ADD EVENT, LOCATION AND DATE - Chief Financial … External (Bank, etc.) Not meant to represent all agencies’ roles, but are meant to represent segregation of duty Source notation

ADD EVENT, LOCATION AND DATE

http://www.myfloridacfo.com/floridapalm/default.htm


Level 2 Workshops

Florida Department of Revenue, Building 2

June 2015



Project Leadership

State BPS Team

EY BPS Team

Organizational Change Management (OCM) Team

System and Data Strategies (SDS) Team

Project Management Office (PMO) Team

Level 2 Workgroup Members

Welcome and Workgroup Introductions

PALM 100 Level 2 Workshop

Slide 3



Level 2 Workgroup Participants

A2D, ARB, BUD, CSH, and GACA2D

Chaunda Ford (DMS)

Cherie Ferrell (DMS)

Cheryl Ward (DOT)

Darinda Mclaughlin (DEP)

David James (DFS - A&A)

Eric Reeves (DOT)

Homer Williams (DOE)

Lemuel Toro (HSMV)

Michele Mundy (DOS)

Pamela White (DOE)

Sharon Brown (DOS)

Steve Burch (HSMV)

Steve Waters (DEP)

Lavitta Stanford (DC)

Kathleen Lester

Richard Gowdy

Christina Carswell

ARB

Charlotte Fraser (FDLE)

Darlene Faris (DLA)

Ed Nelson (DOH)

Eric Thiele (DBRP)

Faye Jones (DBPR)

Kedra Lewis (DJJ)

Kim Straubinger (DOR)

Letetia Wiley (DJJ)

Mary Clark (DOH)

Matt Gilbert (DFS - A&A)

Peggy Brown (DACS)

Robert Herron (DOH)

Sabrina Donovan (DLA)

Terri Speed (FDLE)

Thomas Poucher (DACS)

Wendy Wu (DOR)

BUD

Asheema Vemuri (DCF)

Mike Wolfe (DCF)

Charlotte Fraser (FDLE)

Cynthia Barr (FDLE)

Emma Dugger (DC)

Lavitta Stanford (DC)

Erica Roth Prado (EOG/OPB)

Theresa Gagnon (EOG/OPB)

Teresa Brossette (EOG/OPB)

Zadok Coxwell (EOG/OPB)

Melissa Patino (EOG/OPB)

Renee Tondee (EOG/OPB)

Rebecca Evers (DOR)

Ron VunKannon (DOR)

Teri Madsen (DFS - Budget)

Sarah Goodman (DFS -Budget)

Tanya McCarty (DFS - A&A)

Jenine Pumphrey (DOT)

Jennifer Barineau (DOT)

Lisa Evans (DOT)

Mechelle Marcum (DOT)

CSH

Angie Booker (DEP)

Bert Wilkerson (DFS - Treasury)

Catherine Davis (DOR)

Eric Thiele (BRP)

Jason Adank (DOT)

Jennifer Pelham (DFS - Treasury)

Joe Dismuke (DOT)

Kathy Ward-Adkins (DFS - Treasury)

Kiki Evans (DFS - A&A)

Lisa Revell (DEA)

Lynn Griffin (DEA)

Melisa Hevey (DFS - Treasury)

Mike Alexander (DFS -Administration)

Miriam Gray (Treasury)

Patricia Williams (AHCA)

Paula Crosby (BPR)

Shajuana Jenkins (DFS -Administration)

Teresa Bach (DFS - Treasury)

Wynette Rogers (DOR)

GAC

David Beebe (DOE)

Debbie Evans (DOE)

Deborah Furrow (FWC)

Debra Schweinsberg (FWC)

Jerry Sego (DACS)

Julie Mayo (DCF)

Karen Peyton (DEM)

Kim Holland (DFS - A&A)

Marvin Rumsey (DEO)

Mike Wolfe (DCF)

Sandra Lewis (DJJ)


Tiffany Herrin (DOE)

Tisha Womack (DEO)

Toni Milazzo (DEM)

Winfred Bishop (DOE)

Yvonne Woodard (DJJ)


Slide 4



Level 2 Workgroup Participants

PAY, PJT, P2P, R2R, and TRM P2P

Angie Martin (DFS - Vendor Relations)

Anne Rabon (DMS - MFMP)

Barbara Vaughn (HSMV)

Christie Hutchinson (DACS)

Darinda McLaughlin (DEP)

Debra Owens (DACS)

Dina Kamen (JAC)

James Dewayne Baxley (HSMV)

Joanne Lane (DOH)

Julie Sharon Bussey (FWC)

Kelly McMullen (DMS)

Kim Holland (DFS - A&A)

Lee Ann Hebenthal (DOS)

Lucy Russell (DOH)

Luke Joyner (DACS)

Masumi Das (JAC)

Maureen Livings (DMS)

Nancy Quaney (DOH)

Rachel Bozeman (FWC)

Roger Twitchell (DOH)


Vianka Apellaniz (Colins) (DACS)

Vicki Nichols (JAC)

Vonda Murray (DOS)

Wayne Mayer (JAC)

PAY

Andy Snuggs (JAC)

Bonnie Bevis (HSMV)

Charlene Chen (DEO)

Jamie Johnson (JAC)

Jennifer Peddicord (DFS - A&A)

Lee Boatwright (DOR)

Linda Osborne (DMA)

Lisa Simpson (DEO)

Mitchell Clark (DMS)

Sharan Arnold (DOT)

Teresa Mast (DOT)

Wendy Wu (DOR)

PJT

Annemarie Whalen (DVA)


Carolyn Jones (DMS)

Kedra Lewis (DJJ)

Lisa Evans (DOT)

Lucinda Harris (DOC)

Maureen Castano (DOE)

Mike Wolfe (DCF)

Patty Thurman (DOE)

Paul Munyon (DOE)

Shannon Martin (DMS)

Teresa Mast (DOT)

Travis Erven (DFS-A&A)

R2R

Alex Szigeti (DEO)

Alisa Golden (DOE)


Barbara Trombino (Lottery)

Becky Devlin (DACS)

Dee Ann Warren (APD)

Gina Ballard (A&A)

Kathy Ward-Adkins (DFS -Treasury)


Michael White (DOE)

Mike Mentillo (LEG)

Mike Wolfe (DCF)

Rose Salinas (APD)

Stephen Hobbs (DEO)


Veronica Bishop (AHCA)

TRM

Angie Martin (DFS - Vendor Relations)

Ben Nash (DEO)

Bert Wilkerson (Treasury)

Betty Caswell (DEO)

Gina Ballard (DFS - A&A)

Jennifer Pelham (DFS - Treasury)

Kathy Ward-Adkins (DFS -Treasury)


Miriam Gray (DFS - Treasury)

Patrice Provost (DEO)

Pedro Morgado (DFS - Treasury)

Tanya McCarty (DFS - A&A)

Teresa Bach (DFS - Treasury)

Wendy Wu (DOR)

Wynette Rogers (DOR)


Slide 5



Welcome and Workgroup Recognition

Walk Through of Business Events in Payment Process◦ Business Event I – Establish Accounting Structure

◦ Business Event II – Perform Procurement

◦ Business Event III – Initiate Payment

Break

Walk Through of Business Events in Payment Process - Continued◦ Business Event III – Initiate Payment - Continued

◦ Business Event IV – Execute Payment

◦ Business Event V – Manage Resources

Wrap Up and Agency Questionnaire Forms

Agenda


Slide 6



Business Event

Business Sub-Event

Business Activity

Hierarchy


Slide 7



Review each Business Event, Business Sub-Event and associated

Business Activities

Include high-level (not step by step) Process Flows as applicable

Review Anticipated

Improvements or

Changes for

Each Business

Sub-event

Approach for Walk Through

Establish

Accounting

Structure

Perform

Procurement

Initiating

PaymentsExecute Payment

Manage

Resources

Set up chart of

Account Codes

Establish

ContractsInput Invoices

Produce Payment

or ACHCash

Establish Budget

Controls

Prepare

Obligations

Upload Direct

LoadFund Payment

Grants or

Projects

Set Up Grant

CodesVia Payroll

Interagency

PaymentsAssets

Set Up Project

Codes

Via Revolving

Funds

Reconcile

PaymentsVendors

Budget

General Ledger


Slide 8



Process Start/End

Process Activity

Decision or Process Branch

Document

Accounting Event(1)

Control Point(1)

Report(1)

Integration Point(1)

On Page

Off Page(2)

Icons on Process Flows

(1) - Can appear “in flow” or as a floating icon(2) - May link to flow within or outside of Process Area


Slide 9



Swimlanes

◦ Represent entity and role

within the entity

◦ Entities include Enterprise

(DFS, Treasury, OPB,

DMS/MFMP, etc.), Agency,

and External (Bank, etc.)

