Federal Acquisition Service

Transcription

1 U.S. General Services Administratin Federal Acquisitin Service Enhanced Mnthly On-line Recrds and Reprts f Infrmatin-Technlgy Services (E-MORRIS) Training Overview

2 U.S. General Services Administratin Federal Acquisitin Service E-MORRIS Intrductin E-MORRIS is GSA s system that supprts billing and inventry fr the Netwrx cntracts. E-MORRIS enhances MORRIS functinality fr Netwrx, but is a separate website with separate access. URL: There are three levels f Agency access t the website: Public general inf, accunt registratin frms, reset passwrd frm Agency User inventry and billing, depending n apprval f Agency DAR Admin Agency DAR Administratr Agency user, plus screens t manage ther accunts This briefing cvers the fllwing tpics: Inventry and billing prcess verview Website accunt registratin prcess User accunt set-up and navigatin Netwrx inventry screens Netwrx billing reprts Manage Users screens (fr Agency DAR Administratrs) E-MORRIS help and cntact inf 2

3 U.S. General Services Administratin Federal Acquisitin Service Inventry and Billing Prcess Overview Inventry Prcess (culd be daily n business days) Lad vendr Service Order Cmpletin Ntice (SOCN) t inventry database Check against Pricer and reprt errrs t vendr (vendr may send crrected SOCN) Pst inventry data t tables fr web access Billing Prcess (mnthly) Lad vendr invice, detail billing and adjustment files t billing database Balance invice t detail t ensure accuracy f billing data Run verificatin check fr: Elements ppulated SOCN fr each rder; billing cnsistent with SOCN Crrect prices N duplicate billing N ver 90 day billing Exceptins feed int disputes prcess (centralized nly) and SLA cunt Run custmer billing (centralized nly) Feed t IPAC prcess Pst data t tables fr billing web reprts View/print, dwnlad data, data layut 3

4 U.S. General Services Administratin Federal Acquisitin Service Hme Page (public access) FOR DATA ACCESS: User ID & passwrd required. Agency users must be authrized by the Agency DAR Administratr. Agency must have a cpy f the DAR Administratr letter n file with GSA. 3 ways t get an accunt: Register Nw frm (any user) Multiple Users frm (DAR Admin) Links t ther web sites (access cntrlled separately, as required) Links t general infrmatin abut E- MORRIS DAR Admin can create thrugh web screens If yu have an accunt and frget yur passwrd, click Reset Passwrd and enter yur address. 4

5 U.S. General Services Administratin Federal Acquisitin Service Accunt Registratin Screen Frm accessed thrugh Register Nw buttn n the E- *Nte: AHC access actually granted is subject t DAR Admin apprval, and may be different frm what is requested. MORRIS hme page. Submitted frm ppulates a request table in E-MORRIS. Agency DAR Administratr and GSA get a system with request infrmatin, and can access the request thrugh a web screen. User gets a system with UserID and passwrd, nce the DAR Admin r GSA has created the accunt. Agency Hierarchy Cdes Identify yur requested level f data access Yu must enter at least tw characters Yu may enter up t 28 characters The mre characters yu enter, the mre yur access is restricted*, e.g.. If yu enter TE, yu get all AHCs starting with TE If yu enter TE , yu get nly that AHC. Yu may enter multiple AHCs (separated by ; r n a separate line) 5

6 U.S. General Services Administratin Federal Acquisitin Service Multiple Users Registratin Frm Dwnladable frm accessed thrugh link n Register Nw page r Cntact Us page. Agency DAR Administratr s the cmpleted frm t the FAS Billing Help Desk (fasbilling.help@gsa.gv). GSA creates the requested accunts. Each user gets a system with User ID and passwrd, nce GSA has created the accunt. Agency Hierarchy Cdes Identify requested level f data access Yu must enter at least tw characters Yu may enter up t 28 characters The mre characters yu enter, the mre a user s access is restricted, e.g.. If yu enter TE, user will get all AHCs starting with TE If yu enter TE , user will get nly that AHC. Yu may enter multiple AHCs 6

