Office of Financial Management
InformationServicesDivisionAgency Financial Reporting System
______
AFRS/DRS OMWBE INSTRUCTIONS
February 1994
PREFACE
The AFRS OMWBE data collection and reporting process has been updated. The primary changes are:
1.The OMWBE screens have been updated to make them easier to use.
2.The OMWBE screen are now accessed from the AFRS Primary Menu instead of from the Disbursement System Primary Menu.
3.The fiscal year for OMWBE on-demand reporting and sub-contractor file maintenance is designated on the OMWBE Menu.
4.OMWBE on-demand reporting selection criteria has been updated.
The general concept and mechanisms for OMWBE reporting are unchanged.
1.Agencies can elect to report to OMWBE out of the AFRS Transaction History file or the Disbursement History (DRS) file.
2.The reports to OMWBE from AFRS and DRS are transmitted in electronically.
3.The AFRS OMWBE data collection and reporting process provides agencies with a facility to collect and report to OMWBE the expenditures made to subcontractors.
The most important thing an agency can do to ensure their OMWBE reports are complete and accurate is to ensure each disbursement transaction is correctly coded with the vendor's Taxpayer Identification Number (TIN). OMWBE cannot give credit for doing business with a minority or woman owned business unless a transaction contains a TIN. Other coding critical to complete reporting includes identifying adjustments to the OMWBE reporting base, and using contract numbers on payments for mandatory use contracts.
The following instructions have been developed to help agencies with the AFRS/DRS OMWBE coding and reporting process. Suggestions for improvement of these instructions are welcome and can be sent to:
AFRS OMWBE Product Manager
Mail stop: 43123
FAX: 664-3363 (SCAN 366-3363)
Find OMWBE screens1, 2
OMWBE Reporting (On-Demand) Screen (OM.1)2, 3
OMWBE Report Request View (OM.2)2, 8
OMWBE Sub-Contractor Entry/Update Screen (OM.3)2, 9
OMWBE Sub-Contractor Reporting Screen (OM.3.1)
(On-Demand Reporting)2, 11, 14
OMWBE Sub-Contractor File Screen (OM.4) (On-Line Search
and View of Sub-Contractor Records)2, 17
Disbursement Reporting System OMWBE On-Line View Screen
(View OMWBE Information)(DM.9)19, 20
Designate the Fiscal Year for OMWBE Views, Adds, Changes, and Deletes2
OMWBE Reporting (On-Demand) (OM.1)3
Request On-Demand OMWBE Reports for Reporting Base (Part One)4, 6, 7
Request On-Demand OMWBE Reports for Exception Transactions (Part Two)4, 6, 7
Request Custom On-Demand OMWBE Reports4, 6, 7
Order a Report from AFRS Transaction History4, 6
Order a Report from Disbursement History4, 7
OMWBE Monthly Reporting (OM.2)8
Request Monthly OMWBE Reports8
Viewing OMWBE Monthly Report Request Selections8
OMWBE Sub-Contractor Entry/Update (OM.3)9
Add OMWBE Sub-Contractor Records10
Change OMWBE Sub-Contractor Records10
Clear the Sub-Contractor Entry/Update Screen11
Delete OMWBE Sub-Contractor Records10
OMWBE Sub-Contractor Reporting (On-Demand Reporting) (OM.3.1)14
Print a Report from the Sub-Contractor File (Access the
OMWBE Sub-Contractor Reporting Screen)11, 14
OMWBE Sub-Contractor Reporting Screen14
Request a Sub-Contractor Report15
OMWBE Sub-Contractor File Screen (OM.4)17
Partial Search For Sub-Contractor Records18
Exact Search For Sub-Contractor Records18
Review (Select) The Detail Associated With A Sub-
Contractor Transaction18
Disbursement Reporting System - View OMWBE Information Screen (DM.9) 19, 20
Exact Search on Vendor Number21
Exact Search on Vendor Name22
Partial Search on Vendor Number22
Partial Search on Vendor Name23
Review (Select) the Detail Associated With A Specific Transaction23
Transferring to OMWBE Sub-Contractor from Input ScreensAppendix A
25
OMWBE Reporting Coding Summary & Selection LogicAppendix B
27
Sample OMWBE On-Demand ReportsAppendix C
DRS421/422/423/424/425/42629
Sample OMWBE Sub-Contractor ReportsAppendix D
DRS42837
Sample OMWBE Monthly ReportsAppendix E
MWP686/687/688/689/69039
ACCESS TO OMWBE THROUGH AFRS PRIMARY MENU
=== AFRS ======PRIMARY MENU ======C105P05A ===
TM -- TABLES IN -- INPUT/CORRECTION/WARRANT
MI -- MASTER FILE INQUIRY MR -- MANAGEMENT REPORTING SYSTEM
RD -- ON-DEMAND REPORTING SYSTEM RR -- REPORT REQUEST
EX -- EXCHANGE DATA SETS DR -- DISBURSEMENT REPORTING SYSTEM
SS -- SYSTEM SECURITY SC -- SYSTEM CONTROL
CL -- HELP PHONE LIST OM -- OMWBE REPORTING
AGENCY: 9990
SELECT FUNCTION: OM
PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
Access OMWBE screens:
Enter agency number in 'Agency' field,
Enter 'OM' in 'Select Function' field,
Press 'Enter'.
