Release Notes - General Services Administration · Web viewRelease Notes for GSA Users and Support Users Software Version Table of Contents 1.0Task Information3 1.1Task Client3 2.0Task

Release Notes(Version 1.1)

Federal Acquisition Service (FAS)AAS Business Systems (AASBS)

10/20/2018

Release Notes for GSA Users and Support Users

Software Version

Assisted Acquisition Service Release Notes v.16.22.0

Table of Contents1.0 Task Information................................................................................................................3

1.1 Task Client......................................................................................................................... 3

2.0 Task Requirements............................................................................................................32.1 Purpose............................................................................................................................. 3

3.0 Enhancement..................................................................................................................... 33.1 CHG99363 – Interagency Agreement Part A.....................................................................3

4.0 National Business Applications - OMIS Data Migration and Transmission......................164.1 CHG99579 – OMIS Data Migration..................................................................................164.2 CHG99579 – OMIS Data Sync........................................................................................18

5.0 Regional Business Applications – Data Import................................................................195.1 CHG99363 – Regional Business Applications – Data Import...........................................19

List of Tables

List of FiguresFigure 1: Interagency Agreement Overview - Status Tab...............................................................5Figure 2: Interagency Agreement Management Form....................................................................6Figure 3: Interagency Agreement Amendment Form......................................................................6Figure 4: Interagency Agreement Review Form.............................................................................7Figure 5: Interagency Agreement Search Page..............................................................................8Figure 6: Interagency Agreement Chronology Tab.......................................................................10Figure 7: Interagency Agreement Attachments Tab.....................................................................11Figure 8: Interagency Agreement Collaborations Tab..................................................................12Figure 9: Interagency Agreement Collaborations..........................................................................13Figure 10: Interagency Agreement Fund Request Collaboration..................................................14Figure 11: Edit History.................................................................................................................. 15

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Revision HistoryDate Author Version Description

07/13/2018 Geraldine Aquino 1.0 Initial Version

7/17/2018 Roberto Lago 1.1 Added Acquisition Service Updates

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1.0 Task InformationTask Title: General Services Administration (GSA) ASSISTDocument Title: ASSIST – Interagency Agreements Part A Release Notes

1.1 Task ClientGeneral Services Administration (GSA)Federal Acquisition Service (FAS)Office of the Chief Information Officer 2100 Crystal Drive, Rm. 11052 Arlington, VA 22202

2.0 Task Requirements

2.1 Purpose

Convergence of Assisted Acquisition Services (AAS) operations and the consolidation of technologies and business processes currently in use by Regional Business Applications (RBA) and National Business Applications (NBA) are the primary objectives driving the business need for the ASSIST Interagency Agreements Part A project. The goal of the Interagency Agreement - Part A project has been to create a converged solution to establish agreements between GSA and Client agencies, via the ASSIST 2 platform. The Interagency Agreement (IA) establishes the terms and conditions that govern the provision of acquisition assistance between the Requesting (Client) and Servicing (GSA) agencies..

3.0 Enhancement

3.1 CHG99363 – Interagency Agreement Part A3.1.1 User Impact

GSA Employees

GSA employees can view Interagency Agreements from all regions. GSA Branch and Section Managers will be able to create/view/edit Interagency Agreements, Amendments, Collaborations Types Collaboration and Fund Request, and Reviews within their Lead Servicing AAC. Outside of the creation process, named IA Managers will have the same privileges as the aforementioned GSA Branch and Section Manager users.

Client Users

Clients named on an Interagency Agreement package will be able to view Interagency Agreements, Amendments, and Reviews and Collaboration Type Collaboration they are named on.

3.1.2 Impact to WorkflowRegional and National users will document and store IAs in the ASSIST Interagency Agreements service.

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3.1.3 Change Description

3.1.3.1 Create/Edit New Interagency Agreement PackageGSA users with the ASSIST Branch Manager or Section Manager role are authorized to create Interagency Agreements for AACs in which they have the role by clicking on the Create Interagency Agreement button in the upper right corner of the primary search page.

Interagency Agreement Overview Form

The first (top) link in the left navigator is Interagency Agreement Overview. Clicking this link will display a page with the information originally entered on the Create New Interagency Agreement form.

o View and Edit IA Overview including canceling IA when in draft or in-process status.

o Display Edit History

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Figure 1: Interagency Agreement Overview - Status Tab

Interagency Agreement Management Form

The primary purpose of this form is to identify the client representative(s), client agency details, and the GSA support team. Users with access to the Edit page can update information.

o Allow user to view and save IA Management formo Allow edits of IA Management form in Interagency Agreements to sync with

migrated OMIS IA

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o Display Edit History

Figure 2: Interagency Agreement Management Form

Interagency Agreement Amendment Form

The IA Amendment form is the most complex page in Interagency Agreements in terms of the underlying business logic affecting the fields. It is also the lengthiest form. The primary purpose for this form is to capture pertinent background for the interagency agreement and capture authorized signed dates that identify the life of the IA package.

