Click on the questions below to see their corresponding answers.
IRIS stands for Integrated Resource Information System. IRIS consists of three software systems that will replace the State of Alaska’s (SOA) financial and payroll systems, and provide functionality for procurement, debt management, human resource management, and learning management.
The software systems that make up IRIS are being implemented in stages. The debt management portion of IRIS went live in July 2012 and LearnAlaska, the learning management system, went live in June 2013. The financial and procurement components will go live in July 2015 and the HR and payroll segments will go live in January 2016.
The IRIS Project is a statewide effort to design, configure, and implement the three software solutions which make up IRIS (CGI Advantage, SymPro Debt Manager, and Meridian Global Learning Management). The goal of the IRIS Project is to improve the SOA’s administrative and operational functions through the use of an integrated system.
The IRIS Project consists of three key work effort areas: Business processes, software, and behavior adoption. The IRIS Project has teams of people focusing on each of these types of activities to help the State transition from current operations to how work will be done in IRIS. Click here to view the Project Team organizational chart.
The benefits of implementing IRIS include:
Yes, the Alaska State Legislature fully funded the IRIS Project through two different Capital Improvement Projects (CIP) which were approved in 2008 and 2012, respectively.
No, replacing ABS is not part of the IRIS Project.
No, ALDER will not be replaced. The current version of ALDER will be extended and enhanced to ALDER 2.0 to accommodate changes in reporting with the new system. ALDER 2.0 will maintain the same look and feel as ALDER 1.0. After IRIS is implemented, ALDER 1.0 will continue to be available for historical reporting purposes but the data will no longer be updated.
No, replacing eGrants is not a part of the IRIS Project.
Information from AKSAS and AKPAY will be available through ALDER, however IRIS will replace AKSAS and AKPAY, so after IRIS goes live, those two programs will no longer be used. For example, when the financial and procurement sections go live in July 2015, AKSAS data will only be accessible through ALDER. In January 2016 the HR and payroll systems will go live and AKPAY will no longer be used for payroll. Data from AKPAY will be available through ALDER 2.0. At this time, the only approved opt-out of IRIS are DOTPF Construction projects.
The SymPro Debt Management system is already being used by DOA staff. The Meridian Learning Management System, LearnAlaska, went live in June 2013. It is currently being used by the Department of Administration’s Divisions of Personnel and Labor Relations (DOP) and Finance (DOF) to train employees and track workforce training efforts. The LearnALaska Enterprise Administrators will work with other departments who are interested in using LearnAlaska to manage their training programs. SOA employees are expected to begin using the IRIS financial and procurement functions in July 2015 and the human resources and payroll functions beginning in January 2016.
Yes! All SOA employees who are expected to use the new system will receive training and preparation in advance of using IRIS for day-to-day work. For most end users, training will start next spring. Some users will receive training on how to build their department’s reports before next spring so that data can be populated prior to Go Live. Similarly, some users will also be trained earlier in order to prepare them for participation in User Acceptance Testing (UAT), which involves testing the application using real world scenarios that are relevant to the end users.
The IRIS Project Team is dedicated to supporting ALL employees through this transition and is currently working with departments to assess their training needs and develop a training plan specifically tailored for Alaska. For more information on training, please see the FAQs under the ‘How will IRIS affect me?’ section.
Yes. Statewide standardized procedures will be created and provided for all end users to follow. Individual departments may have specific procedures for performing certain activities and will provide additional instructions pertaining to these activities for their staff.
IRIS will leverage ALDER, the same reporting system AKSAS and AKPAY currently use, as a reporting solution to help minimize the impact on end users. Historical information will be accessible in ALDER 1.0 while data from IRIS will be accessed through ALDER 2.0. ALDER 2.0 is an extended and enhanced version of ALDER that is being developed to accommodate the changes in reporting needs caused by the new chart of accounts structure, procedures and processes of IRIS. Since the way data is structured in IRIS is different from how data is structured in the State’s current systems, users will not be able to do direct comparison reports between ALDER 1.0 and ALDER 2.0. As the implementation for IRIS approaches, the IRIS Project Team will work with those SOA employees who use ALDER to arrange training on the changes to reports.
