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PRISM —General Functionality
PRISM is loaded with numerous time saving tools and features including handy look-ups, selection lists, default data based on user profile, and the elimination of all redundant data entry. The following general functionality is available throughout the system.
Document Creation & Numbering
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Create as a new action or duplicate an existing action to minimize data entry.
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Ability to delete documents prior to execution.
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Supports automatic or manual document numbering; configuration permits feature to be enabled or disabled
as required.
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Document numbering per the DFARS.
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Permits documents to be renumbered after creation as required.
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Prohibits duplicate document numbers.
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Allows unique site level numbering for control purposes.
Line Item Creation & Numbering
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Create as a new line item or duplicate an existing item to reduce data entry.
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Supports automatic or manual numbering of line items.
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Allows renumbering of line items.
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Supports the use of sub line item numbers with separators.
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Permits skipping of number sequences to accommodate organization of items into categories.
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Supports multiple delivery locations per item and multiple funding sources per delivery locations.
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Funding for line items can be distributed to accounting codes by dollar amount, quantity or percentage.
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Totals are automatically calculated for funds certification, commitment, and obligation processes.
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Supports line items that are subject to the availability of funding.
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Agencies can create their own product/service code table for use at the line item level.
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Expected renewal dates can be tracked per line item for recurring purchases.
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User Product Code prefills line item descriptions and accounting information.
Amendments & Modifications
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Documents are frozen (read only) after execution; changes are made through amendments or modifications.
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Sequential amendment/modification numbers can be automatically generated or the user can assign a
unique number.
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System generated text summarizing amendment changes can be automatically generated by the system.
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Solution automatically calculates funding changes; decreases in the total amount of the document result in a
de-commitment or de-obligation of funds.
Forms
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Automatically generates the most common standard, optional and DoD acquisition forms without any manual editing or formatting.
Click here to review a list of available forms.
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Forms can be viewed on-screen, routed electronically, saved to Adobe PDF format, and printed.
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Agencies have the option of generating draft or working copies of forms.
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All forms are generated without requiring additional software such as a form generator or word processing.
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Forms are updated automatically when document data is changed.
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Changes to Federal government forms required by the FAR and DFARS are incorporated into the solution at no additional cost.
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Distribution lists can be defined for each form.
Document Generation
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Maintains FAR/DFARS and all agency supplemental databases for regulatory document generation.
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Maintains FAR Matrices to facilitate document generation.
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Ability to create and maintain agency specific document generation checklists based on agency specific policies including the FAR/DFARS and supplemental regulatory and clause databases.
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Clause prescriptions can be viewed on-line.
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Clause selection matrices can be saved for reuse.
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User-defined text can be used.
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Clauses can be designated as mandatory.
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A database of commonly used statements, such as delivery instructions, can be created and used to reduce
data entry.
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Can be configured to guide users through the process of generating standard procurement documents including the generation of Statements of Work, Independent Government Estimates, Justification for Other Than Full and Open Competition, and Sources Memos.
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Generated documents become part of the electronic document folder.
Supporting Documents
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Ability to attach an unlimited number of electronic documents which facilitates any audits.
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Any type and size of electronic document can be attached (e.g., MS Word, WordPerfect, Excel, CAD) .
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Supporting documents are saved in the database as a BLOB (Binary Large Object).
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Documents can be checked in or out for review or editing by authorized users; an audit trail of document access is recorded.
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Prevents editing of supporting documents after execution of procurement document.
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Launches supporting document in the originating application (e.g., MS Word) from within PRISM for viewing
or editing.
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Routes supporting documents as part of complete electronic folder for review, approval and processing.
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Distinguishes between attachments to be distributed with the executed procurement document (e.g., copies sent to the vendor) and attachments that are merely for documentation purposes.
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Ability to designate as Confidential.
Funds Control
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Robust capabilities support funds control throughout the procurement process.
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Multiple funds certifications are supported.
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Accounting data is tracked from commitment through invoice and payment.
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Generates and tracks commitments and de-commitment, obligations and de-obligations.
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Establishes a point of commitment (i.e., at requisition release) and a point of obligation (i.e., at
award/contract release).
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Obligations can be incurred without a corresponding commitment record if desired.
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Automatically calculates available funding remaining on a contract (i.e., the committed amount less the
obligated amount).
Additional Information
Click here to download the PRISM Solutions brochure.
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