_APINVCDTL_FK
AP_INVC_REVIEWS
Y
Y
ID
HVUSER7_APINVCDTL_FK
HVUSER7
Y
ID
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2.7.2.6 AP_INVC_REVIEWS
Accounts payable invoice review outcomes; approved or rejected. The ins_usr will
contain the username for who has conducted the review.
Table 16 AP_INVC_REVIEWS columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC
(22)
LT
2
INS_DT
Y
Date (7)
LT
sysdate
3
INS_USR
Y
VARCHAR
(30 BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
sysdate
5
MOD_USR
Y
VARCHAR
(30 BYTE)
LT
6
RAPPRSTAT_ID
F
Y
NUMERIC
(22)
LT
7
RAPPRSTG_ID
F
Y
NUMERIC
(22)
LT
8
APINVCDTL_ID
F
Y
NUMERIC
(22)
LT
9
CMNT
VARCHAR
(1000 BYTE)
LT
Columns Comments
No
Column Name
Description
Notes
6
RAPPRSTAT_ID
Approved or Rejected
7
RAPPRSTG_ID
Stage of this review
9
CMNT
General user comments
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column
Name
APINVCRVW_RAPPRSTG_FK
REF_APPR_STAGE
Y
Y
ID
APINVCRVW_RAPPRSTAT_FK
REF_APPR_STATUS
Y
Y
ID
APINVCRVW_APINVCDTL_FK
AP_INVC_DETAILS
Y
Y
ID
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2.7.2.7 AP_INVOICES
Table 17 AP_INVOICES columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR (30
BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR (30
BYTE)
LT
6
APVNDR_ID
F
Y
NUMERIC (22)
LT
7
CASE_ID
NUMERIC (22)
LT
8
INVC_NUM
VARCHAR (20
BYTE)
LT
Columns Comments
No
Column Name
Description
Notes
7
CASE_ID
Relates to HV table
8
INVC_NUM
Vendor invoice number
Foreign Keys (referring to)
Name
Referring To
Mandatory
Transferable
In
Arc
Column Name
APINVC_APVNDR_FK
AP_VENDORS
Y
Y
ID
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APINVCDTL_APINVC_FK
AP_INVC_DETAILS
Y
Y
ID
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2.7.2.8 AP_REPORT1
Table 18 AP_REPORT1 columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
DOCID
NUMERIC (9)
LT
2
SCAN_USERID
VARCHAR
(20 BYTE)
LT
3
SCAN_DATE
Date (7)
LT
4
PAGES
NUMERIC (9)
LT
5
INDEX_USERID
VARCHAR
(20 BYTE)
LT
6
INDEX_DATE
Date (7)
LT
7
VERIFY_USERID
VARCHAR
(20 BYTE)
LT
8
VERIFY_DATE
Date (7)
LT
9
VERIFY_STATUS
CHAR (1
BYTE)
LT
10
REINDEX_USERID
VARCHAR
(20 BYTE)
LT
11
REINDEX_DATE
Date (7)
LT
12
RESCAN_USERID
VARCHAR
(20 BYTE)
LT
13
RESCAN_DATE
Date (7)
LT
14
RESCAN_PAGES
NUMERIC (9)
LT
15
SECID
NUMERIC (9)
LT
Columns Comments
No
Column Name
Description
Notes
1
DOCID
MVA Document Identification number
2
SCAN_USERID
Scanner's user ID
3
SCAN_DATE
Date document was scanned
4
PAGES
Number of pages in the document
5
INDEX_USERID
Indexer's user ID
6
INDEX_DATE
Date document was indexed
7
VERIFY_USERID
Verifier's user ID
8
VERIFY_DATE
Date document was verified
9
VERIFY_STATUS
Indicator identifying whether the document
ever failed Verify.
10
REINDEX_USERID
Reindexer's user ID
11
REINDEX_DATE
Date document was reindexed
12
RESCAN_USERID
Rescan operator's user ID
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No
Column Name
Description
Notes
13
RESCAN_DATE
Date document was rescanned
14
RESCAN_PAGES
Number of pages rescanned
15
SECID
MVA Section Identification number
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2.7.2.9 AP_VENDORS
Accounts payable vendors
Table 19 AP_VENDORS columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC
(22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR
(30 BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR
(30 BYTE)
LT
6
NAME
Y
VARCHAR
(100 BYTE)
LT
7
FEDERAL_ID_NUM
Y
VARCHAR
(10 BYTE)
LT
8
ACTIVE_IND
CHAR (1
BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APINVC_APVNDR_FK
AP_INVOICES
Y
Y
ID
HVUSER7_APVNDR_FK
HVUSER7
Y
ID
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2.7.2.10 REF_APPR_STAGE
Reference value: accounts payable stage of approval.
