educate | engage | empower dai gpc training hq on-site training hq on-site training dodea dai dodea...

EDUCATE | ENGAGE | EMPOWER

DAI GPCTraining

HQ On-Site Training

DoDEA DAI Implementation Team

August 27, 2015 9:00 AM


TO BE AMONG THE WORLD’S LEADERS IN EDUCATION

2

DAI OVERVIEW

3EDUCATE | ENGAGE | EMPOWER


3

DAI Overview• OSD mandated DAI for DoD agencies to modernize

financial management systems

• DAI supports audit readiness by standardizing processes and integrating financial management into one system with full visibility

• DoDEA will go-live in DAI in 2 phases:• Time and Labor: DoDEA went live in June 2015• Full Financials: DoDEA will go live in October 2015



4

Top 10 Things You Should Know About DAI

1. DAI is a Commercial Off-the-Shelf product developed by Oracle Corporation.

2. 11 agencies are CURRENTLY using DAI for their financial transactions and time entry. In addition, DoDEA is currently using DAI for their time entry only.

3. We are not here to sell you something. DAI is currently free to the agencies.

4. For DoDEA, DAI time entry went live in June 2015. Full Financials goes live in October 2015.

5. DAI replaces FASTDATA, WAAS, ATAAPS, and direct entry into DCPS and direct entry into AXOL.

6. DAI will simplify the GPC/US Bank process for GPC Cardholders.

7. You are participating in GPC training. There will be additional training to follow in the coming months (Work Instructions, Computer Based Training, Continuous Help Desk Support).

8. Only Time and Attendance and Inquiry responsibilities are available during month-end closing.

9. The Standard Line of Accounting will change – no longer contains a document number.

10. There will be no system access from October 1 – 23, 2015.



5



6

DAI NAVIGATION



7

DAI NAVIGATION (1)• Tab Key: Pressing the tab key on the keyboard performs

multiple actions:• Allows the user to navigate from field to field on a data entry

form.

• Auto-populates a field or displays a list of pre-defined values to select from after entering a few characters of the value you want to search on.

• Do not press the Enter button. “Tab is your friend.”



8

DAI NAVIGATION (2)• Wildcard Symbol (%): The wildcard symbol can be utilized

during data entry or searches to represent unknown characters. For example, if the user was performing a search for a specific Requisition:

• Enter HE1254% - the search results list would include all Requisitions beginning with HE1254.

• Enter %1254% - the search results list would include all Requisitions containing the numbers 1254.



9

• Magnifying Glass: Use this function to search for available values. • Enter the wildcard symbol (%) and click the magnifying glass to search

for all available values.

• Enter search criteria and the wildcard symbol to narrow the search to specified criteria.



10

DAI NAVIGATION (3)• Required Fields: Data entry fields that are critically

important to the form or process being performed require data entry. These fields are either displayed with an asterisk next to the field name or the field is highlighted yellow.

*Note: Upon submission or validation, the system will validate that all required fields are populated with data and the user will receive an error message if data is not entered.



11

DAI NAVIGATION (4)

1. The New icon opens a new record. 2. The Find... icon invokes the Find window. 3. The Show Navigator icon invokes the Navigator window. 4. The Save icon saves your data. 5. The Next Step icon advances you to the next step of a process (not being used in DAI). 6. The Switch Responsibilities icon invokes the list of your responsibilities for you to choose another. 7. The Print... icon prints the current screen. In some cases it may print a report associated with the current data. 8. The Close Form icon closes all windows of the current form. 9. The Cut icon cuts the current selection to the clipboard. 10. The Copy icon copies the current selection to the clipboard.

11. The Paste icon pastes from the clipboard into the current field. 12. The Clear Record icon erases the current record from the form.

13. The Delete icon deletes the current record from the database. 14. The Edit Field... icon displays the Editor window for the current field. 15. The Zoom icon invokes customer-defined drill-down behavior. 16. The Translations... icon invokes the Translations window (not being used in DAI). 17. The Attachments icon invokes the Attachments window. If attachments already exist, the icon appears as a paperclip holding paper. 18. The Folder Tools icon invokes the Folder Tools palette window. 19. The Window Help icon invokes online help for the current window.



