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Project Update
Outstanding Items
o MFMP Conversion Approach
o DFS Payroll/ People First Conversion Approach
o Agency Crosswalk
o Agency Conversion Dashboard
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Reporting
o FLAIR Standard Reporting
o Information Warehouse
o New Schedule of Allotment Balances (SAB) Report
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Next Steps
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Project Updates
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In April, DFS requested agency impact statements
regarding the draft object code list and project
timelines:
o 31 Agencies submitted 42 Impact Statements
o 420 requests for new codes (135 approved)
o Reporting and changes to business systems were
identified as concerns
DFS responded to all impact statements on July 3
 Agency Impact Statements and Responses can be
found at:
http://www.myfloridacfo.com/division/AA/Agen
cyImpactStmts.htm
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Agency Addressed Memo #10 was released on
September 9, 2014 announcing the final list
The new Statewide Object Codes list has 628
object codes
The following documents can be accessed on the
project website:
o Final Statewide Object Code List (clean version)
o Final Statewide Object Code List (tracked changes)
o Summary of changes at the 4 digit level
http://www.myfloridacfo.com/division/AA/Object
CodeProjectDocs.htm
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221 programs are being modified in FLAIR in
the following areas:
o Departmental
o Central
o Payroll
o Information Warehouse (IW)
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User acceptance testing (UAT) is underway on
changes needed to load new codes
THIS MEANS new codes will not be ready to
load until January 2015
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Outstanding Items:
MFMP Conversion Approach
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MFMP will be working with DFS to support
agencies with the object code conversion
Agencies can process change orders to update
object codes on MFMP encumbrances
o Customers with the “CO No Workflow” group may
process a change order to edit object codes
without re-generating the requisition approval
flow
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During an agency’s final conversion, MFMP and
DFS will coordinate the conversion of remaining
MFMP Encumbered POs with agency unique object
codes
DFS will provide a file of converted encumbrances
to MFMP, including:
o Encumbrance number
o Encumbrance line number
o Agency unique code
o “New” statewide object code (SWOC)
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MFMP will use this file to update the associated
POs, during planned MFMP downtime, to ensure
that MFMP and FLAIR are kept in sync
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DFS will provide MFMP with a new commodity
code (CC) to SWOC crosswalk in January 2015
Any PRs created after the new CC crosswalk is
loaded will default to SWOC
PRs in ‘Composing’ or ‘Submitted’ status will
not be converted
The “PRs in Submitted Status” report is
available to assist agencies in reviewing PRs
that may contain old codes
After an agency’s conversion, encumbered
requisitions with an old object code will fail
FLAIR integration if submitted
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Invoice Reconciliations (IRs) will not be
converted
The “IR Last Approver” report is available to
assist agencies in approving all pending
invoices prior to conversion
Prior to your agency’s conversion, there will be
a drop-dead date to submit IRs to the DFS
auditors (similar to year-end processing)
After an agency’s conversion, IRs with an old
object code will fail FLAIR integration; the PO
and IR should be reviewed and corrected
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When MFMP performs the conversion, a file will
be sent to FACTS updating the converted POs
Any change orders processed by an agency will
continue to be submitted to FACTS for
updating
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Outstanding Items:
DFS Payroll
Project Approach
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Payroll has the fewest modifications
Payroll uses appointment status to determine the
object code
The proposed approach is to implement all of the
changes at once (no dual codes used) as soon as
the new codes are loaded
The return data on the F0013 (Pay Data) file will
only contain new SWOC on the same date;
agencies should be prepared to accept the file by
January 2015
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Old Code
Old Description
New
Code
New Description
1230, 1260
Board Members and
Part-time Academic
Employment
1210
OPS Overtime
2648
Class C Meal Allowance Training
2640
Travel – Class C Meal
Allowance
2810
Qualified Moving
Payments to Third Parties
1360
Moving Expenses – Third
Party – Qualified
2830
Nonqualified Moving
Payments to Third Parties
1361
Moving Expenses – Third
Party – Non Qualified
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Old Code
Old Description
New Code
New Description
4260, 4270, 4280,
4290
Pensions and
Benefits
4210
Benefits and
Claims
4987
Bonus to Employee
4980
Awards/Bonus –
State Employees
8990
Other NonOperating
8991
Other
Expenditures –
Non-Operating
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Payments made during FY 2013/14 to existing
object codes projected to change, from a total of
3,060,258 transactions
CURRENT CODE
PAYMENTS
CURRENT CODE
PAYMENTS
1230
613
4270
0
1260
0
4280
277
2648
0
4290
0
2810
0
4987
0
2830
0
8990
0
4260
0
TOTAL
890
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Code use:
Old Object Code Agency Use
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1230
Department of Health
Department of Citrus
Department of Financial Services
Commission on Offender Review
4280
Department of Management Services
DFS has contacted the Directors of
Administrative Services in these agencies to
understand any concerns with the timing of the
payroll implementation
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Outstanding Items:
DMS People First
Project Approach
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F0001 (PF Payroll Input File to FLAIR)
o DFS uses custom logic to populate state standard
object codes
o DFS will map to the new SWOC during the payroll
process; PF will not make any updates
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Salary Detail Files (FLAIR Payroll Output File to
PF)
o New object codes will be sent back to PF and
loaded in the data warehouse as received
o Files from PF to agencies will include the data from
DFS with no changes
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Outstanding Items:
Object Code Crosswalk
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For final conversion, agencies must provide a
crosswalk to DFS in order to convert
Departmental FLAIR files
Crosswalks must be established by:
o Manual load through FLAIR Title File Mini Menu
o Batch load (standard batch format or Excel)
• The “Object Crosswalk Batch Add\Delete” file layout
