PALM 200 Level 2 Workshop June 2015...Jun 16, 2015 · June 2015 Project Leadership State BPS Team...

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


PALM 200 Level 2 Workshop

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)

Project Management Office (PMO)

Level 2 Workgroup Members

Welcome and Workgroup Introductions


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 Receipt Process◦ Business Event I – Establish Accounting Structure

◦ Business Event II – Perform Services / Identify Amount Owed

Break

Walk Through of Business Events in Receipt Process - Continued◦ Business Event III – Receive Funds

◦ Business Event IV – 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 Services / Identify

Amount OwedReceive Funds Manage Resources

Set up chart of Account

CodesEstablish Contracts Deposit Cash Cash

Establish Budget

ControlsPrepare Billing Interagency Receipts Grants and Projects

Set Up Grant Codes Draw Funds Revolving FundsAccounts

Receivable

Set Up Project Codes Establish Receivable Customers

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 Profiles

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 Profiles

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





◦ Request Trust Fund Profiles


◦ LAS/PBS Codes

◦ Budget Control



Preparation


Business Sub-Events and Activities Set Up Grant Codes

◦ Apply for Grant

◦ Set Up Grant







◦ Set Up Project and Build Project

Budgets

◦ 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

rpri

seAge

ncy

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

Ente

rpris

e

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

budget resources

Ability to publish agency operating budget from workbook templates




Slide 22





◦ Request Trust Fund Profile


◦ LAS/PBS Codes

◦ Budget Control



Preparation


Business Sub-Events and Activities Set Up Grant Codes◦ Apply for Grant

◦ Set Up Grant






Set Up Project Codes◦ Set Up Project and Build Project

Budgets

◦ 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 Grant 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 Grant


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 Grant Budgets

Source: GAC

Set Up Grant


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 Grant

Source: GAC

Yes

Associate Asset / Project

Ag

en

cy F

ina

nce


Slide 32




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 Grant 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


Source: GAC


Slide 34



Grantor will be established as a Customer

Agencies will be better able to manage their grants– 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





◦ Request Trust Fund Profile


◦ LAS/PBS Codes

◦ Budget Control



Preparation


Business Sub-Events and Activities Set Up Grant Codes◦ Apply for Grant

◦ Set Up Grant






Set Up Project Codes◦ Set Up Project and Build Project

Budgets

◦ 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

Set Up Charge Object


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

◦ Revenue Projections and

Accumulating Costs

◦ Manage Contracts

Prepare Billing◦ Establish / Update Customer

◦ Identify Amounts to Bill

◦ Prepare and Submit Billing

II - Perform Services / Identify Amount Owed

Business Sub-Events and Business Activities

Draw Funds◦ Review Grant Activity

◦ Request Funds from Grantor

Establish Receivable◦ Identify Amount by

Receivable Type and

Associate Receivable with

Customer


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


Slide 42



Revenue Projections:◦ Ability to forecast timing and amounts of revenue contracts

◦ Projecting revenue activities associated with the contract

Accumulating costs:◦ Record payroll

◦ Record expenditures

◦ Record revenues

Revenue Projections and

Accumulating Costs


Slide 43



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 44



Ability to automatically establish an allotment or encumbrance to the

contract for current and future years

Ability to have contract auditing forms reviewed, commented on and

approved online

Replace input into FACTS – FACTS would remain as transparency

site

Future:

Contract development and routing functionality

Establish Contracts



Slide 45




and Encumbrance


Accumulating Costs










Receivable Type and


Customer


Slide 46



Establish / Update CustomerA

ge

ncy

F&

A A

cco

un

tan

t A

Ag

en

cy F

&A

Acc

ou

nta

nt

B

ARB 1.1Record

Customer?


InformationYes

ARB R 2

PJT 1.9GAC 2.2P2P 3.1

ARB IP 1

Source: ARB


Slide 47



Identify Amounts to Bill

ARB 1.4Create AR

ARB 1.5Has Customer

Paid?Utilize Billing?No

Age

ncy

F&A

Acc

ount

ant

A

Source: ARB


Slide 48



Prepare and Submit BillingAg

ency

F&

A Ac

coun

tant

BAg

ency

F&

A Ac

coun

tant

A ARB 1.6Create/Capture Customer Billing

Information

ARB 1.7Approve Bill?

