ca$hlink ii shutdown 12-31-12: cfos & cios, are you prepared?

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CA$HLINK II Shutdown 12-31-12: CFOs & CIOs, Are You Prepared?

Financial Management ServiceU.S. Department of the Treasury

Presented by:

Housekeeping

• This Webinar will be recorded for quality purposes• Maximize your meeting window to optimize the presentation, if needed• Presentation Slides

– Are included in the Webinar reminder e-mail– Will be posted at fms.treas.gov/ccmm

• Questions-and-Answers– We will not be responding to individual questions during the Webinar– Please use the “Q&A” section on your Webinar screen, or e-mail us

directly at [email protected] during the Webinar– Questions will be answered at the end of today’s Webinar, as time

permits– Answers to questions not answered during today’s Webinar will be posted

at fms.treas.gov/ccmm• Technical Difficulties

– WebEx assistance is available by calling 1-866-229-3239

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Welcome

April Battle

Director, Agency Relationship Management Division

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Agenda

• Shutdown of CA$HLINK II and PCC OTC on December 31, 2012

• Collections and Cash Management Modernization (CCMM) Overview

• Supporting Applications of CCMM

– Over The Counter Channel Application (OTCnet)

– Transaction Reporting System (TRS)

• Dates to Remember and Takeaways from Today

• CCMM Acronym List

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Collections and Cash Management Modernization (CCMM)

Greg Till

Director, Modernization Planning Office

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• CCMM is an initiative to simplify and modernize Treasury’s and FMS’ collections and cash management programs

• It began in 2006 and the last major milestone is expected to be complete by the end of 2012, though some smaller “clean-up” efforts will continue

• Several programs are pushing to complete changes that will impact agencies

• The biggest changes left are these:

– Replacing the deposit entry functions of CA$HLINK II with OTCnet

– Replacing the agency electronic check deposit functionality of PCC OTC with OTCnet

– Replacing the agency reporting functions of CA$HLINK II with TRS

• OTCnet and TRS are available to agencies now

• CA$HLINK II and PCC OTC will be shut down on December 31, 2012

• These changes are mentioned in a March 23, 2012 letter from the FMS Commissioner to agency CFOs (available at: fms.treas.gov/ccmm)

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Extent of Changes

• 19 programs envisioned for the end-state, down from 31 at the beginning of CCMM (2006)

– 9 existing programs will remain

– 8 new programs have been implemented so far

– 2 new programs will be implemented in 2012

• 25 programs have been or will have been eliminated, compared with 11 programs eliminated between 1981-2005

– 16 programs have been eliminated since 2006

– 9 programs are planned for elimination through 2014


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Card Acquiring Service

TRS

Pay.gov OTCnet

EFTPS ECPCreditGateway

Other Channels

CARS

Collection Channels

Agency TRS Users

Web Interface

Network Connection


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TRS1 3Agency

Your agency may receive foreign and domestic currency. Additionally, your agency may receive personal and non –personal checks such as money orders, Treasury checks, business checks, etc.

OTCnet enables federal agencies to integrate check conversion and deposit reporting activities, so that all check and cash deposits are handled by one, Web-based application that supports:

• Check Capture and Check Processing

• Deposit Reporting

TRS is the collections transaction broker, data warehouse, and reporting solution. This solution receives deposit information and check processing transaction information from OTCnet* and other collection channels and makes that data available to agencies and other FMS systemstransaction information across all collections systems

2 OTCnet

What is the Relationship between TRS and OTCnet?

*Only OTCnet Deposit Processing data is available in TRS. OTCnet Check Capture data will become available late summer or early fall 2012

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Agency Benefits

• An easier-to-understand mix of revenue collection programs

• Modernized, dedicated programs

• Consolidation of transaction and deposit reporting in a centralized location

• Elimination of daily reconciliations to deposit reports (CA$HLINK II)

• Capturing of TAS/BETC information at the time of transaction

• Standardization of file format (XML) for transaction details

• Better service in general


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Contact Information

• CCMM Website

– fms.treas.gov/CCMM

• CCMM E-Mail

– [email protected]

• Director of Modernization Planning Office:

– Greg Till (202) 874-6935

– [email protected]


