PALM 200 Level 2 Workshop
Florida Department of Revenue, Building 2
June 2015
Slide 3
Welcome and Workgroup Introductions
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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
PALM 200 Level 2 Workshop
Level 2 Workgroup Participants
A2D, ARB, BUD, CSH, and GAC
A2D
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)
Slide 4
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)
Thomas Poucher (DACS)
Tiffany Herrin (DOE)
Tisha Womack (DEO)
Toni Milazzo (DEM)
Winfred Bishop (DOE)
Yvonne Woodard (DJJ)
PALM 200 Level 2 Workshop
Level 2 Workgroup Participants
PAY, PJT, P2P, R2R, and TRM
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)
Asheema Vemuri (DCF)
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)
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)
Thomas Poucher (DACS)
Vianka Apellaniz (Colins)
(DACS)
Vicki Nichols (JAC)
Vonda Murray (DOS)
Wayne Mayer (JAC)
Slide 5
R2R
Alex Szigeti (DEO)
Alisa Golden (DOE)
Asheema Vemuri (DCF)
Barbara Trombino (Lottery)
Becky Devlin (DACS)
Dee Ann Warren (APD)
Gina Ballard (A&A)
Kathy Ward-Adkins (DFS Treasury)
Melisa Hevey (DFS - Treasury)
Michael White (DOE)
Mike Mentillo (LEG)
Mike Wolfe (DCF)
Rose Salinas (APD)
Stephen Hobbs (DEO)
Thomas Poucher (DACS)
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)
Melisa Hevey (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)
PALM 200 Level 2 Workshop
Slide 6
Agenda
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
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
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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
PALM 200 Level 2 Workshop
Slide 7
Hierarchy
 Business
Event
 Business Sub-Event
 Business Activity
PALM 200 Level 2 Workshop
Slide 8
Approach for Walk Through
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Review each Business Event, Business Sub-Event and associated
Business Activities
Include high-level (not step by step) Process Flows as applicable
Accounting Perform Services / Identify
Review Anticipated Establish
Receive Funds
Manage Resources
Structure
Amount Owed
Improvements or Set up chart of Account
Establish Contracts
Deposit Cash
Cash
Codes
Changes for
Establish Budget
Prepare Billing
Interagency Receipts
Grants and Projects
Controls
Each Business
Accounts
Set Up Grant Codes
Draw Funds
Revolving Funds
Sub-Event
Receivable
Set Up Project Codes
Establish Receivable
Customers
Budget
General Ledger
PALM 200 Level 2 Workshop
Slide 9
Icons on Process Flows
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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)
(1) - Can appear “in flow” or as a floating icon
(2) - May link to flow within or outside of Process Area
PALM 200 Level 2 Workshop
Slide 10
Reading the Flows on the Slides
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
Source: CSH
Role

Connection to different Business
Activity
LAS/PBS Codes

Connection to same Business
Activity, different slide
BUD 1.21
PALM 200 Level 2 Workshop
Slide 11
Business Event I
PALM 200 Level 2 Workshop
I - Establish Accounting Structure
Business Sub-Events and Activities

Set Up Chart of Account Codes
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
Establish Budget Controls
◦
◦
◦
◦
LAS/PBS Codes
Budget Control
Budget Monitoring and Override
Budget Forecasting and Request
Preparation
Set Up Grant Codes
◦
◦
◦
◦
◦
◦
◦
◦ Enterprise and Agency Unique Codes
◦ Request Trust Fund Profiles

Slide 12
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
◦ Set Up Customer Record
◦ Associate Asset
PALM 200 Level 2 Workshop
Slide 13
Enterprise and Agency Unique Codes
Enterprise (DFS Financial Reporting)
R2R IP 3
LAS/PBS
R2R IP 2
People
First
R2R IP 3
LAS/PBS
R2R
CP 1
R2R 1.2
Passed Validation
Workflow?
Yes
R2R 1.4
COA Change
Ready for
Update?
R2R 1.3
Chart of Accounts
Maintenance
Yes
R2R 1.6
New Chart of
Accounts Available
for Users
R2R 1.5
Execute Ledger
Updates
R2R 1.7
Notification Sent
R2R R 2
R2R R 1
No
R2R 1.1
Enterprise Initiated
Request
Agency
R2R IP 1
MFMP
R2R 1.1a
Agency Initiated
Request
No
Request
sent back to
initiator
R2R IP 4
Agency
Business
Systems
PALM 200 Level 2 Workshop
Source: R2R
Slide 14
Agency Analyst B Role
Accounting & Auditing
Request Trust Fund Profiles
R2R 1.1A
Agency Initiated
Request
CSH CP 2.1
Establish and
Maintain
Trust Fund
CSH CP 2.2
Add Agency
Specific
Investment
Criteria
Agency Invest/
Disinvest
Source: CSH
PALM 200 Level 2 Workshop
Set Up Chart of Account Codes
Anticipated Improvements or Changes
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
Slide 15
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
PALM 200 Level 2 Workshop
I - Establish Accounting Structure
Business Sub-Events and Activities

Set Up Chart of Account Codes


Establish Budget Controls
◦
◦
◦
◦
LAS/PBS Codes
Budget Control
Budget Monitoring and Override
Budget Forecasting and Request
Preparation
Set Up Grant Codes
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◦
◦
◦
◦
◦
◦
◦ Enterprise and Agency Unique Codes
◦ Request Trust Fund Profiles