AKSAS is nearly 30 years old (1984) and AKPAY is over 20 years old (1990). In technological timeframes, they are antiquated and are not able to integrate with many of the SOA’s newer systems. The absence of integration creates challenges for real-time reporting or strategically viewing SOA’s operations, and hinders efficiency.
You can email your questions about IRIS to: IRIS.Project@alaska.gov. This inbox is monitored by members of the IRIS Change Management Team who work closely with the entire IRIS Project Team to respond to your questions in a timely manner. You can expect a response to your inquiry within 1 business day.
Numerous crosswalks and glossaries were distributed during prototyping, labs, via the newsletter, and other meetings. We are in the process of consolidating these documents so there is one place where you can refer to for glossary and terminology.
Depending on your job, IRIS may significantly change your daily work, or you may only be affected indirectly. IRIS is also being implemented in phases, which, again, depending on your job, means you may not feel the effects for another couple of years. Still, as IRIS is a statewide effort, we are trying to make sure all State employees are at least aware of it.
If I work in Finance or Procurement:
Those working in finance and procurement will see significant changes to their day-to-day work when those components go live in July 2015.
If I work in HR & Payroll:
In January 2016, the HR and payroll functions will go live, affecting employees working in those areas as well as general employees, who will have access to an Employee Self Service portal to access employment and pay history.
How other employees may be affected:
If you need to register for training, you may get to use LearnAlaska, IRIS’ online learning management system that went live in June 2013. LearnAlaska provides registration for training courses and tracks and analyzes training. Currently only classes offered through the Department of Administration’s DOP and DOF are administered in LearnAlaska. However after the initial deployment, LearnAlaska Administrators will be working with other departments who are interested in using LearnAlaska to manage their training courses. IRIS training will be offered through LearnAlaska.
The IRIS Project remains sensitive to the impacts the project may have on department resources during these busy times and will do their best to work with departments to determine timeframes that are agreeable for all involved. IRIS Liaisons and the entire project team are committed to helping departments be successful by providing additional information and assistance as needed.
The IRIS Project Team is working extensively to engage and prepare all potential IRIS end users for the transition to IRIS. All IRIS end users can expect support and preparation (training) from the IRIS Project Team. Training for most end users will begin in Spring 2015. However, some end users will begin training earlier in order to participate in User Acceptance Training in winter 2014.
As we move closer to Go Live for the financial and procurement components, there will be additional activities planned to engage end users and the IRIS Project will continue to communicate project information via frequent web updates, monthly project newsletters, prompt responses to questions submitted to IRIS.Project@alaska.gov, and a 3-month look ahead update for leadership to keep them informed of upcoming project activities.
For most end users, training will begin in spring of 2015. Some users will receive training earlier on how to build their department’s reports so they can populate their department’s data prior to go live. Similarly, some users will be trained early so they are familiar enough with the system to participate in User Acceptance Testing (UAT), which involves testing the application using real world scenarios that are relevant to the end users.
The IRIS Project Team has been working with departments to complete a training needs assessment to determine the overall number of people within each department who need IRIS training and where they are located. The training needs assessment will also identify the number of people who currently perform tasks related to major IRIS business areas such as accounts payable, accounts receivable, procurement, or fixed assets. Information on how we plan to deliver IRIS training and identify those who need it will be finalized in August 2013.
IRIS will simplify basic job tasks through automated approvals, reduction of manual entries, and elimination of duplicated efforts. Some examples of how the system simplify job tasks include: (1) the IRIS system uses document templates (referred to as transactions in AKSAS) for transactions that you enter on a regular basis; (2) IRIS keeps one master record of data that is used by all hands in the financial and procurement processes, so information is auto-populated in your documents as it’s inferred from what you enter (such as department number, or a template); (3) In IRIS, funds are encumbered automatically, eliminating some work for both procurement and financial employees.