can be accessed from the Auxiliary Batch File layouts
listing:
http://www.myfloridacfo.com/dishelpdesk/flair/
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The agency crosswalk will identify the SWOC
that will replace each agency unique object
code
Optionally, agencies may further delineate the
SWOC with these four additional agency unique
fields:
o Other Cost Accumulator
o External Category
o External Object Code
o External General Ledger
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An agency’s crosswalk will be locked before
their final conversion
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Reporting:
Object Code Standardization
Project Monitoring
(Dashboard)
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DFS is developing a dashboard to track
Agencies’ progress with converting records
Dashboard will go-live in January 2015 and
be updated monthly
The conversion on each record file will be
evaluated as follows:
o Formula: (Old Code Record Count / Total Active
Record Count) X 100
o Highlighting:
 Green = 0% old codes
 Yellow = 0.01 – 74.99% old codes
 Red = 75 – 100% old codes
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17 Files Being Monitored:
Expansion Set
Revolving Funds – Current Year
Encumbrances – FLAIR
Revolving Funds – Prior Years
Encumbrances – MFMP
GL Master File
Accounts Payable
Grant Master File
Accounts Receivable
PCard Distributions
Property Pending
All Open Orders (from MFMP)
Property Master
PRs in Submitted Status (from MFMP)
Un-Processed Cash Receipt Deposits
IR Last Approver (from MFMP)
Un-Cleared Clearing Fund Deposits
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Summary Tab
Expansion Set
Encumbrance - Encumbrance MFMP
FLAIR
Accounts
Payable
% OLD
CODES
% OLD
CODES
% OLD
CODES
% OLD
CODES
Agency A
1.7
.1
.4
100.0
Agency B
.8
100.0
100.0
100.0
AGENCY
Details Tab
AGENCY
TOTAL
ACTIVE
RECS
Expansion Set
OLD
OBJECT
CODES
% OLD
CODES
Agency A
8470
141
1.7
Agency B
725
6
.8
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Monthly spreadsheets will feed the dashboard
 The spreadsheets will be available by OLO on
the IW web page
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Agencies may run reports at any time to monitor
progress
To get current information from MFMP, visit the
MFMP report portal at: http://dms-purchasingftp.state.fl.us/xx00/
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Reports will be available after an agency’s
conversion to identify deleted records from the
Property Pending, Expansion Set, & Cash
Receipts Files
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Reporting:
FLAIR Standard Reporting
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Standard reports display Departmental FLAIR data
and are located in library N000STD
o Request from the FLAIR Report Scheduling Mini Menu
(RP)
• Immediate Reports
• Recurring Reports
o Can be run with parameters (varies by report)
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Access granted by Agency’s FLAIR Access Control
Custodian
Report distribution:
o User can select a printer defined in the FLAIR network, or
o Send to a RDS library by inputting a RDS Form ID
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A list of FLAIR Standard Reports containing
object codes can be found at:
http://myfloridacfo.com/Division/AA/FLAIRDe
partmentalStandardReports.pdf
At this time DFS has not modified any FLAIR
Standard Reports to include the OCA, External
Category, External GL, and External Object
Code
We encourage agencies to use the IW for
reporting needs
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Agencies can request DFS to modify
Departmental FLAIR Standard Reports to include
the additional fields
To request changes to FLAIR standard reports,
complete the survey at:
https://www.surveymonkey.com/s/StandardRep
ortsSurvey
Complete the survey by October 2, 2014
Requests will be reviewed to determine if
modifications are necessary
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Look at the listing of reports on the website
Multiple users from an Agency may submit
responses
Survey may be saved and updated or finished
at a later time, until October 2nd
o Saved by IP address; update using same
computer
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Reporting:
Information Warehouse (IW)
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Web based application where agencies can:
o Run existing IW reports
o Create their own queries from the IW tables
o Create queries joining information from multiple
IW tables
Request access through the DFS Helpdesk
 Report distribution:
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o User can share report with other MRE users in the
same domain,
o Email to recipients,
o Send to printers, or
o Save to FTP servers
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Web based application where agencies run
developed reports, examples include:
o Schedule of Allotment Balances (SAB)
o Trial Balances
o FLAIR Budget Reconciliation
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Access granted by Agency’s RACF Administrator
o Some reports require RACF ID and password; others
do not
o https://flair.dbf.state.fl.us/iwpapps/iwhome.shtml
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Report distribution:
o User can view reports online,
o Send to printer, or
o Download to Excel and/or PDF
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A crosswalk table will be available in the IW for
reporting
Users will have query access to the crosswalk
table data
Crosswalk data will be sent daily through
overnight processing to the IW when Agencies
begin crosswalk input into FLAIR
Data will not change after an Agency’s
crosswalk is locked for conversion
Training will be provided
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Reporting:
SAB Report in the
Information Warehouse
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Other Cost Accumulator (OCA) field is already on
the IW SAB report
Additional fields will be added to the IW SAB
report:
o External Category
o External General Ledger
o External Object Code
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The additional fields are currently on the
transaction history table (TRNHIST) and can be
used in any query written by IW users
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Four step process using tabs
Summary tab allows for the
input of the time period and
summary level
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Criteria tab allows for narrowing
down search
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Grouping tab allows for the rollup
of the totals to be selected if
default is not wanted
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Must “run” on the Report tab
Report tab allows for the
output type to be selected
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Next Steps
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October 2, 2014 - Agencies should complete
the survey on Standard Reports
January 2015 - Training opportunities will be
published
January 2015 - New SWOC will be loaded in
FLAIR
Spring 2015 - Potential Workshop on
Conversion
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