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SPA Process User's Guide

SPA Process User’s Guide – Chapter 3 – Navigation

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Overview

This chapter provides instructions on how to obtain security clearance, how to log on to the SPA system and how to access screens on the system.

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State Property Accounting Security

SPA provides users access to their agency’s data through two levels of security: mainframe access security and application security.

Mainframe access security is profile-based and allows agency personnel varying access to SPA screens/transaction codes (T-codes).

Application security establishes single or multiple agency relationships between state agencies.

The two security levels are interdependent and require close coordination between the agency’s security coordinator and property manager. If you need security assistance, contact your agency security coordinator.

Mainframe Access Security

Mainframe access security provides agency personnel with access to the SPA mainframe application. Access is initiated when an agency employee contacts their property manager who then makes a local request to their agency security coordinator. The agency security coordinator requests access to SPA from the Comptroller’s office.

Agency personnel who need access to SPA should consult with their agency’s property manager to determine the level of mainframe access security that best meets the needs of the agency and the user. The property manager and security coordinator should consider the following:

The agency’s property manager and security coordinator should take the following steps to request the appropriate mainframe access for agency personnel.

Action

  1. The property manager determine the user’s SPA security level by selecting one of the following mainframe access security profiles:
    SPA 1 All agency screens. Highest security level.
    SPA 2 Inquiry screens only. Lowest security level.
    SPA 3 Add property; add surplus; receive transfers; update surplus, debt-finance, location and property in suspense.
    SPA 4 All deletes, includes transfers and surplus. All inquiry.
    SPA 5 All deletes. News and report inquiry.
    SPA 6 All inquiry. Update location of property only.
    SPA 7 For use by Texas Facilities Commission (TFC) staff only.
    SPA 8 Applications Security Group.

    The chart on the next page depicts the T-codes/Screen IDs available with each type of mainframe security profile. All profiles can order reports.

  2. The property manager submits the following information to the agency security coordinator:
    • the employee’s name and telephone number
    • the employee’s Comptroller user ID (if established)
    • the mainframe access security profile
    • whether the access is for a single or multiple agencies (and which agencies)
    • whether the employee is a property manager, alternate property manager or neither
  3. The agency security coordinator submits a request to the Comptroller’s office.

    Note: Certain users may require access to electronic file transfer (EFT) for SPA. When this is the case, the agency security coordinator can include FTP in the request.

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Mainframe Security Profiles and Access to SPA T-codes (Screens)

T-code Function SPA01 SPA02 SPA03 SPA04 SPA05 SPA06 SPA07 SPA08
PAACQU Update Property in Suspense U   U          
PAAGIN Agency Information C              
PAAVAL Update Financial Information U              
PACERT Certification of Physical Inventory C              
PACLAS Class Code Inquiry I/C I I I I I   I
PADEBT Debt Financed Inquiry I I I I   I   I
PADGSC Advertise Surplus U   U U U      
PADISP Disposed Property Inquiry I I I I I I I I
PADLET Disposal of Property U     U U      
PADPRE Update Depreciation U              
PADUPD Update Surplus Property U   U U U      
PAFHST Financial History Inquiry I I I I I I   I
PAGOVT Governing Agencies I/C I I I I I   I
PAHIST Non-Financial History Inquiry I I I I   I    
PAIVAL Property Financial Data I I I I   I    
PALOCA Location of Property I I I I   I    
PALUPD Update Location U   U     U    
PAMENU Menu I I I I I I I I
PAMSTR Update Debt Financed U   U          
PANCHG Change Property Number U   U          
PANDIT Update News Display I/C I I I I I I I
PANEWS News Display I I I I I I I I
PAPADD Add Property U   U   U      
PAPMGR Assign User Access I I I I I I I C
PAPPFY Add Prior Year Property U   U   U      
PAPROP Existing Property I I I I   I I I
PAPUPD Update Property U   U          
PARCVR Recover Deleted Property UP              
PARFEX Order Extract Download U U U U U U   I
PARRPT Order Reports U U U U U U   I
PARXER Receive Transfers U   U          
PASERS Serial Number/Description Search I I I I I I   I
PATOTS Property Totals I I I I I I   I
PATRAN Transfer Property U     U U      
PAUCLA Class Code Detail I/C              
PAUDIS Update Inactive Property U     U U      
PAUERR Update Error Code I/C              
PAUHDM Update Hard Disposal Methods UP              
PAUSER Search User Access I I I I I I I I
PAUVAL Update Fund Value U              
PAVRPT Reports Requested I I I I I I   I
I Inquiry Only
U Update Capability
C Only Comptroller can update
UP Only Property Manager can update