Slide 16
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
PALM 200 Level 2 Workshop
Slide 17
LAS/PBS Codes
Enterprise
Start
BUD IP 2.1
Adjusted
Appropriations
LAS/PBS
BUD 2.2
Establish Enterprise Budget
Control & Load Agency
Templates:
Populate Adjusted
Appropriations into
Workbooks
Source: BUD
Budget Control
PALM 200 Level 2 Workshop
Slide 18
Budget Control
BUD 2.7
Florida PALM
R2R 1.6
Enterprise
BUD CP 2.6
Load
Budget
Allocations
for Control
BUD
AE 1
Enterprise
Agency
LAS/PBS Codes
BUD 2.3
Apply Agency Templates:
Develop lower level (e.g.
Bureau/Program) Allocations,
Approved Budget, Estimated
Revenue and Releases
BUD 2.4
Store for Business
Intelligence
(Reporting and
Dashboard Tools)
BUD CP 2.5
Establish
IntraAgency
Control
Rule Levels
BUD
R5
BUD
R4
Source: BUD
PALM 200 Level 2 Workshop
Slide 19
Budget Monitoring and Override
Enterprise
BUD 2.7
Florida PALM
R2R 1.6
BUD
AE 2
Enterprise
Agency
Budget Checks
Ledger Updates
BUD 2.8
Transaction Budget Checking
occurs on demand:
Complete or Stopped (Budget
Authority, Allocations, Cash
Balances & Release Schedules)
P2P CP
1.6
PJT 1.1
PJT 1.2
PAY 1.1
PAY 1.2
PAY 1.5
GAC 1.4
GAC 1.7
Source: BUD
CSH AE
2.5
PALM 200 Level 2 Workshop
Slide 20
Budget Forecasting and Request Preparation
Enterprise
BUD 1.1
Florida PALM
R2R 1.6
Start
BUD IP 1.2
Adjusted Appropriations
LAS/PBS:
Current FY’s Budget
BUD 1.3
Florida PALM Payroll:
Salaries/Benefits/
Paid Distributions
PAY 2.28a
BUD 1.7
Collect Data for
Enterprise
Performance
Management (EPM)
BUD 1.8
Store in
Data Warehouse:
Forecasting Base Data,
Business Intelligence
(Reporting and
Dashboard Tools)
BUD IP 1.4
HR/PeopleFirst:
FTE/OPS Positions & Vacancies
BUD 1.5
P2P AE 1.14
PJT 2.1
GAC 4.1
BUD 1.6
Actual Prior Year
Expenditures (Historical
Data, Annually, Before
August 1)
R2R 1.6
BUD CP 1.9
EnterpriseWide
Collaboration
BUD 1.10
Build
Consolidated
Forecasts Baseline
BUD
R1
BUD 1.21
BUD 1.11
Source: BUD
PALM 200 Level 2 Workshop
Slide 21
Budget Forecasting and Request Prep. – Cont.
BUD 1.10
BUD IP
1.12
Agency
Business
Systems
Enterprise
Agency
BUD 1.10
BUD 1.13
Apply
Revenue/Cash
Assumptions Updates
BUD 1.11
Develop
Agency Strategy
BUD 1.21
Store Final
Business Intelligence
(Reporting and
Dashboard Tools)
BUD 1.14
Build
Revenue/Cash
Forecasts
BUD
R2
BUD 1.15
Apply
Personnel/
Compensation &
Policy Assumptions
Updates
BUD 1.16
Build
Personnel
Forecasting Rates &
Rules; Baseline
Forecasts
BUD 1.19
Create Agency
Consolidated
Scenarios
BUD 1.17
Apply
Non-personnel
Expenditure
Assumptions Updates
BUD 1.18
Build
Non-personnel
Expenditure
Forecasts
BUD 1.20
Apply
Amended/
Additional
Requests
No
BUD
R3
BUD IP 1.22
Create Final Approved
Budget Request:
Submission of LBR/LRPP/CIP
BUD IP 1.23
LAS/PBS &
Florida Fiscal
Portal
Budget Change
Requested?
Budget Change
Requested?
Yes
Yes
No
End
Source: BUD
PALM 200 Level 2 Workshop
Establish Budget Controls
Anticipated Improvements or Changes





Slide 22
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
PALM 200 Level 2 Workshop
I - Establish Accounting Structure
Business Sub-Events and Activities

Set Up Chart of Account Codes


Establish Budget Controls
◦
◦
◦
◦
LAS/PBS Codes
Budget Control
Budget Monitoring and Override
Budget Forecasting and Request
Preparation
Set Up Grant Codes
◦
◦
◦
◦
◦
◦
◦
◦ Enterprise and Agency Unique Codes
◦ Request Trust Fund Profile

Slide 23
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
PALM 200 Level 2 Workshop
Slide 24
Apply for Grant
No
Identify Grant
Opportunity?
GAC 1.4
Grantor
Agency Grant Admin
GAC 1.1
Search for Grants
GAC 1.2
Other Grantors
GAC 1.3
CFDA/
CSFA
Source: GAC
PALM 200 Level 2 Workshop
Slide 25
Agency Grant Admin
Apply for Grant - Continued
Build Application, Input Detail Data and Attach Required Documents
Identify
Grant
Opportunity
GAC 1.4
Prepare
Grant
Application
GAC 1.5
Input
Proposed
Program
GAC 1.6
Input
Proposed
Budget
GAC 1.7
Input Indirect,
Fringe, F&A
Cost Details
GAC 1.8
Input Cost
Sharing
Details
GAC 1.9
Input Sub
recipient
Details
GAC 1.10
Input
Program
Schedule
GAC 1.11
Input
Program
Resources
Apply
Protocols
GAC
R1
Source: GAC
PALM 200 Level 2 Workshop
Slide 26
Agency Grant Admin
Apply for Grant - Continued
GAC 1.12
Define/Update
Protocols/
Rules
Set New
GAC 1.11
Apply
Protocols/
Rules
GAC
CP 1
Set Existing
GAC
CP 2
GAC 1.13
Copy Existing
Protocols/
Rules
Ready for
Submission?
Yes
GAC 1.14
Advance
Proposal
Agency
Approval
Source: GAC
PALM 200 Level 2 Workshop
Slide 27
Apply for Grant - Continued
Build Application
Agency Grant Admin
Rework
Rework or
Close
Application?
No
Ready for Submission
Close
GAC 1.15
Close
Application
Source: GAC
Stop
PALM 200 Level 2 Workshop
Slide 28
Apply for Grant - Continued
Agency Grant Approver
GAC 1.14
Agency
Approval?
Accept Terms &
Special Conditions?
GAC 1.16
Submit
Application
Yes
No
GAC
IP 1
No
GAC 1.17
Resolve
Outstanding
Issues
Resolved?
No
Go to
GAC 1.15
Close
Yes
Rework or Closeout
Grantor
Yes
No
Grantor
Approval?
Yes
Award Issued
Go to GAC 2.1
Grants Set Up
Source: GAC
PALM 200 Level 2 Workshop
Slide 29
Set Up Grant
Agency Grant Admin
Non-Competitive
(e.g. Block/Formula
Grant)
Grant Titling
GAC 2.1
Set Up/Award
Issued
Grantor
Exists?
Yes
GAC 2.3
Input Grant
Details
GAC 2.4
Input Budget
Components
GAC 2.5
Input Recipient
Organization
Details
GAC 2.6
Input Recipient
Indirect, Fringe,
F&A Rates
GAC 2.7
Input Cost
Sharing
Commitments
GAC 2.8
Input Grantee
Compliance Info
GAC 2.9
Input Grantor
Guidelines
GAC 2.10
Input Resource
Data
No
GAC 2.2
Establish
Grantor
GAC
IP 2
Build Grant
Budgets
Establish
Subrecipient
Information
Set Up Customer Record
Source: GAC
PALM 200 Level 2 Workshop
Slide 30
Agency F&A Accountant B
Set Up Customer Record
Set Up
Grant
Good or Service
Provided or Obligation
Incurred
ARB 1.1
Record
Customer?
Yes
PJT 1.9
GAC 2.2
P2P 3.1
ARB 1.2
Record Customer
Information
ARB R 2
ARB IP 1
Payment Received
Source: ARB
PALM 200 Level 2 Workshop
Slide 31
Agency Grant Admin.
Establish Subrecipient Information
Set Up
Grant
Subgrantee?
No
Build Grant
Budgets
Yes
GAC
IP 3
GAC 2.11
Input Subrecipient
Information
Source: GAC
PALM 200 Level 2 Workshop
Slide 32
Build Grant Budgets
Agency Finance
Copy or
Define
Budget?
Set Up Grant
Define
GAC CP
2.13
Define
Budget
Structure
Yes
Associate
Asset / Project
GAC CP 2.16
Establish
Grant and
Budget at
Chart of
Accounts
No
Need Edits?
Copy
GAC CP 2.12
Copy Existing
Budget
Structure
GAC CP 2.15
Confirm
Indirect/
F&A
Calculations
GAC 2.14
Input Budget
Details
Source: GAC
R2R 2.1
PALM 200 Level 2 Workshop
Slide 33
Agency Finance
Associate Asset / Project
GAC 2.19
Use PJT
Projects?
Yes
PJT 1.7
Set Up
Project
No
GAC 2.18
Producing
Capital Asset?
No
GAC 2.17
Subrecipient
Producing Capital
Asset?
Yes
Yes
A2D 1.3
Set Up
Asset
A2D 1.3
Set Up
Asset
Build Grant
Budgets
Source: GAC
PALM 200 Level 2 Workshop
Slide 34
Set Up Charge Object
Agency Finance
Go To
GAC 3.1
R2R 2.1
Maintain
Chart of
Accounts
GAC 2.22
Activate Grant
Code
No
GAC 2.20
Labor Costs?
Associate Asset /
Project
Yes
GAC IP 2.21
Via People
First
Timecard
Source: GAC
PALM 200 Level 2 Workshop
Set Up Grant Codes
Anticipated Improvements or Changes








