Process Commitment and Obligation (FMY1)

Presentation on theme: "Process Commitment and Obligation (FMY1)"— Presentation transcript:

1 Process Commitment and Obligation (FMY1)
Show Slide # 1: Process Commitment and Obligation References: DFAS-IN REG 37-1, DODFMR R, VOL 5 , FM 1-06 4 hours Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, and practical exercise, DFAS-IN REG 37-1, DODFMR R, VOL 5 ,and FM All required references and technical manuals will be provided by the School House Learner Material: Learners should possess standard classroom supplies, course handouts, practical exercises, FM All required references and technical manuals will be provided by the School House. Facilitator Actions: Classroom Setup 5 minutes, Classroom Breakdown 2 minutes Testing Requirements/Assessment: Learners will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise. Motivator: Commitment Processing is an important part of the Spending Chain process. The Commitment Processor is responsible for creating and/or changing funds pre-commitment document(s). In GFEBS, a funds pre-commitment document is a method to record a line of accounting (LOA), which will be cited by incoming obligation interfaces, such as Access Online (AXOL) and Funds control Module (FCM). The overall outcome of this lesson is to teach soldiers the responsibilities of a Commitment Processor. Soldiers will learn the importance of inputting accurate information, usage of the appropriate regulation, and supporting documents to create/change funds of pre-commitment document and to create and change a funds commitment document. Instructors are accountable for teaching all material within this lesson. Learners are accountable for learning all material within this lesson and will be assessed at the conclusion of this lesson.

2 TLO Action: Process Commitment and Obligation
Conditions: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standards: With at least 80% accuracy (70% for international Learners) you must: Create funds pre-commitment document Process funds commitment and obligation documents Show Slide 2: TLO Action: Process Commitment and Obligation Conditions: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standards: With at least 80% accuracy (70% for international Learners) you must: Create funds pre-commitment document Process funds commitment and obligation documents Safety Requirement: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low Environmental Consideration: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Instructional Lead-In: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input pre-commitment documents. This class will prepare you to successfully accomplish the tasks listed. 2

3 Create Funds Pre-commitment Document
User Procedure Show Slide 3: Create Funds Pre-commitment Document 1. Learning Step/Activity #1 Create Funds Pre-commitment Document Method of Instruction: DSL (large or small group discussion) Facilitator to learner Ratio: 1:30 Time of Instruction: 1 Hour 10 minutes Media: Slides, Printed Reference Materials, PE Facilitator's Note: Before facilitating this lesson, ask the students which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the students still believe their choice are the same. Note: For this lesson these competencies should be talked about. 1. Character and accountability 2. Adaptability and initiative 3. Lifelong learner (includes digital literacy) 4. Teamwork and collaboration 5. Communication and engagement (oral, written, and negotiation) 6. Critical thinking and problem solving 7. Cultural and joint, interagency, intergovernmental, and multinational competence 8. Tactical and technical competence (full spectrum capable) Facilitator’s Note: A commitment is an administrative reservation of funds based upon firm procurement requests, orders, directives, and equivalent instruments. Or, requests which authorize the creation of an obligation without further recourse to the official responsible for certifying the availability of funds. Purpose: Use this procedure to enter a funds pre-commitment document. Specifically for bulk commitments. This, also, can be used when you need to reserve budget for an anticipated acquisition to ensure funding is available when needed. In GFEBS, a funds pre-commitment document is a method to record a line of accounting (LOA), which will be cited by incoming obligation interfaces, such as Access Online (AXOL) and Funds Control Module (FCM)

4 Fund Distribution Review of Maintain Commitments and Obligations
Commitment/Pre-commitment – FMY1 Role Description Hands-on training Obligations/ Create Funds Commitment – FMZ1 Show Slide 4: Fund Distribution Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) Read the general outline of Commitment Processor that will be covered in this lesson. At this time refer Learners to the handout which includes the key terms, summary sheet, and data sheets. Emphasize the importance of these handouts as a useful tool throughout this lesson. Review of Maintain Commitments and Obligations Commitment/Pre-commitment – FMY1 Role Description Hands-on training Obligations/ Create Funds Commitment – FMZ1 4

