VCCS Integration

1
VCCSIntegration

• Sandra Gill, CPPB, VCO
• Procurement Management Account Executive

2
Integration points

• Options
• Pre Encumber
• Encumber
• What is Encumbered
• Purchase Orders
• P Cards

3
PO Category

• Colleges will have the option of entering into an
  agreement with DPS that will allow them to have a
  X02 category no fee option
• Will enable colleges to create eVA-exempt
  purchase transactions, as well as non-purchasing
  financial transactions, in eVA using the same eVA
  functionality they use to create non-exempt
  orders.

4
Chart of Accounts

• The Accounting details in eVA MUST exist in the
  chart of accounts in AIS
• If they dont orders will be fail integration in
  to AIS
• Working with VCCS to develop a process so there
  wont be issues.

5
Employee ID

• Every user in eVA must have their AIS Employee ID
  loaded into their eVA profile.
• This can be done by bulkload by your AE.
• Need to make sure that all eVA users are in AIS

6
P-CARD

• Every user that has a P-Card must change their
  P-Card alias
• The P-Card alias must be changed to their AIS CC
  security ID number
• This will need to happen again when DOA awards
  the new P-Card contract and new P-Cards are
  issued.

7
Ad-hoc Vendors in eVA

• Special eVA approval to catch Ad-hoc vendors.
• This will insert an approver any time an end user
  creates an PR to a non registered eVA vendor

8
Bypass integration

• Once Integration is turned on a new check box
  will be displayed on the PR header
• Special eVA approval to catch when check box has
  been selected
• This will insert an approver any time an end user
  checks the box to bypass integration.

9
Where integration fires?

• Each agency gets to decide where their
  integration points occur.
• Examples
• Pre-encumber at submission or after 1st
  approval
• Encumber at the end of the work flow.

10
UAT

• Each agency will be set up in UAT.
• The colleges will have thier
• Chart of accounts / Accounting details loaded
• Their Signer Rules ( Including Ad-hoc vendor and
  bybass integration)
• Their workflow (BSO Dollar approvals)
• Select number of users.

11
UAT

• Each agency will need to test in UAT to make sure
  integration works they way they have selected.
• The colleges will have test scripts to follow.

12
UAT

• Example
• Create PR
• Check the checkbox to bypass integration
• Check the approval flow to verify the bypass
  integration approver has been inserted in the
  workflow

13
UAT

• Example
• Create PR
• Check the checkbox to bypass integration
• Check the approval flow to verify the bypass
  integration approver has been inserted in the
  workflow

14
Whats next

• Any College that hasnt finished reviewing and
  making changes to their current set-up needs to
  get with their AE and myself to complete.
• Provide the AIS employee numbers for eVA users to
  your AE to load in eVA
• Provide a list of selected users to be added to
  UAT

15
Whats next

• Work with users to update their P-Card Alias
• Colleges will be notified when the UAT users have
  been added and will be provided test scripts for
  testing (Dec 1)

16
Remember

• eVA set-up can always be adjusted and changed
  based on the needs of the college. So if any
  decision by the College isnt working DPS will
  work with you to make it right.

17
Questions

• Questions
• Thanks !