Access Disbursement Reporting System OMWBE on-line view screen DM.9 (VIEW OMWBE INFORMATION)(also see page 19):
Enter agency number in 'Agency' field,
Enter 'DR' in 'Select Function' field,
Press 'Enter',
Enter 'DM' in Select Function Field,
Enter '9' in Select Function Field,
Press 'Enter'.
OMWBE MENU (OM)
=== AFRS ==(OM)======OMWBE MENU ======C105V040 ===
TR: ______9990
1 - OMWBE REPORTING (ON-DEMAND)
2 - OMWBE REPORT REQUEST VIEW
3 - OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN
4 - OMWBE SUB-CONTRACTOR FILE
REPORTING FISCAL YEAR: 94
FUNCTION: _
PF1=HELP, PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
Designate the fiscal year for OMWBE views, adds, changes, and deletes.
NOTE: The year displayed when the screen is first viewed is the current fiscal year. The fiscal year can be changed to select the fiscal year to be worked with.
Enter the fiscal year number in the 'Reporting Fiscal Year' field.
Enter the numerical selection of the desired screen in 'Function' field.
Press 'ENTER'.
Selection 1OMWBE REPORTING (ON-DEMAND)(Screen OM.1) - This selection allows reports to be requested from AFRS History or Disbursement History Files to display OMWBE relevant transactions. Report formats include OMWBE Part 1 and Part 2 transaction detail reports, and custom reports where data sorts can be selected and data limiters can be used, if necessary.
Selection 2OMWBE REPORTING (MONTHLY)(Screen OM.2) - This selection allows viewing of the OMWBE related selections in the Report Request File.
Selection 3OMWBE SUB-CONTRACTOR ENTRY (Screen OM.3) - This selection allows recording of payments to sub-contractors for reporting to OMWBE through the MWP690 report (OMWBE Sub-Contractor). It also allows changes and deletions of payments to sub-contractors. Access the sub-contractor on-demand reporting (report printing) option (Screen OM.3.1) through this screen.
Selection 4OMWBE SUB-CONTRACTOR FILE (Screen OM.4) - This selection allows a summary view of up to 10 sub-contractor records on one screen, and allows the details of an individual record to be quickly viewed through a 'select' feature.
OMWBE REPORTING (ON DEMAND) (OM.1)
OMWBE ON-DEMAND PART 1, PART 2, AND CUSTOMIZED REPORTS
=== DRS ===(OM.1)======OMWBE REPORTING (ON DEMAND) ======C105V045 ===
TR: ______REPORTING FISCAL YEAR: 94 (FROM OM MENU) 9990 - 0001
FUNCTION: P (P=PRINT)
DATA SOURCE: A A=AFRS TRANSACTION HISTORY, D=DISBURSEMENT HISTORY
REPORT SELECTION: 1 FISCAL MONTHS:
1=OMWBE PART 1, 2=OMWBE PART 2, AFRS -- C=CM, P=PM, 9=99, 5=25? _
C=CUSTOMIZED (SPECIFY CRITERIA BELOW) DRS -- FM START __ FM END __
SORT SELECT CODES LIMITERS
A = VNDR NAME
SORT PRIORITY 1: _ B = VNDR FEDID (TIN) ______
SUB-TOTAL: _ (Y OR N) C = SUB-OBJECT __
SORT PRIORITY 2: _ D = CONTRACT NO ______
SUB-TOTAL: _ (Y OR N) E = PAYMENT FLAG _
SORT PRIORITY 3: _ F = AGENCY FLAG _
SUB-TOTAL: _ (Y OR N) G = E S N K ONLY
SORT PRIORITY 4: _ H = PROGRAM ___
SUB-TOTAL: _ (Y OR N) I = SUB-PROGRAM __
J = PROJECT ____
K = SUB-PROJECT __
L = FISCAL MONTH
PF1=HELP, PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
AGENCY NUMBER & SUPPLEMENTAL ID: The agency number is displayed. The additional four numbers after the agency number (Supplemental ID) are applicable only to agencies using Disbursement Reporting System Supplemental IDs. Agencies using Supplemental ID should use the supplemental ID when ordering reports from Disbursement History. The Supplemental ID will not work with reports ordered from AFRS Transaction History.