Implementing the new IRIS software will not cut jobs. Instead, IRIS will provide end users with an opportunity to pursue career paths across departments since they will be trained in a system that is used throughout SOA. Additionally, experience with an Enterprise Resource Planning (ERP) system like IRIS will give end users experience with current technologies being used in other sectors.
Yes, presentations will be held in Fairbanks, Juneau, and Anchorage prior to formal training. These presentations will show actual SOA processes in the configured IRIS system. For those who are unable to attend one of the live sessions, a recorded version of the presentation will be available for viewing through LearnAlaska.
IRIS’ chart of accounts (COA) provides an account structure to classify financial information. The structures in AKSAS are hierarchical in nature with different logical levels. In IRIS, COA can be structured in both a hierarchical and a linear way, providing greater flexibility. Division of Finance is determining when to use the hierarchy versus linear, based on reporting and statutory requirements. The concept of logical levels becomes rollups and sub-account codes in IRIS. This functionality provides flexibility while standardizing the centralized COA across the State.
Yes, every table will have the ability to limit searches based on what filters you apply.
IRIS will not fix interfaces with various systems. However, a crosswalk mapping of the AKSAS Interface fields to IRIS document interface fields needs to occur so that interfaces can process successfully in IRIS. Members of the IRIS Interface team are currently working with departments to complete this activity.
No, template creation and modification requires security access. Each department decides who in their department has the authority to create and modify templates. However, if you can process that document in IRIS, you are able to use the template.
Think of event type in IRIS as mirroring the AKSAS transaction code minors (ex. 310-XX-XX) determining what type of payment or event you are processing. Posting code defines the offset accounts to transactions or events.
EFT process will remain very similar to AKSAS processes. The difference will be the COA elements used. We are working with DOR-Cash management and DOF to review what data will be sent to IRIS.
Reserved funding in IRIS acts like restrictions and deferrals in AKSAS. You restrict the ability to spend against your approved authorization based on your business needs. (i.e. unrealized authority, governor budget cuts, etc.)
Fund is used as the GASB fund which is in line with the definition used by accountants. Treasury Pools will also be funds, the same way they are in AKSAS.
Yes, the account code is the object code. The commodity code will be mapped to the object code so procurement and financial processes gain efficiencies and there is less burden on the end user.
No. Documents generated in IRIS will be auto-numbered. Interfaces and converted items will have pre-defined document IDs.
Yes. The default option is alphabetically, but lists can be sorted based on the other column headings of the table.
IRIS can establish funding profiles that allow you to direct multiple funding sources to one federal grant or project. Departments can also set funding priority, which allows you to establish which funding source to charge first.
Dollar amounts will be exact in IRIS, but you can choose to round in ALDER reports.
Data will be converted in IRIS for open projects. We are still in discussion with DOT on the historical data that is closed.
No, it will not be centralized, however the Major Program/ Program structure has fields such as the CFDA (Catalog of Federal Domestic Assistance) number which will facilitate standardized and efficient reporting of the Federal Schedule and State and Federal Pass – through reports statewide (See the section of the IRIS Program Period table below).
Budget development remains the same in ABS. However, the Chart of Accounts (COA) elements and Auto AB will change to adapt to the new IRIS COA elements that will control budgets.
An accounting template is entered when you create a GAX (general accounting expenditure) document. The accounting template will infer the COA elements that were defined when the respective accounting template was created.
The IRIS online audit trail will be presented through drill-down functionality and will have similar capabilities as AKSAS to filter data to provide an output of the documents based on your parameters (i.e. by fund, by date, by document type, etc.).
For SOA employees who have OneCards, the process will work very similar to how we handle them today. If you are a OneCard administrator, managing accounts will be established for OneCards. There will be a table where you can clear charges. Unreconciled OneCard charges will be posted to department suspense accounts. DOA/DOF will pay the bank daily with these suspense accounts for rebate purposes. Level 3 bank data will continue to be fed to our charges so you can see detailed information like ticket number, traveler name, etc.