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
PALM 200 Level 2 Workshop
Slide 35
I - Establish Accounting Structure
Business Sub-Events and Activities

Set Up Chart of Account Codes


Establish Budget Controls
◦
◦
◦
◦
LAS/PBS Codes
Budget Control
Budget Monitoring and Override
Budget Forecasting and Request
Preparation
Set Up Grant Codes
◦
◦
◦
◦
◦
◦
◦
◦ Enterprise and Agency Unique Codes
◦ Request Trust Fund Profile

Slide 36
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
PALM 200 Level 2 Workshop
Slide 37
Set Up Project and Build Project Budgets
Agency Project Manager
R2R 2.1
Update Chart
of Accounts
Start
Build Project Plan
Plan project?
Yes
PJT 1.1
Input Tasks
PJT 1.2
Input Resources
PJT 1.3
Input Schedule
(Milestones)
PJT 1.4
Input
Dependencies
PJT 1.5
Input Project
Profile
(Checklists)
PJT 1.6
Input Project Budget
& Controls
(Phases/Dates/
Restrictions)
PJT 1.7
Input New
Project Code (or
Adjust Existing)
No
Stop
PJT IP 1
Source: PJT
PALM 200 Level 2 Workshop
PJT 1.8
Slide 38
Associate Asset
Agency Project Manager
PJT 1.10
Producing
Asset?
Set Up
Charge
Object
Yes
PJT 1.11
Input Milestone
Triggers
A2D 1.3
Update
A2D
Source: PJT
PALM 200 Level 2 Workshop
Set Up Project Codes
Anticipated Improvements or Changes





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
Integration to AR/Billing for revenue and cash management
PALM 200 Level 2 Workshop
Slide 39
Slide 40
Business Event II
PALM 200 Level 2 Workshop
II - Perform Services / Identify Amount Owed
Business Sub-Events and Business Activities

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

Draw Funds
◦ Review Grant Activity
◦ Request Funds from Grantor

Establish Receivable
◦ Identify Amount by
Receivable Type and
Associate Receivable with
Customer
PALM 200 Level 2 Workshop
Slide 41
Slide 42
Agency Program Approver
and Contract Manager
Set Up Contract, Allotment and Encumbrance
P2P CP 6.4
Program
Review
Agency Contract Staff
BUD
7.8
R2R
2.2
Yes
R2R
2.2
A2D
1.3
No
Passed Budget
Check?
PJT 2.1
P2P R 19
Start
P2P 6.1
Enter Contract Terms
and Conditions
Generate FY
Allotment?
P2P IP 6
Yes
P2P
CP 4
P2P R 20
P2P AE 6.2
Generate FY
Allotment
No
Passed Budget
Check?
GAC
4.1
Yes
P2P R 21
P2P AE 6.3
Generate FY
Encumbrance
P2P
CP 5
No
PALM 200 Level 2 Workshop
Source: P2P
Revenue Projections and
Accumulating Costs

Slide 43
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
PALM 200 Level 2 Workshop
Slide 44
Agency Contract Staff
Agency Program Approver
and Contract Manager
Manage Contracts
Set Up Contract
P2P CP 6.5
Manage
Contract
P2P R 23
P2P 6.8
Changes to
Contract?
No
P2P 6.9
Are Changes
Needed to
Closeout?
No
Set Up Contract
P2P R 24
Yes
Yes
P2P CP 6.10
Contract
Complete
End
Source: P2P
PALM 200 Level 2 Workshop
Establish Contracts
Anticipated Improvements or Changes



Slide 45
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
PALM 200 Level 2 Workshop
II - Perform Services / Identify Amount Owed
Business Sub-Events and Business Activities

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

Draw Funds
◦ Review Grant Activity
◦ Request Funds from Grantor

Establish Receivable
◦ Identify Amount by
Receivable Type and
Associate Receivable with
Customer
PALM 200 Level 2 Workshop
Slide 46
Slide 47
F&AAccountant
AccountantA B
Agency
AgencyF&A
Establish / Update Customer
ARB 1.1
Record
Customer?
Yes
PJT 1.9
GAC 2.2
P2P 3.1
ARB 1.2
Record Customer
Information
ARB R 2
ARB IP 1
Source: ARB
PALM 200 Level 2 Workshop
Slide 48
Agency F&A Accountant A
Identify Amounts to Bill
ARB 1.4
Create AR
ARB 1.5
Has Customer
Paid?
No
Utilize Billing?
Source: ARB
PALM 200 Level 2 Workshop
Slide 49
Prepare and Submit Billing
Agency F&A Accountant A
No
Utilize Billing?
ARB 1.6
Create/Capture
Customer Billing
Information
Yes
ARB R 1
Agency F&A Accountant B
No
ARB 1.7
Approve Bill?
Yes
ARB 1.8
Finalize and
Distribute Bill
Customer/AR Record
Finalized
Source: ARB
PALM 200 Level 2 Workshop
Prepare Billing
Anticipated Improvements or Changes



Slide 50
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
PALM 200 Level 2 Workshop
II - Perform Services / Identify Amount Owed
Business Sub-Events and Business Activities

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

Draw Funds
◦ Review Grant Activity
◦ Request Funds from Grantor

Establish Receivable
◦ Identify Amount by
Receivable Type and
Associate Receivable with
Customer
PALM 200 Level 2 Workshop
Slide 51
Slide 52
Review Grant Activity
Payroll for Grants
Purchasing for Grants
GAC 4.1
CAPTURE GRANT COSTS
Update Grant Ledger and
Budget
Accounts Payable for
Grants
Revenue Cycle for
Grants
Agency Finance
GAC IP 4.2
Outbound
Interface to
Agency
Business
Systems
Stop
GAC
R2
GAC
R3
GAC
R6
GAC
R5
GAC
R4
Source: GAC
GAC R
15
PALM 200 Level 2 Workshop
Slide 53
Funding Source
Agency Finance
Request Funds from Grantor
Reimbursable,
Billable Costs
GAC 4.4
Capture Grant
Costs
ARB 1.4
Update AR
Need Billing?
Yes
ARB 1.6
Generate AR
Grant
Billing
ARB 1.4
Input AR
Receipt
No
GAC 4.5
Submit Draw
GAC 4.6
Remit Payment
PALM 200 Level 2 Workshop
Source: GAC
Draw Funds
Anticipated Improvements or Changes


