R 092002Z DEC 11

ALCGFINANCE 044/11
SUBJ: OPEN OBLIGATION VALIDATION APPLICATION (OOVA) SOFTWARE UPDATE
1. PURPOSE: TO NOTIFY USERS OF TWO NEW OOVA UDO STATUSES, COMPLETE
AND IN CLOSEOUT, FOR DOCUMENT TYPES 23, 24, 28 AND 37.
2. BACKGROUND: OOVA PROVIDES FINANCIAL MANAGERS WITH THE ABILITY TO
MONITOR AND VALIDATE OPEN OBLIGATIONS IN COMPLIANCE WITH DHS AND
COAST GUARD POLICIES. PROPER OBLIGATION VALIDATION ENSURES THAT GOODS
AND SERVICES ARE RECEIVED, TRAVEL CLAIMS ARE FILED IN A TIMELY
MANNER, VENDORS ARE PAID PROMPTLY, TRANSACTIONS ARE ACCURATELY
RECORDED IN THE FINANCIAL SYSTEM, AND SUPPORTING DOCUMENTATION IS
PROPERLY MAINTAINED. FINANCIAL MANAGERS ARE REQUIRED TO RECORD THEIR
VALIDATION EFFORTS IN OOVA WHICH MAINTAINS A HISTORICAL RECORD OF THE
VALIDATION HISTORY OF THE OBLIGATION.
3. THE NEW STATUSES ARE AVAILABLE IN OOVA EFFECTIVE 7 DEC 2011 AND
ARE UTILIZED FOR DOC TYPES 23, 24, 28 AND 37 AS FOLLOWS:
     A. COMPLETE: THIS STATUS IS SELECTED WHEN THE PERIOD OF
PERFORMANCE HAS EXPIRED, GOODS AND SERVICES ACCEPTED, OR FINAL
PAYMENT MADE AND AWAITING CLOSE OUT.
     B. IN CLOSEOUT: THIS STATUS IS SELECTED ONCE THE CONTRACTING
PROFESSIONAL IS ACTIVELY CLOSING OUT THE OBLIGATION AND ENSURING THAT
ANY RESIDUAL OBLIGATION IS DE-OBLIGATED.
4. THE OOVA REPORTS AND VALIDATION SCREEN IS UPDATED TO ALLOW USERS
TO SELECT THE NEW STATUSES.
5. THE OOVA STATUS MATRIX PROVIDES EXAMPLES ON WHEN TO USE THE NEW
STATUSES AND AVAILABLE AT
HTTP://FINMS-HK3APP024/OOVA/REFERENCES.ASPX.
6. THE OOVA DESK GUIDE IS BEING UPDATED AND A NOTICE WILL APPEAR ON
THE OOVA HOME PAGE WHEN IT IS AVAILABLE.
7. QUESTIONS SHOULD BE DIRECTED TO MS. CHRISTINA STEBBINS,
757-413-7262, CHRISTINA.L.STEBBINS(AT)USCG.MIL OR MS. JANIE MALLORY,
(757)523-6070 JANIE.S.MALLORY(AT)USCG.MIL
8. REQUEST FURTHER DISTRIBUTION OF THE CONTENTS OF THIS MESSAGE TO
SUBORDINATE UNITS, AS APPROPRIATE.
9. CAPT S. R. MURTAGH, CHIEF, OFFICE OF RESOURCE MANAGEMENT SENDS.
10. INTERNET RELEASE AUTHORIZED.