Table 20 REF_APPR_STAGE columns
No
Column
Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
NAME
Y
VARCHAR (50
BYTE)
LT
3
DESCR
Y
VARCHAR (250
BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column
Name
APINVCRVW_RAPPRSTG_FK
AP_INVC_REVIEWS
Y
Y
ID
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2.7.2.11 REF_APPR_STATUS
Reference value: accounts payable approval status.
Table 21 REF_APPR_STATUS columns
No
Column
Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
NAME
Y
VARCHAR (50
BYTE)
LT
3
DESCR
Y
VARCHAR (250
BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column
Name
APINVCRVW_RAPPRSTAT_FK
AP_INVC_REVIEWS
Y
Y
ID
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2.7.2.12 REF_AP_AOBJ
Stores agency object information (AOBJ).
Table 22 REF_AP_AOBJ columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
INS_DT
Y
Date (7)
LT
SYSDATE
3
INS_USR
Y
VARCHAR (30
BYTE)
LT
4
MOD_DT
Y
Date (7)
LT
SYSDATE
5
MOD_USR
Y
VARCHAR (30
BYTE)
LT
6
NAME
Y
VARCHAR (50
BYTE)
LT
7
CODE
CHAR (4
BYTE)
LT
8
DESCR
Y
VARCHAR
(250 BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APINVCDTL_RAPOBJ_FK
AP_INVC_DETAILS
Y
ID
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2.7.2.13 REF_AP_PCA
Reference value: Stores project cost account data.
Table 23 REF_AP_PCA columns
No
Column
Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
NAME
Y
VARCHAR (50
BYTE)
LT
3
CODE
CHAR (5 BYTE)
LT
4
DESCR
Y
VARCHAR (250
BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APBDRAPPCA_RAPPCA_FK
APBD_RAPPCA
Y
Y
ID
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2.7.2.14 REF_AP_VOUCHER
Reference value: types of accounts payable vouchers.
Columns
Table 24 REF_AP_VOUCHER column
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
ID
P
Y
NUMERIC (22)
LT
2
NAME
Y
VARCHAR (50
BYTE)
LT
3
DESCR
Y
VARCHAR (250
BYTE)
LT
Foreign Keys (referred from)
Name
Referred From
Mandatory
Transferable
In
Arc
Column Name
APINVCDTL_RAPV_FK
AP_INVC_DETAILS
Y
Y
ID
2.7.3 Structured Data Journal Entries
Journal tables are used for auditing the daily transactions performed by AP. The journal
tables are images of the operational tables with the constraints removed and three fields
added (an identification, insert date and insert user). This journal tables provide a
historical record.
The journal tables have a suffix of _JN and are populated using triggers on the
operational tables. The journal tables are populated using before triggers (e.g., before
update or before delete) on the operational tables when a modification occurs.
2.7.3.1 APBD_RAPPCA_JN
Table 25 APBD_RAPPCA_JN columns is the journal table for the table described in
section APBD_RAPPCA.
Journal table used to store the complete history of updates and deletes on the base table.
Table 25 APBD_RAPPCA_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
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No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC (22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR (30
BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR (30
BYTE)
LT
8
APBD_ID
NUMERIC (22)
LT
9
RAPPCA_ID
NUMERIC (22)
LT
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2.7.3.2 AP_BD_WUSR_JN
Table 26 AP_BD_WUSR_JN columns is the journal table for the table described in
section AP_BD_WUSR.
Journal table used to store the complete history of updates and deletes on the base table
Table 26 AP_BD_WUSR_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC (22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR (30
BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR (30
BYTE)
LT
8
APBD_ID
NUMERIC (22)
LT
9
WEB_USR_ID
NUMERIC (22)
LT
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2.7.3.3 AP_BRANCH_DEPT_JN
Table 27 AP_BRANCH_DEPT_JN columns is the journal table for the table described
in section AP_BRANCH_DEPT.