Yes. IRIS can do both for prepaid assets within the same FY AND to the next FY for scheduled payments.
Yes. IRIS has an audit function for tracking changes of COA elements. Also, effective to and from dates can be populated whenever there is a need to track changes different from the state fiscal year. (See below example of the fund table that has the fiscal year and effective from and to fields.)
This question was presented to the Division of General Services (DGS) several months ago and we expect a definition from them. The specific question is: If an item is purchased from an existing contract, does the person issuing a Delivery Order need to be certified through the DGS Procurement Certification System, or is it sufficient that the RQS was approved by both a Need Approver and Financial Approver?
There are two ways information can be entered into the catalog – Hosted Catalog and PunchOut. For Hosted Catalog, the vendor provides detail in xml, Excel or other format, as needed by the State and required in the solicitation, along with any image files. The State Catalog Administrator then uploads the information into IRIS. In PunchOut, the vendor will host the catalog information on their website (typically a site just for State of Alaska customers) and IRIS users will access the site through IRIS. In general, contracts with a smaller number of available items would be hosted in IRIS (Hosted Catalog). For contracts where a large amount of products are already available on the vendor’s site there is no need to add thousands of items into IRIS when the State is most likely only interested in a few hundred of those items. Those situations are more suitable for PunchOut. Today we can purchase from large vendor’s State of Alaska specific WSCA contract websites – IBM and Dell are a couple of examples.
The Requestor ID will be tied to Active Directory, so the Requestor ID will match the user’s SOA user ID. Your SOA user ID is also your IRIS login, and the permissions you have in IRIS will be tied to that.
No, you cannot expand how many items show on the screen at one time. A maximum of ten results will show per page. If you have too many results, we recommend refining your search so you get fewer results.
Unfortunately there is not a way to show how many records are returned.
Yes. Results are sorted based on source of supply (Catalog Items, Master Agreements, Inventory, Purchase History, and Commodity Codes), vendor preference level, supplier part number, and commodity code. Users can filter results using the advanced search section. Results can be filtered by Vendor, Warehouse, and Source of Supply. To filter the results further, in the Search For box the user can also use the "Not" keyword to exclude results.
The Document Catalog has two modes of operation: searching for existing documents and creating new documents. To create a document the end-user must first transition to the create mode. After the user has entered their department code, the document code, and selected auto-document numbering, they click the "Create" link to have the system create the document.
Yes, based on workload assignment rules, RQSs are automatically routed to the appropriate workload manager. Workload assignment rules include commodity code, dollar value, department code, and Unit Code.
Yes, you may use the copy/cut and paste functionality to populate the extended description fields. Note: Any formatting in the original program is lost.
The RQS is the main starting point for most procurements, although if you are purchasing from a master agreement, you may begin with the delivery order. However, if you choose to do so, a delivery order that doesn’t reference a requisition would need to go to a need approver and financial approver prior to being issued in final.
No, they are not always the same person, although it could be. In a case where they are different people, it may be that the issuer is submitting the RQS on behalf of someone, who is identified in the Requestor ID field.
The IRIS Project considers it best practice to have an approved RQS in order to issue an RFQ. However, there are certainly circumstances, such as an emergency, in which having an approved RQS is not feasible. In that case, we have established a standard process to handle emergency procurements. It is important to note that, in IRIS, the RQS is not just the vehicle for obtaining approval to spend State funds. It also secures the necessary consent from a “need approver.” If there is no existing funding, but it is expected, the agency can process a non-accounting type of requisition.
The requestor would transition to the Commodity Tab, type in the first type of service, and then select “Insert New Line” at the bottom to continue adding services (or commodities).
No, you cannot proceed. You either have to modify the coding to an appropriation unit that has funds or perform a budget transaction or other financial documents to free up funds.