Application Security Codes

The Comptroller’s office assigns one of the following application security codes to establish an appropriate access level:

Code Description
0 User maintains SPA data for a single agency.
1 User maintains SPA data for multiple agencies.
C Comptroller’s office employee who maintains/tests the SPA system and/or assigns Designated Title Codes. Title codes are used to identify the user’s level of authority and/or responsibility.
Title Code Description
A Alternate Property Manager
D Data Services
F SPA Functional Staff
H Agency Head
I Internal Audit
P Property Manager
S Security Coordinator
T Trainer
U User (no responsibility for agency property)

Deleting a User

The security coordinator and the property manager must use the following procedure to delete agency users who no longer have agency responsibilities in SPA.

1 The property manager submits the employee’s name and user ID to the security coordinator.
2 The security coordinator submits a request for the deletion of a user’s access to the Comptroller’s office.

SPA Security Report

To receive a list of an agency’s SPA users and their levels of security, contact the agency security coordinator.

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Logging On to the SPA System

To log onto the SPA system, each agency must have:

Each SPA user must have a user ID, SPA profile and SPA Application Security Profile assigned by the agency’s security coordinator, which together provide security access to the Comptroller’s office mainframe.

Procedure

  1. Enter USAS on the Texas Map log-on screen or on an agency’s log-on screen.
                                . - - - - - .                                       
                              / .           .                                       
     User  Help  Desk         / .           .           Glenn Hegar                 
                              / .           .     Texas State Comptroller           
      (512) 463-HELP          / .           .                                       
                              / .            --...__.-.._.-._..--..                 
                              / .                                 .                 
                              / .                                 .                 
                  . _ _ _ _ _ _ .                                  .                
                 /  .                                               .               
                   /  .                                             .               
                     / .                     Statewide              .               
                      / .                        *                .                 
                       / .                Teleprocessing       .                    
                        / .       _ _         System       .                        
                         / .    . / / .                 .                           
     Unauthorized use     /  - .     / .              .                             
     is prohibited.        / /        / .            .                              
     Usage may be subject                / .          .                             
     to security testing and monitoring.  / .         .                             
     Misuse is subject to criminal         /  .       .                             
     prosecution.  There is no expectation   /  . . __ .                            
     of privacy except as provided by law.     / / / / /                            
       
  2. Press Enter. The Texas Comptroller Access screen appears.
    VTAM/Switch 6.3  Session Manager                                 Term: TCP50779
                                                                     Date: 07/14/2011
    Please enter your userid and password                            Time: 08:49:50
    
       User ID  : _______
       Password :
    
    
       New Password :
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
  3. Enter the user ID in the USER ID field.
  4. Press Enter. The system tabs automatically to the PASSWORD field.
  5. Enter the user password.

    Note: If a user does not sign on to the Comptroller’s mainframe for more than 30 days, the user’s password is suspended. The agency’s security coordinator must reset it.

  6. Press Enter. The Uniform Statewide Accounting Session Manager screen appears.
    VTAM/Switch 6.3       Application Selection       User: TEST111  Term: T10123EA 
    ===>  _______________________________________________________________________
     
    Select one of the following applications to start a new session
    
     1 USAS(P)   USAS PRODUCTION  ACTIVE    19 SPRS(C)  SPRS CONVERSION  ACTIVE
     2 USAS(T)   USAS TRAINING    ACTIVE    20 SPRS(P)  SPRS PRODUCTION  ACTIVE
     3 USAS(S)   USAS AGY SETUP   ACTIVE    21 SPA(TEST SPA USER TEST    ACTIVE
     4 SPA(P)    SPA PRODUCTION   ACTIVE    22 USAS(C)  USAS CONVERSION  ACTIVE
     5 SPA(T)    SPA TRAINING     ACTIVE    23 TINS(C)  TINS CONVERSION  ACTIVE
     6 USPS(P)   USPS PRODUCTION  ACTIVE    24 TINS(M)  TINS MAINT TEST  ACTIVE
     7 USPS(T)   USPS TRAINING    ACTIVE    25 N/A-25                    INACTIVE   
     8 USPS(S)   USPS CONVERSION  ACTIVE    26 SFS (L)  DEPLOYMENTS      ACTIVE
     9 TINS(P)   TINS PROD        ACTIVE    27 SFS(K)   PARALLEL         ACTIVE
     10 HRIS(P)  HRIS PRODUCTION   ACTIVE
     11 FACTS    FACTS PROD        ACTIVE
     12 N/A-12                     INACTIVE                                          
     13 TSO      TSO ON PROD       ACTIVE
     14 USPS(C)  USPS PROD CAL     ACTIVE
     15 CICS     CICS CPA          ACTIVE
     16 USAS(A)  USAS ACCEPTANCE   ACTIVE
     17 HRIS(A)  HRIS ACCEPTANCE   ACTIVE 
     18 USAS(F)  FINANCIAL REPORT
    PF1-HELP  PF3-END  PF7-BACKWARD  PF8-FORWARD  PA1-ROTATE
    
