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Project Overview
Conversion Activities
o
Expansion Files
o
Payments
o
Receipts
o
Other Files
Post-Conversion Activities
Agency Support
Object Code Conversion Dashboard
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What is the FLAIR Object Code Standardization
Project?

It is the consolidation and standardization of all
revenue and expenditure object codes currently
being used by state agencies.
o
o

Year 1 – Expenditure Object Codes
Year 2 – Revenue Object Codes
This project introduces new Statewide Object
Codes (SWOC) to be used by all state agencies.
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Why is DFS conducting the FLAIR Object Code
Standardization Project?
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To enhance statewide reporting of revenue
and expenditures.
To better position the State for transition to a
new accounting system.
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April 7, 2014 (Completed)
 Provide MFMP with Commodity Code/Object Code Mapping
April 10, 2014 (Completed)
 Conduct Agency Workshop - new codes and project approach
 Publish Draft Statewide Expenditure Object Code list and
Crosswalk
April 17, 2014 (In progress)
 Conduct Agency Workshop - Conversion Approach
May 2, 2014
 FLAIR revokes agency object code add/update access
 DFS implements new process for add/update of object codes
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May 2, 2014
 Agency Impact Statements are due
May 31, 2014
 Publish final Statewide Expenditure Object Code list
October 2014
 New SWOC are available in FLAIR and MFMP
 Agencies begin conversion activities
 Object Code Conversion Dashboard is deployed
May 2015
 FLAIR Object Code Conversion for records not converted by
agencies
 Only new SWOC can be used in MFMP and FLAIR
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Use an approach to easily identify old vs. new codes during
transition
Provide 12 months for agencies to address their business
system impacts
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Minimize impacts to Central and Payroll processing
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Consider 1099 tax reporting requirements
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Create tools to monitor agencies’ progress on conversion
activities
Create a conversion approach that allows for the use of
existing FLAIR transactions and an audit trail
Empower agencies to control their own conversion and
provide DFS support and training to assist agencies
Complete conversion before year end processing
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Affected areas:
 Expansion Files
o
o
Expansion Set Files
Expansion Option Files
 Payments
o
o
o
o
o
Encumbrances Subsidiary Ledger (6S)
Payables Subsidiary Ledger (8S)
Revolving Fund Subsidiary Ledger (7S)
PCard Module
Payments and Journal Transfers (JTs)
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Affected areas:
 Receipts
o
o
Accounts Receivables Subsidiary Ledger (9S)
Cash Receipts & Clearing Fund File (3S)
 Other
o
o
o
o
o
o
Files
Property Pending File
Property Master File
Grant Master File
General Ledger (GL) Master File
Payroll Files
Warrant Processing
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Agencies should:
o
o
Analyze use of object code and category combinations
o
Determine if new Expansion Set Files will be required
o
o
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Determine how object codes are used in current
Expansion Set Files
Update existing or create new Expansion Sets and
Expansion Options manually or via batch upload
Educate staff regarding new SWOC, Set Files, and
Expansion Options
At conversion, DFS will mark set records
containing an Agency Unique Object Code
(AUOC) for deletion
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Agencies should:
o
o
o
o
o
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Begin using new SWOC in all new transactions as
soon as Expansion Files are updated
Review existing records on the Subsidiary Ledgers
Remember to consider records that carry an AUOC
in the Benefitting Object Code field
Identify and update necessary records with old
AUOC to carry new SWOC manually or via batch
update
MFMP guidance will be forthcoming
At conversion, DFS will post TR61s or TR80s
to convert the object code on the record
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
What is the 7S Ledger?
