DepartmentofFinancialServices
MeetingNotes
MeetingDetails
MeetingDate
Tuesday,May5,2015
MeetingTime
9:00amto12:00pm
MeetingLocation
BettyEasleyConferenceCenter,Room180
MeetingObjective
ReviewandDiscussDraftTRMLevel2FlowsandProcessModels
Invitees
Level2SMEs:
BertWilkerson(Treasury),MelisaHevey(Treasury),MiriamGray
(Treasury),JenniferPelham(Treasury),KathyWard‐Adkins(Treasury),
TeresaBach(Treasury),PedroMorgado(Treasury)BenjaminNash(DEO),
BettyCaswell(DEO),WynetteRogers(DOR),WendyWu(DOR),Gina
Ballard(DFS),AngieMartin(DFS),TanyaMcCarty(DFS)
FloridaPALMBPSTeam:
DeanaMetcalf,GarySchneider,JordanLandreth,StantonBeazley,Brenda
Lovett,RobertHicks,SeanCooley
Attachments/
Related
Documents
DraftLevel1ProcessFlowandNarrative
DraftLevel2ProcessFlowandNarrative
MeetingTopics
Topic
Presenter
AllottedTime
IntroductionandWelcome
 GeneralHousekeeping
 ParticipantIntroductions
SeanCooley/
DeanaMetcalf
15min
(9:00am‐9:15am)
ReviewofDraftLevel1Flows
DeanaMetcalf
20min
(9:15am‐9:35am)
Notes:
DeanaprovidedanoverviewoftheTRMLevel1
processflows.ShereiteratedhowCSHandTRMare
deeplyintegrated.CSHdealsmorewiththeGLagency
accountingforpayments,depositsandinvestments.
TRMfocusesonmanagingenterprisebankaccounts
andenterpriseinvesting.
Deanadiscussedthe4Level1flowsatahighlevel:
TRMCashPosition,TRMPurchase/SellInvestments,
TRMAccountReconciliationandTRMRevolving
Funds.
Florida Department of Financial Services
Topic
OverviewofLevel2FlowsandProcessModels
Presenter
Gary
Schneider
AllottedTime
15min
(9:35am‐9:50am)
GarydiscussedcapabilitiesofERP’sTreasuryModules.
BelowareafewexamplesofbaseTRMfunctionality:
 Maintainsynchronizationbetweencash
balancesandtheGL
 Calculationandallocationofinterestbasedon
ADB
 Reconciliationbetweentreasurycashand
funds’cashbalances
 Abilitytorecordexternalandinternal
investmentactivity
Newsystemshouldfacilitatestrongerintegrationwith
therestofthemodules.
AssessmentofLevel1Treasury‐overallscopewas
complete.Weexpandedflowsaroundwires,CMIAand
RAinLevel1flows.TheswimlanesinLevel1madeit
easiertotransitionfromLevel1toLevel2flows.
IntheLevel2flows,wearetryingtoidentifyactivities
thattheFloridaPALMsystemwilldo.Activitieswith
white/noshadingareoutsideofFloridaPALM.Level2
flowsshouldbeeasiertofollow(e.g.,symbolswillbe
clearintheflowsandyouwillnothavetoalwayscross
referencethenarratives).Wehaveaddedmoredetail
withregardtogranularityofcustodialand
disbursementsaccounts.
Level2WorkflowDiscussion
DeanaMetcalf
25min
(9:50am‐10:15am)
Deanaexplainedthelayoutoftheswimlanes/roles
withintheLevel2Flowsstartingwithenterpriseroles
atthetop,thenagencyrolesandfinallytheoutside
entities.ForTreasury,theseentitiesarebank
accounts/banks(e.g.,ConcentrationAccount,
Disbursementaccounts,SPIA)
TheTRMCashPositioningflowstartswithaSPIA
swimlanewithanaccountingentrywhereparticipants
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 Page 2 of 8 Florida Department of Financial Services
Topic
Presenter
AllottedTime
depositmoneyintotheSPIAaccount.Thereisa
transactionfilefromtheSPIAaccountthatcomesto
FloridaPALMondailybasis.
PedrosaidthattheSPIAbankaccountfileshouldflow
intothecustodialaccountandnotdirectlyintothe
cashpositioningprocessactivity.
PedrosaidtheyarecurrentlygoingintoSPIAsystemto
seehowmuchmoneyhascomeinonadailybasis.We
discussedaddingafilefromtheSPIAapplicationtothe
cashpositioningprocessboxforthefuture‐state
process.
Bertsuggestedstartingwitha“processactivity”box
showinginvestmentanddisinvestmentintoSPIA
accountbeforeaccountingentry.TheSPIAapplication
filewouldbetransferredtoFloridaPALMand
generateanaccountingentry.