  7. Select system number 4 (SPA).
  8. Press Enter. The SPA News screen appears.
  9. Press Enter again and the SPA Menu appears.

    Note: If Pause/Break is pressed, a blank screen appears. The SPA Menu can be accessed by entering PAMENU and pressing Enter twice.

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Accessing Screens on the SPA System

The SPA [Main] Menu (PAMENU) provides access to SPA screens. Abbreviated titles of the SPA screens are organized with the inquiry screens in the first column; add/delete screens in the second column; and update screens in the third column.

Procedure

Before you can access any SPA screen, you must log onto the SPA system and enter 4 (SPA) to pull up the SPA menu. Once the SPA menu appears, follow the procedure below:

  1. Enter X at one of the Menu options.
        STATE PROPERTY ACCOUNTING (SPA)                 03/24/04
                                          MENU                              17:46:28
                                                                                    
     INQUIRY              ADD/DELETE                 UPDATE                         
       PRIMARY            _ ADD PROPERTY             _ UPDATE PROPERTY              
     _ FINANCIAL          _ DISPOSAL OF PROPERTY     _ UPDATE FINANCIAL INFORMATION 
     _ DEBT FINANCED      _ ADVERTISE SURPLUS        _ UPDATE SURPLUS INFORMATION   
     _ LOCATION           _ TRANSFER PROPERTY        _ UPDATE DEBT FINANCED         
     _ NON-FINANCIAL HIST _ RECEIVE TRANSFERS        _ UPDATE LOCATION              
     _ NEWS               _ RECOVER DELETED PROPERTY _ UPDATE PROPERTY IN SUSPENSE  
     _ DISPOSED PROPERTY  _ ASSIGN USER ACCESS       _ CHANGE PROPERTY NUMBER       
     _ REPORTS REQUESTED  _ ORDER REPORTS            _ UPDATE INACTIVE PROPERTY     
     _ CLASS CODE         _ ORDER DOWNLOAD           _ UPDATE FUND VALUE            
     _ SERIAL/DESC SEARCH _ GOVERNING AGENCIES       _ UPDATE HARD DISPOSAL METHODS 
     _ USER ACCESS        _ ADD PRIOR YEAR PROPERTY  _ UPDATE DEPRECIATION          
     _ PROPERTY TOTALS                               _ AGENCY INFORMATION           
     _ FINANCIAL HISTORY                                                            
     _ CERTIFICATION                                                                
                                                                                    
                                                                                    
                                                                                    
                 SELECT AN OPTION WITH AN “X” AND PRESS ENTER                       
                                                                                    
     CLEAR=EXIT     PF1=REFRESH     PF3=EXIT                                        
    	
  2. Press Enter. The selected screen appears.

    Note: To navigate to another SPA screen, press Home to get to the upper left corner and enter the screen ID and record key on the first line. The format is screen ID (period) record key elements (each separated by a period) and a period at the end. For example, a record key that consists of the agency number, property number and component number looks like this:

         PAPADD.324.3240000001.01.

    If a ten-byte property number is not entered, the user must press the space bar enough times to make sure that the ten-byte field has been filled. All spaces within a property number are valid values.

Screen Titles and Definitions

The list below explains which SPA screen corresponds to the abbreviated title that appears on the Menu shown previous and describes the function of that screen.

Inquiry Screens

Primary (Active) Property

The Primary (Active) Property (PAPROP) screen displays agency active property information.

Financial

The Property Financial Data (PAIVAL) screen displays agency property financial information.

Debt Financed

The Debt Financed Property (PADEBT) screen displays information about agency property financed by debt-finance instruments.

Location

The Location of Property (PALOCA) screen displays the three property location fields. It also displays the name of the person responsible for the property.

Non-Financial History

The Non-Financial History (PAHIST) screen (referred to as the audit trail) displays detailed non-financial transaction information on adds, corrections or deletions made to agency property.

