DepartmentofFinancialServices
MeetingAgenda
MeetingDetails
MeetingDate
Thursday,May28,2015
MeetingTime
9:00amto12:00pm
MeetingLocation
BettyEasleyConferenceCenter,Room180
MeetingObjective
ReviewandDiscussDraftCSHLevel2FlowsandProcessModels
Invitees
Level2SMEs:
BertWilkerson(Treasury),MelisaHevey(Treasury),MiriamGray
(Treasury),JenniferPelham(Treasury),KathyWard‐Adkins(Treasury),
TeresaBach(Treasury),AngieBooker(DEP),DarindaMclaughlin(DEP),
WynetteRogers(DOR),CatherineDavis(DOR),JoeDismuke(DOT),Mary
Townsend(DBPR),EricThiele(DBPR),JasonAdank(DOT),KikiEvans
(A&A),LynnGriffin(DEA),LisaRevell(DEA),MikeAlexander(DFS),
ShajuanaJenkins(DFS),PatriciaWilliams(AHCA)
FloridaPALMBPSTeam:
DeanaMetcalf,GarySchneider,JordanLandreth,ElizabethChao,Julian
Gotreaux
Attachments/
Related
Documents
RevisedDraftLevel2ProcessFlowandNarrative(05‐26‐2015)V1.2
CSHLevel2WorkgroupMeeting#2Notes(04/29/2015)
MeetingTopics
Topic
Presenter
AllottedTime
Welcome
15min
 OverviewofAgenda
DeanaMetcalf
(9:00am‐9:15am)
 ParticipantIntroductions(ifnewparticipants)
Notes:
 Julianwentoverthenextstepsfortheworkshops
 Deanareviewedtheagendaitems(includingachangetotheTreasuryflowthatwill
impactaCashflow)
RecapofActionItems
GarySchneider
20min
(9:15am‐9:35am)
Notes:
RecapofActionItems:
 1.Narrativehasbeenupdatedforafiletransferthathasnowbeenunshaded
 2.UpdatedanaccountingentryforAE1.21
 3.Interfaceadded
 4.Thisstatutewilltietoapolicyissuethatwillbeloggedintothepolicyissueslog–Action
Itemtomakesurethepolicyissuetiestothestatute
 5.Infosenttothegroup–everyonereceived
 6.Discussingtoday
 7.Linktobudgetflowadded
Florida Department of Financial Services
Topic
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Presenter
AllottedTime
8.Budgetcheckingadded
9.Issuestayinginternalfornow,issuesisloggedthough
10.And11.Adjustedaudience
12.Addedtotheflow
13.Goingoverlatertoday
14.Accountingeventadded
15.A&AswimlanewasaddedandthreeCPmovedtotheswimlane
16.TheboxesoutlinedinredwereaddedtotheflowafterdiscussionswithTreasury(this
isthemajorchangetotheflow)
17.StilldiscussingwithP2Pandameetinghasbeententativelyscheduled
18.Coveringintoday’smeeting
19.Coveringintoday’smeeting
DiscussionofReportsforOutflowandReturns
DeanaMetcalf
40min
(9:35am‐10:15am)
Notes:
 Wearenottryingtoaddeveryreportyouusecurrentlybutrathertryingtoidentifyareas
wherereportsareneeded
 ReportsforOutflows:outstandingwarrants,paiditems(bywarrantorACH–parameters
todesignatebyclassification/group),exceptionreportsforwarrants(toidentify
exceptionsforwarrants),
o Processtoday:rightnowthereisverificationofthecompletenessofthefile,nextis
identificationoftheanomalies,thenthereisprocessingandreportingshowingthe
process,thefinalreportiswhatwepaidtoday
o Report:Didwhatweloadagreewithwhatthebanksaid?Alsoneedsomethingto
showsuspenseitems,astatusreporttoshowtheagingoftheexceptions,
o WhenanACHisrefunded?Thereisaconfirmationthatissentback,needbank
confirmationreportsforeverythingthatissent(transmissionandvalidationof
amounts,settlementdates,etc.)
o RejectReports,Stopreports,Cancellations,Deletionsreports,Escheatment
Reports(P2P),
o Forgeriesprocess?Isthatnotpartoftheexceptionprocess?
 Today’sprocess:thereisanon‐benefit(itwenttoalockbox)oractual
forgery.AffidavitsaresenttoA&A,thepackageisthensenttothebank,
detailedreportsarekeptandtheprovisionalcreditisnoted,thebankthen
sendstheprovisionalcredit–ifit’sdeterminedtonotbeforgerythecredit
Florida Department of Financial Services – Florida PALM Cash Workgroup #3 Page 2 of 5 Florida Department of Financial Services
Topic
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Presenter
AllottedTime
isthendebited.Ifit’sapprovedthenthereisahardpostofthefunds.