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Over The Counter Channel Application (OTCnet)

Reginald McKinney

Business Lead, Over the Counter Revenue Collection Division

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Program Overview

• Web-based application for Check Capture and Deposit Reporting

• Client software program for Check Capture

• Support agencies receiving collections (cash, coins, checks) who are making deposits to a Treasury General Account (TGA) or Federal Reserve Bank (FRB) financial institution

• Single touch point for over the counter collections

• Provides a central database for research and reporting


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Important Dates for Agency Conversions

• April 2011 – October 2012: Paper Check Conversion Over the Counter (PCC OTC) Conversion to OTCnet. All agencies using PCC OTC must convert to OTCnet

• April 2011 – October 2012: All agencies preparing paper SF 215 deposit tickets must onboard onto OTCnet for Deposit Reporting

• June 2012 – December 2012: All agencies who are currently mailing over the counter deposits to one of the Federal Reserve Banks must switch to the Mail-in-TGA (MITGA) which is supported by US Bank

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OTCnet System Improvements

• Improved the OTCnet Offline Check Capture application

– Corrected batch upload issues

– Resolved issue with processing money orders

– Corrected Department of Defense interface issue with internal application

• Improved the OTCnet Online Check Capture

– Improved overall system speed related to Terminal detection and saving checks after being scanned

– Updating OTCnet to support newer Java versions

– Enhanced the Batch Management queries to improve performance

– Corrected security reports access


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Timeline of Upcoming Releases (Release Functionality)

Release Functionality Est. Release Date

1.2.6 This is a minor patch release targeted towards making updates to the CIRA transmission summary and associated detailed reports for the check capture online only.

June/July 2012

1.3 This release will provide the capability to report the Check Capture accounting data to the Central Accounting Reporting System (CARS). Check capture transactions will be reflected in TRS. Update for the online batch upload service interface specifications to include the check conversion accounting data.

September 2012


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OTCnet User Provisioning

• ITIM is a user provisioning and role management system used to manage users across multiple FMS applications, including OTCnet

• For OTCnet, ITIM is used by security administrators to create and modify OTCnet users and to manage each user’s role or roles within the OTCnet application

• Agencies will need to assign at least two Security Administrators to establish and approve users to the application

• Users will receive a Single Sign-On (SSO) Account that will allow access to multiple Treasury applications

• Agency Security Administrators will re-certify their users annually


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OTCnet System Requirements

• All users are advised to review system requirements and configuration information prior to using OTCnet

• OTCnet has tested and certified 32 bit 18


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Agencies Using PCC OTC

Conversion Steps High-Level Summary

Continue to use PCC OTC until you have been contacted by the OTCnet Agency Adoption Team or your agency point of contact

Step 1 Visit the OTCnet and TRS Websites: fms.treas.gov/otcnet and fms.treas.gov/trs to review documentation provided

Step 2 Review the System Requirement Documentation for both OTCnet and TRS to ensure your workstation has the necessary system requirements

Step 3 Complete training prior to making your first deposit in OTCnet. Please go to: fms.treas.gov/otcnet/training/wbt. Training should be completed by all OTCnet users

Step 4 The OTCnet and TRS teams will be working with your agency jointly to begin the conversion process

Step 5 Complete conversion to OTCnet and enrollment into TRS

Step 6 Begin making deposits using check capture and viewing deposit information in TRS (available 4Q FY12)


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Agencies Preparing Paper SF 215


Step 1 Visit the OTCnet and TRS Websites: fms.treas.gov/otcnet and fms.treas.gov/trs to review documentation provided

Step 2 Review the System Requirement Documentation for both OTCnet and TRS to ensure your workstation has the necessary system requirements

Step 3 FMS will contact your agency with onboarding information for both OTCnet and TRS

Step 4 FMS will work with your agency to complete necessary steps to onboard to OTCnet and TRS

Step 5 Begin preparing deposit tickets using OTCnet Deposit Reporting and viewing deposit information in TRS


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Agencies Mailing Deposits to a Federal Reserve Bank


Step 1 FRB St. Louis will contact agencies to provide process overview

Step 2 FRB St. Louis will distribute a formal email, including an Agency Profile Sheet. This sheet will provide US Bank with needed check and currency volumes. It will also have location contact information for the agency