o
Contains a record of each revolving fund
disbursement
o
Records are added using a TR52, TR54, or TR71
o
Records are removed using a TR32 or TR59
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Operating Fund Entries (TR52):
SF
GL Code
7*****
Description
Expenditures
DR
CR
100.00
I/A
I
1
13100
Unexpended GR Release or
100.00
A
2
12200
Released Cash in State Treasury or
100.00
A
8
11200
Cash in Bank
100.00
A
CR
I/A
Revolving Fund Entries:
SF
GL Code
Description
DR
8
16800
Due from State Funds – Revolving Fund
100.00
8
11200
Cash in Bank
A
100.00
A
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If a TR32 is not processed, the record
remains on the 7S File and these entries sit
on the GL Master File
Revolving Fund Entries:
SF
GL Code
Description
DR
8
16800
Due from State Funds – Revolving Fund
100.00
8
11200
Cash in Bank
CR
I/A
A
100.00
A
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Agencies should:
o
o
o
o
o
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Review existing records on 7S Ledger
Review Trial Balance reports for related Operating
and Revolving Fund balances before updating
Delete prior year outstanding items from 7S with
TR59s
Input correcting entries to affected Operating Funds
if necessary on Trial Balance report with TR10s
Reconcile Revolving and Operating Fund balances
At conversion, DFS will post a TR59 to
eliminate any remaining records with AUOC
and the Due From in the revolving fund
DFS will also post a TR58 to re-record the
actual disbursement in the operating fund
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Revolving Fund Subsidiary Ledger Records with Object
Codes Scheduled to be Deleted as of April 14th
OLO
RECORDS
OLO
RECORDS
210000
45
640000
90
220000
2605
650000
13
360000
2
670000
1
420000
2084
680000
60
430000
408
700000
104
450000
7538
710000
16483
480000
36
720000
55
489000
58
760000
177
550000
3
770000
8
570000
7
790000
0
600000
15
800000
4
620000
6
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Agencies should:
o
o
o
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Begin using SWOC on all charge distributions
Educate cardholders and approvers regarding use
of new SWOC
Monitor use of object codes in distributions
At conversion, DFS will convert any AUOC on
distributions pending Level 8 approval
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Agencies should:
o
Process disbursements & JT transactions with SWOC
o
Discontinue using AUOC
o
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Monitor daily transaction reports for payments & JTs
posted with AUOC
DFS will work with agencies who want to
convert early on the posting of pending
payments
At conversion, DFS will post payments in the
same manner as year-end processing and
cut-off dates for voucher processing will apply
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Agencies should:
o
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Identify records for current year
expenditure refunds carrying AUOC on
record
o
Update necessary records to carry new SWOC
o
Delete records no longer needed
At conversion, DFS will post TR90s or
TR91s to convert the object code on the
record
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What is a Clearing Fund?
o
o
o
o
o
An account at a financial institution outside of the State
Treasury
Agencies use a clearing fund when there are no local
branches of the Treasury bank nearby
Funds are deposited to the clearing fund until they can be
transferred to the State Treasury and recorded with a TR31
“Clear the Clearing Fund Process” (CP) records the transfer
of funds to the State Treasury
Agencies should transfers funds to the State Treasury and
use the CP process before conversion
 At conversion, DFS will post TR31s to convert
the object code on the record
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For Cash Receipts, agencies should:
o
o
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Monitor use of AUOC in current year
expenditure refund cash receipt transactions
Consider the processing time involved from
deposit to budget restoration
At conversion, DFS will delete the entire
deposit if any lines contain an AUOC and
post TR79s for those lines only
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Agencies should:
o
Monitor and clear Property Pending File
regularly
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o
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Input correcting information to move to Property
Master File
Delete unnecessary records
Clear Property Pending records before
conversion of the Property Master File
At conversion, DFS will delete any
remaining records with AUOC
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Property Pending Records with Object Codes
Scheduled to be Deleted as of April 14th
OLO
110000
210000
220000
310000
360000
370000
400000
410000
420000
430000
450000
470000
480000
550000
RECORDS
717
2205
19
1
1
61
13
260
23
2
58
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2625
OLO
600000
620000
640000
650000
670000
700000
710000
720000
730000
760000
770000
790000
800000
RECORDS
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161
2
135
95
111
3
33
4
273
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3
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Agencies should:
o
o
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Consider that many, but not all Property Master
records carry object code
Monitor property reports for records that contain
AUOC
o
Process all property transactions (TR16) with SWOC
o
Update affected records to carry SWOC
At conversion, DFS will convert the object
code on the record
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Property Master Records with Object Codes
Scheduled to be Deleted as of April 17th
OLO
RECORDS
OLO
RECORDS
110000
17191
610000
679
210000
1
620000
1593
220000
2294
640000
1635
310000
28
670000
3427
360000
554
700000
16674
370000
4076
710000
2486
410000
3499
720000
257
420000
672
729700
267
430000
5046
730000
8257
450000
916
760000
27309
480000
1343
770000
21215
500000
1155
780000
1
550000
31241
790000
839
570000
54
800000
580
600000
16739
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Agencies should:
