March 18, 2015
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 Statewide
Object Code Conversion
Updates
 Conversion Approach
 DEO Activities and Lessons Learned
 MyFloridaMarketPlace
 Next
Steps
Conversion
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Statewide Object Code
Conversion Updates
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 Conversion
Activities
 Object codes were loaded successfully in Title
Files on February 2
 Crosswalks
 As of February 23rd, 10 agencies had input
crosswalk data in FLAIR
 Set
Files
 28 agencies have added statewide object codes
(SWOCs) in Agency Expansion Set Files
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
Statewide average of agency unique object codes
(AUOCs) remaining in agency FLAIR files as of
March 4, 2015:
Expansion Set
59.4%
Encumbrance-FLAIR
44.5%
Encumbrance-MFMP
41.0%
Accounts Payable
24.7%
Revolving Fund and
Prior Years - 50.1%
Accounts Receivable
10.3%
Cash Receipts-Clearing
Funds - 2.5%
Property Pending
28.5%
Property Master
44.4%
Grant Master
40.7%
GL Master
52.4%
PCard Distribution
52.6%
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31 agencies have completed online training
modules
 383 individuals registered for training
 93% participants surveyed found online
training modules useful
 Total modules completed by topic:

Overview Disbursements Expenditure Revolving
(4 Modules)
(4 Modules)
Refunds
Fund
912
298
(3 Modules)
(1 Module)
50
12
Property
(1 Module)
28
Master
Files
(1 Module)
22
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 Recent
Updates and Revisions
 AA Memo #22 (2014-2015) – Revised Statewide
Expenditure Object Code List
 AA Memo #26 (2014-2015) – Revised Statewide
Expenditure Object Code List and Tax Reportable
Requirements
 AA Memo #27 (2014-2015) – MFMP Commodity To
Object Code Crosswalk
 AA Memo #30 (2014-2015) – Object Code
Standardization Project Conversion Window Request
Notification
 AA Memo #31 (2014-2015) - Request to Add or
Update Statewide Expenditure Object Codes
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 Complete
Object Code Add or Request Form
(DFS-A1-2145) to request an update or add
to SWOC list to include:
 New SWOC request
 Propose change to definition, title, or Form 1099
 Form location:
http://www.myfloridacfo.com/Division/AA/Forms/DF
S-A1-2145-ObjectCodeAdd-UpdateRequest2.pdf
 Request
must be certified by the agency’s
chief fiscal officer or equivalent
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 Email
completed form to:
newaccountcode@myfloridacfo.com
Requests are routed to Accounting and
Auditing and Division of Information Systems
within DFS to evaluate for possible impacts
 Once approved, agency addressed
memorandum will be sent notifying the
agencies of the change

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 Create
 Add
an agency crosswalk - required
SWOCs to Expansion Set Files – required
 Educate
 Month
staff about conversion – required
must be closed prior to conversion required
 Expenditure
object codes scheduled for
deletion will be marked for deletion prior to
agency conversion
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 Monitor
Conversion Readiness
Dashboard reports and update Subsidiary
Records as appropriate
 Begin
using SWOC in transactions
 Process
all outstanding expenditure
payments (includes journal transfers) and
expenditure refund receipts
 DFS
will assist in clearing all pending
vouchers submitted 5 days prior to
conversion
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 All
required pre-conversion activities must
be complete
 Agency crosswalk must be submitted to DFS
by noon or input into FLAIR no later than
5:00 pm
 AUOC titles and expansion set records with
AUOCs will be marked for deletion during
overnight processing
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



Crosswalks will be locked
AUOCs marked for deletion are no longer
available for use
DFS contingency crosswalk will be used if AUOC
is not included on agency crosswalk
FLAIR will be available for agency transaction
processing during conversion
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


Lines with Final Payment Indicator (FPI) = C or blank,
will be converted
Lines marked with D (Deleted) or F (Final Payment) in
FPI field will not be converted
Lines with AUOCs or state standard object codes
marked for deletion will be converted to the
equivalent SWOC
 Includes expenditure object code and benefitting object code


Program will generate TR61s or TR80s
All transactions will be posted to the History and GL
Master Files
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Vouchers with any detail lines containing
AUOCs or state standard object codes marked
for deletion will be deleted with a TR59
 Records with no indicator (blank) in RVI field
will be converted
 TR58s will be created to offset the Operating
Fund
 All transactions will be posted to the History
and GL Master Files

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 PCard
Distribution records with AUOCs and
state standard object codes marked for deletion
not approved by Level 8 (Fiscal Office) approver
will be converted to SWOCs
 Agencies can process charges as usual
after conversion
 No post conversion report will be available for
converted records
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 Lines
with AUOCs and state standard object
codes marked for deletion will be converted to
SWOCs
 TR90s or TR91s will be generated
 All transactions will be posted to the History
and GL Master Files
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 Deposits
with detail lines containing AUOCs
or state standard object codes marked for
deletion not yet cleared will be converted
 TR31s will be generated
 All transactions will be posted to the History
and GL Master Files
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Unverified deposits with any detail lines
containing AUOCs and state standard object
codes marked for deletion will be deleted
 Lines containing AUOCs will be reversed with
TR79
 Lines containing revenue object codes will need
to be reversed by agency
 All transactions will be posted to the History
and GL Master Files

