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National Property Management Association Robert King DHS, Asset & Logistics Management Section Chief, Personal Property The Value of Integrating your Personal.

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Presentation on theme: "National Property Management Association Robert King DHS, Asset & Logistics Management Section Chief, Personal Property The Value of Integrating your Personal."— Presentation transcript:

1 National Property Management Association Robert King DHS, Asset & Logistics Management Section Chief, Personal Property The Value of Integrating your Personal Property System with Related Business Systems Yudiann Carlo, CPPS Sunflower Systems Technical Architect

2 National Property Management Association Session Objectives  Identifying business functions related to Personal Property  Analyzing the value of common business integrations  Planning an Interface for your Property System  Using the Software Development Lifecycle process to deploy an Interface IdentifyValuePlanDeploy

3 National Property Management Association Integration Value Proposition  Property Management’s decentralized environment leads to inconsistencies in procedures, data, and integrity  Utilizing information from related upstream and downstream business functions is a proven manner for maturing and standardizing procedures and data quality.  Business cases have demonstrated the ROI in developing integration points between the property system and related business systems.

4 National Property Management Association Related Business Functions Main Property Integrations HR/PersonnelProcurementFinance (General Ledger) Excess Screening and Disposition Other Noteworthy Integrations Logistics/Supply Chain Real Property (Location and GLC Coordinates)

5 National Property Management Association HR/Personnel: Business Integration  Beneficial to identify your organization’s personnel that are Property end users and officials  Provides contact and organization information from the HR System and stores it in your Property System  Establishes “Personnel” records whose elements create reference data, enabling the use of LOV fields, as opposed to free-text fields

6 National Property Management Association HR/Personnel: Value of Integration  Mitigates the need for a manual update process and additional resources  Allows the use of addresses to inform individuals of property-related transactions  Identifies custodians and users that have separated from the organization – increasing chances of recovery and re-assignment HR Record Elements: Full Name Telephone Number Address Physical Address Employee Type Title Start Date Separation Date Organizational Assignment Employee ID (Optional) Bade Number (Optional) Personnel Record Added or Modified in HR System New or Modified Record? Systematically Create HR Record in Property System Update Existing HR Record Update the HR Record as “Closed” in Property System New Modified HR Record Separated Identify all Assets associated with “Closed” HR Record

7 National Property Management Association Procurement: Business Integration  Identifies contract vehicles used to procure Property in the Property system of record  Establishes a skeletal record in the property system from the contract, receiving and/or invoice document(s)  Can be established to include the accounting code attributes  Rules can be established based on the type of contract as well as the organization’s receiving function to determine how procurement information should be established in the Property system

8 National Property Management Association Procurement: Value of Integration  Greatly reduces the resource hours and data entry errors associated with the creation of an asset record  Streamlines the accounts payable and receiving reconciliation process Property Contract Executed in Procurement System 2-way or 3-way matching Systematically Create Skeletal Record in Property System Receiving Document or Invoice Payment in Procurement System Skeletal Property Record Elements: Contract Number Contract Line Requisitioner / Buyer Acquisition Date Quantity Ordered / Received Unit Cost Vendor and/or Manufacturer ACC Elements: Object Class Code Sub-Object Class Code Organization Manually Complete and Establish Property Record 2-way 3-way

9 National Property Management Association  Greater consistency and completeness of financial information – Accounting Line Segments – allows the Property system to report / integrate to the GL  Property Systems that manage Capitalized Property can feed the General Ledger (GL) financial information:  Additions (Capitalization)  Modifications (Reclassifications)  Depreciation  Retirements (Write-offs) Finance: Business Integration

10 National Property Management Association Finance: Value of Integration  Automates the posting of certain (rule-based) Journal Entries into the General Ledger  Reducing manual errors and increasing timeliness of entries  Facilitates line-item postings, as opposed to summary-level adjustments  Streamlines the overall periodic PP&E reconciliation process Establish Property Record Over Capitalized Value in Property System Systematically Validate DR / CRs ACC Financial Elements for DR / CR Validation: Posting Period Financial Value Object Class Code Sub-Object Class Code Organization Code Program Code Task Code Fund Code Cost Center Code Budget Activity Code Manually Review and Correct Journal Entries Generate Debit and Credit Journal Entries Validated Un-validated Post to GL