Integrated cost to revenue tracking and reporting
Integration to AR/Billing for revenue and cash management
Future:
 Ability to integrate with federal systems to request draws
PALM 200 Level 2 Workshop
Slide 54
II - Perform Services / Identify Amount Owed
Business Sub-Events and Business Activities

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

Draw Funds
◦ Review Grant Activity
◦ Request Funds from Grantor

Establish Receivable
◦ Identify Amount by
Receivable Type and
Associate Receivable with
Customer
PALM 200 Level 2 Workshop
Slide 55
Identify Amount by Receivable Type and
Associate Receivable with Customer
Slide 56
R2R 2.1
Agency F&A Accountant A
ARB
AE 1
ARB IP 1
ARB 1.4
Create AR
Agency F&A Accountant B
Yes
Good or Service
Provided or Obligation
Incurred
ARB 1.3
AR Generated?
ARB 1.1
Record
Customer?
ARB 1.2
Record Customer
Information
Yes
ARB R 2
PJT 1.9
GAC 2.2
P2P 3.1
Source: ARB
ARB IP 1
PALM 200 Level 2 Workshop
Establish Receivable
Anticipated Improvements or Changes



Slide 57
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.
PALM 200 Level 2 Workshop
Slide 58
Business Event III
PALM 200 Level 2 Workshop
III – Receive Funds
Business Sub-Events and Business Activities

Deposit Cash
◦
◦
◦
◦

Make Deposit at Bank
Record Deposit
Verify Deposit
Handle Exceptions

Revolving Funds
◦
◦
◦
◦
Set Up Revolving Funds
Record Disbursement
Initiate Replenishment
Reconcile and Report
Interagency Receipts
◦ Establish AR / Acknowledge
AR
PALM 200 Level 2 Workshop
Slide 59
Slide 60
Agency Deposit
Role
Make Deposit at Bank
CSH CP 1.1
Check
Totals and
Create
Deposit
ARB 1.1C
Make
Deposit
CSH R1
CSH R4
CSH 1.3
Deposit into Bank
CSH R3
CSH R2
Verify Deposit
(Agency)
Deposited into
Concentration
Bank?
No
CSH 1.4
System Moves
Deposited Funds to
Concentration Account
Concentration
Bank
Yes
CSH 1.5
Bank Records
Deposit/
Adjustments
Verify Deposit
(Treasury)
Source: CSH
PALM 200 Level 2 Workshop
Slide 61
Record Deposit (Treasury)
CSH 1.18
Merge Records
CSH AE 1.19
Post Deposit/
Adjustment
Based on Level
of Detail and
Transaction
Type
CSH 1.17
Load Daily Data @
Subaccount Level
CSH R1
Verify Deposit
Agency Deposit
Role
Treasury
Record Deposit
Record Deposit
(Agency)
CSH AE 1.2
Agency
Records
Revenue and
“Unverified”
Cash
Source: CSH
PALM 200 Level 2 Workshop
Slide 62
Treasury
Verify Deposit
CSH CP 1.20
Compare Bank
Deposit Data
and Agency
Recorded Info
Match?
Yes
Handle Exceptions
CSH AE 1.21
Deposit
Verified &
Reconciled
Source: CSH
PALM 200 Level 2 Workshop
Slide 63
Handle Exceptions
Treasury
Verify
Deposit
CSH CP 1.23
Review and
Monitor
Exceptions
D
CSH R1
CSH R6
CSH R5
CSH 1.28
Contact Bank for
Resolution
CSH R7
Agency Verification
Role
Notification
CSH 1.24
Review and Address
Agency Exceptions
CSH 1.27
Review Bank
Exceptions
CSH 1.25
Resolve Exception Based
on Issue
CSH AE 1.26
Agency
Makes
Adjusting
Entries
Source: CSH
D
PALM 200 Level 2 Workshop
Deposit Cash
Anticipated Improvements or Changes


Slide 64
Clearing fund deposits will be moved to Concentration account
automatically
Capturing the banking information that the agency is depositing into
PALM 200 Level 2 Workshop
III – Receive Funds
Business Sub-Events and Business Activities

Deposit Cash
◦
◦
◦
◦

Make Deposit at Bank
Record Deposit
Verify Deposit
Handle Exceptions

Revolving Funds
◦
◦
◦
◦
Set Up Revolving Funds
Record Disbursement
Initiate Replenishment
Reconcile and Report
Interagency Receipts
◦ Establish AR / Acknowledge
AR
PALM 200 Level 2 Workshop
Slide 65
Slide 66
Establish AR/Acknowledge AR
“Due To” Agency
(Billing Agency)
“Due From”
Agency (Paying Agency)
P2P CP 8.13
Program
Approver
Review and Edit
P2P 8.14
AR/AP Invoice
Flip
ARB
1.1.1
P2P AE
2.3
P2P 8.12
Assign to Program
Approver
Yes
P2P 8.2
Acknowledge AR
Invoice
P2P 8.3
Appears Billed
Correctly?
No
P2P 8.4
Return for
Additional
Information?
P2P 8.8
Reject
Receivable
No
Yes
P2P 8.5
Notify Due To
Agency that
Additional
Information is
Needed
ARB
2.20
Start
P2P 8.1
Inter-agency Due
To/ Due From
Shared View
Update
P2P 8.6
Acknowledge
Request for
Additional
Information
P2P 8.11
Correct Due
From Agency
Number
ARB
2.20
P2P 8.9
Acknowledge
Rejected AR
Invoice
P2P 8.7
Update
Receivable
P2P 8.10
Update
Receivable with
Rejection
Need to Correct
Due From Agency
Number?
No
End
Source: P2P
Yes
PALM 200 Level 2 Workshop
Interagency Payments
Anticipated Improvements or Changes


Slide 67
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
PALM 200 Level 2 Workshop
III – Receive Funds
Business Sub-Events and Business Activities

