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Federal Program Agencies: Correspondence

Federal Agency User Group Meeting Minutes
Washington, DC
June 12, 2013

Introductions and General Remarks:

ASAP Reorganization and Outreach Efforts (Francie Abbott)

  • Kansas City Financial Center (KFC) is responsible for all ASAP operations, customer support, & agency outreach. All ASAP inquiries or questions are handled by KFC.
  • DC is responsible or Development and Capital Planning
  • Philadelphia Financial Center (PFC) is responsible for ASAP post-payment (returned payments) activity
  • KFC oversees the ASAP Help Desk.
    1-855-868-0151 (option 2, option 3)
    Kfc.asap@fms.treas.gov
  • Contact KFC for all your training needs – webinars or in-person.

Upcoming Releases, Mainframe Migration & Online Batch processing (Carol Cole)

  • Release 14.0 (December 10, 2012) – implemented all TAS/BETC functionality and converted the ASAP batch files and reports to XML protocol
  • Release 14.1 (January 28, 2013) – XML implementation of ASAP batch files and end of day reports
  • Release 15.0 (June 22, 2013) – Migration of ACH functionality to Treasury Web Application Infrastructure (TWAI) and remaining RFC processes currently residing on the FRB FRIT Mainframe to be implemented online in ASAP.gov
  • Release 16.0 (September 2013) – Migration of Fedwire functionality to TWAI and remaining RFC processes currently residing on the FRIT Mainframe to be implemented online in ASAP.gov online.
  • Release 17.0 (October 2013) – Migration of the ASAP database and ALL data to TWAI.
  • Release 17.1 (December 2013) - Zero foot print in the FRB FRIT Mainframe
  • Release 18.0 (March 2014) – Interface to the Payment Information Repository (PIR) and HSPD-12 part 1
  • Release 18.0 (March 2014) – Interface to the Payment Information Repository (PIR) and HSPD-12 part 1

Questions & Answers

Q: Will ASAP be interfacing with Central Contractor Repository (CCR) which maintains DUNS information?
A: BFS will need to meet with CCR to discuss their current requirements. In the past recipients were not required to register banking data in CCR. BFS will not address this issue until 2015 since development for 2014 has already been defined.

Rel 14 we explained that the accounts can no longer be closed with a balance via the batch process and that some cleanup will be need for same agency. Basically the online and batch code for accounts are now the same.

Q: Rel 19 PKI vs PIV – Will agency need to have their users recertified or re-credential to use ASAP? How will the new PIV credential be trusted? What is required of the TRA in this effort? How will this be coordinated?
A: As soon as more details become available, ASAP will relay this information to our users.

GWA/CARS Reporting (Gates Brown)

  • ASAP now will capture, apply, and report TAS/BETC information.
  • ASAP uses a percentage distribution model to define TAS/BETCs:
    • Percentage defined at the account level (Regular and Control Accounts).
    • Control accounts only, one TAS/BETC can be defined for each Sub Account (detail).
  • Agencies must define a return TAS/BETC for each account.

December 2012- TAS/BETC functionality will be available online in ASAP.gov. Agencies can begin to define TAS/BETCs on their accounts in ASAP.

January 2013- Batch Interface conversion to Extensible Markup Language (XML) to support TAS/BETC.

December 2012 – September 30, 2014: TAS/BETC data optional.

October 1, 2014 - TAS/BETC data required for every ASAP account.

What Changed in ASAP?

Accounts
TAS Distribution Method added.

  • Percentage by account or by Detail

Before your agency can become a CARS Reporter, the Account Maintainer must define TAS/BETC data.

  • During the Optional period:
  • If TAS/BETC data for an account is defined, the TAS/BETC data cannot be removed, it can be modified.
  • You can continue to modify or create accounts without TAS/BETC information during the optional period.

New ASAP.gov Reports/Inquiries

  • TAS/BETC Inquiry – will display validate TAS and or BETC codes based on data entered
  • TAS/BETC Account Report – will display either all accounts that have TAS/BETC data defined, all accounts that do not have TAS/BETC data defined, accounts that have a TAS/BETC that is no longer valid or used, or all accounts that have a specific TAS/BETC or have TAS/BETC that contain certain TAS fields
  • TAS/BETC Account Inquiry - will display TAS/BETC data assigned to a specific account or all account with a specific TAS/BETC assigned
  • Agency Payment Report with TAS/BETC – will display each ACH & Fedwire payment, returned payment, and any ACH debit transaction with the assigned TAS/BETC data that has been assigned to the ASAP account based on the settlement or classified dates.
  • Schedule Number Summary Report with TAS/BETC – will display for each schedule number and document type the summary transaction totals by TAS/BETC processed for the primary Agency Location Code based on the data entered

How to become a GWA/CARS Reporter in ASAP

  • All ASAP accounts for the ALC must have TAS/BETCs and a return TAS/BETC defined.
  • If the agency uses regions, all accounts for both the primary ALC and all regional ALCs must have TAS/BETCs defined on all accounts before the RFC can change the CARS reporting flag to yes in ASAP.
  • The agency must be ready to report TAS/BETC information in all payment applications that it uses before the ALC can become a CARS reporter to GWA.
  • GWA has a process in place to verify that all payment applications are ready when the agency has requested to become a CARS reporter.
  • Contact KFC if your agency has questions about becoming a GWA/CARS reporter in ASAP.gov
  • Please refer to KFC’s bi-monthly ASAP newsletter send to each agency POC for dates and times of both joint Treasury TAS/BETC Preparedness Session and ASAP TAS/BETC Training webinars.