Step 3 The agency will be required to return the Agency Profile Sheet to the FRB St. Louis TGA Support Team. Once received, the Support Team will send the form to US Bank to set up the TGA relationship

Step 4 US Bank will send the agency a communication letting them know how to send in their deposits. They will also provide the agency an account number and routing number. The Agency will need this information in order to make deposits in OTCnet

Step 5 Begin preparing deposit tickets using OTCnet Deposit Reporting and viewing deposit information in TRS


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Over the Counter Channel Application (OTCnet)

Voucher Adjustment, Corrections, and Reversals (ACR)

• The OTCnet team will coordinate the process for making voucher amount, voucher date, and ALC changes related to deposits made through OTCnet deposit reporting and check capture

• Interim process to support the ACR functionality for deposits made through OTCnet deposit reporting will be within the TRS application

• Interim process to support ACR functionality for deposits made through OTCnet check capture will be within the Debit Gateway application

• Long term solution will be to update the OTCnet application to support the ACR functionality

• All agencies and FI’s will be notified of the new process once finalize by FMS and prior to CA$HLINK II being shutdown

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OTCnet Conversion Status

• PCC OTC: 43 out of 69 agencies complete

• PCC OTC Conversions: 1,526 complete out of 3,117 total ALC+2s (49%)

• Paper SF 215: 63 out of 81 agencies complete

• Paper SF 215 (CA$HLINK)

Conversions: 747 complete out of 938 total ALCs (80%)

• FRB Cleveland to MITGA Conversion: 75 total agencies beginning this month

*Current as of 5/31/12


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Next Steps

• Direct your agency technical/IT support personnel to review the OTCnet technical requirements at:

http://fms.treas.gov/otcnet/OTCnet_System_Requirements_052012.pdf

• Direct your staff to continue to use PCC OTC until contacted by FMS. Conversion will take place between now and December 2012

• Direct your staff to take the OTCnet Web-Based Training (WBT) to learn more about the new Web-based OTCnet system

• Note to agencies making Treasury General Account (TGA), International TGA, and Federal Reserve Bank TGA deposits: Contact Angela Smith ([email protected]) as soon as possible to be informed of your projected conversion date and the requirements to do Deposit Reporting in OTCnet


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Contact Information

• OTCnet Website: – fms.treas.gov/otcnet

• OTCnet Agency Adoption Team:– 703-377-5365 – [email protected]


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Transaction Reporting System (TRS)

Tammie Whitaker

Director, Accounting & Data Management Division

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Notable Achievements

• Agency Reporting Iteration 3– New and Revised Reports– New TRS Download Reports– Ability to schedule reports

• Enrollment Progress– Enrolled 165 agencies and 3,957 users– Remaining 14 agencies are in progress

• Processing TRS Download Files in Internal Agency Systems– 3 agencies have successfully converted file processing from CA$HLINK II

to TRS – 21 agencies are in the Development or Testing phases of the transition

process


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TRS Reporting Overview

• TRS Reporting Output Options– Standard Reports: Provides a standard set of reports that can be

produced on demand or on a scheduled basis. Report output can be viewed online or can be saved to a user’s workstation in PDF, Excel or CSV format.

– XML Extract Files: Allows a user to schedule creation of a file in the FMS XML Transaction Schema format.

fms.treas.gov/trs/transmissions.html#xml

• TRS Reporting Delivery Methods– Download: Allows a user to transfer or save a file from TRS to the user’s

workstation. The download may be a TRS Standard Report or a XML Extract File. Most users will download TRS

– File Transmission: Provides the ability for an agency systems to receive an extract of data directly from TRS


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Standard Transaction Reports and Technical Requirements

• Current TRS Standard Transaction Reports• Voucher / Voucher Detail / Download• Financial Transaction Summary / Detail• Business Transaction Group Report• Fedwire Message Summary / Detail / Download• Plastic Card Summary / Detail / Download• ACH Summary / Detail• GWA Entries / Detail Note: agencies may specify parameters (ALC, accounts, date range, etc.)