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 DFS
will provide MFMP with Conversion Files
 Once the conversion for an OLO is complete in
FLAIR, a file of converted encumbrances will be
provided to MFMP
 MFMP purchase orders will be updated with the
same object code, OCA, or external codes that
are on the FLAIR record
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 Property
Master File
 Property
Pending File
 Records with AUOC will be converted
 AUOC will be replaced with the SWOC from
agency crosswalk
 No transactions will be generated
 Property history records will reflect the change
 Records with AUOCs or state standard object
codes marked for deletion will be deleted
 There will be a post-conversion report available
on the IW website
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 Departmental
FLAIR conversion program will
identify all Grant Master File records that
have AUOCs and state standard object codes
marked for deletion will be converted to
SWOCs
 Must have a non-zero balance in the YTD or
LTD fields
 A TR10 (General Accounting) will be created
to adjust the LTD and YTD balances
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A TR11 (Master File LTD Adjustments) will be
created to adjust the remaining LTD balance
 Any records found during conversion with an
object code not included in the agency
crosswalk will be converted to a default
statewide object code


Rows with old object codes will continue to
have balances into Fiscal Year 2016 until
purged from FLAIR
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Departmental FLAIR conversion program will
identify all GL Master File records that have
AUOCs or state standard object codes marked
for deletion will be converted to SWOCs
 Must have non-zero balance in the YTD or
LTD fields
 A TR10 (General Accounting) will be created to
adjust YTD balances on the original GL Master
File record

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


If a record has LTD balance not equal to the YTD
balance, a TR11 (Master File LTD Adjustments) will
be created to adjust the LTD balances the statewide
object code according to the agency crosswalk
Any records found during conversion with an object
code not included in the agency crosswalk will be
converted to a default statewide object code
Rows with old object codes will continue to have
balances into Fiscal Year 2016 until purged from
FLAIR
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 The
conversion program will make some
corrections for you
 TR59/TR58 for Revolving Funds deleted
 TR10 and TR11 for LTD and/or YTD balances
 TR79 for Unprocessed Cash Receipt records
 See
DFS trainings and Conversion Guide for
guidance regarding how to correct deleted
transactions
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 Reports
available to monitor conversion:
 Daily transaction files will display current and
conversion transactions. Users can isolate
transactions with the following FLAIR Terminal IDs:
OBCV (Generated Transactions)
DLOB (Deleted Object Code Titles)
 Encumbrance Subsidiary File
 Accounts Payable Subsidiary File
 Aged Accounts Receivable Report
 Property Master File
 Property History Report
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
The following post conversion reports will be
provided by DFS on the Information Warehouse
webpage for deleted records:
 Deleted Property Pending Report
 Deleted Unprocessed Deposits Report
 Deleted Revolving Fund Report
 Separate
Encumbrance and Accounts Payable
report for converted records with “C” (Closed)
in FPI field
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 DFS
will provide four conversion windows with
the first to begin April 22nd
 Conversion is a three day process (Wed.–Fri.)
 Conversion windows will be scheduled every
other week
 DFS will post the conversion schedule on the
project website
 See AA Memo #30, 2014-2015, Object Code
Standardization Project Conversion Window
Request Notification
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 Agency
Crosswalk
 Expansion Set Files
 Agency staff communication and training
 Encumbrance Records
 FLAIR Encumbrances
 MFMP Encumbrances
 YTD
Balances
 AUOCs marked for deletion
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Built and loaded agency crosswalk into FLAIR
 Updated all Set Files
 Agency staff were notified of update
 Copy of crosswalk was loaded on agency’s
intranet site as a reference

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
Converted all encumbrance records
 MFMP encumbrances updated; matched original
commodity code to the crosswalk of the new SWOC
 Monitored pending PCard items; updated new items
as they reached status 8
 Notified staff of lower PCard approval level to
prepare for resolution of errors

Inactivated set records containing old codes
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
Reversed all YTD transactions
 Codes made obsolete by project and reposting
them using new values in the crosswalk
 All YTD balances on Master Files in obsolete codes
now zero
 Adjustments to prior year balances will be handled
through conversion process

Requesting original AUOCs become inactive
after last of internal adjustments are made
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
All transactions were built on one large file
 Lesson learned; if built on smaller files various
issues could be addressed away from larger file
Records with inactive vendors
Records with inactive grants/contracts
Records which were deposited with no vendor

Main future challenge: training and
monitoring staff using new SWOCs
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MyFloridaMarketPlace
(MFMP) Conversion
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

MFMP will update the Commodity Code to
Object Code mapping on the evening of
March 19, 2015
Implementation of this mapping may impact
customers creating or changing requisitions
 Requisition line items created before March 19th will
default to the current mappings
 Requisition line items created after the mapping
has been implemented will default to the new SWOC
 If the agency Set File has not been established,
requester will receive an error message on the
accounting details page
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