Journal table used to store the complete history of updates and deletes on the base table
Table 27 AP_BRANCH_DEPT_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC (22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR (30
BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR (30
BYTE)
LT
8
NAME
VARCHAR (50
BYTE)
LT
9
INDEX_NUM
NUMERIC (22)
LT
10
DESCR
VARCHAR
(250 BYTE)
LT
2.7.3.4 AP_INVC_APPR_CHECK_QUEUE_JN
Table 28 AP_INVC_APPR_CHECK_QUEUE_JN columns is the journal table for
the table described in section AP_INVC_APPR_CHECK_QUEUE.
Journal table used to store the complete history of updates and deletes on the base table
Table 28 AP_INVC_APPR_CHECK_QUEUE_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC
(22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR
(30 BYTE)
LT
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No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR
(30 BYTE)
LT
8
APINVCDTL_ID
NUMERIC
(22)
LT
9
RINVCAPPRCHK_ID
NUMERIC
(22)
LT
10
CHECK_BASIS_DT
Date (7)
LT
11
FIRST_CHECK_DT
Date (7)
LT
12
NEXT_CHECK_DT
Date (7)
LT
13
DT_LAST_CHECKED
Date (7)
LT
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2.7.3.5 AP_INVC_DETAILS_JN
Table 29 AP_INVC_DETAILS_JN columns is the journal table for the table described
in section AP_INVC_DETAILS.
Journal table used to store the complete history of updates and deletes on the base table
Table 29 AP_INVC_DETAILS_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC
(22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR
(30 BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR
(30 BYTE)
LT
8
RAPAOBJ_ID
NUMERIC
(22)
LT
9
APBD_ID
NUMERIC
(22)
LT
10
APINVC_ID
NUMERIC
(22)
LT
11
INVC_SEC_ID
NUMERIC
(22)
LT
12
RAPV_ID
NUMERIC
(22)
LT
13
APBDRAPPCA_ID
NUMERIC
(22)
LT
14
INITIATION_DT
Date (7)
LT
15
INVC_AMT
NUMERIC
(18,2)
LT
16
INVC_DT
Date (7)
LT
17
PO_NUM
VARCHAR
(10 BYTE)
LT
18
BPO_NUM
VARCHAR
(16 BYTE)
LT
19
CONTRACT_NUM
VARCHAR (8
BYTE)
LT
20
PROJECT_PH
VARCHAR (9
BYTE)
LT
21
GRANT_PH
VARCHAR (9
BYTE)
LT
22
CMNT
VARCHAR
(2000 BYTE)
LT
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Columns Comments
No
Column Name
Description
Notes
14
INITIATION_DT
Date that this invoice image began internal
processing
17
PO_NUM
Purchase order number from the MVA
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2.7.3.6 AP_INVC_REVIEWS_JN
Table 29 AP_INVC_DETAILS_JN columns is the journal table for the table described
in section AP_INVC_REVIEWS.
Journal table used to store the complete history of updates and deletes on the base table.
Table 30 AP_INVC_REVIEWS_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC
(22)
LT
4
INS_DT
Date (7)
LT
sysdate
5
INS_USR
VARCHAR
(30 BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR
(30 BYTE)
LT
8
RAPPRSTAT_ID
NUMERIC
(22)
LT
9
RAPPRSTG_ID
NUMERIC
(22)
LT
10
APINVCDTL_ID
NUMERIC
(22)
LT
11
CMNT
VARCHAR
(1000 BYTE)
LT
Columns Comments
No
Column Name
Description
Notes
8
RAPPRSTAT_ID
Approved or Rejected
9
RAPPRSTG_ID
Stage of this review
11
CMNT
General user comments
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2.7.3.7 AP_INVOICES_JN
Table 31 AP_INVOICES_JN columns is the journal table for the table described in
section AP_INVOICES.
Journal table used to store the complete history of updates and deletes on the base table.
Table 31 AP_INVOICES_JN columns
No
Column
Name
PK
FK
M
Data
Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC
(22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR
(30 BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR
(30 BYTE)
LT
8
APVNDR_ID
NUMERIC
(22)
LT
9
CASE_ID
NUMERIC
(22)
LT
10
INVC_NUM
VARCHAR
(20 BYTE)
LT
Columns Comments
No
Column Name
Description
Notes
9
CASE_ID
Relates to HV table
10
INVC_NUM
Vendor invoice number
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2.7.3.8 AP_VENDORS_JN
Table 32 AP_VENDORS_JN columns is the journal table for the table described in
section AP_VENDORS.
Journal table used to store the complete history of updates and deletes on the base table.