5 Stages of an Expenditure Transactions
Authority Received/Funding Commitment Obligation Accrued Expenditure Expense Disbursement Show Slide 5: Stages of an Expenditure Transactions Facilitator’s Note: Refer Learners to page 1, Para 3 (Stages of Expenditure Transactions) of the Maintain Commitment & Obligation Records Handout. Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) We covered the 6 stages of an expenditure transaction in the Maintain Commitment and Obligation lesson. During this lesson we will cover two transaction codes that deal with the commitment stage (Pre-Commit Funds - FMY1) and the obligation stage (Create Funds Commitment Obligate Funds - FMZ1).

6 FMY1-Create Funds Pre-Commitment
4 Select the drop-down to choose the correct document type for Non PPA M1 Currency $$ in which the vendor wishes to be paid. Press “Fast Data Entry” 3 USD Show Slide 6: FMY1- Create Funds Pre-Commitment Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on the keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. The Learners will need the Purchase Request and Commitment Form (DA FORM -3953). Start: Type in FMY1 in the menu field. The Soldiers may have to click on the <l next to the Menu tab to open the field. Step 1: Select the drop-down to choose the correct document type for Non PPA. Step 2: Always select M1 (FCM Commitments) for Non-PPA (prompt payment act) purchases. Step 3: Currency $$ in which the vendor wishes to be paid. Step 4: Press “Fast Data Entry”. Always select M1 (FCM Commitments) for Non-PPA purchases 2

7 FMY1-Create Funds Pre-Commitment (Cont.)
Brief description of item being procured 5 Hesco Bastions Total Amount Enter the Fund 6 7 18,750.00 202010D14 Show Slide 7: FMY1- Create Funds Pre-Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on the keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. Step 5: Type a brief description of item being procured. Step 6: Type in the total amount that will be set aside for purchase of goods/services. Step 7: Enter the fund. **Information: Move the slide-bar located at the bottom of the screen to expose the next two entries. Move slide-bar over to expose the next 2 entries 7

8 FMY1-Create Funds Pre-Commitment (Cont.)
11 10 Enter the Cost Center (CC) to be used 9 B 2ABM0008 8 GFEBS runs through a series of “data checks” to ensure complete accuracy / completeness of all required fields. Enter the General Ledger identifier Show Slide 8: FMY1- Create Funds Pre-Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. Step 8: Enter the General Ledger identifier Step 9: Enter the Cost Center (CC) to be used. Step 10: Click on the check tab. Step 11: GFEBS runs through a series of “data checks” to ensure complete accuracy / completeness of all required fields. **Information: GFEBS generated document number. Although the system acts as a repository, annotating this number can help in an audit process. GFEBS generated document number. Although the system acts as a repository, annotating this number can help in an audit process 8

9 LSA #1 Check on Learning Which t-code is responsible for the pre-commitment of funds? FMZ1 FMY1 FYX1 When executing the transaction code FMY1, which document type is used for items not subject to the Prompt Payment Act (Non-PPA)? M1 - FCM Commitments A1 - ARNG Advance pre-commitment F8 - AXOL Bulk commitment What Role is responsible for the FMY1 input into GFEBS? Purchase Order Processor Purchase Requisition Processor Pre- Purchase Processor Show Slide 9: LSA#1 Check on Learning Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given) Q1. Which t-code is responsible for the pre-commitment of funds? FMZ1 FMY1 FYX1 Q2. When executing the transaction code FMY1, which document type is used for items not subject to the Prompt Payment Act (Non-PPA)? M1 - FCM Commitments A1 - ARNG Advance pre-commitment F8 - AXOL Bulk commitment Q3. What Role is responsible for the FMY1 input into GFEBS? Purchase Order Processor Purchase Requisition Processor Pre- Purchase Processor 9