◦ Not meant to represent all

agencies’ roles, but are

meant to represent

segregation of duty

Source notation above Florida

PALM Logo

Connection to different Business

Activity

Connection to same Business

Activity, different slide


Slide 10

Reading the Flows on the Slides

Source: CSH

Ro

le

LAS/PBS Codes

BUD 1.21



Business Event I


Slide 11



Set Up Chart of Account Codes

◦ Enterprise and Agency Unique

Codes

◦ Request Trust Fund Profile

Establish Budget Controls

◦ LAS/PBS Codes

◦ Budget Control

◦ Budget Monitoring and Override

◦ Budget Forecasting and Request

Preparation

I - Establish Accounting Structure

Business Sub-Events and Activities Set Up Grant Codes

◦ Apply for Grant

◦ Set Up Grant

◦ Set Up Customer Record

◦ Establish Subrecipient Information

◦ Build Grant Budgets

◦ Associate Asset / Project

◦ Set Up Charge Object

Set Up Project Codes

◦ Set Up Project and Build Project Budgets

◦ Associate Asset


Slide 12



Enterprise and Agency Unique CodesEn

terp

rise

(DFS

Fina

ncia

l Rep

ortin

g)Ag

ency

R2R 1.3Chart of Accounts

Maintenance

R2R 1.1Enterprise Initiated

Request

R2R 1.1aAgency Initiated

Request

YesR2R 1.2

Passed Validation Workflow?

Request sent back to

initiator

No

R2R 1.5Execute Ledger

Updates

R2R 1.6New Chart of

Accounts Available for Users

R2R 1.7Notification Sent

R2R IP 1MFMP

R2R IP 2People

First

R2R IP 3LAS/PBS

R2R R 1

R2R IP 4Agency

Business Systems

R2R CP 1

R2R 1.4COA Change

Ready for Update?

Yes

No

R2R R 2

R2R IP 3LAS/PBS

Source: R2R


Slide 13



Request Trust Fund Profile

CSH CP 2.1Establish and

Maintain Trust Fund

R2R 1.1AAgency Initiated

Request

CSH CP 2.2Add Agency

Specific Investment

Criteria

Acco

un

tin

g &

Au

dit

ing

Age

ncy

Ana

lyst

B R

ole

Source: CSH

Agency Invest/ Disinvest


Slide 14



Provide consistent, uniform chart of accounts structure to facilitate

the capture, validation, and overall accuracy of General Ledger data

The ability to workflow requests and approval for chart of accounts

code set up

The ability to associate attributes with General Ledger codes to

facilitate reporting


Anticipated Improvements or Changes


Slide 15





Codes



◦ LAS/PBS Codes

◦ Budget Control



Preparation



◦ Apply for Grant

◦ Set Up Grant








◦ Associate Asset


Slide 16



En

terp

rise

Start

BUD 2.2Establish Enterprise Budget

Control & Load Agency Templates:

Populate Adjusted Appropriations into

Workbooks

BUD IP 2.1Adjusted

Appropriations LAS/PBS

LAS/PBS Codes

Budget ControlSource: BUD


Slide 17



Ente

rpris

eAg

ency

BUD 2.3Apply Agency Templates: Develop lower level (e.g.

Bureau/Program) Allocations, Approved Budget, Estimated

Revenue and Releases

BUD R 5

BUD R 4

BUD CP 2.6 Load

Budget Allocations for Control

BUD 2.4Store for Business

Intelligence(Reporting and

Dashboard Tools)

BUD CP 2.5Establish

Intra-Agency Control

Rule Levels

BUD 2.7Florida PALM

R2R 1.6

BUD AE 1

Budget Control

Enter

prise

LAS/PBS Codes

Source: BUD


Slide 18



En

terp

riseAg

en

cy

Budget Monitoring and Override

Ente

rpris

e

BUD 2.8Transaction Budget Checking

occurs on demand:Complete or Stopped (Budget

Authority, Allocations, Cash Balances & Release Schedules)

Budget ChecksLedger Updates

BUD 2.7Florida PALM

R2R 1.6

BUD AE 2

P2P CP 1.6

GAC 1.4GAC 1.7

PAY 1.1PAY 1.2PAY 1.5

PJT 1.1PJT 1.2

CSH AE 2.5

Source: BUD


Slide 19



Ente

rpri

seBudget Forecasting and Request Preparation

BUD 1.7Collect Data for

Enterprise Performance

Management (EPM)

Start

BUD R 1

BUD 1.10Build

Consolidated Forecasts Baseline

BUD CP 1.9Enterprise-

Wide Collaboration

BUD 1.8Store in

Data Warehouse:Forecasting Base Data,Business Intelligence

(Reporting and Dashboard Tools)

BUD 1.1 Florida PALM

R2R 1.6

BUD 1.3Florida PALM Payroll:

Salaries/Benefits/Paid Distributions

PAY 2.28a

BUD 1.5P2P AE 1.14

PJT 2.1GAC 4.1

BUD 1.6Actual Prior Year

Expenditures (Historical Data, Annually, Before

August 1)R2R 1.6

BUD IP 1.4HR/PeopleFirst:

FTE/OPS Positions & Vacancies

BUD IP 1.2Adjusted Appropriations

LAS/PBS:Current FY’s Budget

Source: BUD

BUD 1.11

BUD 1.21


Slide 20



Ente

rpri

seAge

ncy

Budget Forecasting and Request Prep. – Cont.

BUD 1.18Build

Non-personnel Expenditure

Forecasts

BUD 1.17Apply

Non-personnel Expenditure

Assumptions Updates

BUD 1.16Build

Personnel Forecasting Rates &

Rules; Baseline Forecasts

BUD 1.15Apply

Personnel/Compensation &

Policy AssumptionsUpdates

BUD 1.14Build

Revenue/Cash Forecasts

BUD 1.13Apply

Revenue/Cash Assumptions Updates

BUD 1.19Create Agency Consolidated

Scenarios

BUD 1.11Develop

Agency Strategy

BUDR 3

BUD 1.21Store Final

Business Intelligence(Reporting and

Dashboard Tools)

BUD IP 1.23LAS/PBS &

Florida Fiscal Portal

BUD 1.20Apply

Amended/Additional Requests

BUD IP 1.12

Agency Business Systems

BUDR 2

BUD IP 1.22Create Final Approved

Budget Request: Submission of LBR/LRPP/CIP

End

Budget Change Requested?

No

Yes

Budget Change Requested?

Yes

No

Source: BUD

BUD 1.10

BUD 1.10


Slide 21



Introduction of Enterprise Performance Management & Business

Intelligence (Data Warehouse – Forecasting Base Data)

Tools for agencies to develop strategies and consolidated scenarios

(LBR/LRPP/CIP exhibits/Schedules, etc.) for submission to LAS/PBS

Transaction budget checking (on demand) – complete or stopped

(budget authority, allocations, cash balances & release schedules)

Introduction of workbook templates to load adjusted appropriation

(GAA) and further provide agencies tools to efficiently allocate to

levels 3-5

Ability to publish agency operating budget from workbook templates




Slide 22





Codes



◦ LAS/PBS Codes

◦ Budget Control



Preparation



◦ Apply for Grant

◦ Set Up Grant








◦ Associate Asset


Slide 23



Apply for GrantGAC 1.1

Search for Grants

Identify Grant Opportunity?

No

GAC 1.3CFDA/CSFA

GAC 1.2Other Grantors

Gra

nto

rA

ge

ncy

Gra

nt

Ad

min

Source: GAC

GAC 1.4


Slide 24



Apply for Grant - ContinuedA

ge

ncy G

ran

t A

dm

in

Source: GAC

Build Application, Input Detail Data and Attach Required Documents

GAC 1.4Prepare

Grant Application

GAC 1.5Input

Proposed Program

GAC 1.6Input

Proposed Budget

GAC 1.7Input Indirect,

Fringe, F&A Cost Details

GAC 1.8Input Cost

Sharing Details

GAC 1.9Input Sub recipient Details

GAC 1.10 Input

Program Schedule

GAC 1.11Input

Program Resources

GAC R 1

Apply

Protocols

Identify

Grant

Opportunity


Slide 25



Apply for Grant - ContinuedA

ge

ncy G

ra

nt A

dm

in

Source: GAC

GAC 1.11Agency

Approval

Ready for Submission?