Deposit Cash
◦
◦
◦
◦

Make Deposit at Bank
Record Deposit
Verify Deposit
Handle Exceptions

Revolving Funds
◦
◦
◦
◦
Set Up Revolving Funds
Record Disbursement
Initiate Replenishment
Reconcile and Report
Interagency Receipts
◦ Establish AR / Acknowledge
AR
PALM 200 Level 2 Workshop
Slide 68
Slide 69
A&A
Set Up Revolving Funds
R2R 1.1A
Agency Initiates
Request for Chart of
Accounts Update
TRM CP 6.2
Review
Revolving
Fund Request
Approved?
No
End
Yes
Treasury
TRM CP 6.3
Determine
CRA vs. NonCRA Bank
Non-CRA
TRM
R17
TRM 6.4
Establish CRA Participant
Profile/Bank Account
TRM
R16
Agency
TRM 6.7
Set-up Bank
Account in Florida
PALM
CRA
TRM
R16
CRA Bank
TRM CP 6.6
Treasury
Authorizes
Non-CRA
Bank Account
TRM 5.1
Agency Request
TRM 6.1
Revolving Fund
Request
Notify
TRM
CP1
TRM 6.5
Revolving Fund Account
Established
CSH
R3
TRM
CP1
TRM 6.8
Establish Non-CRA
Bank Account
CSH
R4
TRM AE 6.9
Initial
Establishment
(invoice and
payment in
P2P)
TRM 6.10
Funds Deposited into
Bank Account
Record Disbursement
Source: TRM
PALM 200 Level 2 Workshop
Slide 70
Agency Revolving
Fund Mgr
Record Disbursement
TRM
R18
Set Up
TRM 7.1
Revolving Fund
Expenditures
TRM IP
1
TRM 7.2
Recording Revolving
Fund Activity in the
Account Register
Initiate
Replenishment
Source: TRM
PALM 200 Level 2 Workshop
Slide 71
Agency Revolving
Fund Mgr
Initiate Replenishment
CSH
R3
Record
Disbursement
TRM 7.3
Replenishment
Amount Calculated
CSH
R4
TRM AE 7.4
Record
Revolving Fund
Replenishment
(invoice &
payment in
P2P)
TRM
R19
TRM 7.5
Funds Deposited
into Bank Account
Reconcile &
Report
Source: TRM
PALM 200 Level 2 Workshop
Slide 72
Treasury
Reconcile and Report
TRM
R20
TRM AE 7.13
Transaction
Correcting
Entry
Internal
TRM 7.10
Monthly
Treasury
Reconciliation
of CRA
Type of
Exceptions?
CRA Bank
TRM 7.12
Contact CRA Bank, Resolve
And Communicate
Resolution with Agency
TRM CP 7.9
Agency
Reconciliation
Process
A
TRM
R18
TRM
R20
TRM IP 7.7
Non-CRA Bank
Activity File
TRM 7.8
Non CRA Bank
Statement
Type of
Exceptions?
Non-CRA Bank
TRM 7.11
Contact NonCRA Bank to
Resolve
End
Internal
TRM 7.2
Recording Revolving
Fund Activity in the
Account Register
CRA Bank
Agency Reconciler
CRA Bank
TRM IP 7.6
Transmit
aa Daily
File
Source: TRM
A
PALM 200 Level 2 Workshop
Via Revolving Funds
Anticipated Improvements or Changes


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
PALM 200 Level 2 Workshop
Slide 73
Slide 74
Business Event IV
PALM 200 Level 2 Workshop
IV – Manage Resources
Business Sub-Events and Business Activities

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

Accounts Receivable
◦ Perform Aging and Analysis
◦ Send to Collections
◦ Perform Write Off

Budget
◦ Monitor, Manage, and
Forecast
◦ Budget Amendments
◦ Manage CF Requests

Slide 75
General Ledger
◦ Record Updates /
Adjustments
◦ Month End Close
◦ Year End Close
◦ Comprehensive Annual
Financial Report (CAFR)
◦ Allocate Costs / Calculate
Indirect Costs
◦ Adjust Grant Budgets
◦ Amend Grant Details
◦ Closeout Grant
◦ Closeout Project
PALM 200 Level 2 Workshop
Slide 76
Agency Analyst B Role
Agency Invest / Disinvest
CSH CP 2.4
Determine
Amount to
Invest/Disinvest
CSH 2.3
Review Cash Balance to
Create Cashflow Projections
CSH R8
CSH AE 2.5
Enter Amounts to
Invest/Disinvest
to Move Funds
CSH R9
Source: CSH
PALM 200 Level 2 Workshop
Slide 77
Treasury Invest / Disinvest
TRM CP 3.11
Reconcile
Investment in
Florida PALM with
the Custodial Bank
Treasury
A
TRM 3.3
Purchase/Sell
Investment
Instruments
TRM
R14
TRM AE 3.5
Record
Trade
Information
TRM 3.4
Trade Information Sent
and Confirmation
Returned
TRM R5
TRM R7
TRM R6
TRM
R10
TRM
R11
TRM AE 3.12
Record
External
Trade
Information
TRM
R14
TRM R8
Real Time
TRM R9
External Trading
Partners
Custodial Bank
TRM IP 3.6
Transmit
Internal Trades
File
TRM 3.7
Record Internal Trade
Information
TRM 3.9
External Managers’ Trade
Information Captured
TRM IP 3.10
Transmit Internal
and External
Trade
Transactions File
(Swift)
Real time
A
TRM
R4
Source: TRM
TRM 3.8
External Managers’
Execute Trades
PALM 200 Level 2 Workshop
Slide 78
Calculate and Apportion Interest Earnings
CSH AE 2.5
Enter Amounts
to Invest/
Disinvest
Treasury
TRM AE 3.14
Earned
Interest
Calculations
(Interest and
Fees both
accrual and
cash)
TRM 3.13
System Calculates Interest
and Fees Based on External
and Internal Trades
TRM
R14
TRM
R12
CSH AE 2.7
Interest
Apportionment
TRM 3.15
System Apportions
Investment Earnings and
Fees Based on ADB (by
Account/Fund)
TRM
R15
TRM
R13
Source: TRM
PALM 200 Level 2 Workshop
Slide 79
Calculate and Apportion Interest Earnings – Cont.
Treasury
CSH IP 1
CSH AE 2.7
Apportion Interest
and Fees and Post
at Lowest Level of
Detail
Agency Analyst
Notification
CSH R11
CSH 2.8
Review Apportionment of
Interest and Fees
CSH AE 2.9
Reapportion
Interest/Fees if
Needed
Source: CSH
End
PALM 200 Level 2 Workshop
Slide 80
Treasury
Calculate and Manage CMIA
TRM IP 9.1
AG File of
Audited SEFA
TRM 9.2
Calculate Top 90% of Grant
Programs Based on
Expenditures on Audited
SEFA (GAC identies grant as
CMIA)
TRM 9.5
Clearance Pattern Calculated
by Grant
TRM 9.6
Annual CMIA Report
Generated by CFDA
and Component
TRM
R23
TRM 9.8
Final Report Entered
and Original Signed
and Mailed
Payment/Claim?
TRM
R24
Payment
Agency
A&A
TRM 9.9
Voucher Created for CMIA
Payment
TRM 9.3
Grant Expenditures Occurring
in P2P
TRM 9.4
Federal Draw Occurs in ARB
Based on Anticipated or
Actual Grant Expenditure
Payments
TRM CP 9.7
Agency
Reviews
Report for
their Grants
Claim
TRM 9.10
Claim Submitted through ARB
Source: TRM
PALM 200 Level 2 Workshop
Slide 81
Approve Outside Accounts
Treasury
TRM CP 5.2
Treasury
Reviews and
Evaluates the
Request
Approved?
Yes
TRM CP 5.4
Set-up Bank
Account in
Florida PALM
CSH
R3
CSH
R4
No
No
No
5.3
Notifies Agency
Agency
Yes
Outside Bank
Account
Revolving
Fund?
Yes
TRM 6.1
Revolving
Fund Request
TRM 5.5
Issue Approval Letter to
Agency
End
TRM 5.6
Begin Using Banking
Services
TRM 5.1
Agency Requests
Outside Banking
Services
Source: TRM
PALM 200 Level 2 Workshop
Slide 82
Reconcile Bank Accounts
Treasury
Reconciliation/Verification Processes on
other flows
CSH CP 1.20
Compare Bank
Deposit Data
and Agency
Recorded Info
CSH CP 1.23
Review and
Monitor
Exceptions
CSH CP 3.8
Payment
Reconciliation
System
TRM CP 2.18
Reconcile Accounts
Monthly
CSH CP 4.11
System
Reconciling
Detail to Total
CSH CP 4.13
System
Reconciliation
of Detail to
Agency ARB
Detail
TRM CP 2.20
Reconciles
Federally
Mandated
Disbursement
Account Daily
TRM CP 2.16
Monitor and
Identify and new
transactions
TRM CP 2.21
Reconciles Federal
Bank Account
Monthly
TRM CP 3.11
Reconcile
Investment in
Florida PALM with
the Custodial Bank
TRM 4.1
Files Received
from Banks
Daily and OnDemand
TRM CP 7.9
Agency
Reconciliation
Process
TRM 7.10
Monthly
Treasury
Reconciliation
of CRA
TRM 4.4
Reconciliation
Process
TRM CP 7.15
Monitor Cash Position
and Determine
Amounts Available for
Investment/
Disinvestment
Exceptions?
No
Account
Reconciled
TRM
R4
Bank
Yes
TRM IP 4.2
Transmit
Custodial
Accounts
Investment
Data
Files received on other
process flows
CSH IP 1.7
CSH IP 1.6
Transmit
Transmit
Daily BAI Data Addenda Data
TRM IP 4.3
SPIA BAI Data
CSH IP 3.7
Transmit Pay
and Warrant
Image Data
(BAI)
CSH IP 4.3
Transmit
Check
Return Data
CSH IP 4.6
Transmit
Foreign Item
Return Data
CSH IP 4.4
Transmit
ACH Return
Data
CSH IP 4.7
Transmit Check
Image Data
CSH IP 4.5
Transmit
Credit Card
Return Data
CSH IP 4.8
Transmit RA
Return Data
TRM IP 1.2
Transmit
Transaction
File from SPIA
Application
TRM IP 1.6
Transmit
Transaction
File for DDA
Custodial Bank
Account
TRM IP(BAI)
2.14
TRM IP 1.7
Federally
Transmit
Mandated
Transaction File
Disbursement
for Main
Account
Account
Transactions/
Balance
TRM IP 3.10
Transmit Internal
and External
Trade
Transactions File
TRM IP 2.15
Federal Bank
Account
Transactions/
Balance
TRM 7.8
TRM IP 7.7 Non CRA Bank
Non-CRA Bank Statement
Activity File
TRM IP 7.6
Transmit Daily
File
Source: TRM
PALM 200 Level 2 Workshop
Cash
Anticipated Improvements or Changes