• TRS Technical Requirements– TRS supports:

• Internet Explorer 7.0 and 8.0• Adobe Reader 9.0

• Adjustments, Corrections and Reversal Function– The CA$HLINK II adjustment, correction and reversal functionality for

financial institutions and agencies is being phased out in preparation for the shutdown of CA$HLINK II.


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Summary Detail

OTCnet (TGA Deposit Reporting)

PATAX-TIP (history)

Card Acquiring Service

Credit Gateway

EFTPS

Pay.gov

ECP

Miscellaneous Cash July 2012

EFTPS/Federal Agency Tax July 2012

Stored Value Card July 2012

OTCnet (Check Capture) July 2012 September 2012

CL II Historical Collections (7 yrs) Q4 CY 2012


• System Update (Status of Data Availability)

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• System Update: Upcoming 2012 TRS Software Release Projects

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CA$HLINK II: Countdown to

Shutdown Newsletter

DoD

Conference

Kansas City FC CAB


Shutdown Newsletter

22nd Annual Government Financial Management

Conference

Increased CA$HLINK II Shutdown Communications


Shutdown Newsletter

GWA Day

CCMM Webinar

Transitioning To TRS Webinar/WebTalk


Shutdown Newsletter

CA$HLINK II Shutdown: Key Outreach Efforts

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CA$HLINK II Shutdown: Information Sources

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CA$HLINK II: Shutdown Planning

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Contact Information

• TRS Website: – fms.treas.gov/trs

• TRS Agency Outreach Team:– 301-699-6814 – [email protected]

• TRS Call Center • 1-800-346-5465 or 301-887-6600• [email protected]

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Q & A Session

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Dates to Remember and Takeaways from Today

Therefore, timely, agency transition to the Transaction Reporting System (TRS), and conversion to the Over The Counter Channel application (OTCnet), are critical. All Federal Program Agencies (FPAs):

•Must enroll in TRS by September 30, 2012. All system-to-system interfaces and download capabilities must be completed by September 30, 2012

•Using CA$HLINK II for Deposit Reporting must convert to OTCnet by October 31, 2012. OTCnet will enable agencies to prepare TGA bank deposits electronically

•Using the PCC OTC system must convert to OTCnet by October 31, 2012. The conversion from PCC OTC to OTCnet will allow your agency to integrate Check Capture and Deposit Reporting activities so that all check and cash deposits are handled by one, Web-based application

CA$HLINK II and PCC OTC will be shut down on December 31, 2012

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For additional information, please visit:

fms.treas.gov/ccmm

or e-mail:

[email protected]

Contacts

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CCMM ACRONYMS

ACH

ALC

Automated Clearing House

Agency Location Code

CCMM Collections and Cash Management Modernization

CGAC Common Government-Wide Accounting Classification

C-Key Classification Keys

ECP Electronic Check Processing

EFTPS Electronic Federal Tax Payment System

FBWT Fund Balance with Treasury

FDS Fedwire Deposit System

FMS Financial Management Service

FPA Federal Program Agency

FRB Federal Reserve Bank

GOALS II Government On-line Accounting Link System

GWA Government-Wide Accounting

GWAMP Government-Wide Accounting Modernization Program

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IPAC Intra-Governmental Payment and Collection

ITGA International Treasury General Account (Depositary)

OTC Over The Counter

OTCnet Over The Counter Network

PATAX Paper Tax System

PCC OTC Paper Check Conversion Over The Counter

POS Point of Sale

REX Remittance Express

SAM Shared Accounting Module

TAS/BETC Treasury Account Symbol/Business Event Type Code

TCMS Treasury Cash Management System

TGA Treasury General Account Depositary

TGAnet Treasury General Account Deposit Reporting Network

TIP Treasury Investment Program

TRS Transaction Reporting System

TT&L Treasury Tax & Loan (accounts)

URL Uniform Resource Locator

VPN Virtual Private Network

WBT Web-Based Training

XML Extensible Markup Language

CCMM ACRONYMS, continued

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ca$hlink ii shutdown 12-31-12: cfos & cios, are you prepared?

Documents

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cash management programsit

continueseveral programs

existing programs

cash deposits

remain8 new programs

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extent of changes19