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OTCnet Release 1.3 Information and Resources
OTCnet will upgrade to 1.3 in October 2012. The OTCnet Team is dedicated to providing the information and resources current and future OTCnet users need to understand and prepare for the changes associated with OTCnet Release 1.3.
This page will be updated each time new information becomes available. Please check back regularly for release updates and new resources.
Resources:
OTCnet Release 1.3—What Your Agency Needs to Know
Originally published in the May/June edition of the OTCnet Connect newsletter (http://fms.treas.gov/otcnet/related.html)
OTCnet Release 1.3 was developed to support capturing accounting classification information at the earliest possible time, streamlining central accounting and reporting, eliminating the need for burdensome reconciliation and provide timely Fund Balance with Treasury information to federal agencies.
The release provides users with enhanced check capture and deposit reporting functionalities. The enhancements will support the Central Accounting and Reporting System functionalities and data sharing with the Transaction Reporting System. OTCnet Release 1.3 will be implemented in September 2012.
To ensure Federal Program Agencies (FPA’s) are prepared for Release 1.3, the following articles will highlight the direct impact to the FPAs’ collections and reporting activities.
OTCnet and the Central Accounting and Reporting System (CARS)
Release 1.3 will support the CARS Requirement set by Government Wide Accounting (GWA) that all transactions capture standard classification information at the onset of a transaction. Currently, OTCnet captures classification information for transactions processed through the Deposit Reporting function. Release 1.3 will extend this capability to the Check Capture function. For OTCnet, standard classification information will be accepted in the form of a Treasury Account Symbol (TAS) or a Classification Key (C-Key), which is an internal Agency accounting code that can be translated into a valid TAS/BETC(s).
If an Agency is a CARS Reporter, Release 1.3 will require them to classify all check transactions during check capture. Initially this functionality will not be mandatory for Non-CARS Reporting agencies; classification of their check transactions is optional. To learn more about CARS, please visit http://fms.treas.gov/cars/index.html.
OTCnet and the Transaction Reporting System (TRS)
Release 1.3 will enable enhanced data sharing with TRS, the transactions broker and data warehouse for Agencies. Currently, OTCnet reports summary-level Deposit Reporting data to TRS. With Release 1.3, OTCnet will continue to report Deposit Reporting summary-level data and will begin to also report Detailed-level data for Check Capture transactions with TRS. TRS will report this transaction information to CARS and Agencies, consolidating and streamlining the transaction reporting for all over-the-counter collections. To learn more about TRS, please visit http://fms.treas.gov/trs/index.html.
Preparing for OTCnet 1.3
Early preparation for OTCnet Release 1.3 will help ensure that your Agency benefits from improved over-the-counter collection processing and reporting functionality. Detailed information on the specific functional enhancements of Release 1.3 will be released in subsequent communications. For the time being, the primary way your Agency can begin preparing for Release 1.3 is to identify the TAS or C-Key(s) that you may want to use when scanning checks or making deposits in OTCnet. For more information on Treasury Account Symbols, please consult the Federal Account Symbols and Titles (FAST) Book, located on the FMS website at http://www.fms.treas.gov/fastbook/index.html.
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OTCnet Release 1.3—What Your Agency Needs to Know (Part 2)
Originally published in the July edition of the OTCnet Connect newsletter (http://fms.treas.gov/otcnet/related.html)
OTCnet Release 1.3 and Classification Keys
Release 1.3 will further integrate data into the Transaction Reporting System (TRS) and the Central Accounting Reporting System (CARS), by allowing Agencies to instantly capture Classification Key (C-Key) information for Deposit Reporting and Check Capture transactions. A C-Key includes Agency accounting or collection mechanism data (e.g., account code, fund code, Merchant ID), which translates directly to a Treasury Account Symbol (TAS)-Business Event Type Code (BETC). This function will help Federal Program Agencies (FPA) improve productivity, effectiveness, and efficiency.