Agencies using Supplemental IDs: Reports ordered for a specific Supplemental ID will be limited to that Supplemental ID. Customized (C) reports can be ordered for Supplemental ID '0000' for Data Source 'D' if a report is needed for the entire agency. The reports for Supplemental ID '0000' will have a primary sort of Supplemental ID with a page break between each Supplemental ID. CAUTION: There are no edits on the supplemental ID, any numbers or letters will be accepted.
FUNCTION: P(Print): 'P' is the only function available. When a report is ready to be ordered,
Press 'Enter'.
DATA SOURCE: This field is used to tell the system whether the AFRS Transaction History or the Disbursement History file is to be used as a data source for the report that is being requested.
AEntry of 'A' will select the AFRS Transaction History file to be used as the data source for the requested report. NOTE for agencies that do not subscribe to the Disbursement Reporting System (DRS): The AFRS Transaction History file is the only source for OMWBE data. This data source is not available to Agency 3000 for on-demand reports because transactions are not maintained on-line.
DEntry of a 'D' will select the Disbursement History file to be used as the data source for the requested report. This data source is available to agencies using the Disbursement Reporting System and is limited only by the data (number and type of transactions) each agency has chosen to keep in the file. NOTE for agencies that subscribe to DRS: The AFRS Transaction History file can also be selected as an OMWBE Data Source.
REPORT SELECTIONS:
1OMWBE Part One report for the period selected. This report displays the individual transactions that qualify for inclusion in the OMWBE base for the fiscal year selected. The report uses the same selection criteria as the monthly base report that is produced for OMWBE.
2OMWBE Part Two report for the period selected. This report displays the individual transactions that qualify for inclusion in the OMWBE exception report. The report uses the same selection criteria as the monthly exception report produced for OMWBE.
CA 'Customized' (user defined) report is to be selected. If the sort priorities, sort select codes, and limiters are to be used, the 'Customized' report must be selected. Transactions eligible for selection are limited to those sub-objects that were eligible for inclusion in the selected fiscal year. For example:
Fiscal Year 92 eligible sub-objects: CA, EA, EB, ED, EE, EF, EG, EP, ER, ES, EZ, FD, FH,GB,GG, JC, JD, JE, JF, JG, JH, JJ, JK, JL, JM, JN, JZ, KA, NB, NZ.
Fiscal Year 93 eligible sub-objects: CA, EA, EB, ED, EE, EF, EG, EP, ER, ES, EZ, FD, FH, JC, JD, JE, JF, JG, JH, JJ, JK, JL, JM, JZ, KA.
Fiscal Year 94 eligible sub-objects: CA, CB, CC, CD, CE, CF, CG, CH, CJ, CK, CZ, EA, EB, ED, EE, EF, EG, EP, ER, ES, EZ, FD, FH, JC, JD, JE, JF, JG, JH, JJ, JK, JL, JM, JZ, KA.
Also see Appendix B.
FISCAL MONTHS:
AFRS: There are four fiscal month selections:
C = Current fiscal month,
P = Prior fiscal month,
9 = Fiscal month 99,
5 = Fiscal month 25.
DRS: The desired beginning and ending fiscal months of the fiscal year must be specified in the format BBMM (Biennium/Fiscal Month). Blanks are not valid. For example:
Fiscal Month 9399 would be START 9399 to END 9399;
January 1993 through June 1993 would be START 9319 to END 9324;
Fiscal Month 9325 would be START 9325 to END 9325;
July 1992 through Fiscal Month 9325 would be START 9313 to END 9325;
July 1993 would be START 9501 to END 9501;
August 1993 through November 1993 would be START 9502 to END 9505;
July 1994 would be START 9513 to END 9513;
July 1994 through September 1994 would be START 9513 to END 9515.