7 U.S. General Services Administratin Federal Acquisitin Service Navigatin and Accunt Set-up Must change passwrd and accept Rules f Behavir n initial lg-in Standard web site navigatin Tabs acrss tp fr mdules Links (sub-tabs) underneath fr pages within mdules Click n My Accunt link in tp right crner t: Update POC inf - ptinal Change Passwrd - required every 90 days Change system ntificatins - ptinal Change navigatin preferences ptinal unless yu have mre than 500 Agency Hierarchy Cdes (see slides fr mre inf) 7

8 U.S. General Services Administratin Federal Acquisitin Service Navigatin and Set-up (cntinued) My Accunt task screens Optins available fr all users If yu are an Agency DAR Administratr/ Accunt Manager, yu can set these ptins fr yur users (see slide 41), as well as yurself Hwever, users can change the settings thrugh their wn accunts. Change ntificatins ptins fr getting system s Billing reprts available Registratin request received (ptin fr DAR Admin accunt nly) Change web site preferences ptins fr changing navigatin defaults Dwnlad frmat recmmend tab delimited (TSV)* Alternative start page after lg-in default is Hme Rws per page default is 30 Include clumn headers default is yes Default reprt when first clicking n billing tab default is MSOA AHC selectr type default is drpdwn Changing these settings is ptinal, with the exceptin f AHC Selectr Type IF yu have mre than 500 AHCs (see slides 28 31) *Nte: Default dwnlad frmat is cmma delimited (CSV), but there is an issue in which Excel translates AHCs t scientific ntatin. TSV frmat negates the issue. If yu dn t set the default here, yu can chse TSV frmat fr any reprt by clicking n the dwn arrw next t the Dwnlad icn and selecting tab delimited. 8

9 U.S. General Services Administratin Federal Acquisitin Service Netwrx Inventry Management (NIM) brwse screens active, histry and shared tenant Ppulated frm vendr SOCN files Query by AHC r UBI. Additinal filters ptinal. Click n View t see details. Add reprt fields via custmized query icn. Select, filter, srt n any field via Custm icn (see slides 32-36). Dwnlad cntains all Gv trequested J (SOCN) fields. View inventry histry via the Brwse Inventry Histry link View shared tenant inventry fr GSA cnslidated switches via the Shared Tenant link 9

10 U.S. General Services Administratin Federal Acquisitin Service NIM errr reprts active and histry Reprt f SOCN errrs fund and reprted t vendr. Active errrs link shws pen errrs. Histry errrs link shws crrected errrs. Shws all NIM fields, plus errr descriptins. Select, filter, srt n any field via Custm icn (see slides 32-36). Vendr errrs can nly be crrected by a new SOCN frm the vendr GSA des nt change vendr SOCN data. 10

11 U.S. General Services Administratin Federal Acquisitin Service Billing Reprts Billing Summary ttal charges by vendr and cntract MSOA charges by Netwrx service type and categry Service Summary charges by Netwrx service Call Detail Summary usage charges by phne/card number CLIN Detail charges by CLIN Cnferencing Services charges fr audi, vide and web cnferencing services Vendr Adjustments detail f vendr adjustments GSA Adjustments detail f GSA adjustments (central nly) Charges by Service ttal charges by AHC and service (dwnlad nly) UBI Summary charges by vendr Unique Billing Identifier GSA Disputes detail f disputes filed by GSA n behalf f Agencies (central nly) Vendr Disputes detail f disputes as prvided by vendrs Update LOA reference list f central billed, billing level AHCs with BOAC and LOA All reprts apply t central and direct billing, unless nted abve. All reprts have printer friendly and dwnlad ptins, unless nted abve. Data layuts are available with the dwnlad files, and in the billing reprt user guide. 11