Slide 83
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
PALM 200 Level 2 Workshop
Cash - Continued
Enhancements or Projected Change






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
PALM 200 Level 2 Workshop
Slide 84
IV – Manage Resources
Business Sub-Events and Business Activities

Cash
◦ Agency Invest / Disinvest
◦ Treasury Invest / Disinvest
◦ Calculate and Apportion Interest
Earnings
◦ Calculate and Manage CMIA
◦ Approve Outside Accounts
◦ Reconcile Bank Accounts


Accounts Receivable
◦ Perform Aging and Analysis
◦ Send to Collections
◦ Perform Write Off

Budget
◦ Monitor, Manage, and Forecast
◦ Budget Amendments
◦ Manage CF Requests

Slide 85
General Ledger
◦ Record Updates /
Adjustments
◦ Month End Close
◦ Year End Close
◦ Comprehensive Annual
Financial Report (CAFR)
Grants and Projects
◦ Allocate Costs / Calculate
Indirect Costs
◦ Adjust Grant Budgets
◦ Amend Grant Details
◦ Closeout Grant
◦ Closeout Project
PALM 200 Level 2 Workshop
Slide 86
Allocate Costs / Calculate Indirect Costs
Other
Costs?
Agency Finance
No
Indirect
Costs?
Yes
GAC 3.4
Calculate
Indirect Costs
Cost
Allocation
Needed?
Yes
GAC CP 3.5
Pre Audit
Indirect and
Allowable
Costs
GAC
R 14
Yes
GAC CP 3.6
Apply Agency
Cost
Allocation
Method
No
GAC
AE 1
Journal
Transfers
Needed?
Yes
R2R 2.1
Input Journal
Transfers to
Allocate
Costs
GAC
AE 2
GAC
IP 6
GAC 3.3
Update Program
Budget
Source: GAC
PALM 200 Level 2 Workshop
Slide 87
Adjust Grant Budgets
Agency Grant Administrator
Agency Finance
GAC 3.3
Update Program
Budget
GAC 3.1
Monitor
Program
Progress
Any Award
Changes?
Yes
Yes
GAC 3.2
Amend Award
Details
GAC
IP 4
Budget
Update
Required?
GAC
IP 5
PALM 200 Level 2 Workshop
Source: GAC
Slide 88
Agency Grant Administrator
Amend Grant Details
Grant Titling
GAC 2.3
Input Grant
Details
GAC 2.4
Input Budget
Components
GAC 2.5
Input Recipient
Organization
Details
GAC 2.6
Input Recipient
Indirect, Fringe,
F&A Rates
GAC 2.7
Input Cost
Sharing
Commitments
GAC 2.8
Input Grantee
Compliance Info
GAC 2.9
Input Grantor
Guidelines
GAC 2.10
Input Resource
Data
GAC
IP 2
Source: GAC
PALM 200 Level 2 Workshop
Slide 89
Closeout Grant
Stop
GAC 5.9
Close Grant
(Deactivate
Grant Code)
ARB 2.2
Agency Finance
ARB 2.2
Close
Billing
GAC 5.2
Finalize
Transactions in
Process
Outstanding
Encumbrances?
GAC
R6
Yes
GAC
R7
P2P CP
1.5
No
Outstanding
AP Invoices?
Yes
No
GAC CP 5.3
Complete
Program
Tasks (Input
Status)
Asset
Completed?
Yes
No
Outstanding
Labor Costs?
No
GAC CP 5.4
Capture
Grant Costs
Need
to Bill?
P2P AE 2.3
GAC 5.6
Close Grant
Period
GAC 5.7
Confirm
Drawdowns
and Billing
Complete
GAC 5.8
Close Grants
Activity
Yes
Yes
ARB 1.6
A2D 1.3
No
GAC CP 5.5
Analyze
Grant
Performance
GAC
R7
GAC
CP 3
PAY 2.3
GAC
R3
GAC
R4
GAC
CP 4
GAC
R 16
GAC
R 15
Source: GAC
PALM 200 Level 2 Workshop
GAC
CP 5
Slide 90
Closeout Project
Agency Project Manager
PJT CP 3.7
Analyze
Project
Performance
(Confirm
Closeout)
PJT CP 3.8
Close Project
(Deactivate
Project Code)
PJT 3.6
Agency Offline
Billing/ Receipt
Cycle
End
No
Agency Finance
No
PJT 3.2
Finalize
Transactions in
Process
Outstanding
Encumbrances?
No
Outstanding
AP Invoices?
No
PJT CP 3.3
Complete
Project
Tasks
(Input
Status)
Asset
Completed?
No
Outstanding
Labor Costs?
Yes
Yes
Yes
Yes
P2P CP
1.5
P2P AE
2.3
A2D 1.3
PAY 2.3
No
Need Cost
Allocation?
Yes
PJT 3.4
Calculate Cost
Allocation
R2R 2.1
No
PJT 3.5
Capture Project
Costs
Need Florida
PALM Billing
PJT CP 3.7
Analyze
Project
Performance
(Confirm
Closeout)
Project
Complete?
Close
PJT CP 3.8
Close Project
(Deactivate
Project Code)
PJT 3.9
Need to Reopen
Project?
Yes
Yes
ARB 1.6
PJT
IP 3
PJT
R5
Closeout
Steps
Source: PJT
PALM 200 Level 2 Workshop
PJT 1.7
Grants and Projects
Anticipated Improvements or Changes