YesARB 1.8

Finalize and Distribute Bill

ARB R 1

Customer/AR Record Finalized

No

Utilize Billing? Yes

No

Source: ARB


Slide 49



Ability to create one customer record or to relate customer records

for enterprise-wide view of a customer

Robust billing capability

Robust billing tracking and reporting capabilities

Prepare Billing



Slide 50




and Encumbrance


Accumulating Costs










Receivable Type and


Customer


Slide 51



Review Grant Activity

Source: GAC

GAC 4.1CAPTURE GRANT COSTS

Update Grant Ledger and Budget

Stop

GAC IP 4.2 Outbound

Interface to Agency

Business Systems

GAC R 2

GAC R 5

GAC R 6

GAC R 3

GAC R 4

GAC R 15

Purchasing for Grants

Accounts Payable for Grants

Payroll for Grants

Revenue Cycle for Grants

Age

ncy

Fina

nce


Slide 52



Request Funds from Grantor

Ag

en

cy F

ina

nce

Fu

nd

ing S

ou

rce

Reimbursable,Billable Costs

Need Billing? Yes

No

GAC 4.5 Submit Draw

GAC 4.4Capture Grant

Costs

ARB 1.4Input AR Receipt

ARB 1.4Update AR

ARB 1.6 Generate AR

Grant Billing

GAC 4.6Remit Payment

Source: GAC


Slide 53



Integrated cost to revenue tracking and reporting


Future:

Ability to integrate with federal systems to request draws

Draw Funds



Slide 54




and Encumbrance


Accumulating Costs










Receivable Type and


Customer


Slide 55



Identify Amount by Receivable Type and

Associate Receivable with Customer

ARB 1.1Record

Customer?


InformationYes

ARB 1.4Create AR

ARB R 2

ARB IP 1

ARB 1.3AR Generated?

Yes

Good or Service Provided or Obligation

Incurred

ARB AE 1

R2R 2.1

PJT 1.9GAC 2.2P2P 3.1

ARB IP 1

Agen

cy F

&A

Acco

unta

nt B

Agen

cy F

&A

Acco

unta

nt A

Source: ARB


Slide 56



Agencies will record AR/Customer level detail within Florida PALM

Agencies that utilize business systems will have the ability to

continue to utilize their systems, but will interface with Florida PALM

to bring the required accounting information over. This may require

some system modification on the agency side.

Agencies will be better able to manage accounts receivable – More

robust and powerful status codes, attributes, etc.

Establish Receivable



Slide 57



Business Event III


Slide 58



Deposit Cash◦ Make Deposit at Bank

◦ Record Deposit

◦ Verify Deposit

◦ Handle Exceptions

Interagency Receipts◦ Establish AR / Acknowledge

AR

III – Receive Funds


Revolving Funds◦ Set Up Revolving Funds

◦ Record Disbursement

◦ Initiate Replenishment

◦ Reconcile and Report


Slide 59



Make Deposit at Bank

Co

nce

ntr

ati

on

B

an

kA

ge

ncy

De

po

sit

Ro

leARB 1.1C

Make Deposit

CSH 1.5Bank Records

Deposit/Adjustments

CSH R1

CSH R2

CSH CP 1.1Check

Totals and Create Deposit

Deposited intoConcentration

Bank?

CSH 1.3Deposit into Bank

No

Yes

CSH 1.4System Moves

Deposited Funds to Concentration Account

CSH R3

CSH R4

Verify Deposit (Agency)

Verify Deposit (Treasury)

Source: CSH


Slide 60



Record Deposit

CSH 1.17Load Daily Data @ Subaccount Level

CSH AE 1.19Post Deposit/Adjustment

Based on Level of Detail and Transaction

Type

CSH R1

CSH 1.18Merge Records

Trea

sury

Age

ncy

Dep

osit

Rol

e

CSH AE 1.2Agency Records

Revenue and “Unverified”

Cash

Record Deposit (Agency)

Record Deposit (Treasury)

Verify Deposit

Source: CSH


Slide 61



Verify Deposit

Match?