Next,wediscussedtheCustodialAccountswimlane.
Pedrosaidtherearemultiplecustodialaccountsby
fund,butforcashpositioning,thereisaliquidity
custodialaccountthatfeedsintotheDDA(Demand
DepositAccount).Theflowneedstobemodifiedto
renametheswimlanetocustodialbankaccountand
showthecustodialliquidityaccountfeedingtheDDA.
Next,wediscussedthedisbursementaccountswim
laneandthatafilewouldbereceivedfromthemain
disbursementaccount.
Inthenewsystem–wewillhavefunctionalityto
generatewires.Treasurywillbenotifiedofwires
throughaP2Pworkflowandthroughadailyfileof
schedulewirepayments.Thecashpositioningprocess
willneedtoconnecttoP2Ptointerfacethescheduled
payments(e.g.,wires,ACHsandwarrantsovera
certainthreshold).
Anofflinemeetingonvendoraccountsetupneedsto
beheldwithBureauofVendorRelationsandTreasury
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 Page 3 of 8 Florida Department of Financial Services
Topic
Presenter
AllottedTime
Stafftodeterminewhowillberesponsibleforvendor
wiresetup.
TreasurywillreleasewirepaymentsthroughtheP2P
workflow.
Therewasdiscussionthatsomeagenciesmightnot
needSPIAapplicationifA&Awillagreetomakethese
samedaywirepaymentswithoutauditing.
TheDEOswimlanewasdiscussedandwedetermined
thatDEOprocessesshouldbeshowninseparateflow.
Melisaaddedthatit’spossiblethattherecouldbe
separate/newaccountswithotheragenciesandwould
liketheflowtobemoregeneric.
BothTreasuryandDEOmonitorandreconcilethe
RA/UCaccount.
ThecurrentflowindicatesDEOtellsTreasurywhat
shouldgototheRAdisbursementsaccountbutit
shouldbetheFederalUCaccount.
TheUCdrawisdepositeddirectlyintotheRAbank
account.DEOdisbursesthefundsfromtheRAbank
account.Afileissenttothebanktoissuethe
individualEFTs.Avouchersummaryissentto
Treasurytowirepaymenttothevendortoloadthe
debitcards.Thetaxpaymentissweptfromthe
accountbytheIRS.Additionally,miscellaneouscredits
willoccurintheRAaccount(i.e.,EFTreturn).
Currently,A&ArecordstheAEinCentralandDOEdoes
thedepartmentalsideofaccountingentries.InFlorida
PALM,therewillbenocentralentryandDEOwill
recordtheAE.
TreasuryandDEOreconcilestateandfederalaccount
monthly.
ItisnotwiredfromtheConcentrationaccount.Need
toaskPedrowheremoneygoesbeforeitiswiredtoUS
DOL.
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 Page 4 of 8 Florida Department of Financial Services
Topic
Presenter
AllottedTime
ARBandGACprocessareaswillcoverthedrawand
depositoffundsintotheRAdisbursementaccount.
Break
Icebreaker
Level2WorkflowDiscussionContinued
15min
(10:15am‐10:30am)
15min
DeanaMetcalf
(10:30am‐10:45am)
65min
DeanaMetcalf
(10:45am–11:50am)
Afterbreak,themovementoffundswasdiscussed.
Firstfundsaremovedfromconcentrationaccountto
disbursementaccountstocoverpaymentsmultiple
timesperday.Ifthereisnotenoughtocover
paymentsinconcentrationaccounts,theymighthave
topullmoneyfromcustodialaccount.
Ifmoneyisleftoverinconcentrationaccount,itgoes
tocustodialaccountforinvestments.Concentration
anddisbursementaccountshouldbecloseto$0atend
ofday.
Next,theTRMEstablishRevolvingFundsflowwas
discussed.Itbeginswiththeagencyrequesting
approvaltoestablisharevolvingfund.A&Areviewsthe
requestandapprovesjustificationforopeningarevolving
fundordeniesifdeterminednotneeded.
TherewasdiscussiononwhetherTRMCP4.3should
beremovedbutitwasdeterminedifwouldbekept
andTreasurywouldreviewtodeterminewhetherthe
agenciesshouldusetheCRAornotinthefuture
process.
ItwasdiscussedthatCP4.6boxshouldbechangedtoa
controlpointbecauseTreasurydeterminesifQPDand
reviewscontractforappropriatenessandissuesan
approvalletterforoutsidebankingservicesonceall
documentationisacceptable.
ThegroupdiscussedaRequirementforbankaccount
setup.Treasuryneedstoapproveallbankaccount
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 Page 5 of 8 Florida Department of Financial Services
Topic
Presenter
AllottedTime
Jordan
Landreth
10min
(11:50am‐12:00pm)
AssignedTo
DueDate
BPSTRM
Team
05/12/2015
requestsandshouldenterbankaccountsinfointo
systemasacontrol.