MFMP will work with DFS to support agencies with
the object code conversion
MFMP data including encumbered and
unencumbered purchase orders (POs) with AUOCs
are included in the Conversion
Manual updates to MFMP POs can be completed by
initiating a change order and updating the object
code
 MFMP users with the CO No Workflow permission can
update the object code field without re-generating
the PO approval flow
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
MFMP will coordinate with DFS to convert the
remaining encumbered MFMP POs with agency
unique object codes
 DFS will provide a file of converted “A”
encumbrances to MFMP, including:
 Encumbrance Number
 OCA
 Encumbrance Line Number
 External Category
 AUOC
 External Object
 “New” SWOC
 External General Ledger
MFMP will use this file to update the associated POs
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To further assist agencies in their conversion,
MFMP has identified a way to support agencies
with a large number of unencumbered POs
At the agency’s request, MFMP will update the AUOCs
to the “new” SWOCs on unencumbered POs, based on a
provided mapping for all POs (and associated
requisitions) with an Ordered Date within the current
fiscal year
The only field that can be systematically converted
through this option is object code; other fields like
OCA, External Category, External Object and External
GL can not be updated through this conversion
This will only update the object code within MFMP since
unencumbered orders have no associated FLAIR
encumbrance
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To participate in the conversion of unencumbered
POs, the agency Purchasing or F&A Director must
send an email to the MFMP Inbox,
MyFloridaMarketPlace@dms.myflorida.com,
requesting MFMP convert these files and
providing the required mapping
Updates will be made during the same planned
MFMP downtime used to convert encumbered POs
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 To
monitor agency POs:
 To
monitor Invoice Reconciliations (IRs):
 Use the “All Open Orders Current FY” report to
determine which orders will be converted
(encumbered PO numbers begin with “A”)
 Use the “IR Last Approver” report to review all pending
invoice reconciliations prior to conversion
 DFS will establish a cut-off date to have IRs to DFS
Auditors prior to conversion, similar to year-end
processing
 Object codes can be changed by the Exception
Handler or the Invoice Manager
 IRs are not being systematically converted
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 To
monitor Requisitions (PRs) in “Composing”
or “Submitted” status:
 Use the “PRs in Submitted Status” to review PRs
that may contain agency unique object codes
 A change to the object code can be made by
anyone in the approval flow
 Requisitions that have not yet issued purchase
orders are not being systematically converted
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 To
monitor agency requisitions for next
fiscal year:
 Use the “All Open Orders with Delay Purchase
Until” to review the PR status and determine what
PRs have agency unique object codes that need
updating
 PRs in “Submitted” status can be updated by
anyone in the approval flow
 PRs in “Approved” status need to be withdrawn by
the requester, corrected and resubmitted; these
will route back through the approval flow
 Requisitions that have not yet issued POs are not
being systematically converted
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
What will be converted:
 All POs (and associated requisitions) encumbered by
MFMP with an “A” encumbrance prefix
 Upon request, all unencumbered POs (and associated
requisitions) with an Ordered Date within the current
fiscal year (POs that begin with PO, C, or MA)

What will NOT be converted:
 Invoice Reconciliations
 Requisitions that have not become POs, including those
that have a Delay Purchase Until date of July 1st

MFMP will not delete any requisition or order as
part of this conversion
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MFMP has created several Job Aids specific to
the DFS Object Code Project to assist
customers with the conversion process
 The topics include:






All Open Orders
PRs in Submitted status
Change Orders
IR Last Approver
Commodity Code to Object Code mapping
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Next Steps
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Date
March 27, 2015
April 3, 2015
April 22, 2015
June 5, 2015
Activity
Deadline for conversion
date request
Publish final conversion
schedule
Agency conversion
begins
Agency conversion
completed
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Resources
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Object Code Standardization Project:
www.myfloridacfo.com/Division/AA/ObjectCodeProjectDocs.htm
Object Code Conversion Dashboard:
www.myfloridacfo.com/Division/AA/ObjectCodeDashboard.xlsx
Conversion Guide:
http://www.myfloridacfo.com/Division/AA/ObjectCodeConversi
onGuideDraft04-16-14-postedforworkshop.pdf
Object Code Crosswalk Batch Upload Format and
Requirements:
http://www.myfloridacfo.com/Dishelpdesk/FLAIR/FileLayoutDis
play.asp?myGUID=%7B877848E6-8A68-4B17-938F626361702518%7D
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Object Code Standardization Project: Re-titled
Object Codes:
www.myfloridacfo.com/Division/AA/ObjectCodeRetitling
v3.xlsx
Information Warehouse:
https://flair.dbf.state.fl.us/iwpapps/iwhome.shtml
Handouts:
http://www.myfloridacfo.com/Division/AA/ObjectCode
Meetings.htm#.VL_5_9LF_as
MyFloridaMarketPlace Projects Page:
http://www.dms.myflorida.com/mfmp/projects
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Object Code Project Questions
Objectcodeproject@myfloridacfo.com
MyFloridaMarketPlace Buyers Help
buyerhelp@myfloridamarketplace.com
New Object Code Request or Updates
newaccountcode@myfloridacfo.com
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