If a department still requires hard copy requests, it is their responsibility to assess how they will be handled. As part of the implementation activities, departments will identify and update any required hard copy forms. Hard copy awards will be entered into IRIS, much like the existing contracts (in other words, contracts that exist prior to the IRIS Go Live) that will be enabled in IRIS but were not procured using IRIS.
Yes, the end user may enter a Delivery Date that is less than the lead time specified on the Master Agreement.
Yes, to quickly get to an RQS, you can use the “jump to” box in RQS. Another way to quickly get to a RQS is to use the My Requests page, which list all the RQS documents that have been entered by a given Requestor.
The shipping/billing information will be inferred based on the employee’s profile.
Yes, users will have options for shipping and billing locations to select from. Part of the Build Phase activities include departments providing a listing of shipping and billing locations that the IRIS Team will configure in IRIS. After Go Live, departments will be able to add new shipping and billing locations as needed.
The design of IRIS statewide output forms is ongoing and the IRIS project team is working in close coordination with DGS. The completed forms are not yet ready for review by departments; however, each department should review the IRIS Forms Inventory list in their Go Plan Binder (or look in the ‘All Departments’ folder on the Go Plan Sharepoint Site to assess if the contents will meet their department’s needs. This review is part of the GO Plan coordinated through the Department Implementation Lead for each department. After confirmation of the contents, the IRIS core team will design the forms in line with State of Alaska standards and departments will have the opportunity to review the design and test them. After the IRIS implementation, DO issuers may view the DO prior to issuance.
Generally speaking, only items on contract are in the catalog. This limits the search to only items that are on a Master Agreement. If you want to add an item that’s not in the catalog to a purchase of catalog items, you can do that but it will require both financial and need approval.
Orders have to pass budget edits so there is no way to start on ordering when the funds are not there yet. The RSA must be finalized in order to start spending against that agreement.
PRs as we know them today will become obsolete. One of the reasons for implementing IRIS is to reduce manual and redundant processes wherever possible. In IRIS, an end user with the appropriate authority will begin the requisition (RQS) process. An RQS will be used to acquire goods and services and will serve as a standard method to request a purchase. Once created, the RQS will be automatically routed for need and financial approvals. Once approved, and, depending on the type of purchase being made, the RQS is routed to the appropriate person for the next action. The exception to the RQS process is when we want to make a purchase from an existing contract, or Master Agreements, as they are referred to in IRIS. In IRIS, Delivery Orders (DOs) are used exclusively for purchases from Master Agreements and can be generated without first going through the RQS process. If a user wishes to bypass the requisition process for Master Agreement purchases, they may do so, however, the DO will then be routed through the same approval process that the requisition would have gone through (to the need and financial approvers). This is to ensure that each purchase is necessary and funding authorized, tying into the governmental principle of checks and balances for our business processes.
Catalog updates will be managed centrally by the Division of General Services.
Departments will have some latitude when it comes to document numbering. However, IRIS will bring many new reporting abilities that are not available today.
Yes, individual PCards will be loaded into IRIS. There is an effective date in the PCard table where expiration dates can be populated.
Identifying reporting needs was part of the development of the business design, which the IRIS Team is currently using to configure the system for the State of Alaska. The IRIS Team identified basic reports that the departments are now being asked to analyze and determine if the reports (and the reporting data elements) are sufficient. ALDER 2.0 will be the reporting tool for IRIS.
There are multiple up-front validations performed when an RQS is initially created, which result in both hard errors (requiring correction before submission) and warnings (allowing the requestor to submit the RQS). These validations will be configured in the new system. . End-users may use the send page function to ask a reviewer for an informal review. Additionally, the system has pre-defined edits that check business rules to ensure mandatory fields are populated.
The encumbrance of funds occurs automatically when an award document, such as a purchase order or contract, is created in IRIS. The encumbrance is established in the system and updates the budget and several other accounting control tables. The encumbrance is then liquidated automatically when a payment is made against the award.
Yes. You can view the RFP on screen or print the entire RFP as a PDF. You can also save an electronic PDF copy for your records or to attach to email.