GAC 1.14AdvanceProposal

Yes

Apply Protocols/

Rules

GAC 1.12Define/Update

Protocols/Rules

GAC 1.13Copy Existing

Protocols/Rules

Set New

Set Existing

GACCP 2

GACCP 1


Slide 26



Apply for Grant - Continued

Ag

en

cy G

ra

nt A

dm

in

Source: GAC

Build Application

Ready for Submission

GAC 1.15Close

Application

Rework or Close

Application?

Rework

Close

Stop

No


Slide 27



Grantor Approval?

Award IssuedGo to GAC 2.1 Grants Set Up

Agency Approval?

Yes

GAC IP 1

GAC 1.16Submit

Application

Accept Terms & Special Conditions?

Yes

Yes

GAC 1.17 Resolve

Outstanding Issues

No Resolved?

Yes

Go to GAC 1.15

CloseNo

Apply for Grant - Continued

Source: GAC

GAC 1.14

Rework or Closeout

Gra

nto

rA

ge

ncy G

ran

t A

pp

rove

r

No

No


Slide 28



Set Up Grant

Source: GAC

Grant Titling

GAC 2.3 Input Grant

Details

GAC 2.4 Input Budget Components

GAC 2.10Input Resource

Data

GAC 2.5 Input Recipient

Organization Details

GAC 2.6Input Recipient Indirect, Fringe,

F&A Rates

GAC 2.7Input Cost

Sharing Commitments

GAC 2.8 Input Grantee

Compliance Info

GAC 2.9Input Grantor

Guidelines

GAC IP 2

Grantor Exists?

GAC 2.2 Establish Grantor

No

Yes

Non-Competitive(e.g. Block/Formula

Grant)

GAC 2.1 Set Up/Award

Issued

Ag

en

cy G

ra

nt A

dm

in

Set Up Customer Record

Establish Subrecipient Information

Build Budgets


Slide 29



Set Up Customer Record

ARB 1.1Record

Customer?

ARB 1.2Record Customer

InformationYes

ARB R 2

Good or Service Provided or Obligation

Incurred

PJT 1.9GAC 2.2P2P 3.1

ARB IP 1

Age

ncy

F&A

Acc

ount

ant

B

Payment Received Source: ARB

Set Up


Slide 30



Establish Subrecipient Information

GAC 2.11Input Subrecipient

Information

Subgrantee? Yes

GAC IP 3

Ag

en

cy G

ran

t A

dm

in.

No

Build Budgets

Source: GAC

Set Up


Slide 31



Build Grant BudgetsCopy or Define

Budget?

Define

Copy

GAC 2.14Input Budget

Details

GAC CP 2.15Confirm Indirect/

F&A Calculations

GAC CP 2.13

Define Budget

Structure

GAC CP 2.16Establish

Grant and Budget at Chart of

Accounts

Need Edits?

GAC CP 2.12Copy Existing

Budget Structure

No

R2R 2.1

Set Up

Source: GAC

Yes

Associate Asset

Ag

en

cy F

ina

nce


Slide 32



Associate Asset / Project

PJT 1.7Set Up Project

GAC 2.19Use PJT

Projects?

Yes

GAC 2.18Producing

Capital Asset?

No

A2D 1.3 Set Up Asset

Yes

GAC 2.17Subrecipient

Producing Capital Asset?

No

A2D 1.3 Set Up Asset

Yes

Ag

en

cy F

ina

nce

Source: GAC

Build Budgets


Slide 33



Set Up Charge Object

GAC 2.22Activate Grant

Code

GAC 2.20Labor Costs?

NoGo To

GAC 3.1

R2R 2.1Maintain Chart of

Accounts

GAC IP 2.21 Via People

First Timecard

Yes

Ag

en

cy F

ina

nce

Associate Asset / Project

Source: GAC


Slide 34



Grantor will be established as a Customer

Agencies will be better able to manage grant record – More robust and powerful status codes, attributes, etc.

Integration with Projects functionality to capture and control grant costs

Ability to capture subrecipient data (including purchased assets)

Integration to AR/Billing for revenue and cash management

Enhanced Indirect cost capture/management

Ability to set up “shell” Assets

New Application Build Process - Protocols and other internal control mechanisms

Set Up Grant Codes



Slide 35





Codes



◦ LAS/PBS Codes

◦ Budget Control



Preparation



◦ Apply for Grant

◦ Set Up Grant








◦ Associate Asset


Slide 36



Set Up Project and Build Project Budgets

PJT 1.1Input Tasks

PJT 1.2Input Resources

PJT 1.3Input Schedule

(Milestones)

PJT 1.4Input

Dependencies

PJT 1.5Input Project

Profile(Checklists)

PJT 1.6Input Project Budget

& Controls(Phases/Dates/

Restrictions)

PJT 1.7Input New

Project Code (or Adjust Existing)

Plan project? Yes

Start

No

R2R 2.1Update Chart of Accounts

Build Project Plan

Stop

PJT IP 1Ag

en

cy P

roje

ct

Ma

na

ge

r

Source: PJT


Slide 37

PJT 1.8



Associate Asset

PJT 1.10 Producing

Asset?

PJT 1.11Input Milestone

Triggers

Yes

A2D 1.3Update

A2D

Ag

en

cy P

roje

ct M

an

ag

er

Source: PJT


Slide 38



Robust project management module

More “complex” Project ID set up

Agencies will be better able to manage projects – Robust and

powerful status codes, attributes, etc.

Integration with Grants functionality to capture and control grant

costs





Slide 39



Business Event II


Slide 40



Establish Contracts◦ Set Up Contract, Allotment and Encumbrance

◦ Manage Contracts

Establish Obligations◦ Set Up Encumbrance

II - Perform Procurement

Business Sub-Events and Business Activities


Slide 41



Set Up Contract, Allotment and Encumbrance

P2P CP 6.4Program Review

P2P 6.1Enter Contract Terms

and Conditions

Generate FYAllotment?

Yes

P2P AE 6.3Generate FY

Encumbrance

No

Start

P2P R 19 P2P R 20 P2P R 21P2P IP 6GAC 4.1

PJT 2.1

A2D 1.3

BUD 7.8

P2P AE 6.2Generate FY

Allotment

Passed Budget Check?

Passed Budget Check?

P2P CP 4

P2P CP 5

Yes

Yes

R2R 2.2

NoR2R 2.2

No

Ag

en

cy C

on

tra

ct Sta

ff

Ag

en

cy P

rog

ram

Ap

pro

ve

r a

nd

Co

ntr

act

Ma

nag

er

Source: P2P

Manage Contract


Slide 42



Manage ContractsA

ge

ncy C

on

tra

ct Sta

ff

Ag

en

cy P

rog

ram

Ap

pro

ve

r a

nd

Co

ntr

act

Ma

nag

er

P2P 6.8Changes to Contract?

P2P CP 6.5ManageContract

End

P2P 6.9Are Changes Needed to Closeout?

Yes

No

P2P CP 6.10ContractComplete

No

P2P R 23

P2P R 24

Yes

Set Up Contract

Set Up Contract

Source: P2P


Slide 43



Replace input into FACTS – FACTS would remain as transparency

site

Ability to generate future FY allotment and encumbrance associated

with contract

Future:

Contract development and routing functionality

Establish Contracts



Slide 44



Establish Contracts◦ Set Up Contract, Allotment and Encumbrance

◦ Manage Contracts

Establish Obligations◦ Set Up Encumbrance

II - Perform Procurement



Slide 45



P2PR 1

P2P CP 1.7Override Available Budget

Change Accounting

Codes?

P2P 1.4Input

Encumbrance

P2P CP 1.5 Florida PALM

Checks Budget

P2P 1.6Passes

Budget Check?

P2P AE 1.8Encumbrance

Established

No

Make Available Override?

