U.S. General Services Administration Doug Janka Area Property Officer (APO) Personal Property Management (PPM) Federal Acquistion Service May 9, 2012 CFL FUNCTIONS

CFL School Website

Executive Order 12999

CFL School Registration Schools must have a “Valid” NCES number that matches the NEA database and GSAXcess®

NCES Number Website resource for Property Managers to verify registration accuracy – Click on School, College & Library Search

NCES School Search Enter Criteria and Click Search

NCES Search Results Click on School Name Hypertext

NCES Number NCES Number Displayed

NCES Number – More Information Student to Teacher Ratio Lunch Assistance

CFL School Registration Questions to help the Property Manager make an allocation decision Educational Organizations Must Answer These Questions To Register in CFL. If they Select “No”, they aren’t permitted to register.

Empowerment Zone Website – Resource to Verify Empowerment Zone

Post Transaction Module Resource To Verify 501 (C)3 Status at

CFL Non-Profit Certification Questions Non-profit organizations certify under penalty of law

How Do You Know if a School/Educational Non-Profit is Valid?  Schools: (valid NCES number required upon registration) Must serve grades Pre-K-12 U.S. students  Educational Non-Profit: (agency is responsible for validating) Must have 501c(3) and primary business must be education Must serve grades Pre-K-12 U.S. Students Must have license, certification, or acknowledgement from government 14

CFL Selection Screen – What Schools See Property Manager Enters CFL in GSAXcess®, Schools See It Immediately In CFL Website

CFL Search Results – What Schools See

Property Manager Notification Agency property manager will receive an alerting them to school interest

Property Managers - View/Allocate Requested Items Property Manager must log into GSAXcess® to utilize CFL functions

View/Allocate Requested Items Allocation Information

Activity Address Code View APO, NUO, User with Multiple AAC’s: type in AAC

Activity Address Code View Type in the appropriate AAC, click Submit

View/Allocate Requested Items By clicking on the Transfer Control Number or School name you can see additional information

View/Allocate Requested Items by Transfer Control Number Anytime you click on the hypertext of the Transfer Control Number this screen displays

View/Allocate Requested Items by School Name Anytime you click on hypertext of school name this screen displays

Allocate Requested Items Text changes colors and highlights when you have already visited

You can see any competing requests for the item by clicking on the Item Control Number hypertext View Competing Requests For An Item

Competing Requests for an Item 23 requests but only 6 available items Quantities must be changed in the input boxes To see details about the property item, click Item Details

Property Item Data Sheet After reviewing, click the Back Button

Competing Requests for an Item Enter six (6) for Essex Valley School and Zero in all others to deny the requests Click Allocate

Confirm Allocated Items Status column changes, Available quantity changes System message changes

Return to Complete Allocation You can complete the entire allocation or come back later

Allocation Confirmation Whenever you see this Confirmation button, you can Confirm your allocation from the same screen

Confirmation Allocation By clicking the Confirmation button, you will be directed to another screen with a confirmation success message

School Approving Official Notification w/Attachment School Approving Official will receive an with Transfer Order attached

Attached Notice of Allocation to School Schools receive this notice attached to .

Attached Transfer Order Schools receive this Transfer Order attached to

Confirm Allocations Another method to Confirm Allocations

Confirm Allocation Any item not confirmed in the allocation function will display on this screen

Confirm Allocation Check boxes and click the Confirm Allocation button

Confirmation Allocation Confirmation Success Message

Denial Confirmation Denial Confirmation Message Denial Notice Page: 1 DATE: 01/14/11 PLEASE DISREGARD - TEST ONLY - TEST ONLY - TEST ONLY - TEST ONLY - TEST ONLY TO: PERUMAL,BP1 P IRA F SIMMONS MIDDLE SCHOOL (Fax) FROM: Federal Acquisition Service / FB Dear School/Educational Nonprofit: The following item(s) on Transfer Order have been denied. 1. BMAA C002 This denial notice has no bearing on your eligibility and does not mean that you are not eligible for other equipment in CFL. The most common reason for an equipment denial is competing requests for the equipment from other organizations. A competing organization may have been allocated the equipment because they: a. Could have been from an empowerment zone or enterprise community or b. May have applied for the equipment before you did. In the event there is no response from the activity or activities receiving the allocation, your request will be reconsidered. Denial Confirmation Message is ed to School.

Transfer Requested Items Once the school has the property, then complete the final step, Transfer.

Transfer Requested Items Any items pending final “Transfer” will display on the CFL Transfers screen

Transfer Requested Items By clicking the school name hypertext you see information about the school. Click Transfer to go to the Transfer screen.

Transfer Requested Items Make any adjustments as needed, and click the Transfer button

Transfer Requested Items Automatically reverts to change transfer screen Successful Transfer Message

Transfer Completion Schools receive this .

Transfer Completion System generated Transfer Order

Change Transfer To change transfer details (the day of transfer)

Change Transfer – Requestor Info Enter the transfer control number and click Submit

Change Transfer The system displays school information. Click Change Transfer.

Change Transfer You have until the nightly cycle of the day of transfer to change transfer quantity To cancel/deny the transfer, enter a zero.

School Search “School Search” to search for schools registered on CFL.

School Search Enter School Name, State, And/or Zip to Search

School Search Criteria You Can Search by Any Or All Three Criteria

School Registration Information Displays School Registration Information

Resend School Transfer Order Sometimes you need a copy of the transfer order resent because: RTF file was unreadable or customer lost original

Resend School Transfer Order If you check send only to above, it only goes to the address you enter. Otherwise, it goes to all original recipients. If you send to yourself, you can reformat into a word document and forward on

Resend School Transfer Order Confirmation message

Post Transaction Module Two Ways To Go To the Post Transaction Module

What is the Post Transaction Module, or PTM?  The PTM is a method to enter your CFL information when you don’t go through the regular GSAXcess® CFL online process. This is an alternative method that captures the CFL Agency transaction and automatically sends the required Non-Federal Recipients report at Fiscal year end to the Office of Governmentwide Policy for your Agency. 61

Post Transaction Module Displays with prefilled Transfer Control Number and Agency Identifier When you click Private or Public School

Post Transaction Module Displays All Private Schools Click on NCES ID hypertext

Post Transaction Module Or, Displays All Public Schools Click on NCES ID hypertext Click on NCES ID hypertext to populate PTM screen

Post Transaction Module All School Information Is Prefilled From NEA Database

Post Transaction Module The educational non-profit must provide a 501C tax exempt ID number You can verify accuracy at then Charities and Non- Profits

Post Transaction Module Select FSC from the dropdown listing.

Post Transaction Module Select the type of equipment.

Post Transaction Module Select hard disk status

Post Transaction Module Select disposal condition.

Post Transaction Module By adding either the unit cost or total cost, the system calculates for you. Click sbumit.

Post Transaction Module Transfer Control Number, Record Successfully Created Message

CFL Agency Reports Agency Reports Tools

CFL Agency Reports You can only view your AAC of responsibility

CFL Agency Reports Summary of all Transfers to Schools & Non- Profits for your Agency

CFL Agency Reports Report Listed by Agency and School Name

CFL Agency Reports Report Satisfies the Non-Federal Recipient Report Requirement

78 Question & Answers