Reduction in manual entries is one of the IRIS Project’s goals. While you’ll have to enter data in some required fields, a significant amount of data will be inferred from data tables in the system. For example, once you fill out a requisition in the system, the data you enter is matched to data that IRIS keeps in tables and some of the fields will be filled out for you.
For SOA employees who have One Cards, the process will work very similar to how we handle them today. If you are a One Card Administrator, managing accounts will be established for One Cards. There will be a table where you can clear charges. Unreconciled One Card charges will be posted to department suspense accounts. Department of Administration’s Division of Finance will pay the bank daily with these suspense accounts for rebate purposes.
Vendor invoices can be paper or electronic. Vendors can submit electronic invoices via the Vendor Self Service (VSS) Portal. Vendors without access to a computer can mail invoices as they do now.
Yes IRIS can do this both for prepaid assets to the next FY AND within the same FY for scheduled payments.
A standard, system-wide IRIS timeout will be established based on SOA standards. The exact timeout period for IRIS has not yet been determined.
When you transition from one tab to another, IRIS automatically saves the information you’ve entered. If you want to exit the document and you have not transitioned to a new tab, you must save in order to preserve your work.
IRIS is not case sensitive so all tables and search options allow for mixed case. It is the recommendation from the IRIS core team and the Division of Finance that IRIS be implemented using a mixed case for all descriptions and names.
IRIS has several options regarding notifications. Decisions on how notifications will be set up are still pending. Once decisions have been made, this response will be updated.
No, IRIS does not provide spellcheck or auto-correct functionality.
The IRIS calendar selection icon provides the ability to move from month to month using the single arrow option. The IRIS calendar selection icon does not use double arrows.
Search functionality is provided on many pages throughout IRIS. The Search functionality supports the following:
The IRIS Project Team is working on a quick reference sheet that will include information for the "Jump To" field. The system codes are quite an expansive list; therefore, the quick reference sheet may not be all-inclusive. As users become familiar with IRIS and the codes they regularly use, the "Jump To" field will likely become a favorite action to quickly navigate IRIS. Users can use search and the wildcard characters (see response to 'How IRIS works' FAQ-11 for more information about Wildcard Characters).
No, users will not have the ability to export the IRIS help files.
When a user enters a value in one of the search criteria fields, the user may just hit Enter to perform the search. If the user does not enter any search criteria values, then s/he must select Browse to perform the search.
A user has the ability to update fields that are auto-populated when Save is selected. The user must select Save again to retain the updated fields.
No, IRIS does not provide the ability to unvalidate. When a user selects Validate, IRIS will perform a series of edit checks on the document. If an error is encountered, a brief error message will display at the top of the page. If more than one error is found, the first error message is displayed along with the total number of errors.
When setting up tables, required fields are indicated with an asterisk, however if you are not in set up and are simply viewing or using the system, required fields will not be identified. The Project Team and SOA are currently in the process of determining which fields will be masked or grayed out based on security roles and are considering removing some fields all together that are not needed by the State.
Within IRIS, the automated routing of documents (transactions) for approval is controlled by workflow and approval rules. The State has decided to implement the following items in regard to document approvals:
Further discussions regarding workflow rules, such as approval authority and what level of security is needed in the system for various tasks, will occur in 2014.
IRIS has Approval Roles, where a single user or a group of users (approvers) can be assigned to a role. By assigning a group to a role, if one person were to go on vacation, another person within that group can step in and manage approvals.
This decision will be made when the IRIS workflow rules are designed and developed. It is recommended that the document be returned to the beginning of the approval workflow since any intermediate approvers would not be knowledgeable of any changes.
There are Approval Actions where one could Reject a document (i.e., the document goes back to the prior approver or Draft phase if it is the first approval) or one could Reject All where the document goes all the way back to Draft phase, regardless of any applied approvals. An approver can enter some comments on why a document was rejected and could explain why it needs to be corrected.
The system will email the former 'owner' when the document is rejected. This may be the previous approver if applicable or the submitter if the document is returned back to Draft status. The email includes some details about the document including the Doc ID so they can tell which document was changed.