Yes

CSH CP 1.20Compare Bank Deposit Data and Agency

Recorded InfoCSH AE 1.21

DepositVerified & Reconciled

Trea

sury Handle Exceptions

Source: CSH


Slide 62



Handle Exceptions

Trea

sury

Agen

cy V

erifi

catio

nRo

le

Verify Deposit

CSH 1.24Review and Address Agency Exceptions

CSH 1.27Review Bank Exceptions

CSH 1.25Resolve Exception Based

on Issue

CSH R5

CSH R6

CSH CP 1.23Review and

Monitor Exceptions

CSH AE 1.26Agency Makes

Adjusting Entries

CSH R1

CSH R7

Notification

D

DCSH 1.28

Contact Bank for Resolution

Source: CSH


Slide 63



Clearing fund deposits will be moved to Concentration account

automatically

Capturing the banking information that the agency is depositing into

Deposit Cash



Slide 64




◦ Record Deposit

◦ Verify Deposit



AR








Slide 65




Slide 66

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

Interagency Payments



Slide 67




◦ Record Deposit

◦ Verify Deposit



AR








Slide 68



Set Up Revolving FundsA

&A

Tre

asu

ry

Ag

en

cy

CR

A B

an

k

TRM 6.1Revolving Fund

Request

TRM 6.4Establish CRA Participant

Profile/Bank Account

CRA

TRM 6.8Establish Non-CRA

Bank Account

Notify

TRM CP 6.2Review

Revolving Fund Request

TRM AE 6.9Initial

Establishment (invoice and payment in

P2P)

TRM CP 6.3Determine

CRA vs. Non-CRA Bank

Approved? No End

Non-CRA

TRM 6.5Revolving Fund Account

Established

TRM 6.10Funds Deposited into

Bank Account

TRMR16

Yes

TRMR16

CSHR3 CSH

R4

TRM CP1

TRM CP 6.6Treasury

Authorizes Non-CRA

Bank Account

TRM 6.7Set-up Bank

Account in Florida PALM

TRM CP1

R2R 1.1AAgency Initiates

Request for Chart of Accounts Update

TRMR17

TRM 5.1Agency Request

Record Disbursement

Source: TRM


Slide 69



TRM 7.1Revolving Fund Expenditures

TRM 7.2Recording Revolving Fund Activity in the

Account Register

TRM IP 1

TRMR18

Record DisbursementA

ge

ncy R

ev

olv

ing

Fu

nd

Mgr

Set Up

Source: TRM

InitiateReplenishment


Slide 70



Initiate Replenishment

TRM 7.5Funds Deposited

into Bank Account

TRM 7.3Replenishment

Amount Calculated

TRM AE 7.4Record

Revolving Fund Replenishment

(invoice & payment in

P2P)

CSHR3

CSHR4

TRMR19

Ag

en

cy R

ev

olv

ing

Fu

nd

Mgr

RecordDisbursement

Reconcile &Report

Source: TRM


Slide 71



aa A

TRM IP 7.6Transmit Daily

File

Reconcile and Report

TRM CP 7.9Agency

Reconciliation Process

CRA Bank

Type ofExceptions?

End

TRMR20

TRM 7.12Contact CRA Bank, Resolve

And Communicate Resolution with Agency

A

TRM 7.8Non CRA Bank

Statement

TRM 7.11Contact Non-CRA Bank to

Resolve

Non-CRA Bank

TRMR18

TRM 7.10 Monthly Treasury

Reconciliation of CRA

TRM AE 7.13Transaction Correcting

EntryType of

Exceptions?

Internal

CRA BankTRMR20

TRM IP 7.7Non-CRA Bank

Activity FileInternal

TRM 7.2Recording Revolving Fund Activity in the

Account Register

Ag

en

cy R

eco

ncile

rTr

easu

ry

CR

A B

an

k

Source: TRM


Slide 72



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 73



Business Event IV


Slide 74



Cash

◦ Agency Invest / Disinvest

◦ Treasury Invest / Disinvest

◦ Calculate and Apportion Interest

Earnings

◦ Calculate and Manage CMIA

◦ Approve Outside Accounts

◦ Reconcile Bank Accounts

Grants and Projects

◦ Allocate Costs / Calculate

Indirect Costs

◦ Adjust Grant Budgets

◦ Amend Grant Details

◦ Closeout Grant

◦ Closeout Project

IV – Manage Resources

Business Sub-Events and Business Activities General Ledger

◦ Record Updates /

Adjustments

◦ Month End Close

◦ Year End Close

◦ Comprehensive Annual

Financial Report (CAFR)


Slide 75

Accounts Receivable

◦ Perform Aging and Analysis

◦ Send to Collections

◦ Perform Write Off

Budget

◦ Monitor, Manage, and

Forecast

◦ Budget Amendments

◦ Manage CF Requests



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 76



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 77



Calculate and Apportion Interest Earnings

Tre

asu

ry

Source: TRM

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


Slide 78



Calculate and Apportion Interest Earnings – Cont.

