DepartmentofFinancialServices MeetingNotes MeetingDetails MeetingDate Tuesday,May12,2015 MeetingTime 9:00amto12:00pm MeetingLocation BettyEasley,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,DebGries,JulianGotreaux Attachments/ Related Documents TRMLevel2WorkgroupMeeting#1Notes(05‐05‐11)RevisedDraftLevel 2ProcessFlowandNarrative(05‐11‐2015)V1.1 MeetingTopics Topic Presenter AllottedTime Welcome OverviewofAgenda ParticipantIntroductions(ifnewparticipants) RecapofActionItems DeanaMetcalf 15min (9:00am‐9:15am) DiscussionofChangesmadetoTRM–CashPosition GarySchneider 15min (9:15am‐9:30am) Notes: GarydiscussedchangesmadetoTRMCashPosition ProcessFlow: SPIAdepositsontheleft–changedtoshow thattheyfeedintothecustodialaccount SPIAwithdrawalsareonthesame“SPIA” swimlanebutontheright Changesalloftheinterfacecadencesto “Multipletimesdaily” Updatedflowtoreflectliquidityaccount feedingDDA DEOswimlaneremovedandseparateflow created Thegrouprecommendedupdatestotheflow: Florida Department of Financial Services Topic Presenter AllottedTime DeanaMetcalf 45min (9:30am‐10:15am) Bertsaidweneedtoupdatethenarrativefor P2Pschedulepaymentsbecauseitisnotused fordailycashpositioning TRM1.13wasupdatedtofeedintoTRM1.9 TRMAE1.14“CustodialAccount”waschanged to“CustodialBankAccount.Thisalsoneedsto beupdatedthroughoutflowandnarrative DeeperDiveinLevel2FlowsandNarrativeforTRM‐ Investments Notes: TRMInvestmentsFlow Thisisspecificallyfortreasuryinvesting Treasury’sinvestmentgroupmeets periodicallytodetermineidealinvestment portfolio Externalmanagersmanagethelongtermand intermediateinvestments Internalmanagersmanageliquidityandshort durationinvestments UpdatedTRMAE3.2to“Recordportfolio reallocation”tocapturewhat’sallocatedto eachportfolio Treasuryisbuyingandsellinginvestment everyday(it’sdoneoutsidetheaccounting system) Tradeinformationissentandrecordedvia multipleexternalsystems,emailorviaaphone call Internaltradesarerecordedatthedetaillevel (“Ticket”) Futurestatewillgenerateafilerecording internaltradeinformationtosendtocustodial bankinrealtime TRMIP3.10transmitsinternalandexternal transactionsbacktoFloridaPALM Florida Department of Financial Services – Florida PALM TRM Workgroup #2 Page 2 of 8 Florida Department of Financial Services Topic Presenter AllottedTime Externaltradesarerecorded/captured monthlycurrentlybutcanbecapturedmore frequentlyinFloridaPALM Treasurywillneedtodeterminethelevelof detailtorecordexternaltradeinformationatin FloridaPALM FlowwasupdatedtoremovelinefromTRMCP 3.11toTRMAE3.14 InterestandFeesarecalculateddailybut apportionmentisdonemonthly TRMIP1.2isSPIAADBthatgoesinto apportionments Linesandarrowswereupdatedtoreflectflow betweenboxes TRMAE3.14wasrenamedtobeearned interestcalculations UpdatedTRM3.15togotoCSHAE2.7(interest apportionment)butit’sreallyanythingweare apportionment,realizedgainsandloss, amortizationofdiscountsandpremiums, UpdatedTRM3.15toread“Systemsapportions investmentearningsandfeedsonADB(by account/fund)” Agenciesbookfeesthattreasurychargesthem butagenciesdonotseefeesforinvestment managementbecausetheyarenettedfrom gains.Futuresystemwillcaptureboth UpdatedTRMCP3.11toreconcileinvestment inFloridaPalmwithCustodialBankAccount Updatedflowtoaddoffpageconnectorsfrom TRMAE3.16toTRMAE7.18Systemneedsto suballocatetoCAP(collateralmanagement‐‐‐ maintainingcashcollateralforagencies–allin onetrustfundmaintainedbytreasuryforall agencies–thisisinvestedinSPIA)andCRA CASHInvestments–allowsInteresttobe trackedatsubaccountlevel Florida Department of Financial Services – Florida PALM TRM Workgroup #2 Page 3 of 8 Florida Department of Financial Services Topic Presenter AllottedTime UpdatedflowtoaddconnectorfromTRMAE 3.16“PostSPIAApportionment”toTRMAE 7.17 UpdatedflowtoreflectCAFRreport‐‐‐Record CAFRdetailneededtoautogenerateCAFR report OnCSHAE2.7Weprovideaquarterlyinterface toCAPS–collateraladministrationallocation program(treasurysystemoperatingthrough trustfund)system–keeptrackofallcollateral thetreasuryholds Break Icebreaker DiscussionofChangesmadetoTRM–Establish RevolvingFundandOperationRevolvingFundflows Notes: ReviewingActionItems: TRM–EstablishRevolvingFunds AddedacontrolpointTRMCP6.6toshow reviewofdocumentation Addedaboxforsettingupabankaccountin FloridaPalm(wouldlikeTreasurytodothis forallaccounts)tryingtohavecontroloverall theaccountsthestatehas AddedaconnectorfromTRM6.2“Review revolvingfundsrequest”toR2Rtovalidatethe revolvingfundstoseeifthereisanaccount alreadyopen TRM–OperatingRevolvingFunds Addedcontrolpointtomonitorcashposition anddetermineamountsavailablefor