10 LSA #1 Summary In this lesson, we discussed Create Funds Pre-commitment Document, Fund Distribution, and Fund Distribution. Show slide #9: LSA #1 Summary Facilitator’s Note: In this lesson, we discussed Create Funds Pre-commitment Document, Fund Distribution, and Fund Distribution 10

11 Practical Exercise #1 11 Show Slide 11: Practical Exercise #1
Facilitator’s Note: (Facilitate discussion on answers given) The practical exercise will consist of performing transactions FMY1. The Learners will work individually on this exercise. 11

12 Process Funds Commitment and Obligation Documents (FMZ1)
Show Slide 12: Process Funds Commitment and Obligation Documents 2. Learning Step / Activity 2. Process Funds Commitment and Obligation Documents Method of Instruction: DSL (large or small group discussion) Facilitator to learner Ratio: 1:30 Time of Instruction: 1 hour Media: Slides, Printed Reference Materials Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) A funds commitment document is used to create an obligation in GFEBS manually for miscellaneous payments that are not subject to the Prompt Payment Act (PPA). It is important to execute the FMZ1 to cancel out the FMY1 (Pre-Commitment Document). Accounting is a system of bookkeeping, because every entry to an account requires a corresponding and opposite entry to a different account. For instance, recording earnings of $100 would require making two entries: a debit entry of $100 to an account called "Cash" and a credit entry to an account called "Income." 12

13 FMZ1-Create Funds Commitment
Enter the Transaction code FMZ1, press enter FMZ1 1 4 Select the drop-down to choose the correct document type for Non PPA F9 USD 3 Click “Enter” or the tab on the menu bar Show Slide 13: FMZ1- Create Funds Commitment Facilitator’s Note: You will now have the Learners log into the GFEBS TED to create a funds pre-commitment document. Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The purpose of this is to allow you to practice manually entering a funds pre-commitment document in GFEBs, specifically for Access Online (AXOL). This procedure should be performed when you need to establish a LOA to which purchases will be charged. The transaction code used for this is FMZ1, Create Funds Pre-Commitment Document. Start: Type in FMZ1 in the menu field. The Soldiers may have to click on the <l next to the Menu tab to open the field. Step 1: Select the drop-down to choose the correct document type for Non PPA. Step 2: Select the “F9” Miscellaneous obligation from the list, click on the green check mark. Step 3: Currency $$ in which the vendor wishes to be paid. Step 4: Currency $$ in which the vendor wishes to be paid. Select the “F9” Miscellaneous obligation from the list, click on the green check mark. Currency $$ in which the vendor wishes to be paid 2 13

14 FMZ1-Create Funds Commitment (Cont.)
Select the “Header data” tab on the menu bar 6 Enter a brief description of the item being procured 5 Hesco Bastions Show Slide 14: FMZ1- Create Funds Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. Step 5: Enter a brief description of the item being procured. Step 6: Select the “header data” tab on the menu bar. Step 7: Enter the Standard Document Number (SDN) is entered. For Misc Obligations, Always: MOD/Seq.#/Date (MMDDYYYY). Step 8: Click on the green check mark in the lower left corner of the screen. This is where the Standard Document Number (SDN) is entered. For Misc Obligations, Always: MOD/ Seq.# / Date (MMDDYYYY) 7 MOD 8 14

15 FMZ1-Create Funds Commitment (Cont.)
Enter overall dollar amount of item(s) being purchased Enter the appropriate Functional Area to be used 9 10 18,750.00 131096QLOG Show Slide 15: FMZ1- Create Funds Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. Step 9: Enter overall dollar amount of item(s) being purchased. Step 10: Enter the appropriate Functional Area. **Information: Use your mouse to move the slide bar over to expose additional required fields. Use your arrow to move the slide bar over to expose additional required fields 15