12 U.S. General Services Administratin Federal Acquisitin Service MSOA / Reprts Availability E-MORRIS bill perid is the usage mnth The vendr invice is delivered by the 15 th business day f the fllwing mnth (apprx. the 21 st r 22 nd ) E-MORRIS billing reprts are available 2 mnths after the usage mnth (between the 10 th 15 th calendar day) Fr example: Usage Vendr Invice E-MORRIS Reprts IPAC / Bill (central) Jan 1 31 dated Feb 2008, delivered by Feb 21 r 22 dated Jan 2008, psted between Mar dated Jan 2008, billed between Mar

13 U.S. General Services Administratin Federal Acquisitin Service Billing Summary Reprt Highest level summary f charges by Netwrx vendr and cntract Query by AHC and Central/Direct Link frm amunts t crrespnding MSOA There are multiple ways t navigate thrugh the billing reprts: Reprt list t the left f the page (yu can hide r shw this list as yu chse) Links acrss the tp under the Billing Reprts tab Links frm within summary reprts t lwer level reprts 13

14 U.S. General Services Administratin Federal Acquisitin Service Mnthly Statement f Accunt (MSOA) High level summary f charges at Service Type/ Categry level Query by Bill Perid, Vendr, Cntract, AHC and Central/Direct Link frm the Netwrx Services clumn t the crrespnding Service Summary reprt 14

15 U.S. General Services Administratin Federal Acquisitin Service Service Summary reprt High level summary f charges at Service level Query by Bill Perid, Vendr, Cntract, AHC, Service Type and Central/Direct Link frm Service clumn t crrespnding CLIN Detail reprt, Usage Vlume/ Amunt clumns t crrespnding Call Detail Summary reprt, Vendr Adjust clumn t Vendr Adjust reprt, and GSA Adjust clumn t GSA Adjust reprt 15

16 U.S. General Services Administratin Federal Acquisitin Service Call Detail Summary reprt Summary f usage charges by phne/ card number Query by Bill Perid, Vendr, Cntract, AHC, Service and Central/ Direct 16

17 U.S. General Services Administratin Federal Acquisitin Service CLIN Detail Reprt Detail f charges by CLIN. Lwest level f data available in E-MORRIS. Query by Bill Perid, Vendr, Cntract, AHC, Service and Central/Direct Dwnlad includes all Gv t-requested fields frm J (Detail Billing File) Des nt include call detail usage 17

18 U.S. General Services Administratin Federal Acquisitin Service Cnferencing Services reprt Detail f usage & nn-usage charges fr Audi, Vide and Web cnferencing services Query by Bill Perid, Vendr, Cntract, AHC, Service and Central/Direct Usage charges als fund in Call Detail Summary Nn usage charges als fund in CLIN Detail 18

19 U.S. General Services Administratin Federal Acquisitin Service Vendr Adjustments reprt Detail f vendr adjustments Query by Bill Perid, Vendr, Cntract, AHC, Service and Central/Direct Dwnlad has additinal fields: Invice Number Charged Amunt Disputed Amunt Bill Start Bill End 19

20 U.S. General Services Administratin Federal Acquisitin Service GSA Adjustments reprt Detail f GSA adjustments (fr centralized billing) Query by Bill Perid, Vendr, Cntract, AHC and Service Includes shared tenant rebill adjustments fr service behind GSA cnslidated switches Includes transitin credits (identified by TCR in adjustment reasn)* *Nte: Transitin Credit reprts fr Direct Bill will be n the Transitin Infrmatin Prtal (TIP) web site, alng with additinal Central Billed transitin credit reprts. 20

21 U.S. General Services Administratin Federal Acquisitin Service Charges by Service reprt Ttal charges by AHC and service Partial screen sht reprt includes additinal fields fr each service and subttals by service type/ categry Query by Bill Perid, Cntract, Vendr, AHC and Central/Direct Dwnlad nly n print ptin 21