investment/disinvestment AddedTRMIP1foragencytointerfacetheir businesssystemsandpullinrevolvingfunds activityintheaccountregister Florida Department of Financial Services – Florida PALM TRM Workgroup #2 15min (10:15am–10:30am) 15min DeanaMetcalf (10:30am‐10:45am) 15min GarySchneider (10:45am‐11:00am) Page 4 of 8 Florida Department of Financial Services Topic Presenter AllottedTime DeanaMetcalf 50min (11:00am–11:50am) AddedTRMIP7.20transmitCRAinvestment Transactions/balancetoagencybusiness systems MovedTRMIP7.20ontopofTRMAE7.19 ChangedTRM7.15to“Wirefundsto/from SPIA/CRA” ChangedAE7.19systemapportionsinterest andfeestoagencyparticipantstoincludeat thelowestlevel Severalreportswereadded: Errorreportoff7.12showinganyerrors whenfileuploadedintoFloridaPALM InterestapportionmentreportoffTRM 7.18(lookslikereportfrominvestment flow) CRAbankactivityreportoff7.9 AddedmonthlytreasuryreconciliationofCRA reportandprocessstep.Needtofurthershow thatifthereareexceptions‐therecouldbe systemcorrections/adjustmentsbybankor accountingupdatesinthesystem Updatedtoaddreportfor“RevolvingFund Balances”outofFLORIDAPALMnexttoTRM AE7.4 Paperbankstatementsshouldbescannedinto FloridaPALM Thereisapolicyintheworkstodeterminethe frequencyofreportingandlevelofdetailfor Revolvingfunds(vendororsummarylevel) AreportwasaddedtoTRM6.7foraninventory reportofwhataccountshavebeensetup DeeperDiveinLevel2FlowsandNarrativeforTRM– Closing/BalanceChange&CMIA Notes: TRM–RFClosing/BalanceChange Florida Department of Financial Services – Florida PALM TRM Workgroup #2 Page 5 of 8 Florida Department of Financial Services Topic Presenter AllottedTime Jordan Landreth 10min (11:50am‐12:00pm) AddedreportbyTRM8.11toshowclosed accounts TRM–Bankaccountsetup ChangednametoOutsideBankingServices AddedCSHR3reportofclearingand revolvingaccountsandCSHR4reportof AnnualReportofoutsidebankingservices contracts Willdiscussfurtheratnextmeeting TRM–CMIA FlowingTreasurysideofCMIA,therewill beintegrationwithGAC UpdatedflowtochangeTRM9.2to “calculate”insteadofidentifytop90%of grantprogramsbasedonexpendituresof auditedSEFA TRM9.8and9.6shouldbeprocessboxes eventhoughtheyarereports,thereisa processofgeneratingandkeying ShouldhaveaKPIforgrant/draw clearanceperformance–timeyoudraw fundsfromthetimefundsleavethebank NextmeetingwillreviewDEOprocessforUC/RA employmentcompandTreasuryreconciliationflows CloseMeeting ActionItems Homework NextMeetingDate/Time/Location Florida Department of Financial Services – Florida PALM TRM Workgroup #2 Page 6 of 8 Florida Department of Financial Services ActionItems Action Item# 1 2 3 4 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. DescriptionofItem UpdatethenarrativeforP2Pschedule paymentsoncashpositioningtoreflectused forfuturedecisionsandnotdailycash positioning CustodialAccountshouldbechangedto CustodialBankAccountflowandnarrative TRM3.15shouldflowtopostinginterest insteadoffundingpaymentsinCash–need tochangethe“Offpage”connector CSHnarrativeforAE2.7needstobeupdated toaddthatiscoversthegeneralrevenue apportionment CSHnarrativeonCSHAE2.7needstobe updatedforCAPS–collateraladministration allocationprogram MonthlytreasuryreconciliationofCRA reportneedstobeaddedandinclude exceptionprocess Addnarrativefor7.8thatthesebank statementsshouldbescannedandattached DiscussOutsideBankingServicesFlowand purposeatnextmeetingtoensurereflects whatweneed TRM9.8and9.6shouldbeprocessboxesand floaterreportsshouldbeadded AddKPIforgrant/drawclearance performance Updatenarrativeforallchangesmadetoflow duringmeetingandclean‐uplinesandboxes onflowdiagrams SchedulemeetingwithDEO&Treasuryto discussUC/RAprocess MeetingwithVendorRelationsonWireset‐ upprocess.Willbeheldinconjunctionwith P2Pgroup.(AIcarriedoverfromprevious meeting) MeetingwithTreasuryandBureauof FinancialReportingtofinalizeaccounting Florida Department of Financial Services – Florida PALM TRM Workgroup #2 AssignedTo DueDate TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRMBPS Team 05/20/2015 TRM Workgroup 05/20/2015 TRMBPS Team TRMBPS Team 05/20/2015 05/20/2015 TRMBPS Team 05/20/2015 Deana 05/15/2015 Deana/Deb Gries 05/30/2015 Deana 06/30/2015 Page 7 of 8 Florida Department of Financial Services ActionItems Action Item# 15. DescriptionofItem AssignedTo DueDate Deana 05/20/2015 entries.(AIcarriedoverfromprevious meeting) Follow‐upwithPAYTeamforpayrolltax disbursementaccountthatwasremoved fromTRMflows.(AIcarriedoverfrom previousmeeting) Requirement: Have a separate GL account for the CRA Florida Department of Financial Services – Florida PALM TRM Workgroup #2 Page 8 of 8