A Deposit Workflow in Release 1.3
To better understand the deposit process for OTCnet 1.3, it is helpful to follow its lifecycle. When a Deposit Preparer or Check Capture Operator processes cash, currency or checks, those deposits are assigned to one accounting code per check in Check Processing or to multiple accounting codes per voucher in Deposit Reporting. These accounting codes are mapped to TAS-BETCs in the Shared Account Module (SAM) through a “Cash Flow Profile”. OTCnet sends the C-Key information to TRS. TRS then sends this information to the Central Accounting Front End (CAFÉ), the system that communicates with SAM for validation. Once CAFÉ receives the C-Key information, it will invoke SAM to translate C-Key information to TAS-BETC. Agencies can then access reports and account statements in CARS.
The SAM Conversion Team will work closely with each Federal Program Agency (FPA) to analyze collections processes and develop a Cash Flow Profile (CFP) that will contain the appropriate accounting code information. Having an up-to-date Cash Flow Profile sheet means Agencies setup in OTCnet 1.3 will not be affected even when format changes occur to TAS-BETCs.
FPAs will ultimately be responsible for managing and updating their CFPs and C-Key data for their respective Agency. Paying close attention to this information will ensure Agencies experience seamless usage of OTCnet after implementation of Release 1.3. For more information on SAM, please visit the SAM information page at http://fms.treas.gov/sam/index.html.
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CIRA CSV File Changes with OTCnet 1.3
The below provides information on a change that will occur with the release of OTCnet version 1.3 in September 2012 for the CIRA CSV File.
What is Changing? Two new fields are being added to the CIRA CSV file that will denote the Agency accounting code and the description. These new fields will be populated during Check Scanning by both Government Wide Accounting (GWA) reporting Agencies (required) and non-GWA Reporting Agencies (optional) as they classify accounting codes and descriptions for Check Transactions.
Where Will I See This Change? These new fields will be located in the CSV file at the end of the record. Currently, there is a blank field at the end of the record. The new accounting code and description fields will be added before the blank field (as the 3rd and 2nd to last fields in the record) and the blank field will be moved to the end of the record.
What Action is Required of Me? Your Agency may need to re-format any supporting CIRA CSV file templates to align with the new fields. For more information, please refer to the attached “PCC OTC to OTCnet CIRA CSV Conversion Document” and “CIRA CSV Reference Guide”.
Whom Do I Contact with Questions? If you have any questions about this upcoming change, please contact OTCnet Customer Support.
Associated resources:
CIRA CSV Conversion Document
CIRA CSV File Reference Guide
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Preparing for OTCnet Release 1.3: Training and Resources Now Available
As you are aware, OTCnet Release 1.3 will be implemented at the end of September 2012. OTCnet 1.3 will provide users with enhanced Check Capture and Deposit Reporting functionalities, including, but not limited to:
- Functionality to support Government Wide Accounting (GWA) Central Accounting and Reporting System (CARS) Requirements (Check Capture)
- Enhanced data sharing with the Transaction Reporting System (TRS) (Check Capture)
- Updates to the CIRA CSV Report and associated Detailed Report
Early preparation for OTCnet Release 1.3 will help ensure that your Agency benefits from improved over-the-counter collection processing and reporting functionality.
Steps your Agency can take to prepare for OTCnet 1.3 include:
1. Review OTCnet Web-based training
OTCnet Web-based Training has been updated and made available to you now so that you can familiarize yourself with the updated functionalities prior to the release. You can access the updated training documents at http://fms.treas.gov/otcnet/training/wbt/course_FMSOTC/index.htm.
For your reference, the specific training material sections that have been updated are provided in Table A. Please note, the updates reflected in these training materials will not appear in the OTCnet system until after Release 1.3 is implemented. The implementation will occur at the end of September. All users will be notified when Release 1.3 is officially available for use.