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

Tre

asu

ry

Ag

en

cy A

na

lyst

Source: CSH


Slide 79



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 80



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 81



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 82



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 83



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 - Continued

Enhancements or Projected Change


Slide 84



Cash




Earnings




Grants and Projects


Indirect Costs



◦ Closeout Grant





Adjustments

◦ Month End Close

◦ Year End Close




Slide 85

Accounts Receivable




Budget

◦ Monitor, Manage, and Forecast





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 86



Adjust Grant 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

Age

ncy

Gra

nt

Adm

inis

trat

orAg

ency

Fina

nce


Slide 87

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 88



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 89



Closeout Project


Slide 90

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 91



Cash




Earnings




Grants and Projects


Indirect Costs



◦ Closeout Grant





Adjustments

◦ Month End Close

◦ Year End Close




Slide 92

Accounts Receivable




Budget






Perform Aging and Analysis

Ag

en

cy F

&A

An

aly

st

ARB 2.3Aging Analysis

Process

ARB 2.4Del. AR Notices/Fees

30/60/90 days

ARB 2.5Approval to Distribute AR Notice

ARB 1.6ARB 2.20

ARB R 5ARB IP 1

Source: ARB


Slide 93



Age

ncy

Su

per

viso

rSend to Collections

ARB 2.9Send to

Collections?No

ARB IP 2.12Data Sent

to Collections

ARB 2.11Create Collection

Data

ARB IP 2

Yes

Aging AnalysisARB 2.3

Source: ARB

Agen

cy F

&A

Anal

yst


Slide 94



Perform Write Off

ARB CP 2.18

Write-Off

ARB 2.20Update Customer

Record

ARB 2.19Agency Performs

Write-Off

ARB 2.17Agency Submits

for Write-Off

Source: ARB

Agen

cy F

&A

Anal

yst

DFS A&

A


Slide 95



Centralized placement of delinquent accounts receivable with a

collection agent

Interfaces with external collection agencies to place accounts for

collection and receive updates on accounts that have been collected

or recalled

Update of accounts receivable based on collections data from

collection agencies

Accounts Receivable



Slide 96



Automation of the write-off submission and approval process

between agencies and A&A

Robust billing and receivable tools to facilitate revenue and

collections analysis agency- and enterprise-wide

Accounts Receivable - Continued



Slide 97



Cash




Earnings




Grants and Projects


Indirect Costs



◦ Closeout Grant





Adjustments

◦ Month End Close

◦ Year End Close




Slide 98

Accounts Receivable




Budget






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 99



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 100



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 101



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

BUD 3.9


Slide 102



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

BUD 3.8


Slide 103



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 Requests - Continued

Source: BUD

Agen

cyE

OG

/OP

BEn

terp

rise


Slide 104



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 105



Cash




Earnings

◦ Calculate and Manager CMIA



Grants and Projects


Indirect Costs



◦ Closeout Grant





Adjustments

◦ Month End Close

◦ Year End Close




Slide 106

Accounts Receivable




Budget






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 107



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

ancia

l Rep

ortin

g)Ag

ency

Source: R2R


Slide 108



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 CloseE

nte

rpri

se (

DFS

Fin

anci

al R

ep

ort

ing)

Age

ncy

OP

B,

Le

gis

latu

re,

an

d

EO

G

Source: R2R

Comprehensive Annual Financial Report (CAFR)


Slide 109



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)E

nte

rpri

se (

DFS

Fin

anci

al R

ep

ort

ing)

Age

ncy

Au

dit

or

Ge

ne

ral

Year End Close

Source: R2R


Slide 110



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 111



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 112



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 113



Questions, Thoughts, Comments?


Slide 114



Questions and Next Steps


Slide 115



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

related to the workshop

Workshop Survey


Slide 116



Workgroup Survey Data

RESPONDENT FREQUENCY USING FLAIR

RESPONDENT

EXPERIENCE USING FLAIR

74 Percent Daily


Slide 117

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



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

[email protected]

myfloridacfo.com/FloridaPALM



mailto:[email protected]

myfloridacfo.com/FloridaPALM

PALM 200 Level 2 Workshop June 2015...Jun 16, 2015 · June 2015 Project Leadership State BPS Team...

Documents

Transcript of PALM 200 Level 2 Workshop June 2015...Jun 16, 2015 · June 2015 Project Leadership State BPS Team...