22 U.S. General Services Administratin Federal Acquisitin Service UBI Summary reprt Summary f charges by vendr Unique Billing Identifier Query by Bill Perid, Vendr, Cntract, AHC, Service and Central/Direct 22

23 U.S. General Services Administratin Federal Acquisitin Service GSA Disputes reprt Detail f disputes initiated by GSA n behalf f the Agency (fr centralized billing) Query by Invice Date, Vendr, Cntract, AHC, Service and Status Cde. Optinal filter by Gv Dispute Number. Dwnlad includes additinal fields. 23

24 U.S. General Services Administratin Federal Acquisitin Service Vendr Disputes reprt Detail f disputes as prvided by vendr in J Disputes file Query by Invice Date, Vendr, Cntract, AHC, Service, Status Cde and Central/ Direct. Optinal filter by Gv Dispute Number. Dwnlad includes additinal fields. 24

25 U.S. General Services Administratin Federal Acquisitin Service Update LOA reprt List f All billing reprt users have view access Sme users have edit access (as apprved by DAR Admin) centrally billed, billing level AHCs with assciated Billed Office Address Cde (BOAC) and Line f Accunting (LOA) Query by AHC r BOAC Line f Accunting (LOA) an ptinal, Agency-defined field that appears n reprts and IPAC / nn- IPAC statements fr central billing, and may be helpful fr tracking and mnitring against an Agency s apprved budgetary resurces. Apprved users can edit LOAs (see slide 26) 25

26 U.S. General Services Administratin Federal Acquisitin Service Update LOA edit frms LOA is ptinal and Agency-defined LOAs can be assigned: Per AHC Per AHC and cntract (Universal r Enterprise) Per AHC, cntract and vendr T assign ne LOA t an AHC, enter data in the Edit Existing Recrd frm and click the Apply Changes buttn. T assign multiple LOAs t an AHC, enter data in the Add New LOA fr this AHC frm and click the Create buttn. Each centrally billed, billing level AHC has ne BOAC and may have zer, ne r mre LOAs (n mre than ne LOA per AHC/cntract/vendr cmbinatin). This frm allws apprved users t edit LOAs nt AHCs r BOACs. Changes take effect with the next billing cycle. 26

27 U.S. General Services Administratin Federal Acquisitin Service Break-n ptin and reprt tabs Break On Other Query Optin Result Bill Perid Bill Perid = YTD Tabs by mnth Cntract Cntract = All Tabs by cntract Vendr Vendr = All Tabs by vendr Central/Direct Central/Direct = All Tabs by central/direct Use the Break On query ptins t break yur reprt int separate tabs, depending n yur ther query selectins. Applies t the MSOA and Service Summary reprts. The Billing Summary will autmatically shw tabs by mnth. The printer friendly ptin will shw all the tabbed reprts. 27

28 U.S. General Services Administratin Federal Acquisitin Service Reprt query AHC selectr ptins 3 ptins fr AHC selectr, depending n hw many AHCs yu have Drpdwn list fewer than 500 AHCs (system default) Ppup list with filters between 500 and 2,000 AHCs Ppup list drilldwn with filters mre than 2,000 AHCs Hw t change yur default ptin 1. Click the My Accunt link 2. Click the Change My Preferences link. 3. Click the dwn arrw next t AHC selectr type and select an ptin. 4. Click the save buttn. 5. When yu return t Billing Reprts, yu ll see the new AHC selectr type. 28

29 U.S. General Services Administratin Federal Acquisitin Service Drpdwn list (system default) Standard drp dwn list f values Wrks fr up t 500 AHCs AHCs appear in the list accrding t yur selectins fr bill perid, vendr, cntract and central/direct Chse frm summary, bill r detail levels (nte: bill applies t central nly) Can type in all r part f an AHC by selecting the Begins with ptin 29