News

The News Display (PANDIT) screen displays current and upcoming SPA system enhancements, migrations, calendar of events and other information communicated by the Comptroller’s office to SPA users.

Disposed Property

The Disposed Property (PADISP) screen displays agency property that has an assigned disposal method.

Class Code

The Class Code (PACLAS) screen allows users to view class code information by class code, description, useful life and if designated, as a controlled class code.

Serial Number/Desc Search

The Serial Number Description Search (PASERS) screen allows agencies to search for agency property by serial number or by description.

User Access

The User Access (PAUSER) screen displays all SPA users by name or user ID. The list of users that have access to SPA can be sorted by a designated agency.

Property Totals

The Property Totals (PATOTS) screen displays all property values broken down by component number and fund number.

Financial History

The Financial History (PAFHST) screen displays detailed financial transaction information (by component) on adds, deletes and increases/decreases in value made to agency property.

Certification of Physical Inventory

The certification of Physical Inventory (PACERT) screen displays physical inventory dates by fiscal year. Beginning in fiscal 2003, the number of items reported missing during the physical inventory and the value of those items are reported.

Add/Delete Screens

Add Property

The Add Property (PAPADD) screen allows agencies to add agency property to the SPA system.

Add Prior Year Property

The Add PY Property (PAPPFY) screen allows agencies to add prior year agency property to the SPA system.

Disposal of Property

The Disposal of Property (PADLET) screen allows agencies to dispose of agency property.

Advertise Surplus

The Advertise Surplus (PADGSC) screen allows agencies to dispose of agency property through the Surplus Property Disposal process administered by the Texas Facilities Commission (TFC). This screen assigns disposal method 05 to the property and begins the advertising process.

Transfer Property

The Transfer Property (PATRAN) screen allows agencies to initiate a transfer of agency property maintained on the SPA system to another state agency.

Receive Transfers

The Receive Transfers (PARXER) screen allows agencies to receive property transferred from another state agency.

Recover Deleted Property

The Recover Deleted Property (PARCVR) screen is used to recover agency property that has been deleted or made inactive.

Assign User Access

The Assign User Access (PAPMGR) screen is used by the Comptroller’s security staff to specify the level of security assigned to SPA users.

Order Reports

The Order Reports (PARRPT) screen allows agencies to order SPA reports online. SPA reports are listed in Appendix H of this guide. Users should refer to this listing to determine which reports most suit their needs.

Order Download

The Order Extract Download (PARFEX) screen allows users to order download extracts online for their agency. There are five available formats in which users can receive their information.

Governing Agencies

The Governing Table (PAGOVT) screen is used by the Comptroller’s SPA staff to update the governing table within the SPA system. The governing table allows an agency to maintain data for another agency. Agencies are able to view this screen.

Update Screens

Update Property

The Update Property (PAPUPD) screen allows agencies to update nonfinancial property information previously entered.

Update Financial Information

The Update Financial Information (PAAVAL) screen allows agencies to update agency property financial information and add new financial records.

Update Surplus Information

The Update Surplus Information (PADUPD) screen allows agencies to update information about agency property in the surplus property disposal process administered by the TFC.

Update Debt Financed

The Update Debt Financed (PAMSTR) screen allows agencies to add debt financed information when Acquisition Method 08 – Debt Financed Instruments is used. It is also used to update debt finance information.

Update Location

The Update Location (PALUPD) screen allows agencies to update the location of agency property or the name of the person responsible for the property.

Update Property in Suspense

The Update Property in Suspense (PAACQU) screen allows agencies to update property entered into SPA using Acquisition Method 13.

Change Property Number

The Change Property Number (PANCHG) screen allows agencies to change a property number at the property number level. The change can only be made if the property number and all of its components are active. Pending or completed transfers cannot be changed.

Update Inactive Property

The Update Inactive Property (PAUDIS) screen allows agencies to update inactive agency property (property with a &ld

“hard” disposal method) without reactivating the property.

Update Fund Value

The Update Fund Value (PAUVAL) screen allows agencies to increase or decrease value. The screen also allows agencies to remove invalid zero-value fund records when there is another fund for that component with value.

Update Hard Disposal Methods

The Update Hard Disposal Methods (PAUHDM) screen allows agencies to change disposal methods 03, 04, 08–18, 20–30 and update disposal information. Users who can update this screen have a title code of P (property manager) or A (alternate property manager) and have a SPA 1 security profile.

Update Depreciation (Depreciable Entities)

The Update Depreciable Entities (PADPRE) screen allows agencies to update factors used to calculate depreciation on agency property. Factors that can be updated include: historical indicator, depreciation indicator, useful life and residual percent.