12

GPC Process: Current and Future



13

GPC – Current Process

Adjust/Approve 2276 to match Purchase

STEP 3

GPC Cardholder will create/adjust order in US Bank (AXOL)

STEP 4

FASTDATA

US

BANK

Use GPC Card for Purchase

STEP 2

Obtain approved 8052 and Create/Approve

2276

STEP 1

Reconcile, Match and Certify Purchase/ Charge

in US Bank (AXOL)

STEP 5



14

Modify/ Approve Requisition in DAI to

match Purchase

Use GPC Card for Purchase

Obtain approved 8052 and Enter/ Approve Requisition in DAI

4A: Certified charge AUTOMATICALLY

relieves commitment and creates obligation

1a. Requisition data sent to US Bank (AXOL) as e-Order

3a. Requisition data sent to US Bank (AXOL) to adjust e-Order

4a. Reconciled charge sent to DAI

Reconcile, Match and Certify Purchase/ Charge in US Bank (AXOL)

1A & 3A: e-Order is AUTOMATICALLY created/adjusted in US Bank (AXOL)

GPC – Future Process

DAI

INTERFACE

US

BANK

STEP 1

STEP 2

STEP 3

STEP 4



15

Current vs. Future ProcessCurrent Future

GPC Cardholder obtains the approved 8052 from Approval Official GPC Cardholder obtains the approved 8052 from Approval Official

Create a 2276 in FASTDATA and email to Budget Office for approval

Create a purchase requisition (PR) in DAI and submit to Budget Office for approval through DAI workflow process

The Budget Office will email the signed 2276 to GPC Cardholder GPC Cardholder will receive a notification in DAI that the PR has been approved (Email notifications can be set up)

GPC Cardholder manually creates an order in US Bank (AXOL) e-Order is automatically created in US Bank (AXOL)

Use GPC Card for Purchase Use GPC Card for Purchase

GPC Cardholder will modify the 2276 to match the purchase and email to Budget Office for approval

GPC Cardholder will modify the PR to match the purchase and submit to Budget Office for approval through DAI workflow process

The Budget Office will email the signed, amended 2276 to the GPC Cardholder

GPC Cardholder will receive a notification in DAI that the PR amendment has been approved in DAI

GPC Cardholder manually adjusts the order in US Bank (AXOL) e-Order is automatically adjusted in US Bank (AXOL)

GPC Cardholder will reconcile, match, and certify the purchase/charge in US Bank (AXOL)

GPC Cardholder will reconcile, match and certify the purchase/charge in US Bank (AXOL)



16

GPC – The Relevant Details• When entering a requisition in DAI be sure to follow the work instructions.

- Every requisition must be tied to the correct credit card- Every requisition must have a “Merchant Name” entered

• Any changes/amendments overlay the original e-Order

• Once the e-Order is reconciled to the charge the transaction is complete – no more changes permitted for that reconciled transaction in US Bank (AXOL).

• No need to create LOAs in US Bank (AXOL) – this will be handled by the interface

• All new e-Orders and changes must originate in DAI. It is no longer necessary to create/enter orders into U.S. Bank.

• Billing Official certification does not change

• Obligation will occur once the statement has been certified by the Billing Official

• 48 hours after the charge is interfaced back to DAI, a certified invoice is electronically routed to DAI and DFAS performs entitlement and disbursement



17

Procure to Pay (P2P) iProcurement



18

Set Preferences• Pre-populates the requisition form with your saved

preferences• Eliminates the need to input repetitive information• Enable Email Notifications to receive worklist

notifications in your inbox

• Who:• All DAI Users

• Responsibility: • iProcurement Requisitions DoDEA

• Navigation: • iProcurement Home Page Preferences

iProcurement Preferences & Requisitions CLM Defaults

• Demonstration/Exercise



19

Create a Requisition for GPC Purchase

• Who:• GPC Cardholders


• Navigation: • iProcurement Home Page GPC PR

• Demonstration/Exercise



20

Amend Requisition to Increase Funds

• Who:• GPC Cardholders: GPC PRs Only• Budget Officers, Budget Analysts: PRs, MIPRs, IAAs


• Navigation: • Requisition Summary Search

• Demonstration



21

Amend Requisition to Decrease Funds

• Who:• GPC Cardholders: GPC PRs Only• Budget Officers, Budget Analysts: PRs, MIPRs, IAAs


• Navigation: • Requisition Summary Search

• Demonstration



22

SUMMARY



23

SUMMARY • Procure to Pay (P2P) iProcurement

-Set Preferences-Create a Requisition for GPC Purchases-Amend Requisition to Increase Funds-Amend Requisition to Decrease Funds

24

DAI Tier 1 Help DeskDoDEA Service Desk

1

4

2

3



25

• P2P-Set Requisition Preferences• P2P-Create a Government Purchase Card

(GPC) Purchase Request• CA – Project Status Inquiry• CA – Document Level Execution Report

TRAINING RESOURCES

Computer-Based Training

Work Instructions

• R12 DAI Overview• R12 DAI Navigation• Create a GPC Purchase Request

educate | engage | empower dai gpc training hq on-site training hq on-site training dodea dai dodea...

Documents