(provisional,debit,hardpost)
 BAIfileholdsallofthesuspenseaccountsdealingwithforgery
 Enhancement:attachanimageoftheaffidavitfiletothetransaction(this
wouldbenicetobeableacrosstheboardadddocumentstoanytypeof
transaction)
o Paymentsprocessedbytypesreport,outstandingwarrants
ReturnsFlowReports:
o ManyofthereportsfromOutflowcouldbeaddedtoReturns
o Reportsbytypeofreturns,BankDebittoFileLoad(ReconciliationReport),Debit
Memorandum(hasbeenidentifiedbutneedtoaddareportatCSH4.15),
ExceptionReports
 Wewouldneedthesereportsbytypeandbyagency
InvestmentParameterstobuildrequirements:
o Minimumbalances,vestedornot,
o Whatelsedotheagenciesusetodetermineinvestmentsbyfund?Nothingright
nowbutpleasethinkaboutitsowecanincludeintherequirements
DiscussionofAssumptions,KeyPerformanceIndicators,andEnhancements:
 Assumptions:
o Thesystemwilltrytorecommendinvestment/disinvestmentamountsbutthe
actualcontrolwillstillbeintheagencies’control
 Budgetaryauthorityquestion–fundbalanceonavailableverifiedcash,add
“availableverifiedcash”behindfundbalancesonassumption4
 KeyPerformanceindicators:
o Returns:PercentageofDepositsmorethan30daysold(timelinessmeasure)
 Percentageofdepositsverifiedwithin4businessdaysaddedasdata
elementfortimelinessofrecordingandverifyingdepositsinthesystem
(KPI2)
 Percentageofreceiptsdepositedperstatute–KPI1
 Percentageofreceiptsdepositedwithinspecifieddaterangesbydeposit
amountranges,bydeposittype(i.e.,manual,electronic)‐addedtoKP1as
adataelement.
 Percentageofdepositsinexcessof$50,000notdepositedwithin2
businessdaysaddedtoKPI1asadataelement(Actionitemtoverify
“calendar”versus“business”days)–KPI1
Florida Department of Financial Services – Florida PALM Cash Workgroup #3 Page 3 of 5 Florida Department of Financial Services
Topic
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Presenter
AllottedTime
DeanaaddedseveralKPIsthattodayarereports
Actionitemtocheckthewordingaround“7workingdaysfromthecloseof
theworkweek–Statute116.01F.S.”
Break
Icebreaker
DiscussionofAssumptions,KeyPerformance
IndicatorsandFutureEnhancements
Notes:
DeanaMetcalf
DeanaMetcalf
15min
(10:15am–10:30am)
15min
(10:30am‐10:45am)
65min
(10:45am–11:50am)
KeyPerformanceIndicators:
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Returns:
o Percentageofoutstandingdepositsbyspecifieddaterange–addedtotimelinessof
recordingandverifyingdepositsinthesystem
o Percentageofoutstandingdepositadjustmentsbyspecifieddaterange–addedto
KPI2
o PercentageofDepositAdjustmentscompletedwithinspecifieddaterange–added
toKPI2
o Percentageofavailabletrustfundinvestedbyday,month,annually–addedto
trustfundinterestearningsperformance
o Melisabroughtupnumberorpercentageoftransfersbetweentrustfundsand
capturingtrends.ThosearemoreapplicabletotheR2RandBudgetareas
o Interestearningtrendsbyday,month,yearcomparedtopreviousyears–addedto
trustfund
o Trends...–addedtotheun‐investedcashbalancebyfund
o Percentageoftrustfundsnotinvesteddaily,monthly,annually–addedtotheun‐
investedcashbalancebyfund
o Percentageofreturnsbytypecompletedwithinspecifieddaterange‐timelinessof
processingreturnitems
o Percentageofoutstandingreturnsbytypebyspecifieddaterange–timelinessof
processingreturnitems
Outflows:
o Percentageofpaymentsprocessedelectronically–Efficiencyofpaymentmethods
o Percentageofreoccurringwarrantpaymentsbydollarrangeandfrequency
trendedovertime–Efficiencyofpaymentmethods
o CustomerPortaltoseedetailsonpayments
o PolicyIssuearoundEFTversuswarrantforvendors
Florida Department of Financial Services – Florida PALM Cash Workgroup #3 Page 4 of 5 Florida Department of Financial Services
Topic
Presenter
AllottedTime
FutureEnhancements:
 Noadditionalonesidentified
 Note:Automatepostedentriesforverifyzerosumtransactions–Requirement
CloseMeeting
 ActionItems
 Homework
ElizabethChao
10min
(11:50am‐12:00pm)
ActionItems
Action
Item#
DescriptionofItem
AssignedTo
DueDate
1
Tiestatute215.34tothepolicyissueinthelog
Deana
05/29/2015
2
AddReportshapetoCSH4.15(Debit
Memorandum)
Deana
05/29/2015
3
Add“availableverifiedcash”behind“fund
balances”toassumption#4
(investment/disinvestment)
Deana
05/29/2015
4
Confirmthat7calendardaysiscorrectandnot7 Deana
businessdaysintheKPI1newlyaddeddata
elements
05/29/2015
5
Checkthewordingaround“7workingdaysfrom Deana
thecloseoftheworkweek–Statute116.01F.S.“
05/29/2015
6
DiscusswithBPSTeamifapolicyissuearound
EFTversuswarrantforvendorsshouldbe
recommended
06/01/2015
Deana
Requirements
1.
2.
3.
Automatepostedentriesforverifyzerosumtransactions
Providefordatatransmissionconfirmationsanderrors
Abilitytoattachdocumentsandlinktoassociatedtransaction
Florida Department of Financial Services – Florida PALM Cash Workgroup #3 Page 5 of 5