The project team has been in touch with EED and will ensure that the data stored in IRIS is in compliance with the SOA records retention and disposition schedule.
All IRIS information is stored electronically. For information regarding the records retention and disposition schedule for your division or agency, you can contact your Records Office by looking them up here.
The IRIS Team will be converting a number of reports to the new system. The team is working with departments to identify which reports each department uses to ensure the same type of information is available in IRIS. Similar to AKSAS, IRIS has the ability to pull some data through inquiries while you are in the system. This means some of the current reports may no longer be necessary. Additional reporting needs will be handled through ALDER.
IRIS will feed the data warehouse financial, payroll, and human resource information in a similar way to how AKSAS and AKPAY do today.
The old and new versions of ALDER are separate. They are separate data warehouses and separate reporting environments. Old reports in ALDER 1.0 will be accessible, but the information will be static and only available for historical purposes. In ALDER 2.0, new reports will be built as needed. Since the way things are structured, including all the financial coding, is changing as part of the implementation of IRIS, users will not be able to do direct comparison reports between the different versions of ALDER.
Yes. The SY2015 financials will be closed in AKSAS and you would use ALDER 1.0 (AKSAS COA elements) and SY2016 activity will be entered in IRIS which will be available in ALDER 2.0. Balances will be rolled into IRIS once the CAFR is finalized for SY2015.
ALDER 2.0 will work similarly to ALDER 1.0. When you time out after a specified period of inactivity it will bring you back to the log in page. A formal decision has not yet been made by the State of Alaska regarding the actual time-out period.
Vendors will have the capability to submit electronic invoices via the Vendor Self Service (VSS) Portal. Vendors without access to a computer can mail them in as they do now.
Vendors will have the ability to apply for preferences by checking those for which they qualify. During the evaluation process, the procurement officer will verify the selected preferences.
Existing vendors will be converted to IRIS. During Vendor Outreach, vendors will be encouraged to update their information in IRIS through Vendor Self-Service (VSS). Vendors who do not have internet access may contact a State resource to have their account information entered into IRIS on the vendor’s behalf. Similarly, existing manual processes will be supported when IRIS is deployed and VSS will allow vendors to select a notification method (e.g., through the mail vs. electronic). In general; vendors must be set up in IRIS before purchases can be made.
Currently, department Procurement Officers check for federally debarred and suspended vendors as part of the procurement process when federal funds are used. Procurement Officers will continue to perform this manual check. In IRIS, there is a drop down menu on the Vendor record that the Procurement Officer can select indicating debarred or suspended. There is also a check box on the Vendor Record that can “Prevent New Spending” until the debarment/suspension is resolved.
Agencies will be responsible for entering their own contracts into IRIS. DGS will handle multi-agency contracts.
Bill Diebels and Brian Donohoe on the IRIS Project Team will coordinate vendor outreach, scheduled to begin in 2014. The plan includes live presentations, personal contacts, and other notices to be developed.
Prior to Go Live, the IRIS Project will reach out to all current vendors with the State of Alaska to notify them of the change and how it affects them. After their data is converted from AKSAS, vendors will be provided with IRIS account logins and encouraged to update their information in IRIS through the online Vendor Self-Service (VSS) portal. Those vendors who do not have internet access may contact a State resource to have their account information entered into IRIS on the vendor’s behalf.
While setting up their account, vendors can select preferences for which they qualify as well as select a preferred notification method (i.e. mail vs. electronic).
Since the State of Alaska's payroll runs on a calendar year basis rather than fiscal year and for ease of conversion, the HR and Payroll module will go live on January 1, 2016.
Employee Self Service (ESS) is a component of the HR and Payroll module of IRIS. It allows employees a convenient and secure way to review various benefits and payroll information specific to them through a secure online portal. ESS eliminates the need to request personal information from your Human Resource Office or Payroll by offering users access to their personal information through the internet whenever they need it. ESS also reduces paper waste and manual processing.