No YesYes

Yes

End

No

BUD 1.7

PJT 1.4 GAC 4.1 BUD 2.13

End

P2P IP 1

P2P CP 1

P2P 1.9 Need to Adjust Encumbrance?

R2R 2.2

Yes

No

P2P CP 1.10Adjustment Approved

Set Up EncumbranceAg

ency

Acc

ount

ing

Source: P2P


Slide 46



As with Establish Contract, there will be the ability to generate future

FY encumbrances

Establish Obligations



Slide 47



Business Event III


Slide 48



Input Invoice

◦ Process Invoice

◦ Approve and Budget Check

◦ Audit and Create Voucher

◦ Reject Invoice

Via Direct Load

◦ From Approved Agency Data

Exchanges & P-Card

III – Initiate Payment

Business Sub-Events and Business Activities Via Payroll

Via Revolving Funds


Slide 49



P2P 2.1Receive Goods/

Approve Services

P2P 2.2Authorized Invoice/

Credit Received

P2P AE 2.3Invoice/Credit

Submitted

Start

P2P AE 1.18 P2P R 2

R2R 2.1

BUD 2.13


Slide 50

Process Invoice

Agen

cy R

ecei

ver o

r App

rove

rA

ge

ncy

In

voic

e P

roce

sso

r

Source: P2P

Approve and Budget Check




Slide 51


Agen

cy In

voice

Rev

iew

erA

ge

ncy

Pro

gra

m A

pp

rov

er

Source: P2P

Process Invoice

Approved?

P2P CP 2.5Florida PALM

Checks Budget

P2P 2.4Program Approver

BUD 1.7

Yes

No


Change Accounting Codes?


P2P 2.7Passes Budget

Check?No No Yes

P2P 2.6Review Invoice

No

Yes

No

Audit and Create Voucher





Issues Resolved?

Approved by Auditing?

Transaction selected for

Audit?

P2P AE 2.12 Create

VoucherP2P 3.1P2P 2.10

Select Audit Sample

No

P2P 2.13Invoice Approver

P2P CP 2.11 DFS Audits Transaction

Yes Yes

No

Yes

P2P R 4

R2R 2.1 BUD 2.13PJT 2.1 GAC 4.1

P2P IP 2

P2P CP 2

P2P IP 3

P2P CP 3

No

P2P 2.9 Approve Invoice

Approved?

Yes


Slide 52


Ag

en

cy I

nvo

ice

Ap

rove

rEn

terp

rise

Acc

oun

ting

(CFO

)

Source: P2PReject Invoice

P2P R 3




Notification to Program Approver to advise of disapproval

P2P AE 2.14Invoice

Approver Rejects

Transaction

End

Email

R2R 2.1

BUD 2.13

Reject Invoice

Age

ncy

Prog

ram

Ap

prov

erA

ge

ncy I

nvo

ice

Ap

rove

r

Source: P2P

Audit and CreateVoucher


Slide 53



Ability to input vendor invoices and route for approval electronically

Ability to attach supporting documents to invoices

Auto calculate prompt payment dates

Payment scheduling – future pay dates

One invoice equals one voucher

Ability to copy from previous invoice to create new invoice

Ability to check for duplicate invoices

Travel authorization and reimbursement request functionality

Input Invoices



Slide 54



Input Invoice

◦ Process Invoice



◦ Reject Invoice

Via Direct Load


Exchanges & P-Card



Via Revolving Funds


Slide 55



From Approved Agency Data Exchanges

& P-Card

Source: P2P


Slide 56

P2P IP 7

P2P AE 9.3Invoice/Credit

Submitted

Start

P2P IP 8

P2P R 34

P2P CP 9.2 Format

edits/ data validity

P2P 9.1aDirect Load Warrant

Data (DOR, DEO, AHCA, DCF, DFS,

DMS**)

StartP2P 9.1b

PCard Payment DataA

genc

y In

voic

e Pr

oces

sor

En

terp

rise

Acc

ou

nti

ng

(C

FO) P2P CP 9.4



From Approved Agency Data Exchanges

& P-Card - ContinuedP2P AE 9.9

Create Voucher

P2P 3.1

P2P CP 9.4Florida PALM

Checks Budget


Change Accounting Codes?


P2P 9.5Passes Budget

Check?

No

Yes

Yes

P2P 9.6Invoice Approver

No P2P R 4

R2R 2.1 BUD 2.13PJT

1.11GAC1.45

P2P R 2

Yes

P2P 9.8Direct Load

Warrant Approver

End

En

te

rpri

se

Acco

un

tin

g (

CFO

)Ag

ency

Invo

ice

Apro

ver

P2P AE 9.3

Source: P2P


Slide 57



Input Invoice

◦ Process Invoice



◦ Reject Invoice

Via Direct Load


Exchanges & P-Card

◦ Check Available Budget



Via Revolving Funds


Slide 58



Payroll disbursements will continue to initiate from the FLAIR Payroll

Subsystem and will use a similar payment interface

People First and other approved systems will still perform

timekeeping

Core activities planned for Florida PALM:◦ Post accounting entries for payroll disbursements

◦ Check budget and cash

◦ Issue payments to employees and other payees

Via Payroll


Slide 59



Input Invoice

◦ Process Invoice



◦ Reject Invoice

Via Direct Load


Exchanges & P-Card



Via Revolving Funds


Slide 60



Revolving fund accounts will be set-up within Florida PALM for

accountability and reporting purposes

Ability to track revolving fund disbursement and funding activity

through an account register

Ability to upload electronic bank statements for reconciliations

Future:

Ability to incorporate or reduce revolving funds with system

functionality of same day payments and potential to allow local

check printing

Via Revolving Funds



Slide 61



Business Event IV


Slide 62



Produce Warrant or ACH

◦ Check Available Cash

◦ Agency Invest / Disinvest

◦ Perform Payment Offsets

◦ Issue Payment

Fund Payments

◦ Project Cash Needs

◦ Treasury Invest / Disinvest

IV – Execute Payment


Interagency Payments

◦ Establish AR/Acknowledge AR

Reconcile Payments

◦ Bank Account to Treasury

◦ Reconcile Payments


Slide 63




Slide 64

Check Available Cash

Source: P2P

Trea

sury

Ente

rpri

se A

cco

un

tin

g (C

FO)

Age

ncy

A

cco

un

tin

g

Perform Payment Offsets

P2P 3.3Notify Agency

Sufficient Cash?

P2P CP 3.5

Treasury Wire

Transfer Review

Offset to apply?

CSH AE 2.5

CSH AE 2.5

P2P 3.1Identify Items for Payment

P2P 3.4Agency

Resolves

P2P CP 3.2Verify Cash

Wire Transfer Requested?

Yes

NoYesP2P AE 2.12

CSH 2.3

CSH 2.3

P2PR 5

P2PR 14



Agency Invest / Disinvest

CSH CP 2.4Determine Amount to

Invest/Disinvest

CSH AE 2.5Enter Amounts to Invest/Disinvest to Move Funds

CSH 2.3Review Cash Balance to

Create Cashflow Projections

CSH R9CSH R8

Source: CSH

Ag

en

cy A

na

lyst

B R

ole


Slide 65




Slide 66


Source: P2P

Ente

rpri

se A

cco

un

tin

g (C

FO)

Age

ncy

A

cco

un

tin

g

P2P CP 3.6Payment Offsets

P2P 3.9Vendor and Benefitting Agency

Notified

P2P 3.7Calculate Offset to Creditor

and Available Balance to Vendor

ARB 2.10

Offset in Force?P2P CP 3.8

Paying Agency Approval

Yes

No

P2P 3.10Issue Payment

Offset to apply?