Table A: Updated Training Materials for OTCnet Release 1.3
2. Identify the TAS or C-Key(s) you may want to use when scanning checks or making deposits in OTCnet
While there are several important undertakings your Agency can take to prepare for OTCnet 1.3, the primary focus for your Agency should be to identify the TAS or C-Key(s) that you may want to use when scanning checks or making deposits in OTCnet. For more information on Treasury Account Symbols, please consult the Federal Account Symbols and Titles (FAST) Book, located on the FMS website at http://www.fms.treas.gov/FASTBook/index.html and contact your internal accounting point(s) of contact who are knowledgeable about TAS.
3. Read the May/June and July editions of the OTCnet Connect Newsletter
The OTCnet Connect Newsletter is distributed via email by the FMS OTCnet Customer Support and located on the OTCnet website at http://fms.treas.gov/otcnet/related.html. The May/June and July editions feature articles on OTCnet Release 1.3. The articles are included on this page for reference.
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Release 1.3 Common Questions
Q. What is Governmentwide Accounting (GWA)?
GWA provides the central/financial accounting and reporting infrastructure for federal payments, claims, collections, central accounts and other financial transactions.
Q. What is Governmentwide Accounting (GWA)?
GWA provides the central/financial accounting and reporting infrastructure for federal payments, claims, collections, central accounts and other financial transactions.
Q. What is the Central Accounting Reporting System (CARS)?
CARS addresses the central accounting and reporting functions and processes associated with budget execution, accountability and cash/other asset management. This includes the collection and dissemination of financial management and accounting information from and to agencies. To learn more about CARS, please visit https://www.fms.treas.gov/cars/index.html.
Q. What is the Transaction Reporting System (TRS)?
TRS is a collections reporting tool, supplying the latest information on deposits and detail of collections transactions to agencies. The system allows financial transaction information from all collections systems and settlement mechanisms to be exchanged in a single system. TRS has been designed to be the primary mechanism for collections data reporting. It contains detailed and summarized records of all revenue collections transactions processed by FMS systems. To learn more about TRS, please visit http://fms.treas.gov/trs/index.html.
Q. What is a Treasury Account Symbol (TAS)?
A TAS is a receipt, appropriation, expenditure and other fund account symbols and titles as assigned by the Department of the Treasury and Office of Management and Budget that identify a specific Treasury account. For more information on Treasury Account Symbols, please consult the Federal Account Symbols and Titles (FAST) Book, located on the FMS website at http://www.fms.treas.gov/FASTBook/index.html and contact your internal accounting point(s) of contact who are knowledgeable about TAS.
Q. What is a Business Event Type Code (BETC)?
A BETC is an eight-character code used in the GWA system to indicate the type of activity being reported, such as payments, collections and borrowings.
Q. What is a Classification Key (C-Key)?
A C-Key is a unique agency accounting code assigned to a transaction is approved by GWA. A C-Key includes agency accounting or collection mechanism data (e.g., account code, fund code, Merchant ID), which translates directly to a Treasury Account Symbol (TAS)-Business Event Type Code (BETC). Agencies will establish C-Keys in the Shared Accounting Module (SAM) for collection transactions that will be used to drive the appropriate values of TAS/BETC.
Q. What is the Shared Accounting Module (SAM)?
SAM is an FMS program that allows agencies to classify all Fund Balance with Treasury Transactions and adjustments to the appropriate TAS and BETC at the time the transactions or adjustments are reported to the treasury.
Q. What is an Agency Location Code (ALC)?
An ALC is a numeric symbol used to identify an agency accounting location or regional financial office on accounting reports and documents. The ALC consists of an eight-digit agency accounting station, a four-digit disbursing office symbol or a three-digit Treasury Financial Center symbol.