Slide 91
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)
Integration to AR/Billing for revenue and cash management
Enhanced Indirect cost capture/management
PALM 200 Level 2 Workshop
IV – Manage Resources
Business Sub-Events and Business Activities

Cash
◦ Agency Invest / Disinvest
◦ Treasury Invest / Disinvest
◦ Calculate and Apportion Interest
Earnings
◦ Calculate and Manage CMIA
◦ Approve Outside Accounts
◦ Reconcile Bank Accounts


Accounts Receivable
◦ Perform Aging and Analysis
◦ Send to Collections
◦ Perform Write Off

Budget
◦ Monitor, Manage, and Forecast
◦ Budget Amendments
◦ Manage CF Requests

Slide 92
General Ledger
◦ Record Updates /
Adjustments
◦ Month End Close
◦ Year End Close
◦ Comprehensive Annual
Financial Report (CAFR)
Grants and Projects
◦ Allocate Costs / Calculate
Indirect Costs
◦ Adjust Grant Budgets
◦ Amend Grant Details
◦ Closeout Grant
◦ Closeout Project
PALM 200 Level 2 Workshop
Slide 93
Perform Aging and Analysis
Agency F&A Analyst
ARB 2.5
Approval to
Distribute
AR Notice
ARB R 5
ARB 2.3
Aging Analysis
Process
ARB IP 1
ARB 2.4
Del. AR Notices/Fees
30/60/90 days
ARB 2.20
ARB 1.6
Source: ARB
PALM 200 Level 2 Workshop
Slide 94
Aging
Analysis
ARB 2.3
No
ARB 2.9
Send to
Collections?
Yes
Agency F&A Analyst
Agency Supervisor
Send to Collections
ARB 2.11
Create Collection
Data
Source: ARB
ARB IP 2
ARB IP 2.12
Data Sent
to
Collections
PALM 200 Level 2 Workshop
Slide 95
Perform Write Off
DFS A&A
Agency F&A Analyst
ARB 2.20
Update Customer
Record
ARB 2.19
Agency Performs
Write-Off
ARB 2.17
Agency Submits
for Write-Off
ARB CP
2.18
WriteOff
Source: ARB
PALM 200 Level 2 Workshop
Accounts Receivable
Anticipated Improvements or Changes



Slide 96
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
PALM 200 Level 2 Workshop
Accounts Receivable - Continued
Anticipated Improvements or Changes


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
PALM 200 Level 2 Workshop
Slide 97
IV – Manage Resources
Business Sub-Events and Business Activities

Cash
◦ Agency Invest / Disinvest
◦ Treasury Invest / Disinvest
◦ Calculate and Apportion Interest
Earnings
◦ Calculate and Manage CMIA
◦ Approve Outside Accounts
◦ Reconcile Bank Accounts


Accounts Receivable
◦ Perform Aging and Analysis
◦ Send to Collections
◦ Perform Write Off

Budget
◦ Monitor, Manage, and Forecast
◦ Budget Amendments
◦ Manage CF Requests

Slide 98
General Ledger
◦ Record Updates /
Adjustments
◦ Month End Close
◦ Year End Close
◦ Comprehensive Annual
Financial Report (CAFR)
Grants and Projects
◦ Allocate Costs / Calculate
Indirect Costs
◦ Adjust Grant Budgets
◦ Amend Grant Details
◦ Closeout Grant
◦ Closeout Project
PALM 200 Level 2 Workshop
Slide 99
Monitor, Manage, and Forecast
BUD 2.28
Perform “What-if”
Forecasting and
Planning
(on demand)
Enterprise
Agency
BUD 2.26
Create Consolidated
Scenarios
(Agency Spend Plans,
Rate Reports, etc.)
BUD 2.27
Store for
Business Intelligence
(Reporting and
Dashboard Tools)
BUD
R8
BUD 2.29
Input Forecasts:
HR, Revenue and
Non-Personnel
Expenditures,
Drivers and
Assumptions
Source: BUD
PALM 200 Level 2 Workshop
Slide 100
Budget Amendments
EOG/OPB
Enterprise
BUD
AE 3
BUD 2.37
Florida PALM
R2R 1.2
R2R 2.1
To
BUD 3.1
BUD 2.33
Budget Amendments
Reviewed By
EOG/OPB/House/
Senate
BUD 2.34
Denied or
Withdrawn?
No
BUD 2.35
Generate Approved
Budget Amendments
BUD IP
2.36
Input into
LAS/PBS
BUD 2.31
Apply Budget
Amendment
Adjustments
BUD IP 2.32
Input into
BAPS
Agency
Yes
BUD 2.30
Budget
Amendment
Needed?
Yes
Source: BUD
BUD
R9
PALM 200 Level 2 Workshop
Slide 101
Manage CF Requests
BUD IP 3.1
Tentative Carry Forward (Personnel and NonPersonnel) Data Set Created
BUD
IP 1
BUD IP 3.2
Carry Forward Authority
Category 13XXXX Data Set Created
BUD
CP 1
Enterprise
BUD IP 3.3
Tentative Certified Forward
(FCO) Data Set Created
BUD
R 10
BUD 3.4
Validate Tentative Carry Forward
BUD 3.5
Validate Carry Forward Authority
Category 13XXXX
BUD
CP 2
BUD 3.6
Validate
Tentative Certified Forward
End
PALM 200 Level 2 Workshop
Slide 102
Manage CF Requests - Continued
BUD 3.9
R2R
1.6
Agency
GAC
4.1
PAY
2.28a
PJT
2.1
No
Start
BUD 3.7
Agencies Mark Carry
Forward/Certified
Forward Records
Recharacterize?
Yes
BUD 3.8
Request Carry
Forward Recharacterization
Approval
BUD
CP 1
BUD
CP 3
BUD
AE 4
BUD
R 11
P2P
AE 1.4
PALM 200 Level 2 Workshop
Slide 103
Enterprise
Manage CF Requests - Continued
BUD 3.9
Establish Final
Carry Forward
BUD IP 3.10
Agency Carry/Certified
Forward Data
BUD
AE 5
Operating –
Within August
2nd Carry
Forward
Reversion
1st Carry Forward
Reversion
EOG/OPB
BUD 3.8
BUD 3.11
Posting Final Carry Forward/
Carry Forward Authority
Category 13XXXX
BUD 3.12
Review/Approve
Final Certified Forward
(FCO)
BUD 3.14
Florida PALM
R2R 1.6
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 3.15
Ending Carry
Forward Balances
(9/30 Reversion
Entries)
PALM 200 Level 2 Workshop
Slide 104
Manage CF Requests - Continued
Enterprise
BUD 3.23
FCO Interface Data
to Florida PALM
GL/BL
R2R 1.6
BUD
AE 6
BUD IP 3.22
Approved Agency FCO
Interface Data
(FCO Remaining Balances either Approved
to be Certified Forward or Reverted)
EOG/OPB
February, 2nd Year of FCO
Appropriations (19th Month)
Start
BUD 3.16
FCO Spreadsheets
Provided to Agencies for
Review and Identification
of Remaining FCO
Appropriation Amounts
BUD 3.17
FCO
Spreadsheets
BUD 3.21
Build of Final FCO
Reversions
BUD 3.20
Review/Approve Agency
FCO Interface Data to
Determine FCO
Reversions
Agency
PJT
1.7
BUD 3.18
Agency Reviews FCO
Spreadsheets/Workbooks
to Identify Remaining FCO
Appropriation Amounts
(Document Obligated or
Unobligated Items, Include
Supporting Documents &
Comments)
BUD
R 14
BUD
R 13
BUD IP 3.19
Agency Requested FCO
Interface Data
End
PALM 100 Level 2 Workshop
Source: BUD
Budget
Anticipated Improvements or Changes