No



Issue Payment

P2P 3.10Issue Payment

CSH 3.1 A2D 1.3PJT 2.1

GAC4.1

Transparency Portal

P2PR 6

P2PR 7

P2PR 8

P2PR 9

P2PR 10

P2PR 11

P2PR 12

P2PR 14

P2PR 13

P2PR 15


Manage Returns

Source: P2P


Slide 67

Ente

rpri

se A

cco

un

tin

g (C

FO)



Payment Scheduling allows for the state and its agencies to earn

interest or save funds depending on the scheduled pay date

Cash is immediately checked and the agencies can disinvest if

needed to make cash available

Queue will notify Treasury staff of all anticipated wire payments to

ensure funds are available

Payment offsets will assist in timely processing DOR/IRS Levies,

and IRS backup withholding, etc. as well as offset payments for

outstanding receivables

One payment may be made up of multiple funding sources




Slide 68







◦ Issue Payment

Fund Payments






◦ Establish AR / Acknowledge AR

Reconcile Payments




Slide 69



Multiple Times

per Day

Multiple Times

per Day

TRM AE 1.3Record SPIA

Balances

TRM 1.1SPIA Participants Deposit to

the SPIA Account

TRM IP 1.8Transmit

Transaction File for Concentration

Account

TRM IP 1.7Transmit

Transaction File for Main Account

MultipleTimes

per Day

TRM IP 1.6Transmit

Transaction File for DDA Custodial Bank Account

Multiple Times

per Day

TRM IP 1.2Transmit

Transaction File from SPIA

Application

TRM 1.5Liquidity Account Feeds the DDA Account with Available

Funds

TRM 1.4Funds Deposited into the SPIA

Account Included in Overall Custodial Bank Account

Project Cash Needs

SP

IACu

stod

ial B

ank

Acco

unt

Dis

burs

emen

t Ac

coun

tC

on

ce

ntr

ati

on

A

cco

un

t

Source: TRM


Slide 70

TRM 1.9



TRM 1.9 Determine Cash Position by Account

CSH 1.17 Add Daily Cash

Receipt Data

PAY CP 2.21 Payroll Cash

Check

TRM AE 1.10Move all Available Funds

from Concentration Account to Disbursement

Accounts to Cover Needed Payments

Are Funds Still Needed to Cover

Payments?Yes

No

Are Excess Funds Remaining in

Concentration Account?

TRM AE 1.12 Move Cash to Custodial Bank

Account

Yes

TRM AE 1.11Move Cash from Custodial Bank

Account to Disbursement

Account

No End

TRM R2

P2P 3.1Identify

PaymentsP2P CP 3.5

Wire Review

Project Cash Needs - ContinuedT

rea

sury

Source: TRM


Slide 71



TRM AE 3.5Record Trade

Information

TRM 3.3Purchase/Sell Investment Instruments

TRM 3.4Trade Information Sent

and Confirmation Returned

TRM CP 3.11Reconcile

Investment in Florida PALM with the Custodial Bank

TRM 3.8External Managers’

Execute Trades

TRM 3.9External Managers’ Trade

Information Captured

TRM AE 3.12Record

External Trade

Information

TRM 3.7Record Internal Trade

Information

TRM R5

Real time

TRM IP 3.6Transmit

Internal Trades File

TRM IP 3.10Transmit Internal

and External Trade

Transactions File (Swift)

A

A

TRM R6

TRM R7 TRM R8

TRM R9

Real Time

TRM R11

TRM R10

TRM R14

TRM R14

TRMR4

Treasury Invest / DisinvestT

rea

sury

Exte

rna

l T

rad

ing

Pa

rtn

ers

Cu

sto

dia

l B

an

k

Source: TRM


Slide 72



Automated wire payment process

Cash projection functionality within system

Fund Payments



Slide 73







◦ Issue Payment

Fund Payments







Reconcile Payments




Slide 74




Slide 75

Establish AR / Acknowledge AR

Source: P2P

“Du

e Fr

om

” A

gen

cy (

Payi

ng

Age

ncy

)“D

ue

To”

Age

ncy

(B

illin

gA

gen

cy)

P2P 8.2Acknowledge AR

Invoice

P2P 8.1Inter-agency Due

To/ Due From Shared View

Update

P2P 8.3Appears Billed

Correctly?

Yes

P2P 8.4Return for Additional

Information?

No

P2P 8.5 Notify Due To Agency that Additional

Information is Needed

P2P 8.6 Acknowledge Request for Additional

Information

P2P 8.7 Update

Receivable

P2P 8.8Reject

Receivable No

P2P 8.12Assign to Program

Approver

P2P AE 2.3

ARB 1.1.1

P2P 8.9Acknowledge Rejected AR

Invoice

P2P 8.10Update

Receivable with Rejection

End

Yes

ARB 2.20

ARB 2.20

Need to Correct Due From Agency

Number?No

Yes

P2P 8.11Correct Due From Agency

Number

P2P 8.14AR/AP Invoice

Flip

P2P CP 8.13Program Approver

Review and Edit

Start



One view for Due To and Due From agencies to see payment details

and status

Will require both the paying and receiving entries to remain in sync

even after payment is executed




Slide 76







◦ Issue Payment

Fund Payments







Reconcile Payments




Slide 77



Pay

End

Warrant or ACH Return?

P2P3.14 ACH

ReturnACH

CSH IP 3.7Transmit Pay and Warrant

Image Data (BAI)

CSH CP 3.13Warrant

Exceptions/ACH Returns

CSH CP 3.6Process Payments

P2P 3.11 Payment Settled

P2P 3.12 Payment Reconciliation

CSH 3.10Payment info Updated

Pay or Reject?

CSH AE 3.9Clear

Payment CSH R5

CSH CP 3.14 Warrant

Exceptions

Warrant

Reject

CSH CP 3.8Payment

ReconciliationSystem

Reconciled?

CSH CP 3.11Contact Bank

to Correct Payment

CSH AE 3.12Record

Suspense Entry

Yes

No

CSH R14

CSH R15

CSH R16

Bank Account to TreasuryTr

easu

ry

Bank

A&A

Source: CSH

Issue Payment


Slide 78



P2P 3.12Payment Reconciliation

End

P2P 11.16

P2P 3.11Payment Settled?

P2P 3.13Cancel Payment and

Reissue?

CSH 3.10

Yes

No

Yes

P2P 3.14ACH Return?

No

No

P2P 4.2

CSH CP 3.10

CSH CP 3.13

P2P 3.15Returned/Unsettled Warrant Resolution and Reconciliation

Yes

P2PR 16

P2PR 17

Transparency Portal

Reissue, Cancel, or Pending Escheatment?

EscheatmentP2P 3.16

Escheatment

Reissue/Cancel

P2P 3.17Unclaimed Property

P2P 2.3

Yes


Slide 79

Reconcile Payments

Source: P2P

Ente

rpri

se A

cco

un

tin

g (C

FO)

Age

ncy

Acc

ou

nti

ng

CSH 3.10



Integrated treasury functions should make all cash management

functions more efficient

Reconcile Payments



Slide 80



Business Event V


Slide 81



Vendors

Cash◦ Calculate and Apportion Interest

Earnings

◦ Calculate and Manager CMIA

◦ Approve Outside Accounts

◦ Reconcile Bank Accounts

Grants and Projects◦ Allocate Costs / Calculate

Indirect Costs

◦ Adjust Budgets

◦ Amend Grant Details

◦ Closeout Grant

◦ Closeout Project

V – Manage Resources

Business Sub-Events and Business Activities Assets

◦ Plan and Acquire

◦ Utilize and Track

◦ Transfer

◦ Depreciate

◦ Dispose

◦ Inventory and Warehousing

Budget

◦ Monitor, Manage, and Forecast

◦ Budget Forecasting

◦ Budget Amendments

◦ Manage CF Requests


Slide 82

General Ledger

◦ Record Updates / Adjustments

◦ Month End Close

◦ Year End Close

◦ Comprehensive Annual

Financial Report (CAFR)



Central location of vendor information

Self service Substitute W9 information (or Substitute W8 for the

foreign vendor)

Electronic Funds Transfer (EFT) registration

Enhanced withholding functionality

Generate IRS Forms

Vendors


Slide 83



Vendors


Earnings

◦ Calculate and Manage CMIA



Grants and Projects◦ Allocate Costs / Calculate Indirect

Costs

◦ Adjust Budgets


◦ Closeout Grant






◦ Transfer

◦ Depreciate

◦ Dispose


Budget





Slide 84

General Ledger


◦ Month End Close

◦ Year End Close





TRM AE 3.14Earned Interest

Calculations(Interest and

Fees both accrual and

cash)

TRM 3.13System Calculates Interest and Fees Based on External

and Internal Trades

TRM 3.15System Apportions

Investment Earnings and Fees Based on ADB (by

Account/Fund)

CSH AE 2.7Interest

Apportionment

CSH AE 2.5Enter Amounts

to Invest/Disinvest

TRM R12

TRM R13

TRM R14

TRM R15

Calculate and Apportion Interest Earnings

Tre

asu

ry

Source: TRM


Slide 85



CSH R11

CSH 2.8Review Apportionment of

Interest and Fees

Notification

CSH AE 2.9Reapportion

Interest/Fees if Needed

End

CSH AE 2.7Apportion Interest and Fees and Post at Lowest Level of

Detail

CSH IP 1

Calculate and Apportion Interest Earnings – Cont.