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o Allow authorized user to view and save IA amendment formo Allow user to associate a file with the amendment formo Allow user to view file data linked to the interagency agreemento Enhance user experience for the calendar date pickero Enable save to associate an OMIS IA number and transmit to OMIS, if AAC

belongs to 47QFCA or HSPD12o Enable save to allow client users to view IAs they are named as client

representative or alternate

Figure 3: Interagency Agreement Amendment Form

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Interagency Agreement Review Form

The purpose of the Interagency Agreement Review form is for authorized users to conduct an annual review of the Interagency Agreement package.

o Allow users to create and view IA Review formo Enhance user experience for the calendar date pickero Allow user to associate a fileo Allow user to add comments

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Figure 4: Interagency Agreement Review Form

3.1.4 ASSIST Search FunctionalityThe primary search page is the landing page every user sees upon arriving to Interagency Agreements. On this page, by default, a user will see all interagency agreements they are named on as the IA Manager or alternate. GSA Employees can narrow their search by using the filters and unchecking the box next to "Only Show My Records" and clicking Search. Helpdesk staff and Clients will not see this checkbox.

o Allow user to navigate to the search landing page via banner menu text “Interagency Agreements”

o Add search page filters to Filter by…IA Manager, Client Representative, Client Agency, and Lead Servicing AAC

o Add search page filters to search by IA Typeso Add search page filter to search by IA Status’o Miscellaneous improvements to the Interagency Agreements application including

sorting, pagination, and table results

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Figure 5: Interagency Agreement Search Page

3.1.5 Overarching Requirements3.1.5.1 Tooltips

o On various ASSIST2 forms, Allow user to view tooltips icon and hover over help text

o Add red banner validation message upon failed page save

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3.1.5.2 Chronology Tab (component)Chronology events are major milestones during the lifecycle of an interagency agreement. The chronology tab in Interagency Agreements captures these events:

o IA Created – Records when the interagency agreement was first created.o IA In-Process – Records when the IA has been assigned a Requesting Agency Client

Point of Contacto IA Signed – Records when the IA becomes activeo IA Amended – Records when the IA package has been amendedo Email Notification – Records email notification sent to Responsible Person(s) when a

collaboration is created or editedo Action Items – Records action status changes on collaborations

Figure 6: Interagency Agreement Chronology Tab

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3.1.5.3 Attachment Tab (component)In Interagency Agreements, users can upload attachments to the IA Amendment and Review forms. Documents on these forms cannot be removed once the form has been saved. Authorized users have the ability to attach additional documents to the most recent amendment.

o Enable users to view attachments saved on IA Amendment formo Enable users to view attachments saved on IA Review formo Enable users to view attachments saved on Collaborationso Ability to create, view, edit an attachment on the IA Amendment form and upload it

upon saveo Ability to create and view an attachment on the IA Review form and upload it upon

saveo Ability to create and view an attachment on Collaboration formso Create page for the file tab viewo Restrict access to view attachments o Add the attachment view table on the attachment tao Hides Attachments Tab from Client Users

Figure 7: Interagency Agreement Attachments Tab

3.1.5.4 CollaborationsIn the Interagency Agreements applications, authorized users can create generic and Fund Request collaborations. Collaborations created are stored in the IA Overview Collaborations tab, Collaboration Summary page. Authorized users can create collaborations and assign individuals to view and edit the collaboration.

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Figure 8: Interagency Agreement Collaborations Tab

Collaborations (generic)

o Enable users to create, view, and edit generic collaborationso Enable users to add attachments to collaborationso Enable users to add comments to collaborationso Create action items for collaborations in an actionable statuso Send email notification to responsible person(s) when collaboration saved

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Figure 9: Interagency Agreement Collaborations

Fund Request Collaboration

o Enable users to create, view, and edit Fund Request collaborationso Restrict client users to create and view Fund Request collaborationso Enable users to add attachments to collaborationso Enable users to add comments to collaborationso Create action items for collaborations in an actionable statuso Send email notification to responsible person(s) when collaboration saved

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Figure 10: Interagency Agreement Fund Request Collaboration

3.1.5.5 Edit History Functionality On the View version of each ASSIST2 form, users have access to an Edit History feature. Edit History displays a history of all changes that have been made to fields on this form to help users understand who and when a change was made. Typically, each row in an Edit History grid represents a Save. It displays the user who took the Save action, when the save action occurred,

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and the fields that were altered. If the user clicks on the Details dropdown, the tool displays a before and after for each field that was updated. The Edit History feature only captures changes made to data, not including attachments. The edit history feature is collapsed by default. The software change requests below were included in this release in development of the Edit History functionality:

o Allow users to view edit history on the Interagency Agreements Status tabo Allow users to view edit history on the IA Management formo Allow users to view edit history on the IA Amendment formo Allow users to view edit history on the IA Review form