Q. How will OTCnet Release 1.3 enhance data sharing between OTCnet and the Transaction Reporting System (TRS)?
OTCnet Release 1.3 will expand the existing data flowing from OTCnet to TRS to include detailed Check Capture data with TAS/C-Key accounting codes. Currently, OTCnet reports summary-level Deposit Reporting data to TRS. With Release 1.3, OTCnet will continue to report Deposit Reporting summary-level data and will begin to also report Detailed-level data for Check Capture transactions with TRS. TRS users will be able to retrieve summary and detailed data for OTCnet Check Capture and can continue to retrieve summary level data for Bank Deposits in TRS reports and data files. TRS will report this transaction information to the CARS and agencies, consolidating and streamlining the transaction reporting for all over-the-counter collections. Additionally, Release 1.3 will further integrate data into the TRS and the CARS by allowing agencies to instantly capture C-Key information for Deposit Reporting and Check Capture transactions. This function will help agencies improve productivity, effectiveness and efficiency.
Q. With the implementation of OTCnet Release 1.3, two new fields have been added to the CIRA CSV File. What are these fields and where are they located in the file?
Two fields have been added to the CIRA CSV File to denote the agency accounting code and the description. These new fields are populated during Check Scanning by both CARS Reporting agencies (required) and non-CARS Reporting agencies (optional) as accounting codes and descriptions are classified for Check Transactions. The new fields are located in the CSV file at the end of the record. Previously, there was a blank field at the end of the record; this remains the last field. The new accounting code and description fields are located before this blank field (as the 2nd and 3rd to last fields in the record). Please note: agencies may need to re-format any supporting CIRA CSV file templates to align with the new fields. For more information, please reference the CIRA CSV File Reference Guide, located under “Reference” on the OTCnet website homepage at http://fms.treas.gov/otcnet/index.html.
Q. What changes will I see when I use the CIRA CSV Report and CIRA Query Open Ended Query?
Accounting Code information is displayed when users view check details and check history. Additionally, the TRS Transmission Status is displayed for each item that is sent at the detailed level to TRS. Additionally, the Search Date range will be refined to display up to 90 days for the CIRA Query and the CIRA CSV report. Users will be able to access records that are older than 90 days by redefining the search, using the ‘count’ function (available in both CIRA Query and the CIRA CSV Report). The ‘count’ function allows users to view the total item and amount for up to one year but does not display the records.
Q. How will OTCnet Release 1.3 help me mask Personally Identifiable Information (PII)?
OTCnet Release 1.3 will mask PII (i.e., account numbers, Social Security Numbers, Taxpayer Identification Numbers)on printed receipts and replace it with asterisk characters; masked information will include user defined fields, as well as the Account Number which appears in the bottom right-hand side of the receipt. Additionally, PII Data will be flagged when Check Capture data is reported; this fulfills TRS request to identify transmitted check capture user defined field data as containing PII or not.
Q. OTCnet Release 1.3 includes enhanced Check Capture features that help agencies comply with CARS, which is replacing the previous GWA system. What are the CARS mandates?
OTCnet Release 1.3 will support the CARS Requirement set by GWA that all transactions capture standard classification information at the onset of a transaction. To do this, OTCnet Release 1.3 enhancements must meet the following criteria:
- All CARS Reporting agencies assign a standardized classification identifier, either a TAS or C-Key, to all transactions as close to the point of initiation as possible.
- Standard classification information will be accepted in the form of a TAS String or a C-Key, which is an internal Agency accounting code that can be translated into a valid TAS/BETC(s).
- All deposit flows (e.g., OTCnet, Pay.gov) must be flowing through TRS and the agency must have set up a Cash Flow Profile with SAM to validate their TAS or C-Key In order to be a CARS Reporter.
Q. How Do I Know If an ALC is a CARS Reporter?
GWA Reporter flag checkbox will be added to OTCnet to designate an ALC as a CARS Reporter. All roles except for Batch Approver and View Reports will be able to view the CARS GWA Reporter Flag for Check Processing. Only OTCnet Customer Service or the agency Onboarding team, in conjunction with the agency, will be able to enable the GWA Reporter Flag. This flag can only be set if the agency is providing financial reporting for all CARS Reporting and if the Cash Flow profile in SAM is set to be a GWA Reporter.