Slide 105
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 ondemand
PALM 200 Level 2 Workshop
IV – Manage Resources
Business Sub-Events and Business Activities

Cash
◦ Agency Invest / Disinvest
◦ Treasury Invest / Disinvest
◦ Calculate and Apportion Interest
Earnings
◦ Calculate and Manager CMIA
◦ Approve Outside Accounts
◦ Reconcile Bank Accounts


Accounts Receivable
◦ Perform Aging and Analysis
◦ Send to Collections
◦ Perform Write Off

Budget
◦ Monitor, Manage, and Forecast
◦ Budget Amendments
◦ Manage CF Requests

Slide 106
General Ledger
◦ Record Updates /
Adjustments
◦ Month End Close
◦ Year End Close
◦ Comprehensive Annual
Financial Report (CAFR)
Grants and Projects
◦ Allocate Costs / Calculate
Indirect Costs
◦ Adjust Grant Budgets
◦ Amend Grant Details
◦ Closeout Grant
◦ Closeout Project
PALM 200 Level 2 Workshop
Slide 107
People
First
MFMP
R2R IP 1
MFMP
LAS/
PBS
R2R IP 2
People
First
R2R IP 3
LAS/PBS
R2R R 2.6
Trial balance and
other reports
R2R
AE 3
Enterprise (DFS
Financial Reporting)
DMS, Legislature,
and EOG
Record Updates / Adjustments
R2R 2.4
Process Journal Entries
GAC 2.22
PJT 1.7
ARB 1.6
CSH
AE 1.19
TRM 1.9
PAY 2.28a
BUD 2.37
R2R AE 2.3
General
Ledger
Account
Adjustments
R2R IP 4
Agency
Business
Systems
R2R R 2.6a
Trial balance and
other reports
Agency
P2P
Various
A2D 1.7
A2D 3.1
A2D 2.1
R2R 2.5
Post to GL
R2R 2.2
Consolidation of
Subsidiary Ledgers
to Chart of Accounts
R2R 2.1
Process Subsidiary
Ledgers Financial
Transactions
R2R
AE 1
R2R R 4
R2R
AE 2
R2R R 3
Source: R2R
PALM 200 Level 2 Workshop
Slide 108
Enterprise (DFS Financial Reporting)
Month End Close
R2R R 3.12
Create Enterprise Period
End Financial Reports/
Statements
R2R 3.1
Create GL Close Schedule
(Development and
Communication)
R2R 3.5
Conduct Trial
Balance Review
R2R AE 3.6
Journal entries to
correct account
balances/record/
reverse accruals
and post to GL
R2R R 3.7
Reports to Detect
Exceptions
R2R AE 3.8
Correct
Consolidated
GL Balances
R2R 3.9
Conduct Preliminary
Financial Report
Review
R2R 3.10
Hard Close for
Financial
Transactions per GL
Close Schedule
R2R R 3.11
Create Period End
Financial Reports/
Statements
Agency
R2R 3.2
Open New Period
R2R 3.3
Record Updates in
Sub-Ledgers
R2R 3.4
Period Ending
Soft Close for
Financial
Transactions
Iterative Review and Monitoring Activities
occurring between Soft and Hard Close
R2R 2.4
R2R CP 2
Source: R2R
PALM 200 Level 2 Workshop
Slide 109
Enterprise (DFS Financial Reporting)
Year End Close
R2R R 4.11
Execute
Management
Reporting
R2R 4.1
Create Year End GL Close
Schedule
(Development and
Communication)
R2R 4.8
Conduct Financial
Report Review
R2R 4.6
Open Period 13 for
Year End and Audit
Adjustments
Agency
R2R 4.2
Execute Month End
Close (June)
R2R 4.3
Open July Period
(New/Current Fiscal
Year)
OPB,
Legislature, and
EOG
R2R 3.4-3.9
R2R 4.4
Hard Close for JunePeriod 12
(End of Prior Fiscal
Year)
R2R 4.5
Current FY Balances
Updated
R2R 4.12
Perform
Reconciliations
and Reviews
Comprehensive
Annual Financial
Report (CAFR)
R2R AE 4.10
Material
Adjustments
Posted to GL
R2R R 4.7
Create Year End
Financial
Reports
R2R 4.9
Material
Adjustments
Identified
R2R 3.10
BUD 2.1
Source: R2R
PALM 200 Level 2 Workshop
Comprehensive Annual Financial Report
(CAFR)
Slide 110
Year End
Close
R2R 4.13
Run Preliminary
CAFR Financial
Information
R2R AE 4.17
Year-End
Adjusting
Entries Posted
to GL
R2R 4.18
Unaudited CAFR with
Notes and Financial
Information
Transmitted to
AudGen
R2R 4.23
Hard Close
Period 13 (Close
Prior Fiscal Year)
R2R AE 4.22
Record and Post
to GL
Applicable
Adjustments
from AudGen
R2R 4.16
Enterprise Level
Year End
Adjustments
Identified
R2R 4.21
Review of Identified
Audit Adjustments
R2R 4.14
Component Units
Submit Financial
Statements
R2R 4.15
Agency Year End
Adjustments
Identified
Auditor General
Agency
Enterprise (DFS Financial Reporting)
R2R 4.24
Generate Final CAFR
R2R CP
4.19
Perform
Audits
Source: R2R
R2R 4.20
Audit
Adjustments
Identified
PALM 200 Level 2 Workshop
General Ledger
Anticipated Improvements or Changes




Slide 111
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
PALM 200 Level 2 Workshop
Overall / General
Anticipated Improvement or Changes








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
PALM 200 Level 2 Workshop
Slide 112
Overall / General - Continued
Anticipated Improvements or Changes




Slide 113
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
PALM 200 Level 2 Workshop
Slide 114
Questions, Thoughts, Comments?
PALM 200 Level 2 Workshop
Slide 115
Questions and Next Steps
PALM 200 Level 2 Workshop
Slide 116
Workshop Survey

Attendees will receive an email with a link to a 12-question survey
related to the workshop
PALM 200 Level 2 Workshop
Slide 117
Workgroup Survey Data
KNOWLEDGE OF THE PROJECT AND
RESPONDENT FREQUENCY USING FLAIR
SUCCESS CONFIDENCE
74 Percent Daily
18%
Strongly Agree
Agree
RESPONDENT
EXPERIENCE USING FLAIR
Neutral
63 Percent More
than 10 Years
55%
PALM 100 Level 2 Workshop
27%
Questionnaire





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
FloridaPALM@myfloridacfo.com
myfloridacfo.com/FloridaPALM