16 FMZ1-Create Funds Commitment (Cont.)
16 15 Enter the General Ledger (GL) account code Enter the Vendor ID 11 13 Click “check” on the menu bar or the “Enter” key. This checks the document for errors and completeness B 2ABM0008 3DS82 12 14 Show Slide 16: Create Funds Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The Learners will input the information from the slide into the Training Client. Step 11: Enter the General Ledger (GL) account code Step 12: Enter the Cost Center that is responsible for the accumulation / reporting of funds Step 13: Enter the Vendor ID Step 14: Enter the FMY1 Pre-Commitment Document number Step 15: Click “check” on the menu bar or the “Enter” key. This checks the document for errors and completeness Step 16: Click “Save” when finished to generate a document number **Information: Verify that the transaction was accepted. Check the lower left corner of your screen you should have an account assignment proposed document number. It is very important that you write this number down. Enter the Cost Center that is responsible for the accumulation / reporting of funds Enter the FMY1 Pre-Commitment Document number Click “Save” when finished to generate a document number Message indicates that this document information will be paired with the previous FMY1 information, line item 1. 16

17 FMZ1-Create Funds Commitment (Cont.)
Show Slide 17: Create Funds Commitment (Cont.) Facilitator’s Note: (Facilitator read and facilitate discussion using the slide) **Information: Although GFEBS is a repository system, it is a good practice to record this number for “audit” purposes. Although GFEBS is a repository system, it is a good practice to record this number for “audit” purposes. 17 17

18 LSA #2 Check on Learning True or false: A commitment / obligation are simultaneously created during the FMZ1 Transaction? True False When Selecting “Doc Type”, which F identifier relates to “Obligation for Miscellaneous Payments and MODS”? a. F2 FAS Obligation F6 POWERTRACK obligation F9 Miscellaneous obligation By clicking the “check” button on the menu bar, this action: Generates a new document number Checks the Validity of the EDI user Checks the document for completeness and accuracy Show Slide 18: LSA#2 Check on Learning Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given) Q1. True or false: A commitment / obligation are simultaneously created during the FMZ1 Transaction? True False Q2. When Selecting “Doc Type”, which F identifier relates to “Obligation for Miscellaneous Payments and MODS”? F2 FAS Obligation F6 POWERTRACK obligation F9 Miscellaneous obligation Q3. By clicking the “check” button on the menu bar, this action: Generates a new document number Checks the Validity of the EDI user Checks the document for completeness and accuracy 18

19 LSA #2 Summary In this lesson, we discussed Process Funds Commitment and Obligation Documents, and Created a Funds Commitment sheet. Show slide #19: LSA #2 Summary Facilitator’s Note: In this lesson, we discussed Process Funds Commitment and Obligation Documents, and Created a Funds Commitment sheet. 19

20 Practical Exercise #2 20 Show Slide 22: Practical Exercise #2
Facilitator’s Note: Administer exercise scenario #2. 1 hour The exercise scenario consist of creating a commitment of funds (FMZ1). 20

21 TLO Check on Learning The class is broken down into a predetermined number of groups. Each group writes down one question from this lesson. Once all groups have their question written down, pass it to another group to answer it. Class discussion will follow each question. SHOW SLIDE #20: TLO Check on Learning Facilitator’s Note: Facilitator, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question. 21

22 TLO Action: Process Commitment and Obligation
Conditions: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standards: With at least 80% accuracy (70% for international Learners) you must: Create funds pre-commitment document Process funds commitment and obligation documents Show Slide 21: TLO Summary Facilitator’s Note: Read TLO Action: Process Commitment and Obligation Conditions: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standards: With at least 80% accuracy (70% for international Learners) you must: Create funds pre-commitment document Process funds commitment and obligation documents “Or” Facilitator’s Note: During and throughout the lesson we have covered how to create funds pre-commitment document and process funds commitment and obligation documents which we can put that in action through the assessment at the conclusion of this lesson with the PE scenario with review and input form the class and facilitators. Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 22