SORT PRIORITY: Report sort priority can be designated by entering the appropriate sort select code into 'SORT PRIORITY 1, SORT PRIORITY 2, SORT PRIORITY 3, and SORT PRIORITY 4' fields.
Sort Priority 1 must be used before Sort Priority 2 can be used
Sort Priority 2 must be used before Sort Priority 3 can be used
Sort Priority 3 must be used before Sort Priority 4 can be used
USE ONLY THE FIELDS NEEDED
1.Selection of both Vendor Name (A) and Vendor FedID(TIN) as sort priorities within the same on-demand report is not recommended. This is because selection of Vendor Name as a sort priority will automatically result in a sort by TIN within Vendor Name. Selection of Vendor TIN as a sort priority will result in a sort by Vendor Name within TIN.
2.Selection of a Sub-Program sort is not recommended unless a program sort is requested in the next higher sort priority. Therefore, Sub-Program is not recommended to be sort priority 1.
SUB-TOTAL: Sub-Totals on the selected sort priorities can be designated by entering 'Y' in the appropriate sort priority Sub-Total field. A 'Blank' OR 'N' in the field will not select a Sub-Total. NOTE: Sub-Totals will cause the ordered report to be longer because an extra line is added for each sub-total.
SORT SELECT CODES: Each sort select code is a single character code which represents the longer name shown in the Limiter column. Sort select codes are used in the sort priority fields when specifying a sort priority.
LIMITERS: Reports can be limited by entering the appropriate information in the 'LIMITER' fields. Selection of multiple limiters requires the selected records to meet all limiters specified. If no records meet all specified limiters, the report will be blank. If the SUB-PROGRAM limiter is selected, the program should also be entered in the PROGRAM field. If the SUB-PROJECT limiter is selected, the PROJECT should also be entered.
Order a report from AFRS Transaction History:
Enter 'A' in the Data Source field,
Enter '1', '2', or 'C' in the Report Selection field to designate the type of report needed,
Enter 'C', 'P', '9', or '5' in the AFRS Fiscal Months field,
If Report Selection is '1' or '2',
Press 'Enter',
Complete the Batch Job Submission screen,
Press 'Enter'.
-Report selection '1' ordered from AFRS Transaction History will be a DRS421 - OMWBE REPORT BASE SELECTED FROM AFRS TRANSACTION HISTORY. This is a report of transactions included in the OMWBE total reporting base (Part 1) for the specified fiscal month. (see Appendix C)
-Report selection '2' ordered from AFRS Transaction History will be a DRS422 - OMWBE EXCEPTION BASE SELECTED FROM AFRS TRANSACTION HISTORY. This is a report of transactions included in the OMWBE adjustments to the base (Part 2) for the specified fiscal month. (see Appendix C)
If Report Selection is 'C', enter the sort priority and limiter information as appropriate,
After a report selection has been made,
Press 'Enter',
Complete the Batch Job Submission screen,
Press 'Enter'.
Report selection 'C' ordered from AFRS Transaction History will be a DRS423 - OMWBE CUSTOM REPORT SELECTED FROM AFRS TRANSACTION HISTORY. This is a report of transactions that meet the specified limiters criteria. The transactions will be sorted in the selected sort priority. (see Appendix C) If no sort priority is selected the transactions will be sorted in the following sort priority:
TIN,
Sub-object,
Vendor Name.
Order a report from Disbursement History:
(If applicable, ensure the supplemental ID is correct.)
Enter 'D' in the Data Source field,
Enter '1', '2', or 'C' in the Report Selection field to designate the type of report needed,
Enter 'C', 'P', '9', or '5' in the AFRS Fiscal Months field,
If Report Selection is '1' or '2',
Press 'Enter',
Complete the Batch Job Submission screen,
Press 'Enter'.