Tre

asu

ry

Ag

en

cy A

na

lyst

Source: CSH


Slide 86

CSH AE 2.7



TRM 9.2Calculate Top 90% of Grant

Programs Based on Expenditures on Audited

SEFA (GAC identies grant as CMIA)

Payment/Claim?

ClaimPayment

TRM 9.3Grant Expenditures Occurring

in P2P

TRM 9.4Federal Draw Occurs in ARB

Based on Anticipated or Actual Grant Expenditure

Payments

TRM 9.5Clearance Pattern Calculated

by Grant

TRM 9.6Annual CMIA Report Generated by CFDA

and Component

TRM 9.8Final Report Entered and Original Signed

and Mailed

TRM 9.9Voucher Created for CMIA

Payment

TRM 9.10Claim Submitted through ARB

TRM CP 9.7Agency Reviews

Report for their Grants

TRMR24

TRMR23

TRM IP 9.1AG File of

Audited SEFA

Calculate and Manage CMIAT

rea

su

ryA

&A

Ag

en

cy

Source: TRM


Slide 87



TRM 5.1Agency Requests Outside Banking

Services

Approved?

5.3Notifies Agency

End

Outside Bank Account

TRM 5.5Issue Approval Letter to

Agency

TRM 5.6Begin Using Banking

Services

No

Yes Yes

No

TRM CP 5.4Set-up Bank Account in

Florida PALM

TRM CP 5.2Treasury

Reviews and Evaluates the

Request

CSHR3

CSHR4

Revolving Fund?

No

TRM 6.1Revolving

Fund RequestYes

Approve Outside AccountsT

rea

sury

Ag

en

cy

Source: TRM


Slide 88



Yes

TRM 4.4Reconciliation

Process

Exceptions? NoAccount

Reconciled

TRMR4

TRM 4.1Files Received

from Banks Daily and On-

Demand

Reconcile Bank AccountsReconciliation/Verification Processes on

other flows

CSH CP 1.20Compare Bank Deposit Data and Agency

Recorded Info

CSH CP 1.23Review and

Monitor Exceptions

TRM CP 2.16Monitor and

Identify and new transactions

TRM CP 2.18Reconcile Accounts

Monthly

TRM CP 2.20 Reconciles Federally

Mandated Disbursement Account Daily

TRM CP 2.21 Reconciles Federal

Bank Account Monthly

TRM CP 3.11Reconcile

Investment in Florida PALM with the Custodial Bank

TRM 7.10 Monthly Treasury

Reconciliation of CRA

TRM CP 7.15Monitor Cash Position

and Determine Amounts Available for

Investment/Disinvestment

TRM CP 7.9Agency

Reconciliation Process

CSH CP 3.8Payment

ReconciliationSystem

CSH CP 4.11System

Reconciling Detail to Total

CSH CP 4.13System

Reconciliation of Detail to Agency ARB

Detail

TRM IP 4.2TransmitCustodial Accounts

Investment Data

TRM IP 4.3SPIA BAI Data

Files received on other process flows

TRM IP 1.7Transmit

Transaction File for Main Account

TRM IP 1.6Transmit

Transaction File for DDA

Custodial Bank Account (BAI)

TRM IP 1.2Transmit

Transaction File from SPIA

Application

TRM IP 7.6Transmit Daily

File

CSH IP 1.6Transmit

Daily BAI Data

CSH IP 1.7Transmit

Addenda Data

CSH IP 3.7Transmit Pay and Warrant Image Data

(BAI)

CSH IP 4.3Transmit

CheckReturn Data

CSH IP 4.4Transmit

ACH Return Data

CSH IP 4.5Transmit

Credit Card Return Data

CSH IP 4.6Transmit

Foreign Item Return Data

CSH IP 4.7Transmit Check

Image Data

CSH IP 4.8Transmit RA Return Data

TRM IP 2.14Federally

Mandated Disbursement

Account Transactions/

Balance

TRM IP 2.15Federal Bank

Account Transactions/

Balance

TRM IP 3.10Transmit Internal

and External Trade

Transactions File

TRM 7.8Non CRA Bank

Statement

TRM IP 7.7Non-CRA Bank

Activity File

Tre

asu

ryBa

nk

Source: TRM


Slide 89



Consolidation of cash balances into one ledger

Integration of treasury functions and accounting functions into one

system

Stronger reporting and analysis capabilities

System generated investment/disinvest amounts

Cash available for investment by agencies longer due to scheduling

payments

Cash



Slide 90



Cash positioning functionality within system

Automation of accounting entries for bank accounts

Automation of trade information with custodial bank

Increased recording of trade information for externally managed

portfolios

Bank accounts recorded in system for better accountability

Automation of CMIA report due to integrated system functionality

Cash

Anticipated Improvements or Changes – Cont.


Slide 91



Vendors


Earnings





Costs

◦ Adjust Budgets


◦ Closeout Grant






◦ Transfer

◦ Depreciate

◦ Dispose


Budget





Slide 92

General Ledger


◦ Month End Close

◦ Year End Close





Allocate Costs / Calculate Indirect Costs

Age

ncy

Fina

nce

Source: GAC

GAC 3.3Update Program

Budget

Indirect Costs?

GAC 3.4Calculate

Indirect Costs

Yes

NoOther Costs?

Yes

Journal Transfers Needed?

Yes

Cost Allocation Needed?

Yes

No

R2R 2.1 Input Journal Transfers to

Allocate Costs

GAC CP 3.5Pre Audit

Indirect and Allowable

Costs

GAC CP 3.6Apply Agency

Cost Allocation Method

GAC IP 6

GAC R 14

GAC AE 1

GAC AE 2


Slide 93



Adjust Budgets

GAC 3.2Amend Award

Details

GAC 3.3Update Program

Budget

Any Award Changes?

Yes

GAC 3.1Monitor Program Progress

Budget Update

Required?

Yes

GAC IP 4

GAC IP 5

Agen

cy G

rant

Adm

inis

trat

orAg

ency

Finan

ce


Slide 94

Source: GAC



Amend Grant Details

Grant Titling

GAC 2.3 Input Grant

Details

GAC 2.4 Input Budget Components

GAC 2.10Input Resource

Data

GAC 2.5 Input Recipient

Organization Details

GAC 2.6Input Recipient Indirect, Fringe,

F&A Rates

GAC 2.7Input Cost

Sharing Commitments

GAC 2.8 Input Grantee

Compliance Info

GAC 2.9Input Grantor

Guidelines

GAC IP 2

Age

ncy

Gra

nt

Adm

inis

trat

or

Source: GAC


Slide 95



Closeout Grant

GAC 5.8Close Grants

Activity

GAC 5.6Close Grant

Period

GAC 5.7Confirm

Drawdowns and Billing Complete

ARB 2.2

GACCP 4

GAC 5.2Finalize

Transactions in Process

Outstanding Encumbrances?

Yes

P2P CP1.5

Outstanding AP Invoices?

No

P2P AE 2.3

Yes

Need to Bill?

Yes

ARB 1.6

NoOutstanding Labor Costs?

PAY 2.3

Yes

NoAsset

Completed?

A2D 1.3

Yes

No No

ARB 2.2 Close Billing

GAC CP 3 GAC

CP 5

GAC CP 5.4 Capture

Grant Costs

GAC CP 5.5 Analyze

Grant Performance

GAC 5.9Close Grant (Deactivate Grant Code)

Stop

GAC R 6

GAC R 7 GAC

R 3GAC R 4

GAC R 15

GAC R 7

GAC CP 5.3Complete Program

Tasks (Input Status)

GAC R 16

Agen

cy F

inan

ce

Source: GAC


Slide 96



Closeout Project


Slide 97

PJT 3.2Finalize

Transactions in Process

Outstanding Encumbrances?

Yes

P2P CP 1.5

Outstanding AP Invoices?