11 National Property Management Association Screening and Disposition: Business Integration  Facilitates the screening of Property to external organizations (e.g., other government agencies)  Federal agencies shall report to their excess property to the GSAXcess system  Surplus and Excess Property are required to be screened (advertised) for reutilization across your department / organization  Federal Regulations and contract provisions outline screening and reutilization

12 National Property Management Association Screening and Disposition: Value of Integration  Mechanism to avoid unnecessary procurements and maximize property already on-hand  Allows assets available to be reutilized to be electronically advertised  Provides descriptive details – can include pictures – to the seeking entities Program Declares Item Excess Reserved ? Screening Elements: Object & Sub-Object Class Codes Condition Code Organization’s Full Address Asset Location’s Full Address Manufacturer Manufactured/Acquisition Date Make Model Note: Source system should provide requirements for interfacing records Transfer Record to Reserving Entity Publish Record to an Internal Screening Repository No Yes Publish to External Screening System (e.g.. GSAXcess) *

13 National Property Management Association Planning an Interface for your Property System  Getting Started  Identifying Scope  Identifying Key Players  Coming up with a plan  Software Development Life Cycle  What is it?  Overview of the main six steps  How can I use it for my Property System?

14 National Property Management Association Getting Started  Identify your project scope  Identify your key stakeholders  Create a Project Plan  Kick-off your project  Apply the Software Development Life Cycle

15 National Property Management Association Software Development Lifecycle  What is the Software Development Lifecycle?  What kind of projects does it apply to?  Why is it important?  How can I apply it to my property system?

16 National Property Management Association Step 1: Requirements and Analysis StepDescriptionSample Tasks Requirements and Analysis During this stage, the problem is defined so that a clear understanding can be gained of what the system should do. For example, how input is obtained, how output is displayed, and what controls are available to the user. Requirements Document Requirements Matrix Use Cases System Communication Diagrams

17 National Property Management Association Step 2: Design StepDescriptionSample Tasks Design In this stage, a solution to the problem is designed by defining a logical sequence of steps that will achieve each of the previously identified requirements. The user interface will also be designed during this stage. It should be determined how input is obtained, how output is displayed, and what controls are available to the user. Design Document Screen Mockups DB Object Model Sequence Diagrams

18 National Property Management Association Step 3: Development StepDescriptionSample Tasks Development and Coding This stage is where the design is translated into a system or program. You want to keep a balance between quality, time, flexibility, reusability, future addition of features and/or functionality etc. Code Installation Instructions

19 National Property Management Association Step 4: Testing StepDescriptionSample Tasks Testing The testing stage is concerned with the validation and verification of the system. The aim of software testing is to find any errors (or "bugs") in the system and eliminate those errors. Each testing scenario should relate to a requirement and each requirement should have at least one matching test scenario. Testing Scenarios Test Scripts Test Results User Acceptance Testing Certificate

20 National Property Management Association Step 5: Implementation StepDescriptionSample Tasks Implementation This stage involves packaging everything together with all relevant documentation in a suitable format for distribution. It ensures that everything is successfully deployed and rolled out to the users. Any change management and/or training activities should be planned around this step. Cutover Checklist User Guide Training Materials Communications Plan Change Management Plan

21 National Property Management Association Step 6: Maintenance StepDescriptionSample Tasks Maintenance and Support Once the system has been implemented it will be necessary to monitor the performance of the system over a certain period of time to ensure that it is behaving as expected. The system will also have to be maintained, and parts of it will need to be upgraded from time to time to handle evolving user needs or to cope with new requirements. Logs Maintenance Tickets

22 National Property Management Association Conclusion Identify Value Plan Implement

23 National Property Management Association Questions and Feedback? Robert King Section Chief, Personal Property Asset and Logistics Management Department of Homeland Security Office of Chief Administrative Officer Yudiann Carlo Technical Architect Sunflower Systems


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