Table 32 AP_VENDORS_JN columns
No
Column Name
PK
FK
M
Data Type
DT
kind
Domain
Name
Formula
(Default
Value)
Security
Abbreviation
1
JN_OPER
CHAR (3
BYTE)
LT
2
JN_INS_DT
Date (7)
LT
3
ID
NUMERIC
(22)
LT
4
INS_DT
Date (7)
LT
SYSDATE
5
INS_USR
VARCHAR
(30 BYTE)
LT
6
MOD_DT
Date (7)
LT
SYSDATE
7
MOD_USR
VARCHAR
(30 BYTE)
LT
8
NAME
VARCHAR
(100 BYTE)
LT
9
FEDERAL_ID_NUM
VARCHAR
(10 BYTE)
LT
10
ACTIVE_IND
CHAR (1
BYTE)
LT
2.7.4 Accounts Payable Unstructured Data
AP unstructured content is predominantly image files that were scanned as single or
multi-page TIFF format at 300 dots per inch and grayscale. For the foreseeable future
TIFF is the format that is expected to be used for HR content that is scanned.
2.7.5 Migration
All structured data (e.g., database data) and unstructured data (e.g., content/images) in the
Legacy DIWS AP application shall be migrated to the DIWS 2 AP application. During
the requirements verification and design activities, some data or content may be excluded
at the sole discretion of the MVA Project Manager or his/her designee.
In addressing the migration, the Contractor shall:
1.
Perform AP migration requirements verification.
2.
Perform AP migration design activities.
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3.
Perform data cleansing, if needed, at the direction of the designated business
owners.
4.
Use tools to automate the performance of data verification on 100% of the
migrated structured content (data in the database) and unstructured content
(documents and images).
5.
Migrate audit trail information associated with all migrated content and retain
any linkages between them.
6.
Ensure all content is accessible and navigable using the DIWS 2:
user interface
external systems interface defined in DIWS 2 TO Appendix 10 DIWS
External Systems Integration
7.
Migrate the AP structured data.
Structured data includes, but is not limited to tables, views, columns, rows,
data values, synonyms, triggers, indexes, keys, stored procedures,
constraints, and other database elements and data necessary to provide and
preserve the DIWS functionality in DIWS 2.
8.
Migrate the AP unstructured content described in Section 2.7.6 Unstructured
Content Volume.
NOTE: The quantity of structured and unstructured content is expected to increase due to
normal operations activities. There are known enhancements identified in Section 3
Capability New to DIWS 2 that may also impact the migration.
The Contractor’s scope of responsibility under the fixed price Offer shall include all
necessary migration of the content named in Sections 2.7 Current Data Model and
Content Volumes and Section 3 Capability New to DIWS 2. Additional requirements
and details that are not related to the migration described in Section 2.7 Current Data
Model and Content Volumes and Section 3 Capability New to DIWS 2 may be
incorporated via change order or Work Order in the future.
2.7.6 Unstructured Content Volume
The quantity of the legacy DIWS content subject to migration is approximated in Table
33 Approximate content count by business division.
Table 33 Approximate content count by business division
Division
Image Count
Accounts Payable
475,000
Revenue Reporting
1,570,000
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Division
Image Count
Account Receivable
528,000
The quantity of the legacy DIWS content types subject to migration is approximated in
Table 34 Approximate number of document types by business division.
Table 34 Approximate number of document types by business division
Division
Number of
Content Types
Accounts Payable
7
Revenue Reporting
1
Account Receivable
1
The Contractor shall:
1.
Migrate the content quantities identified in Table 33 Approximate content
count by business division.
2.
Migrate the additional AP content, if any, that exists in the legacy DIWS so
that all AP content is migrated.
3.
Migrate the number of document types identified in Table 34 Approximate
number of document types by business division.
4.
Migrate the additional AP document types, if any, that are defined in the
legacy DIWS so that all AP content is migrated.
5.
Migrate audit trail information associated with all migrated content.
6.
Ensure all content is accessible and navigable using the DIWS 2:
user interface
external systems interface defined in DIWS 2 TO Appendix 10 DIWS
External Systems Integration
7.
Perform automated verification and validation on 100% of the migrated
content to ensure the content was correctly and completely migrated.
The validation and verification activities will verify many aspects of the
migrated content. For example, a byte count, a checksum, a CRC, and
other checks would be expected to be performed on the unstructured
content. The associated metadata would be checked for the required
number of fields, correct application of rules, correct data values, etc.