No

P2P AE 2.3

Yes

Need Florida PALM Billing

Yes

ARB 1.6

NoOutstanding Labor Costs?

PAY 2.3

Yes

PJT 3.5Capture Project

Costs

Asset Completed?

A2D 1.3

Yes

NoProject

Complete?Close

End

PJT R 5

PJT 3.9Need to Reopen

Project?

No

PJT 1.7

Yes

PJT CP 3.3Complete

Project Tasks (Input Status)

PJT CP 3.7Analyze Project

Performance(Confirm Closeout)

PJT CP 3.8Close Project(Deactivate

Project Code)

PJT IP 3

R2R 2.1

Need Cost Allocation?

PJT 3.4Calculate Cost

Allocation

Yes

No No

PJT 3.6Agency Offline Billing/ Receipt

Cycle

No

PJT CP 3.7Analyze Project

Performance(Confirm Closeout)

PJT CP 3.8Close Project(Deactivate

Project Code)

Closeout Steps

Agen

cy Fi

nanc

eAg

ency P

roject

Mana

ger

Source: PJT



Agencies will be better able to manage grant record – More robust

and powerful status codes, attributes, etc.

Integration with Projects/Grants functionality to capture and control

grant costs

Ability to capture subrecipient data (including purchased assets)


Enhanced Indirect cost capture/management

Grants and Projects



Slide 98



Vendors


Earnings





Costs

◦ Adjust Budgets


◦ Closeout Grant






◦ Transfer

◦ Depreciate

◦ Dispose


Budget





Slide 99

General Ledger


◦ Month End Close

◦ Year End Close





Plan and Acquire

A2D 1.3Record Asset Acquisition

A2D 1.4Create Property

Record (Pending)

P2P AE 6.2P2P 3.8

GAC 2.17GAC 2.18

PJT 1.11

A2D 1.1Was asset

donated, loaned, seized, or provided?

NoA2D R 1

Validate Property Record?

A2D 1.8Asset Recorded in

Error

R2R 2.1

No

A2D R 2

Pro

pe

rty C

usto

dia

n

A2D 1.2


Slide 100

Source: A2D



A2D 1.2Direct Input of

Assets

A2D 1.6Tag Asset

A2D 1.5Acquire Asset

A2D 1.7Complete Update to

Property Record

A2D 1.6Tag Asset

A2D R 3A2D AE 1Property Record Created

A2D IP 3

A2D IP 2

Plan and Acquire - ContinuedP

rop

ert

y S

up

erv

iso

r

Inventory & Track

A2D 1.1


Slide 101

Source: A2D



Utilize and Track

A2D 2.2Use Asset

A2D 2.4Track/Maintain

Asset

A2D IP 1

A2D CP 2.3

Perform Physical

Inventory

A2D AE 3

A2D IP 3A2D R 4 A2D R 5

A2D IP 2

A2D 3.6

A2D 3.6

Transfer

Depreciate

Age

ncy

Prop

erty

Cus

tod

ian

Plan & Acquire


Slide 102

Source: A2D



Transfer

Optional

A2D 2.5Prepare Transfers

A2D 1.4 - 1.7Receive Property

A2D R 6

Inventory & TrackAg

ency

A Pr

oper

ty Cu

stodia

nAge

ncy B P

ropert

y Cust

odian


Slide 103

Source: A2D



Depreciate

A2D 2.6Execute

Depreciation

A2D R 8A2D R 7

Identify Asset for

Retirement

A2D AE 2

A2D IP 1

A2D 3.1Identify Asset

for Retirement DisposeInventory & Track

Agen

cy A

Pro

pert

y Cu

stod

ian


Slide 104

Source: A2D



Dispose

Age

ncy

Surp

lus

Rev

iew

Bo

ard

Prop

erty

Cus

todi

anSp

ecia

l Ass

et D

ispo

sitio

n Cu

stod

ian

DFS A

&AA2D 3.4

Is asset a watercraft,

vehicle, aircraft, or land?

A2D 3.8Dispose of Asset

A2D R 11

GAC 4.1

A2D 3.5Perform Special Asset Disposition Workflow

(DMS and DEP)

Yes

A2D 3.3Passed Agency Surplus Review

Board?

A2D 2.4Track/Maintain

Asset

No

A2D IP 3A2D IP 2

A2D 3.6Was the Asset Lost,

Stolen, or Unaccounted For?

A2D 3.7DFS A&A Verifies Asset Write-off

No

Yes

Yes

No End

A2D CP 3.2

Board Considers Asset for Retireme

nt

PJT 2.1

A2D AE 4

ARB 1.4P2P 3.8

A2D R 9

A2D R 10

Depreciate


Slide 105

Source: A2D



Inventory and Warehousing

A2D 1.7 A2D 4.1Warehouse the Asset

A2D 4.2Track and Maintain the

Asset

A2D 2.4

A2D 4.3Agency Orders

A2D 4.5Execute

Replenishment of Inventory

A2D R 12

A2D R 13

End

A2D IP 1

A2D CP 4.4

Order Approval Workflow

A2D AE 5

P2P 3.1

Agen

cy P

rope

rty

Cust

odia

nAg

ency

Busin

ess O

pera

tions

Man

ager


Slide 106

Source: A2D



Integrated Property Transfer Function

Additional Depreciation Methods Available

Ability to Track Assets Without Capitalization

Consumable Inventory Warehouse Functionality

Assets



Slide 107



Vendors


Earnings





Costs

◦ Adjust Budgets


◦ Closeout Grant






◦ Transfer

◦ Depreciate

◦ Dispose


Budget





Slide 108

General Ledger


◦ Month End Close

◦ Year End Close





BUD 2.26Create Consolidated

Scenarios(Agency Spend Plans,

Rate Reports, etc.)

BUD R 8

BUD 2.27Store for

Business Intelligence(Reporting and

Dashboard Tools)

Monitor, Manage, and Forecast

Ente

rpri

seAge

ncy

Source: BUD

BUD 2.28Perform “What-if”

Forecasting and Planning

(on demand)

BUD 2.29Input Forecasts: HR, Revenue and Non-Personnel Expenditures,

Drivers and Assumptions


Slide 109



Budget Amendments

Source: BUD

BUD 2.31Apply Budget Amendment Adjustments

BUD R 9

BUD 2.35Generate Approved

Budget Amendments

BUD 2.30Budget

Amendment Needed?

Yes

BUD 2.33Budget Amendments

Reviewed By EOG/OPB/House/

Senate

BUD 2.34Denied or

Withdrawn?No

Yes

BUD 2.37Florida PALM

R2R 1.2R2R 2.1

BUD IP 2.36

Input into LAS/PBS

BUD IP 2.32Input into

BAPS

BUD AE 3

ToBUD 3.1

EOG

/OPB

Age

ncy

Ente

rpri

se


Slide 110



BUD R 10

BUD 3.4Validate Tentative Carry Forward

BUD 3.6Validate

Tentative Certified Forward

BUD 3.5Validate Carry Forward Authority

Category 13XXXX

BUD CP 1

BUD IP 3.1Tentative Carry Forward (Personnel and Non-

Personnel) Data Set Created

BUD IP 3.3Tentative Certified Forward

(FCO) Data Set Created

BUD IP 3.2Carry Forward Authority

Category 13XXXX Data Set Created

BUD IP 1

BUD CP 2

End

Manage CF Requests

En

terp

rise


Slide 111



BUD 3.7Agencies Mark Carry

Forward/Certified Forward Records BUD

AE 4

Recharacterize?