Questions & Answers

Q: Can you do a global modification for all TAS/BETCs?
A: No I think this answer should be “yes, there will be the ability to make TAS/BETC changes to multiple accounts, but the system may limit how many accounts can be changed at a time

Q: What happens with old accounts that don’t have TAS/BETCs defined by Oct 1, 2014?
A: After Oct 1, 2014, only decrease authorizations can be made on accounts without TAS/BETCs. Recipient Orgs can still drawdown money until they have a $0 balance.

Q: Can funding be moved from a non-TAS/BETC account to a TAS/BETC account? A: During the optional period funding can be removed or added with an authorization with or without TAS/BETC unless the agency becomes a reporter. After October 1, 2014 or when an agency becomes a report, accounts without TAS/BETC only decrease authorization can be made unless a TAS/BECT is added by modifying the existing account

Q: What if an account is closed before October 1, 2014 without TAS/BETC information?
A: To reopen a close account the TAS/BETC information must be added before account status can be active.

Q: How does TAS/BETC impact Book Entry Adjustments?
A: TAS/BETC does not affect Book Entry Adjustments; however, the agency may need to make any adjustments in the GWA module for amounts affected by the adjustment.

Q: How does ASAP apply the TAS/BETC data?
A: Batch files have TAS/BETC data fields associated with the create or modify Account files. Online in ASAP.gov, new fields have been added to create and modify accounts to allow TAS/BETC information to be applied to the Accounts.

Q: What is the difference between a regular account and a control account?
A: Control account can have up to 300 sub accounts or details and regular accounts do not have details. TAS/BETCs can be applied at the account level for regular and control accounts or for control accounts they can be added to each sub account (detail). TAS/BETC defined at the account level can contain multiple TAS/BETCs on one account that will equal to 100% distribution.

Q: How do agencies handle Return payments with only one TAS/BETC?
A: Agencies can access CARS website and modify/reallocate TAS/BETC distribution

Q: Can the return reason field become Mandatory for RO’s?
A: Anita Easterday (NIST) will submit a CR request.

Q: Existing accounts that do not have any funding how will they be funded after GWA becomes required?
A: The account will need to be modified and the TAS/BETC data will need to be added before the funding can be certified.

Q: Is there a process in ASAP to upload TAS/BETC data from a spreadsheet
A: No. TAS/BETC data can only be added online or by batch to the ASAP accounts.

Q: When new TAS/BETCs are added to an account that uses the percentage method will ASAP redistribute the percentage?
A: The agency will be responsible for the percentage redistribution, ASAP will verify that the percentage always equal 100%.

Q: Can recipient view information on TAS/BETC data defined?
A: No, only the Agency and the ASAP support teams will be able to see the TAS/BETC data defined in ASAP.

Change Request – New Process (Andrew Steuterman) A new process for requesting changes to a recipient organization’s profile for the DUNS, EIN, Name or recipient organization to be Deleted by KFC has been established which is a (3 Steps) process:

  1. ASAP Recipient Organization Action Request Form Must be signed by all FAs an RO is enrolled with
  2. Request Memo must be submitted from the RO
  3. Email Traffic Documentation (between RO & Agency)

If an RO needs to change any of their above information, please contact KFC and we will send out a step by step email outlining the entire process as well as all needed forms.

Questions & Answers

Q: What if one agency wants the RO’s DUNS to change and another agency does not?
A: These will be handled on a case-by-case basis and further discussion with both agencies will need to take place. The change will not be made until all parties agreed.

Q: Can an agency request a change to the DUNS/TIN on behalf of an RO
A: Yes, however the process is still the same as above

PKI General Updates (Andrew Steuterman) Certifying Officer

  1. Request Memo from Agency
  2. Certificate Action Request (CAR) Form
  3. FMS 210CO
  4. ASAP Organization Enrollment and User ID Request
  5. ASAP In-Person Proofing Form (upon provisioning)

Trusted Registration Agent  Cannot have a role in ASAP

  1. Request Memo from Agency
  2. Certificate Action Request (CAR) Form
  3. FMS 210CO Form
  4. Support Nomination Form
  5. ASAP In-Person Proofing Form (upon provisioning)

Current System Requirements

  • Operating Systems: Windows XP and Windows 7 (both 32 and 64 bit)
  • Java Versions: Java 1.4.0 up to 1.6.0_38 (except for Java 1.6.0_22 and Java 1.6.0_29)
    • Java 1.7 up to Java 1.7_21 (work around must be used)
  • USB Port
  • FMS PKI Software Installation
  • Customer Support (KFC, Tier 1 , Tier 2)
  • Entrust TruePass certificate update
  • Entrust TruePass vs. ITRA

Information concerning compatible Java PKI updates will be published in in ASAP’s Bi-Monthly Newsletters that are sent to each agency’s registered ASAP POCs.