Q. With OTCnet Release 1.3, process improvements of setting up TAS Strings in OTCnet and validating them with SAM will be implemented. What are these process improvements?
The process of setting up TAS Strings in OTCnet and validating them with SAM will change to a two-step process: (1) Modify Accounting Code and (2) SAM validation of TAS strings. Accounting codes marked as TAS will be validated by SAM after a user completes the Modify Accounting Code process; previously, these two steps were conducted concurrently.
- For GWA Reporting ALCs, with the above change, TAS strings will not be available for selection in Deposit Processing or in Check Capture until they have been validated. Once validated, TAS strings automatically appear for selection in Deposit Processing or in Check Capture.
- Once step 1 - Modify Accounting Code - has been completed, the validation status of valid or invalid TAS-designated accounting codes will automatically appear in both the ‘Modify’ and ‘View Accounting Code’ screens. For GWA Reporting ALCs, codes marked as “In Process” or “Invalid” will be unavailable for selection during check scanning and deposit preparation and will not appear on the ‘View Accounting Code’ screens.
Additionally, agency users with the appropriate OTCnet roles, Accounting/Local Accounting Specialists and Check Capture Administrators will be able to upload or edit a large number of TAS-designated accounting codes at once that have been validated by SAM. Previously, one or more TAS validation errors prevented the user from completing the Modify Accounting Code process until all TAS errors had been fixed.
Q. Will I be able to classify Check Capture transactions?
Yes. Agencies will have the option to classify Check Capture transactions with a single TAS/C-Key accounting code in both online and offline mode. Agency Check Capture Operators/Lead Operators can classify individual checks with a C-Key or TAS at the time of scanning; they can update/modify the accounting code selection when editing an item. If you are a GWA Reporting agency, it is mandatory to classify checks with an accounting code.
Q. Will TAS Codes populated in OTCnet Deposit Reporting automatically be populated in OTCnet Check Capture?
If your agency configures accounting codes for an Endpoint, the codes can be used for both Check Capture and Deposit Reporting.
Q. What can I do to prepare for OTCnet Release 1.3?
There are a few steps you can take now to help prepare your agency for OTCnet Release 1.3, scheduled for September 2012. These include:
- Review OTCnet Web-based training. OTCnet Web-based Training has been updated and made available to you now so that you can familiarize yourself with the updated functionalities prior to the release. You can access the updated training documents at http://fms.treas.gov/otcnet/training/wbt/course_FMSOTC/index.htm. For your reference, the specific training material sections that have been updated are provided in “Table A: Updated Training Materials for OTCnet Release 1.3 .” Please note, the updates reflected in these training materials will not appear in the OTCnet system itself until after Release 1.3 is implemented. The implementation will occur at the end of September. All users will be notified when Release 1.3 is officially available for use.
- Identify the TAS or C-Key(s) you may want to use when scanning checks or making deposits in OTCnet. While there are several important undertakings your agency can take to prepare for OTCnet 1.3, the primary focus for your agency should be to identify the TAS or C-Key(s) that you may want to use when scanning checks or making deposits in OTCnet. For more information on Treasury Account Symbols, please consult the Federal Account Symbols and Titles (FAST) Book, located on the FMS website at http://www.fms.treas.gov/FASTBook/index.html and contact your internal accounting point(s) of contact who are knowledgeable about TAS.
- Read the OTCnet Release 1.3.ariticles. These are featured in the May/June and July editions of the OTCnet Connect newsletter. Click here to read the articles.
Q. What OTCnet Web-based training modules should I complete to learn more about the changes associated with OTCnet Release 1.3?
Links to the specific training modules and topics that have been updated are provided in “Table A: Updated Training Materials for OTCnet Release 1 .3.” Please note, the updates reflected in these training materials will not appear in the OTCnet system itself until after Release 1.3 is implemented. The implementation will occur at the end of September. All users will be notified when Release 1.3 is officially available for use.
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