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2.7.7 Content Types and Document Types
The definitions for the document types identified in Table 34 Approximate number of document types by business division. Are
provided in
Table 35 Accounts Payable Document Types
Table 36 Accounts Receivable Document Types
Table 37 Revenue Reporting Document Types
Table 35 Accounts Payable Document Types
Document Type
Receipt Date
Federal ID
Document #
Archive #
Branch/Department
Invoice #
Invoice Date
Invoice Amount
DAFR211R
M
NA
NA
M
NA
NA
NA
NA
DAFM03R
M
NA
NA
M
NA
NA
NA
NA
Invoices
M
M
M
M
NA
M
NA
M
Incoming Correspondence
M
M
M
M
NA
NA
NA
NA
211R-Refund
M
NA
NA
M
NA
NA
NA
NA
Credit Card Statement
M
NA
NA
M
NA
NA
NA
NA
Unapproved Invoice
M
M
NA
NA
M
M
M
M
Table 36 Accounts Receivable Document Types
Document Type
Receipt Date
Case Number
Accounts Receivable
M
M
Table 37 Revenue Reporting Document Types
Document Type
Receipt Date
Close-Out Date
Branch Office
Cashier #
Reports Documentation
M
M
M
M
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Capability New to DIWS 2
The following list of capabilities shall be included in the DIWS 2 AP application. The
Contractor shall:
1.
Provide the ability to allow the approver to enter a partial payment amount.
For example, $90 instead of $100.
2.
Provide the ability to automatically ingest invoices sent via e-mail to a
particular in-box, whether the invoice are included in the body of the e-mail
or as an attachment.
The process should be automatic in that an incoming e-mail inbox is
monitored and the e-mail is automatically captured from the inbox and
information about the sender, send date/time, and subject are used for
indexing the body of the e-mail and/or attachments.
3.
Provide the ability to automatically ingest invoices sent via fax.
For example, capture the incoming fax document without requiring the fax
document to be printed and scanned.
The process should be automatic in that an incoming fax line is monitored
and the fax is automatically captured, and information about the sender,
send date/time, page count, and subject are used for indexing the fax
document.
4.
Provide the ability to allow reversal of accidental approvals not yet sent to the
Comptroller.
5.
Provide the ability to allow comment on accidental approvals already sent to
the Comptroller.
6.
Provide the Annapolis Comptroller’s Office with the ability to accept secure
transfer such as FTP transfers in place of CDs.
7.
Provide the ability to import Form 211Rs (that are produced by FMIS)
automatically.
The automatic import shall run nightly at a configurable time.
The automatic import shall automatically re-run after a configurable
delay if an error occurs on the prior automatic import.
The ability to capture 211Rs that are signed with a wet ink signature
shall be provided.
The ability to allow 211Rs to be signed electronically shall be
provided.
Provide the ability to configure DIWS 2 print to a file on a share drive.
8.
Automate the exchange of the invoice number and voucher number (or archive
number) with FMIS. (See Appendix 5, Section 6.4 Integration.)
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NOTE: The specific details for enhancements will be determined during requirements
definition, requirements verification, and design activities. Additional requirements and
details that are related to the enhancements named in Section 3 Capability New to DIWS
2 are considered to be part of the fixed price Offer. Additional requirements and details
that are not related to the enhancements named in Section 3 Capability New to DIWS 2
may be incorporated via change order or Work Order in the future.
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Response to Accounts Payable Requirements
The table below identifies the topics which the Offeror shall address in its Technical
Proposal. Each topic in the response shall be identified with a heading corresponding to
the table below. Responses should not be placed in the table.
Offeror shall refer to the referenced section of the Task Order to fully understand the
State’s requirements and expectations when preparing the response. The Offeror shall
address the topics/questions identified in the table but is expected to elaborate or add
additional information as appropriate to fully understand the Offeror’s solution and
approach.
The Offeror should provide a detailed description of the proposed solution but does not
need to address every item or sentence in a particular section. The Offeror’s response
shall be construed to be inclusive of all requirements referenced by the table and shall
bind the Offeror to all such requirements unless the Offeror specifically addresses partial
or non-compliance in its response. Offerors shall describe requirements that cannot be
met or that can only partially be met as part of the final question of the response table.
The Offeror shall adhere to any page limit for the topic.
In some topics below, the State has requested a sample of work from a previous project
or a draft version of an artifact for this project (e.g. include a draft Project Plan for this
project). These items are identified below and shall be included in [TAB O] and not
inserted into the narrative. Such items are not included in page limits. If requested items
are not available, briefly describe.
