Corporate Property Automated

presenterbelchManagement

Nov 18, 2013 (3 years and 7 months ago)

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Corporate Property Automated
Information System (CPAIS)

INTERFACES



CPAIS interfaces with:




G
SA’s Streamlined Technology
Acquisition Resources for Services
(STAR) System,




GSA’s
Federal Real Property Profile
(FRPP), and




the
Foundation Financial
Information System (FFIS).

CPAIS FUNCTIONS



CPAIS is multi
-
functional:




tracks and manages real property
assets for owned, leased and General
Services Administration (GSA)
-
assigned property and




addresses Executive Order 13327,
Federal Real Property Asset
Management

requirements.

RPA AND RPM ACCESS




RPA

RPM

CPAIS ACCESS



Real Property Managers
[Real Estate Warrant Officers
(REWO) and Location Administrative Officers (LAO)]

and
the Real Property Accountant
[CPAIS Financial
Analyst]

will need access to CPAIS.


To obtain access to the CPAIS system, Users must
use the CPAIS web link to access the User
Management Application within CPAIS to submit an
access request.


Users may only have access to properties within
their assigned area of responsibility.

CPAIS RPM ROLES





LEASE MGR
-
allows user
to create, update, delete
and access lease records.

(REWO)

PROPERTY MGR
-
allows
user to create, update and
delete assets and link them to
GSA sites. (REWO)

WORK ITEM MGR
-
allows
user to enter and update
deferred maintenance
work items and facility
master plan information.

(Area Engineer)

OCCUPANCY MGR
-
allows
user to enter occupancy
information for their property
or the co
-
location property
managed by other agencies.
(LAO)

ROLES (Continued)


COLOCATION MGR
-
allows user to manage co
-
location agreements.
(REWO)

RPA Read Only
-

allows RPM
user to view various RPA
screens; the primary use will
be to be look up the Unique
Asset Identifier (UAI) for Real
Property Assets already in
existence. (REWO)


SYSTEM ACCESS



Forgot my Login ID? Forgot my Password?



WORKFLOW


OVERVIEW


Project begins


transfer in, purchase, or
design/construction.


Capitalize or expense decision is made.


Shell record is created.


UAI created and established if capitalized.


Budget allocation is requested.


All costs are captured in the subledger if capitalized or
acquisition cost tallied if not capitalized.


Project completion.


Asset is placed in service.


Depreciation begins.


CAPITALIZE VS. EXPENSE


Decision Tree



Real Property


Asset

Useful life


2 or more


years?

Capitalize

Cost

at least

$25,000 ?

Yes

Yes

Expense

No

No

CREATING UNIQUE ASSET
IDENTIFIERS


If the project will be capitalized, a UAI
must be created and established on the
UAI Table (UAIT).



Before submitting the UAI Request
Form, the proposed UAI should also be
queried on the RPA side to ensure
there is no duplication.


CREATING A UAI:

03 05 1907 190700B001

CREATING A SHELL RECORD



The REWO will coordinate to create a shell record
within the RPM side of CPAIS. This will store the
interim information until the asset record is updated and
placed in service on the RPM side.



SUBLEDGER CREATION




UAI

Property
Type

Asset ID

Project Group

CPAIS FFIS INTERFACE



Once the shell record and UAI are
created the CPAIS/FFIS interface must
run to establish the UAI on the UAIT.


Then value streams are created within
CPAIS as transactions are interfaced
from FFIS.


ESTABLISHING AN


SHELL RECORD


To create a RPM record, an asset entry is
made within the RPM Module, Owned
Property Form.



All
required

data elements must be
included:
Asset ID or Feature ID





Org Code, and





Asset Details






PLACING AN ASSET IN SERVICE
WITHIN RPM


Before an asset is placed in service, the
status within the RPM record must be
updated;

Options:

Disposed

Existing

Abandoned

Existing
-
Excess

Existing
-
Excess to
Department

Existing
-
Excess to GSA

Planned

Under Construction

Unknown


PLACING AN ASSET

IN SERVICE WITHIN RPA


The subledger within the RPA Module must
agree with the Record of Payments; and



The CPAIS Financial Analyst must ‘throw’ the
toggle to close Work In Progress postings and
begin depreciation.

DECPRECIATION



CPAIS utilizes straight
-
line depreciation.



Depreciation runs monthly.



Depreciation accumulates until the book
value is zero.

DISPOSAL AND

WRITE
-
OFF


An asset may require write
-
off due to:


Demolition
-

naturally by fire, flood,
earthquake, or other natural disaster or
other means;


Sale;


Transfer; or


Being taken out of service, permanently.

DOCUMENTATION



Disposal forms shall be maintained in the
asset’s official Asset File.


CPAIS records are maintained indefinitely.


Disposed records that transferred from the
FIRM system are listed under Org Code
9999. However, disposal records after the
initial conversion shall remain linked to their
Installation/Site with a status of “Disposed”.


CPAIS TRAINING




RPMB has prepared this training and is
available to walk users through the
various processes of CPAIS, including
navigation through screens via
telephone.


CPAIS Webcast Train is periodically
offered by RPMB.