Figure 11: Edit History

3.1.5.6 Other Interagency Agreements Overarching Requirements: ASSIST2 forms and features follow a common set of guidelines, some overarching requirements that affect more than one form/component in this release are:

o Enhance Interagency Agreements application to add an error banner that displays upon unsuccessful form saves

o Restrict Contractor User access to Acquisition Services o Prevent editing forms with status closedo Enhance all edit pages to prompt user upon navigating away from unsaved

changeso Enable client access to view Interagency Agreements, restricts functionality

within Interagency Agreements, and limits edit actions withino Add spinner to all page transitionso Enhance IA service to enable/restrict ASSIST2 role-based privileges to access,

search, view, initiate, create IAo Adopt / Standardize on error messaging upon failed transmission

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3.2 CHG102345 – Acquisition Services Funding Refactoring (& Other Value Incremental Improvements to Acquisition Services and Administration Mgmt)

3.2.1 User Impact

GSA Employees

The most notable change impacting GSA Employees will be required to select active Interagency Agreements (IAs) from a list of options. In addition, GSA employees will also be able to leave Comments in Acquisition Services.

Client Users

The noteworthy change impacting Client Users is that the Admin Mgmt View page has been opened up to Clients representing a given Client Organization. Previously, only clients listes as Client Reps had access to the view page.

3.2.2 Impact to WorkflowAside from GSA users needing to select at least one valid Interagency Agreement, there are no changes to the workflow.


3.2.3.1 Funding Considerations Refactoring (Including Link w/ IA Part A)Updates to the Funding Considerations page including shuffling of existing fields, new business logic on existing fields, and most notably a major change to the IA Number field which will integrate with the IA Part A forcing a user to select a valid IA Numbers.

3.2.3.2 Higher Value Incremental Improvements of Acq ServicesIncludes minor updates across Acquisition Services to improvement the system usability, including the addition of the comment field.

3.2.3.3 Higher Value Incremental Improvements of Administration ManagementIncludes minor updates across Administration Management to improve the usability, including modifying the Roles Based Access controls to open the Admin Mgmt View page to all clients associated to a given Organization.

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4.0 National Business Applications - OMIS Data Migration and Transmission

4.1 CHG99579 – OMIS Data Migration4.1.1 User Impact

GSA Employees from Lead Servicing AAC – 47QFCA with OMIS access

4.1.2 Impact to WorkflowUsers can only create and edit Interagency Agreements in ASSIST 2.0.


Existing active OMIS IAs 2005+ were migrated to ASSIST 2.0. These migrated OMIS IAs will continue to be viewable in the legacy OMIS application as well as in the ASSIST 2.0 Interagency Agreements application.

Users will no longer have the ability to create an Interagency Agreement in OMIS. The ‘New IA’ button has been removed from the OMIS IA Search page. See Figure 12 below.

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Figure 12: Remove ‘New IA’ Function

Users will no longer have the ability to edit an IA in OMIS. The edit functionality has been removed from the OMIS Management pages, IA Details, Client POC, IA Signer Organization, and Program Office Organization. See Figure 13 below.

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Figure 13: Removed ‘Edit’ Function

4.2 CHG99579 – OMIS Data Sync4.2.1 User Impact

GSA Employees from Lead Servicing AAC – 47QFCA / HSPD-12 with OMIS access

4.2.2 Impact to WorkflowUsers can only create and edit Interagency Agreements in ASSIST 2.0.

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Interagency Agreements created in ASSIST 2.0 from the Lead Servicing AAC 47QFCA / HSPD-12 will generate an OMIS IA Number and transmit to the legacy OMIS application. Any edits made to an IA created in ASSIST 2.0 or migrated from OMIS, will transmit to OMIS to the related OMIS page.

The generated OMIS IA number serves as a navigational link from ASSIST 2.0 Interagency Agreements to the legacy OMIS application and vice-versa. See Figure 14 below.

Figure 14: OMIS IA Number

5.0 Regional Business Applications – Data Import

5.1 CHG99363 – Regional Business Applications – Data Import5.1.1 User ImpactRBA GSA Employees

5.1.2 Impact to WorkflowUsers can view and edit imported RBA interagency agreements and the IA can be associated to an acquisition.

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5.1.3 Change DescriptionAAS PMO initiated a data call to all Regions in an effort to identify the entire populate of active IAAs. All Regions returned their data call spreadsheets. Records from individual regions have been imported and are accessible in ASSIST 2.0 Interagency Agreements.

5.2 Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact 1 (877) 472-4877, [email protected].

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APPENDIX A.Glossary of Acronyms, Abbreviations, and Definitions -This section provides a glossary of all terms and abbreviations used in the plan.

Term Definition

AASBS AAS Business SystemsASSIST Assisted Services Shared Information SysTemCHG SNC Change RequestIA Interagency AgreementsFAS Federal Acquisition ServiceGSA General Services AdministrationRBA Regional Business ApplicationNBA National Business Application

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