AgencywillsendavouchertoP2Ptofundbank
account(CPP2Pcanonlyvouchertoauthorized
account).
ThereshouldbeaninterfaceatTRM5.2toagency
businesssystemsforrecordingrevolvingfundactivity.
TRMCP5.8shouldhaveapaperandanelectronicfile.
Wearealreadyshowingpaperdocumentattachment
butneedtoaddtheelectronicinterface.
ThenarrativeforTRMAR5.13&5.18needstoreflect
thatTreasuryisactuallyenteringamountsintoSPIA
application.
Accountingentrieswerediscussedanditwas
determinedaseparatemeetingwithTreasuryandthe
BureauofFinancialReportingwouldbeheldtofinalize
allaccountingentries.
Tanyabroughtupthattheflowsdonotshowchanging
fundapprovedbalancesorclosingrevolvingaccounts.
Thoseneedtobeaddedtoflows.
CloseMeeting
 ActionItems
 Homework–Noneassignedtogroup
 NextMeetingDate/Time/Location
ActionItems
Action
Item#
1
DescriptionofItem
SPIAbankaccountfileshouldflowintothe
custodialaccountandnotdirectlyintothe
cashpositioningprocessactivity
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 Page 6 of 8 Florida Department of Financial Services
ActionItems
Action
Item#
2
3
4
5.
6.
7.
8.
9.
10.
11.
DescriptionofItem
AssignedTo
DueDate
AfilefromtheSPIAapplicationtothecash
positioningprocessboxneedstobeadded
Aprocessactivityboxshowinginvestment
anddisinvestmentintoSPIAaccountneedsto
beaddedbeforetheSPIAapplicationfileand
accountingentry
TRM1.13shouldberemovedsinceweare
addingaprocessactivityboxforthe
investment/disinvestmentprocessatthe
beginningoftheflow
Theflowneedstobemodifiedtorenamethe
swimlanetocustodialbankaccountand
showthecustodialliquidityaccountfeeding
theDDA
P2Pconnectorneedstobeaddedtothecash
positioningprocessbox
Schedulemeetingonvendoraccountsetup
withBureauofVendorRelationsand
TreasuryStafftodeterminewhowillbe
responsibleforvendorwiresetup
DEOprocessneedstoberemovedfromcash
positionflowandaseparateflowcreated.
Severalchangesneedtobemadeasfollows:
 ThecurrentflowindicatesDEOtells
TreasurywhatshouldgototheRA
disbursementsaccountbutitshould
betheFederalUCaccount
 NeedtoaskPedrowheremoneygoes
beforeit’swiredtoUSDOL
 NeedtoaddAEformovingstate
moneytoUSDOL
BPSTRM
Team
05/12/2015
BPSTRM
Team
05/12/2015
BPSTRM
Team
05/12/2015
BPSTRM
Team
05/12/2015
BPSTRM
Team
05/12/2015
BPSTRM
Team
05/20/2015
BPSTRM
Team
05/20/2015
Allfilesneedtoshow“Multipletimesperday”
insteadof“Daily”
CP4.6boxshouldbechangedtoacontrol
point
AddinterfaceatTRM5.2toagencybusiness
systems
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 BPSTRM
Team
BPSTRM
Team
BPSTRM
Team
05/12/2015
05/12/2015
05/12/2015
Page 7 of 8 Florida Department of Financial Services
ActionItems
Action
Item#
12.
13.
14.
15.
16.
17.
18.
DescriptionofItem
TRMCP5.8shouldhaveanelectronicfile
interfaceforbankstatements
ThewordingforTRM5.13needstobe
modified
NarrativeforTRMAR5.13&5.18needsto
reflectthatTreasuryisactuallyentering
amountsintoSPIAapplication
SchedulemeetingwithTreasuryandthe
BureauofFinancialReportingtofinalizeall
accountingentries
Addchangingfundapprovedbalancesor
closingrevolvingaccountstoflow
Sendformsusedtorequestrevolvingfunds
andbankingactivities
FollowupwithappropriateBPSTeam
memberstoflowpayrolltaxdisbursement
accountandvendorwithholding
disbursementaccount
Florida Department of Financial Services – Florida PALM TRM Workgroup Meeting #1 AssignedTo
BPSTRM
Team
BPSTRM
Team
DueDate
05/12/2015
05/12/2015
BPSTRM
Team
05/12/2015
Deana
06/30/2015
BPSTRM
Team
Tanya&
Jennifer
Deana
05/12/2015
05/12/2015
06/01/2015
Page 8 of 8