30 U.S. General Services Administratin Federal Acquisitin Service Ppup list with filters AHC list appears in ppup windw when yu click n the arrw t the right f AHC Wrks fr up t 2,000 AHCs AHCs appear in the list accrding t yur selectins fr bill perid, vendr, cntract and central/direct Filter yur AHC list in the fllwing ways: Enter all r part f AHC in AHC Begins With field Enter part f an AHC in the AHC Includes field Check/ uncheck Reprt Type: Bill, Detail, Summary (nte: bill applies t central nly) Check/ uncheck central / direct Select number f recrds t display Click G t refresh the list based n yur filters Click n an AHC t ppulate the AHC field in the Select Reprt Criteria bx 30

31 U.S. General Services Administratin Federal Acquisitin Service Ppup list drilldwn with filters AHC list appears in ppup windw when yu click n the arrw t the right f AHC Wrks fr any number f AHCs AHCs appear in the list accrding t yur selectins fr bill perid, vendr, cntract and central/direct Filter yur AHC list in the fllwing ways: Enter all r part f AHC in AHC Begins With field Enter part f an AHC in the AHC Includes field Select ne Reprt Type: Bill, Detail r Summary (nte: bill applies t central nly) Check/ uncheck central / direct Select number f recrds t display Click G t refresh the list based n yur filters Click n an AHC t ppulate the AHC field in the Select Reprt Criteria bx Or click n the green number-f-recrd links t view the detail AHCs belw a bill r summary level Click n an AHC t ppulate the AHC field in the Select Reprt Criteria bx 31

32 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Optins fr data analysis Each billing reprt has a custm icn alng with print & dwnlad Click n the custm icn t access the custm query functinality Each custm reprt page includes: Search bar Query and frmat ptins Data per query and frmat results 32

33 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Optins fr data analysis (cntinued) Use the search bar t: Set filters fr querying the data Access saved reprts Access the actins menu Click n a clumn header t: Srt n the clumn Hide the clumn Break the clumn ut as a sub header Filter the data in the clumn Use the actins menu t: Select the fields yu want t include Set reprt filters Set the number f rws displayed per page Frmat the reprt (see next slides fr ptins) Save yur changes in a new reprt Reset default ptins Dwnlad data 33

34 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Actins Menu - Filter Filter yur query n any field Chse frm multiple peratrs depending n the field selected Filter fr multiple data values depending n the peratr Chse filter type Rw fr mre cmplex queries Enter a name fr yur query Select clumns, functins and/r peratrs frm the lists t build yur query 34

35 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Actins Menu Select Clumns & Frmat Sub-menu Select which clumns t display Select the display rder Select an ptin frm the frmat menu (see next slides fr mre infrmatin) Select the number f rws per page (this is a partial screen sht yu can select mre) 35

36 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Actins Menu Frmat (cntinued) Select which fields t srt by Summarize the data in yur custm reprt This example wuld shw the services and CLINs fr each ASRN, with a cunt and summarized charges per CLIN Yu can tggle back and frth between yur custm reprt and custm summary Select which fields t break ut as sub-headers Tggle between subheaders and reprt fields 36

37 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts Actin Menu Frmat (cntinued) and Save Reprt Add clumn ttals r subttals Highlight cells r rws per yur designated data cnditins Chse backgrund and text clrs by clicking n the clr bx r link Set the data cnditins t be highlighted Add new clumns based n cmputatins f existing clumns (e.g.., ttal charges) Select clumns and use the keypad t build the cmputatin Save the reprt fr later use 37

38 U.S. General Services Administratin Federal Acquisitin Service Custmized Billing Reprts CLIN Detail example Yur saved reprt appears in a drpdwn list Reprt name als appears under the tab Can be deleted by clicking the X Filters, cntrl breaks and highlight cnditins appear abve the data Can be tggled n r ff by clicking the check bx Can be edited by clicking the link Can be deleted by clicking the X Fields are displayed in the rder yu set Sub-headers are brken ut as yu specify First srt is indicated by an arrw next t the field name Cmputed clumns and subttals appear as yu set them Yu have the ptin t dwnlad the data in yur reprt (Actins/Dwnlad) 38

