Meeting Minutes
ASAP University User Group Meeting

(Sponsored by The National Council of University Research Administrators)
Washington, DC
November 7, 2006

Introductions
Lisa Thompson, former Chair and University Representative of the ASAP Customer Board (ACB), did the introductions. She informed the participants that this would be a discussion and answer session with the main focus being the new ASAP.gov enrollment process.  She also, gave a brief history of the ACB, encouraged users to volunteer to become members and explained the ASAP application and its purpose. 

Financial Management Service (FMS) Representatives
Carol Cole and Laura Holland, ASAP Operations

General Remarks

Most of the room was familiar with the application and its process. One user was obtaining a new grant (DOE) and would be new to the system.

Users were informed of the functions that changed with the implementation of Recipient Organization enrollment and were asked for their feedback on their experiences with the new changes.

Users were informed that the banking data inquiry would be unavailable from 11/20 to 12/18 while changes are being made.

Users were asked to send an email to Lisa Thompson if they are interested in an FMS site visit during future NCURA meetings.

New Enrollment Process
The new enrollment flow process was explained:

• The Federal Enrollment Initiator starts the enrollment process by identifying the Recipient Organization to be enrolled and entering the DUNS, TIN, type of organization and the point of contact information.
  
  
• The role of the Point of Contact is critical to the ASAP.gov enrollment process.
  
  
• The RO Point of Contact confirms that information entered by the enrollment initiator and is responsible for identifying the recipient organization’s officials.
  
  
• The Head of Organization approves the officials identified by the point of contact.
  
  
• The Authorizing Official is responsible for confirming the recipient organization’s information and identifying the users who need access to the ASAP.gov application.
  
  
• The Financial Official is responsible for entering the bank account information for the recipient organization.
  
  
• Once all of the above tasks are completed, the application will complete the enrollment and notify the Federal agency that the organization enrollment has been completed and they can create and fund accounts.
  
  
• The enrollment cycle allows each role up to 45 days to complete their task. The application will generate email reminders if no action is taken after 35 days, 40 days and on the 46^th day the enrollment is deleted if all tasks are not completed.
  
  
• Emails are sent to users when identified to use the application.
  
  
• CBAF is responsible for password issues.  Attendees were given a Quick Reference card with CBAF contact information and ASAP hours of operation.
  
  
• Changes to DUNS and TIN should be processed through the user’s servicing Regional Financial Center (RFC). Users are responsible for informing their Federal agencies and obtaining their approval to change a DUNS and/or TIN.  The RFC will ask the user for proof of an agency’s approval before processing the change.
  
  
• Unique DUNS, TINS and emails are required.
  
  

Q: Why is a unique email address required?

A: The email address is used as the common identifier in Treasury’systems. Each user is identified by their email address.

Q: Can several institutions function under one DUNS?

A: Yes, but they must have a unique TIN.

Q: Can the voice response system (VRS) and ASAP.gov both be used for initiating payment transactions?

A: Yes, however, Fed wire transactions cannot be initiated through VRS.

Q: Will notifications be sent before the 45^th day to alert a user that an enrollment action needs to be taken?

A: If an enrollment function is not completed timely, email reminders are sent on the 35^th and 40^th day. If no action is taken after 45 days, a notice is sent on the 46^th day informing the user that the enrollment will be deleted because all tasks were not completed. The emails will be sent to the POC if officials are to be defined, Authorizing Officials if users are to be defined and Financial Officials if banking data is to be defined. Emails regarding the deletion of an organization’ enrollment due to non-action are sent to the user assigned the action, as well as other officials in the organization and the Federal agency Enrollment Initiator.

User Notifications/Inquires

The notification process is being enhanced with Release 3.0 on November 20^th to add text to the subject line so that users can see the topic before clicking the notification to open it. A complete redesign of the Notifications function will be available to users in a future release.

Notifications are generated based on transactions dealing with account funding and payment requests. Users are encouraged to pay more attention to notifications. Any comments about how to improve notifications should be submitted using the ASAP Enhancements Form.

Q: Where is total award amount information is located?

A: The Account Profile Inquiry provides information about the account, including the account balance and the cumulative authorized amount. Inquiries provide up the minute status. Reports show information as of the previous business day.

Tutorials and Help

Online Tutorials are being updated and will be available to users in March 2007. The tutorials will walk the user through the process and will allow the user to simulate the functions as well. Once the tutorials are available, information will be posted on the FMS ASAP web site and the ASAP.gov homepage.

Users are encouraged to use the ASAP.gov Help system which is available for each step in the ASAP.gov application.

ASAP Web sites

The ASAP team uses the FMS Internet ASAP page to provide the latest ASAP information to users. Users are encouraged to subscribe for updates at www.fms.treas.gov/asap to be informed when important messages are posted. The ASAP.gov homepage is also used to provide users with important information.

Training:

The ASAP training environment is being redesigned and will not be available to users until 2007. Until the training environment becomes available, training can be scheduled by contacting an RFC.

ASAP.gov Payment Templates

With the implementation of Recipient Organization Enrollment, all payment templates were deleted and users must recreate them. Users were notified about this requirement through a broadcast message on the ASAP.gov homepage.