Agency Information

The Agency Information (PAAGIN) screen is used by the Comptroller’s SPA staff to open and close agency accounting periods in SPA.

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System Lock-ups at the End of a Screen

If more characters are entered in the last field of a SPA screen than the field can accommodate, the system locks up. If this happens, do the following:

  1. Refer to Appendix F “Data Dictionary” to determine the length of the field.
  2. Next, clear the screen. The method for clearing the screen varies by agency. Two of the most common methods are: pressing Control and the letter C simultaneously; or pressing Pause.
  3. Correct the entry by limiting the number of characters to the field length and process the correction by pressing Enter.

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Changing Your Password

A user’s password must be changed every 90 days. The system notifies the user when it is time to change their password.

During normal log-on procedures or during a change of password, the system suspends the user if they fail to enter a valid password on the third attempt.

If a user forgets their password, the security coordinator must reset it.

Procedure

  1. Enter USAS on the Texas Map log-on screen.
  2. Press Enter. The Texas Comptroller screen appears.
    VTAM/Switch 6.3  Session Manager                                 Term: TCP50779
                                                                     Date: 07/14/2011
    Please enter your userid and password                            Time: 08:49:50
    
       User ID  : _______
       Password :
    
    
       New Password :
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
  3. Enter your user ID in the USER ID field.
  4. Press Enter.
  5. Enter your current password in the PASSWORD field.
  6. Press Tab.
  7. Choose a new password using the following guidelines:
    • Passwords must be eight characters.
    • At least two of the characters must be numeric.
    • Passwords should not be written down.
  8. Enter your new password in the NEW PASSWORD field.
  9. Press Tab.
  10. Re-enter your new password in the second NEW PASSWORD field.
  11. Press Enter. If your password has been successfully changed, the Uniform Statewide Accounting Session Manager screen appears.

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Logging Off the SPA System

Procedure

  1. Exit SPA by pressing F3.
  2. Enter LOGOFF on the first line of the blank screen. (If CSSF Signoff is at the top of the blank screen, enter LOGOFF over that. There is no need to clear it first.)
  3. Press Enter. The user has now logged off from the SPA session. The Uniform Statewide Accounting screen appears.
  4. Enter the appropriate system number to view another session.

    – or –

    Enter LOGOFF to exit the USAS system.
    VTAM/Switch 6.3       Application Selection       User: TEST111  Term: T10123EA 
    ===>  LOGOFF_______________________________________________________________________
     
    Select one of the following applications to start a new session
    
      1 USAS(P)  USAS PRODUCTION   ACTIVE    19 SPRS(C)  SPRS CONVERSION  ACTIVE
      2 USAS(T)  USAS TRAINING     ACTIVE    20 SPRS(P)  SPRS PRODUCTION  ACTIVE
      3 USAS(S)  USAS AGY SETUP    ACTIVE    21 SPA(TEST SPA USER TEST    ACTIVE
      4 SPA(P)   SPA PRODUCTION    ACTIVE    22 USAS(C)  USAS CONVERSION  ACTIVE
      5 SPA(T)   SPA TRAINING      ACTIVE    23 TINS(C)  TINS CONVERSION  ACTIVE
      6 USPS(P)  USPS PRODUCTION   ACTIVE    24 TINS(M)  TINS MAINT TEST  ACTIVE
      7 USPS(T)  USPS TRAINING     ACTIVE    25 N/A-25                    INACTIVE   
      8 USPS(S)  USPS CONVERSION   ACTIVE    26 SFS (L)  DEPLOYMENTS      ACTIVE
      9 TINS(P)  TINS PROD         ACTIVE    27 SFS(K)   PARALLEL         ACTIVE
     10 HRIS(P)  HRIS PRODUCTION   ACTIVE
     11 FACTS    FACTS PROD        ACTIVE
     12 N/A-12                     INACTIVE                                          
     13 TSO      TSO ON PROD       ACTIVE
     14 USPS(C)  USPS PROD CAL     ACTIVE
     15 CICS     CICS CPA          ACTIVE
     16 USAS(A)  USAS ACCEPTANCE   ACTIVE
     17 HRIS(A)  HRIS ACCEPTANCE   ACTIVE 
     18 USAS(F)  FINANCIAL REPORT
    PF1-HELP  PF3-END  PF7-BACKWARD  PF8-FORWARD  PA1-ROTATE
    
  5. Press Enter. The logoff is complete and the Texas Map log-on screen appears.