BUD CP 1

Start

BUD CP 3

Yes

BUD 3.8Request Carry Forward Re-

characterization Approval

P2P AE 1.4

GAC4.1

PAY2.28a

PJT2.1

R2R 1.6

No

BUD R 11

Manage CF Requests - ContinuedA

ge

ncy


Slide 112



Manage CF Requests - Continued

BUD 3.12Review/Approve

Final Certified Forward(FCO)

BUD 3.14Florida PALM

R2R 1.6

BUD AE 5

BUD 3.11Posting Final Carry Forward/

Carry Forward AuthorityCategory 13XXXX

1st Carry Forward Reversion

2nd Carry Forward

Reversion

Operating – Within August

Certified Forward (FCO) – By September 1

BUD IP 3.13 LAS/PBS feed of approved Certified Forwards

back to Florida PALM GL/BL

BUD IP 3.10Agency Carry/Certified

Forward Data

BUD 3.9Establish Final Carry Forward

BUD IP 3.15 Ending Carry

Forward Balances(9/30 Reversion

Entries)

EOG

/OPB

Ente

rpris

e


Slide 113



BUD 3.16FCO Spreadsheets

Provided to Agencies for Review and Identification

of Remaining FCO Appropriation Amounts

BUD 3.18Agency Reviews FCO

Spreadsheets/Workbooks to Identify Remaining FCO

Appropriation Amounts (Document Obligated or

Unobligated Items, Include Supporting Documents &

Comments)

BUD 3.20Review/Approve Agency

FCO Interface Data to Determine FCO

Reversions

BUD 3.17FCO

Spreadsheets

BUD R 13

BUD IP 3.22Approved Agency FCO

Interface Data(FCO Remaining Balances either Approved

to be Certified Forward or Reverted)

BUD IP 3.19Agency Requested FCO

Interface Data

BUDAE 6

BUD 3.23FCO Interface Data

to Florida PALMGL/BL

R2R 1.6

End

BUD 3.21Build of Final FCO

Reversions

PJT1.7

Start

February, 2nd Year of FCO Appropriations (19th Month)

BUD R 14

Manage CF Request - Continued

Source: BUD

Agen

cyE

OG

/OP

BEn

terp

rise


Slide 114



Automation of statutorily authorized re-characterization of CF funds

Capability to perform enterprise-wide revenue and HR

assumptions, revenue forecast, HR expenditure baseline forecast

and non-personnel expenditure forecasting

Provide project/cost accounting/activity based accounting capability

Ability to publish consolidated scenarios (agency spend plans, rate

reports, etc.) efficiently and frequently

Provide “what-if” capabilities for forecasting and planning on-

demand

Budget



Slide 115



Vendors


Earnings

◦ Calculate and Manager CMIA




Costs

◦ Adjust Budgets


◦ Closeout Grant






◦ Transfer

◦ Depreciate

◦ Dispose


Budget


◦ Budget Forecasting




Slide 116

General Ledger


◦ Month End Close

◦ Year End Close





R2R 2.1Process Subsidiary Ledgers Financial

Transactions

R2R 2.2Consolidation of

Subsidiary Ledgers to Chart of Accounts

R2R 2.4Process Journal Entries

P2P Various

GAC 2.22 PJT 1.7 ARB 1.6A2D 1.7A2D 3.1A2D 2.1

BUD 2.37CSH

AE 1.19TRM 1.9 PAY 2.28a

MFMPPeople

FirstLAS/PBS

R2R R 2.6Trial balance and

other reports

R2R 2.5Post to GL

R2R AE 1

R2R AE 2 R2R R 3

R2R AE 3

R2R R 2.6aTrial balance and

other reports

R2R AE 2.3General Ledger

Account Adjustments

R2R R 4

R2R IP 1MFMP

R2R IP 2People

First

R2R IP 3LAS/PBS

R2R IP 4Agency

Business Systems

Record Updates / AdjustmentsAg

ency

Ente

rpris

e (D

FS F

inan

cial R

epor

ting)

DM

S,

Le

gis

latu

re,

an

d E

OG

Source: R2R


Slide 117



R2R 3.1Create GL Close Schedule

(Development and Communication)

R2R 3.5Conduct Trial

Balance Review

R2R 3.9Conduct Preliminary

Financial Report Review

R2R 3.2Open New Period

R2R R 3.7Reports to Detect

Exceptions

R2R 3.4Period Ending Soft Close for

Financial Transactions

R2R AE 3.6 Journal entries to correct account

balances/record/ reverse accruals and post to GL

R2R 3.10Hard Close for

Financial Transactions per GL

Close Schedule

R2R R 3.11Create Period End Financial Reports/

Statements

R2R R 3.12Create Enterprise Period End Financial Reports/

Statements

R2R 3.3Record Updates in

Sub-Ledgers

R2R 2.4

Iterative Review and Monitoring Activities occurring between Soft and Hard Close

R2R CP 2

R2R AE 3.8Correct

Consolidated GL Balances

Month End CloseEn

terp

rise

(DFS

Fin

anci

al R

epor

ting)

Age

ncy

Source: R2R


Slide 118



R2R R 4.7Create Year End

Financial Reports

R2R 4.4Hard Close for June-

Period 12(End of Prior Fiscal

Year)

R2R 4.8Conduct Financial

Report Review

R2R 4.9Material

Adjustments Identified

R2R R 4.11Execute

Management Reporting

BUD 2.1

R2R 4.12Perform

Reconciliations and Reviews

R2R 4.1Create Year End GL Close

Schedule(Development and Communication)

R2R 4.2Execute Month End

Close (June)

R2R 3.10

R2R 4.3Open July Period

(New/Current Fiscal Year)

R2R 4.6Open Period 13 for Year End and Audit

Adjustments

R2R AE 4.10Material

Adjustments Posted to GL

R2R 3.4-3.9

R2R 4.5 Current FY Balances

Updated

Year End Close

En

terp

rise

(D

FS F

inan

cia

l Re

po

rtin

g)A

genc

yO

PB

, Le

gis

latu

re,

an

d

EO

G

Source: R2R

CAFR Reporting


Slide 119



R2R CP 4.19

Perform Audits

R2R 4.13Run Preliminary CAFR Financial

Information

R2R 4.14Component Units Submit Financial

Statements

R2R 4.15Agency Year End


R2R 4.20Audit


R2R AE 4.22Record and Post

to GL Applicable

Adjustments from AudGen

R2R 4.18Unaudited CAFR with Notes and Financial

Information Transmitted to

AudGen

R2R AE 4.17Year-End Adjusting

Entries Posted to GL

R2R 4.24Generate Final CAFR

R2R 4.23Hard Close

Period 13 (Close Prior Fiscal Year)

R2R 4.16Enterprise Level

Year End Adjustments

Identified

R2R 4.21Review of Identified Audit Adjustments

Comprehensive Annual Financial Report

(CAFR)

En

terp

rise

(D

FS F

inan

cia

l Re

po

rtin

g)Ag

ency

Au

dit

or

Ge

ne

ral

Year End Close

Source: R2R


Slide 120



Automated update of Agency current fiscal year account balances

after CAFR completion

Standard Period End Closing Process using a Soft Close and a Hard

Close

Multiple periods may be open at one time

Real time ledger updates

General Ledger



Slide 121



Move to Modified Accrual basis of accounting

Ability to report cash and / or accrual

Elimination of Departmental and Central Accounting

Robust reporting and inquiry capability, exportable to Excel, etc.

Tightly integrated Process Areas

Robust Workflow capabilities◦ Ability to attach source or supporting documents

◦ Ability to copy from other / previous records to create new

Overall / General

Anticipated Improvement or Changes


Slide 122



Multiple subsidiary ledgers that feed the General Ledger for

accounting entries, or that store business information for reporting

New financial management functionality across all Process Areas

Ability to interface with external business systems

Role based security controls to allow more operational users to

access and perform business events or query information

Overall / General - Continued



Slide 123



Questions, Thoughts, Comments?


Slide 124



Questions and Next Steps


Slide 125



Attendees will receive an email with a link to a 12-question survey

related to the Workshop

Workshop Survey


Slide 126



Workgroup Survey Data

RESPONDENT FREQUENCY USING FLAIR

RESPONDENT

EXPERIENCE USING FLAIR

74 Percent Daily


Slide 127

63 Percent More

than 10 Years

27%

55%

18%

KNOWLEDGE OF THE PROJECT AND

SUCCESS CONFIDENCE

Strongly Agree

Agree

Neutral



Questionnaire will be sent in Word format to Agency Administrative

Directors at conclusion of last Workshop to obtain feedback for

proposed standard business processes

Only one Questionnaire response per agency

Questionnaire asks for a primary agency contact for follow-up

Reference material such as Process Flows and Narratives could be

found at:

http://www.myfloridacfo.com/floridapalm/meetings.htm

Agencies should review Pre-Workshop, Workshop presentation and

reference material as basis for Agency feedback

Questionnaire


Slide 128



http://www.myfloridacfo.com/floridapalm/meetings.htm

[email protected]

myfloridacfo.com/FloridaPALM



mailto:[email protected]

myfloridacfo.com/FloridaPALM