Questions & Answers

Q: What is the latest Java version a Certifying Officer can use?
A: A workaround for Java 1.7 has been identified and is being tested. An email should be coming out to agency users in about 2 weeks. Once this workaround is in place, the latest version will be Java 1.7 update 21.

Enterprise Identity Credentialing & Access Management (E-ICAM)

  • Responsible for Identity and Access Management (IAM)
    • Administer Public Key Infrastructure (PKI) certificates
    • Mainframe-Does not affect the average ASAP user
    • UNIX- Does not affect the average ASAP user
    • Sybase- Does not affect the average ASAP user
    • SecurID- Does not affect the average ASAP user
  • Development & Support of IBM Tivoli Identity Manager (ITIM)
    • ITIM is an identity access management tool utilized to provision accounts to various platforms throughout the enterprise
  • Administer PKI certificates:
    • Issuance and revocation of people & device certificate
    • Serve as Security Officer (SO) and Registration Agents (RA)
    • Provide technical guidance and operational support with PKI enrollment
      • TRA Administration – Manage Trusted Registration Agents Account Information
      • Maintain Non-Disclosure Agreement
  • Operational support :
    • Maintain E-ICAM request through HP Service Management (HPSM)
    • Provide escalated PKI support and guidance for users of:
      • Fiscal Service CA
      • Treasury Personal Identity Verification (PIV)
      • Personal Identity Verification Interoperability (PIV-I)
  • Serve as liaison between customers, application stakeholders, and support groups
    • Coordinate troubleshooting efforts between customers, local IT support, and BFS

ITRA Current State: Browser Java Applet

  • ITRA components:
    • OSes: Windows XP (32-bit), Win7 (32 & 64-bit)
    • Browsers: IE 7, 8 & 9 (32-bit)
    • Java Plug-in: Java 1.6 (32-bit)
    • Java Cryptography: Java Cryptography Extension (JCE) Unlimited Strength Jurisdiction Policies ver. 6
    • Client Mobile Code: PK-enabled jars built with Entrust Java 7.2 Toolkit
    • Smartcard Middleware: SafeNet 8.0 SP2 (BSec-Compatible)

ITRA Self Contained Java Application

  • ITRA Self Contained
    • No reliance on Web Browser or Browser JAVA
      • Private Java version 1.7 (32 Bit only)
    • ITRA SC will be independent of TruePass applications (ASAP/ITS)
  • New ITRA-SC Installer
    • New ITRA-SC Installer Package
      • Containing only Self Contained ITRA & required 3rd party Utilities (I.E. Safenet)
      • Independent of TruePass Apps (ASAP/ITS)
    • ITRA-SC installer will not overwrite SafeNet 8.1 sp2 (TWAI)
  • Web Based ITRA
    • Continued operations and access for clients using Java 1.
    • Web pages updated to reflect following topics:
      • ITRA Self Contained is preferred version
      • Web ITRA will be decommissioned in September 2014
    • New Web Page for ITRA Documentation Distribution

Temporary Suspend Function (Gates Brown)

  • The temporary suspend function was removed from ASAP.gov with Release 14. We are aware of the problem with removing this feature and how that impacted your agency’s ability to conduct end of year reconciliation.
  • We are working to determine when we will be able to provide some form of temporary suspension back to agencies. It will not be this year due to budget and schedule constraints.
  • If you need help with end of year reconciliation and inactivating your recipients’ accounts, contact KFC and we will work with you.

Dormant Accounts Report (Gates Brown)

  • You will receive another dormant account report in October 2013.
  • The intent is to show your agency what we will give to the GAO if they ask us for a dormant account report in support of their grant audit. They will come to you for answers.
  • In your response, please provide KFC with a basic update on how you will proceed with the accounts in your dormant account report.

Questions & Answers

Q: Is there a report in ASAP that shows accounts with “no activity in the past 18 months”?
A: No, not at this time. However, BFS will look into this.

Q: What is the difference between Liquidated status and Suspended status?
A: Once the performance period end date is near (moving towards closeout), the account goes into the Liquidated Status. In this case, ROs can still make payments. Once the account reaches its end date, the account is in a Suspended status. In this case, RO’s can NOT make payments. Liquidated is a status on an account that indicates the account is nearing the closeout period and should only be paying expenses that have already been incurred. Accounts will be required to have a begin date, performance period end date and end date defined on the account. Once the performance period end date equals the current system cycle date in ASAP, the system changes the account status to liquidated which means payments can still be made. Suspended status means that the RO will not have access to the suspended account and cannot make payment request from the account. They can only do inquiries on the account when in suspended status.


   Last Updated:  March 14, 2014