-Report selection '1' ordered from Disbursement History will be a DRS424 - OMWBE REPORT BASE SELECTED FROM DISBURSEMENT HISTORY. This is a report of transactions included in the OMWBE total reporting base (Part 1) for the specified fiscal month. (see Appendix C)
-Report selection '2' ordered from Disbursement History will be a DRS425 - OMWBE EXCEPTION BASE SELECTED FROM DISBURSEMENT HISTORY. This is a report of transactions included in the OMWBE adjustments to the base (Part 2) for the specified fiscal month. (see Appendix C)
If Report Selection is 'C', enter the sort priority and limiter information as appropriate,
Press 'Enter',
Complete the Batch Job Submission screen,
Press 'Enter'.
Report selection 'C' ordered from Disbursement History will be a DRS426 - OMWBE CUSTOM REPORT SELECTED FROM DISBURSEMENT HISTORY. This is a report of transactions that meet the specified limiters criteria. The transactions will be sorted in the selected sort priority. (see Appendix C) If no sort priority is selected the transactions will be sorted in the following sort priority:
TIN,
Sub-object,
Vendor Name.
OMWBE REPORT REQUEST VIEW (OM.2)
(VIEW OMWBE MONTHLY REPORT REQUEST SELECTIONS)
=== AFRS =(OM.2)======OMWBE REPORT REQUEST VIEW ======C105V046 ===
TR: ______REPORTING FISCAL YEAR: 94 (FROM OM MENU) 9990
OMWBE MONTHLY REPORTS REQUESTED BY YOUR AGENCY FOR BIEN 95
REPORT REMOTE MON DISTRIB BILLING LAST
NUMBER TYPE COPY BURST PRINTER CYC AGY LOC AGENCY UPDATE
------
MWP686.. P 01 N ...... 3 9990 .. 9990 93-12-21
MWP687.. P 01 N ...... 3 9990 .. 9990 93-12-21
MWP690.. P 01 N ...... 3 9990 .. 9990 93-12-21
......
......
......
......
......
THIS IS A DISPLAY OF REPORTS SELECTED IN YOUR REPORT REQUEST FILE.
FOR THE SELECTED FISCAL YEAR. TO MAKE CHANGES, USE SCREEN RR.1
PF1=HELP, PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
This screen provides a view of the Report Request file for OMWBE report selections made for the selected fiscal year. The MWP686/687/688/689/690 reports are the only reports from the Report Request (RR) file that will be displayed on this screen. The displayed report numbers are those which are valid for the selected fiscal year.
NOTE:REPORT REQUEST ADDS, CHANGES, AND DELETES MUST BE MADE ON THE REPORT REQUEST SCREEN (RR.1).
REMINDER: Agencies can elect to report the reporting base (Part 1) and the exceptions to the base (Part 2) to OMWBE out of AFRS or DRS. The report numbers determine which system is the data source for the report. Please select monthly reporting out of either AFRS or DRS, but not both.
MWP686Reporting Base (Part 1)from AFRS
MWP687Exceptions to the Base (Part 2)from AFRS
MWP688Reporting Base (Part 1)from DRS
MWP689Exceptions to the Base (Part 2)from DRS
All agencies needing to report payments to sub-contractors can use the AFRS sub-contractor screen (see page 9) to add transactions for reporting these payments to OMWBE. If payment records are put into the sub-contractor file, they can be reported to OMWBE if the following report is put into the Report Request file:
MWP690Subcontractor Payments (Part 3)from Sub-contractor file
OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN (OM.3)
(ADD/CHANGE/DELETE OMWBE SUB-CONTRACTOR RECORDS)
=== AFRS ==(OM.3)===== OMWBE SUB-CONTRACTOR ENTRY/UPDATE SCREEN == C105V047 ===
TR: ______REPORTING FISCAL YEAR: 94 (FROM OM MENU) 9990 - 0001
FUNCTION: F (A=ADD, C=CHANGE, D=DELETE, F=FIRST, N=NEXT, P=PRINT,
S=CLEAR SCREEN FOR ADD)
------ESSENTIAL DATA ------
SUB-CONTRACTOR TIN: 111112222__
SUB-CONTRACTOR FIRM NAME: AL'S WIDGETS______
PRIME CONTRACT NO: T4______
SUB OBJ: EA
AMOUNT: 0000000780098 +/-: +
------OPTIONAL DATA ------
CURRENT PRIME PRIME
DOCUMENT NO VENDOR NO VENDOR NAME
33330000 44 0000004387 00 ANY PRIME VENDOR______
SUB-CONTRACT NO: W4563_____ PROGRAM: 044 SUB-PRGM: 22