39 U.S. General Services Administratin Federal Acquisitin Service Manage Users Screens As an Agency DAR Administratr, yu can act as an E-MORRIS accunt manager fr yur Agency (in additin t being an Agency user) View and manage accunt requests submitted thrugh the Register Nw web frm fr yur Agency Hierarchy Cdes Create and edit accunts fr ther users in yur Agency Assign AHCs as high as yur access allws, r as lw as 28 characters Yu can nt prvide access utside f yur wn accunt permissins 39

40 U.S. General Services Administratin Federal Acquisitin Service Manage Users Screens (cntinued) Use f these screens is OPTIONAL If yu have E-MORRIS access, yu will get a system when a user in yur Agency requests access thrugh the registratin web frm Apprve (r deny) the request via the Manage Users screens, OR Reply t the and GSA will manage the request If yu d nt have E-MORRIS access, GSA will frward the request infrmatin t yu via Reply t the and GSA will manage the request Yu can als use the Multiple Users registratin frm 40

41 U.S. General Services Administratin Federal Acquisitin Service Manage Users screen Manage Users screens available t Agency DAR Administratrs (and GSA) Access the screens by clicking n the Manage Users tab View pen accunt requests, passwrd reset requests and ther status infrmatin Click n the icn t the left f an pen user request recrd t view details f that request Or navigate amng the screens by clicking n the links underneath the Manage Users tab 41

42 U.S. General Services Administratin Federal Acquisitin Service Brwse Requests screen View details f a user request by clicking n the icn t the left f a recrd Yu can enter wrk ntes if yu chse Click n the Create Accunt buttn t create the accunt Click n the Deny Request buttn if yu dn t authrize the accunt Click n the Clse Request buttn if, fr example, the request is a duplicate Click the Remve frm My List buttn if the request is nt frm yur Agency (this will flag GSA t investigate) 42

43 U.S. General Services Administratin Federal Acquisitin Service Create User screen If yu link here frm the Brwse Requests screen, the fields will be aut-ppulated with the request infrmatin. Yu can change access (e.g.., lwer level r additinal AHCs) r create the accunt as requested. Click the Create User buttn t cmplete accunt set-up. The user will get a system with User ID and passwrd. Yu can add ptinal text t that by entering it in the bx prvided (nte: it will be the same fnt as the , s yu might want t surrund it with asterisks (*****). Yu can als use this screen t create a user accunt withut starting frm a registratin request. 43

44 U.S. General Services Administratin Federal Acquisitin Service Brwse Users screen Once an accunt has been created, a recrd appears in the Brwse Users list Yu can click n the icn t the left f a recrd t edit the accunt Yu can search by all r part f a User ID r Name Yu can srt n a clumn by clicking n the clumn header 44

45 U.S. General Services Administratin Federal Acquisitin Service Edit Users screen Select a User ID t view an accunt recrd (r link here frm the Brwse Users screen) Edit POC r access infrmatin Click n links in the task bx t: Reset passwrd ptinal, since any user can reset using the Reset Passwrd buttn n the hme page Remve User delete r temprarily disable an accunt, as needed Edit Ntificatins r Preferences ptinal, see slide 8 Make Mdel User ptinal, use same permissins fr subsequent accunts Transfer User Mgt send accunt back t GSA, if needed 45

46 U.S. General Services Administratin Federal Acquisitin Service E-MORRIS Help and Cntact Inf Cntact Us link FAS Billing Help Desk Inf Phne: (tll free) User Guide link Detailed user guides (depending n access) E-MORRIS presentatin training verview (public access) Reset Passwrd buttn Web frm fr autmatic passwrd reset Request Assistance buttn Web frm fr requesting assistance (ther than passwrd resets) 46