MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
DATE
TIME
LOCATION
Agencies
Represented
February 26, 2016
8:30 – 10:00 a.m.
Highway Safety & Motor Vehicles, Auditorium
AHCA, AST, Auditor General, Citrus, DACS, DCF, DFS, DHSMV, DMA, DMS, DOC, DOH,
DOR, DOT, DVA, FCOR, FDLE, FWC, JAC, Legislature, Lottery
Opening Remarks – Christina Smith, Chair
• The meeting began with the introduction of attendees both on the phone and present at the
Department of Highway Safety and Motor Vehicles (HSMV).
Update: Department of Management Services (DMS)
• Supplier Diversity Exchange: Office of Supplier Diversity – Hue Reynolds
o The Office of Supplier Diversity hosted their first Supplier Diversity Exchange on
February 11 at the University of West Florida Conference Center in Pensacola. Seventy
attendees represented 11 agencies, 17 local or federal entities, and 37 businesses. The
event featured training on governmental procurement processes. The response from
businesses was very positive. The next event is March 22 at the University of North
Florida in Jacksonville. Agencies are strongly encouraged to attend. Additional
information and registration is available online at
http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_os
d/events.
•
Enterprise Rental Vehicle Transition Updates: Division of State Purchasing – Trey Collins
o DMS is currently holding quarterly business review meetings with Enterprise/National
Car Rentals to review over 700 customer comments from the survey. An emphasis is
being placed on improving operations in Tallahassee, including vehicle availability and
customer service. The vendor has been very responsive and is already taking steps to
improve service. Additionally, DMS is working with the vendor to create a state-specific
Emerald Club application that does not require a credit card to be released in the near
future.
To assist with availability issues, agencies are asked to please emphasize to employees
the importance of cancelling reservations if a vehicle is no longer needed. There are no
penalties for cancellation or no-shows, but the sooner the vendor is aware of a
cancellation, the sooner the vehicle can be available for others to rent.
o
Question: Is there a state-only rental site located downtown?
 Answer: Not at this time. DMS is working with the vendor to iron out kinks at
the West College Avenue location. More information will be provided as it
becomes available.
o
Question: How do state employees enroll in the Emerald Club?
 Answer: There is a state-dedicated web portal available for Emerald Club
enrollment at https://partner.rentalcar.com/StateofFlorida/#/. Please note that
online enrollment requires a credit card on the application.
Page 1 of 4
MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
o
Question: Our agency attempted to rent a box truck using the new vendor but were
informed that there are not currently any such trucks available in the Tallahassee area.
Is this correct?
 Answer: Yes, this is correct. Currently, the vendor can make box trucks available
to agencies in Tallahassee for rental if the rental need is greater than two
weeks. The truck would then be brought to Tallahassee from Pensacola,
Jacksonville, or Gainesville. DMS is currently working with the vendor to see if a
truck rental location may be possible in Tallahassee in the future.
o
Question: Is there anything in the contract with the vendor regarding how
Enterprise/National handles personal information (i.e., 3rd parties, spam, robo-calls)?
 Answer: No, not specifically; DMS will research the issue.
o
Question: Are there any plans to extend weekend hours at the Tallahassee rental
locations?
 Answer: DMS is working with the vendor to extend the hours of operation, but it
could take some time. The location on Mahan Drive is open on Sundays.
Update: Department of Financial Services (DFS)
• Division of Treasury – Tanner Collins
o A recommendation for Concentration Account Services has been posted. The team is
recommending a switch from the Bank of America to Wells Fargo (meaning that all
deposits would go through Wells Fargo). Again, no award has been given yet, only a
recommendation. A workshop is being planned for the end of spring to give agencies
updates and more in-depth information.
Should the Concentration Account Services be moved to Wells Fargo, Treasury will work
to facilitate a smooth transition to agencies by providing an initial order of deposit
materials (new deposit slips, stamps, etc.) as well as additional bank information (i.e., a
list of bank locations). Agencies utilizing desktop deposit machines may be able to
continue to use their current machines; more guidance will be provided as information
becomes available.
Treasury is working with the DFS Division of Information Systems to make the transition
process as easy as possible for agencies that interact with CMS. As a first step, Treasury
is asking agencies to go to their receipt section and see if there is anything in the system
that is hardcoded, as hardcoded areas will require more time to transition. Additionally,
an information request will be sent to the agencies in the next few weeks and it is very
important that responses are provided within the allotted timeframe.
o
Question: What is the estimated implementation time frame?
 Answer: Right now the team is still working on the planning phase, though a
tight time frame is likely. Treasury will do their best to facilitate the transition
around Year End as much as possible, and will most likely present a staggered
transition.
Page 2 of 4
MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
o
•
Florida PALM – Julian Gotreaux (see handout for more information)
o The Project recently published two reports to the project website: the Level 2 and
Functional Requirements Review Workshop Summary Report and the Level 2 and
Functional Requirements Review Workshop Survey Summary. The Project has held over
200 collaboration events so far, trying to utilize agency information as much as possible.
The Organizational Change Management (OCM) team has been focused on
collaboration and reports as well as working to revamp the Project website to make it
more user friendly.
o
Question: Is there anything coming up that will require agency action?
 Answer: The Project is working on the ITN and may need information
verification from agencies, but this need will be communicated out well in
advance.
o
Question: Have the requirements for the payroll functionality been established?
 Answer: No. The Project is currently working on developing methods for
incorporating the payroll aspect into the Invitation to Negotiate (ITN).
o
Question: Will there be workgroups for payroll?
 Answer: It is still too early in the process to know for sure, but more will be
communicated out as we move forward.
o
•
Question: Has the Treasury been in contact with DOR regarding this possible change?
 Answer: Treasury has talked with DOR but only in a limited capacity. Until this
week, the Treasury was sequestered regarding the issue.
Question: Is there currently any legislation in process that may impact the Project?
 Answer: There is currently a great deal of proviso and requirements coming
through as well as deadlines. Timelines are being adjusted as needed;
requirements are being added, etc. We do not yet have the full picture, but will
know more as the legislative session wraps up.
Division of Accounting and Auditing – Christina Smith (see handout for more information)
Open Floor
•
Christina Smith - DFS
o The 2016 Statewide Cost Allocation Plan (SWCAP) received approval from the U.S.
Department of Health and Human Services in February. The SWCAP is prepared annually
and identifies central service costs that are reimbursable to the state in accordance with
federal regulations. The plan was sent to agencies via email on February 19.
o The 2015 Comprehensive Annual Financial Report (CAFR) was published February 26,
and is available online at http://myfloridacfo.com/Division/AA/Reports/default.htm.
Page 3 of 4
MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
•
Alexandra Weimorts - DFS
o How do agencies handle their investment/disinvestment of cash? Does the same person
who makes the investment/disinvestment decision also do the actual transaction?
 All agencies present indicated that they have one individual who handles the
entire process and do not view it as an internal control issue.
•
Robin Naitove - DOT
o The federal deadline for the Single Audit Act is getting close, but not all pension
information is available; how should the agency proceed?
 All agencies present agreed that the most important step is to show that due
diligence was taken to gather the information.
Adjourn – 10:00 a.m.
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