o
o
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Consider how the Pay Data File (File 0013) or
Salary Detail report is used
Determine impact of object code changes for
recording payroll/labor distribution
Payroll files will carry the SWOC beginning in
October 2014
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Agencies should:
o
Consider Master Files as last step
o
Determine staff responsible for updates to Master Files
o
Analyze extracts of agency’s Master Files
o
Identify records with AUOC and YTD or LTD balances
o
Reverse YTD or LTD balances with AUOC (TR10 or TR11)
o
Post YTD or LTD balances with SWOC
o
Verify the Trial Balance report stays in balance
DFS will provide assistance in converting records
with old codes no longer titled
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Agencies should:
o
o
o
Ensure that new SWOC object codes are added
to appropriate sets
Create sets to ensure SWOC are available for
use in transactions
Create Expansion Options to use new set
indicators
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Agencies should:
o
o
Be aware of any changes to records in the
Encumbrances (6S), Payables (8S), or
Receivables (9S) Ledgers
Review operating fund and revolving fund
balances to determine if correcting entries are
necessary for records deleted from the
Revolving Fund (7S) Ledger
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Agencies should:
o
o
Determine if correcting entries are needed for
deleted deposits containing current year
expenditure refund detail lines
Reprocess deleted deposits with new SWOC
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Agencies should:
o
o
o
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Monitor vouchers for posting status
Monitor Batch Error report for instances where
the automated TR58 was unable to post in FLAIR
Input correcting entries for deleted voucher
where the TR58 did not post
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Agencies should:
o
o
o
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Identify deleted records from Property Pending File
Determine if records need to be input with new
SWOC
Process correcting entries for necessary records
(TR16)
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Agencies should:
o
Review Grant and GL Master File reports
o
Verify Trial Balance report is still in balance
o
Continue to clean up old records
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Agencies should:
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o
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Monitor any current year warrant cancellations
for use of AUOC
Process correcting entries with new SWOC for
cancellations (TR58)
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Training specific to conversion activities:
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o
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Expansion Set Files
Subsidiary Legers
Master Files
Training format:
o
o
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o
On-line tutorials
Webinars
Workshops
Classroom
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Begin planning and analysis now
If possible, choose a conversion date that best fits
your agency’s needs and timetable
Create Crosswalk as soon as possible for staff use
Inactivate records in Set Files to limit use
Reduce manual input by utilizing batch uploads
Remember that other fields are available on the
Master File records for reporting needs
o
o
o
o
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o
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External Object Code
External Category
External General Ledger
Other Cost Accumulator (OCA)
Grant Number
Project Number
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
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DFS is developing new reports to identify
records that need to be converted in FLAIR
These reports will be utilized for tracking
progress on a Dashboard
The progress in each category will be scored
as follows:
Red – If 75% or greater of the records have the old
object code
o Yellow – If 0.01% to 74% of the records have the old
object code
o Green – If 0 records have the old object code
o
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 14 Reports planned for the Dashboard at this time:
◦ Expansion Set File
◦ FLAIR Encumbrances
◦ MFMP Encumbrances
◦ Accounts Payable File
◦ CY Revolving Funds File
◦ PY Revolving Funds File
◦ PCard Distributions
◦ Accounts Receivable File
◦ Unprocessed Deposits
◦ Un-cleared Clearing Funds
◦ Property Pending File
◦ Property Master File
◦ Grant Master File
◦ General Ledger Master File
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Statewide Object Code Definitions - need to collect
definitions from agencies and finalize. Agencies email
assigned definitions to the Project’s email address
(Due May 2)
Impact Statements - Agencies can submit statements
requesting additional object codes and concerns with
making changes to your business systems in the
proposed timelines (Due May 2nd)
Review Draft Object Code Conversion Dashboard –
Agencies can email questions/comments to the Project’s
email address
(target completion date of May 31)
Review Draft Object Code Conversion Guide – Agencies can
email questions/comments to the Project’s email address
(target completion date of June 30)
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Crosswalk - need to finalize the approach for
delivering a tool to agencies
(target completion date of May 31)
Statewide Object Codes List – finalize list of statewide
expenditure object codes with definitions
(target completion date of May 31)
Reporting /Dashboard Workshop– Conduct a
Workshop to discuss Reporting Impacts
(target completion date of June 30)
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 Project
website:
http://myfloridacfo.com/Division/AA/ObjectCodeStand
ardizationProject.htm

The following Project Documents have been
posted:
o Draft Object Code Conversion Guide
o Draft Object Code Conversion Dashboard
 Project
email address:
ObjectCodeProject@myfloridacfo.com
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