Response Requirements
Appendix 6 Functional Requirements: Accounts Payable
Appdx
Ref
Topic Title
Response Requirements
Page
Limit
2.1.7
Business Process
diagram
Describe your approach to meeting the requirements in
this section.
2.2
Accounts Payable
Detailed
Requirements
Describe your approach to meeting the requirements in
this section.
2.3
Document Types
Describe your approach to meeting the requirements in
this section.
2.4
User Interfaces
Describe your approach to meeting the requirements in
this section.
2.5
Reports
Describe your approach to meeting the requirements in
this section.
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Topic Title
Response Requirements
Page
Limit
2.6
External
Interfaces
Describe your approach to meeting the requirements in
this section.
2.7
Current Data
Model and
Content Volumes
Describe your approach to meeting the requirements in
this section.
2.7.2
Structured Data
Describe your approach to migrating the structured
data (i.e., database data) that is used to support the
application.
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Ref
Topic Title
Response Requirements
Page
Limit
2.7.5
Migration
The responses in this section are expected to leverage
functionality described in Appendix 5, Section 6.7
Migration and Appendix 9 Legacy Content Migration.
However, it is not necessary to repeat responses
provided in Appendix 5, Section 6.7 Migration and
Appendix 9 Legacy Content Migration, but a reference
to the appropriate section is encouraged.
Provide the process you are proposing for
migrating the legacy content to DIWS 2.
Specifically identify key areas such as data
cleansing, data mapping, and data validation.
Identify the tools you propose to use for
performing all aspects of the migration, why
these tools were selected, what area they help
automate, and how they help.
Explain how you will handle the structured
content that must be migrated.
Explain how you will handle the unstructured
content that must be migrated.
Explain how you will migrate the audit trail
associated with the legacy content.
If you are proposing utilizing multiple copies of
databases or repositories to allow 24-hour,
around the clock migration, how do you
envision synchronizing the copies with the
master?
Explain how you will balance the need for a
recent copy of legacy content with the need to
minimize impact on the legacy system(s) (e.g.,
taking three weekend snapshots of the legacy
content; one snapshot at the beginning, one
snapshot one month prior, and one snapshot on
the weekend of the final migration to
production.)
Identify your approach for performing the
migration cutover to the test environment and to
the production environment.
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Topic Title
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Page
Limit
2.7.5
(cont.)
Migration
Identify the tools and approach you will use to
perform verification and validation that 100% of
the migrated content is successfully migrated. In
your response include a definition of “successfully
migrated” and enumerate the elements that will
verified and validated on 100% of the migrated
content.
Provide a proposed schedule for performing the
migration, including milestones and dependencies.
Include:
Begin and end dates for migrating all
collections of content at a division level.
Include dependencies on when a migration
environment must be available.
Include dependencies on MVA staff
resources (e.g., to provide subject matter
expertise required for data cleansing and
document type mapping).
Include tasks for content/document type and
attribute mapping.
Include tasks for data/content cleansing.
Include expected content snapshots taken
from legacy systems.
Include the migration into the test
environment after achieving 100% error free
migration scripts.
Include the migration into the production
environment after achieving an error free
migration into the test environment.
Include tasks for making snapshots of
migrated data/content available to external
systems for use in development and testing.
Include verification and validation activities
for confirming successful migration.
Identify the MVA staff resources you require to
provide information necessary for migration (e.g.,
data cleansing and mapping) and an estimate on the
hours required.
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2.7.5
Migration
Identify the hardware you require to perform the
(cont.)
migrations.
Estimate the number of days, nights and weekends
required to perform the migrations.
Identify any risks your perceive migrating this
content and your recommendations for mitigating
these risks.
2.7.6
Unstructured
Content Volume
Explain how you will handle the unstructured
content that must be migrated. If you are
proposing copies of databases or repositories to
allow 24-hour, around the clock processing,
how do you envision synchronizing the copies
with the master?
Identify the hardware you require to perform
the migrations.
Estimate the number of nights and weekends
required to perform the migrations.
Identify the tools and approach you will use to
perform verification and validation that 100%
of the migrated content was successfully
migrated. In your response include a definition
of “successfully migrated” and enumerate the
elements that will verified and validated on
100% of the migrated content.
Identify any risks your perceive migrating this
content and your recommendations for
mitigating these risks.
3
Capability New to
DIWS 2
Describe your approach to meeting the requirements in
this section.
Requirements not
Met
The State assumes that the Contractor will meet all
requirements described in Appendix 6 of the Task
Order. Identify any areas that cannot be met and why
these areas cannot be met.
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