MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
DATE
TIME
LOCATION
Agencies
Represented
January 29, 2016
8:30 – 10:15 a.m.
Highway Safety & Motor Vehicles, Auditorium
DMS, DACS, Lottery, DJJ, FSDB, FDLE, Citrus, DOH, Legal Services, AHCA, DOC,
DVA, DEP, EOG, State Courts, Auditor General, DOT, DOS, AST, DOR, DHSMV,
DMA, DFS
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)
• New Director, Division of State Group Insurance – Darren Brooks
o Deputy Secretary Darren Brooks introduced Tami Fillyaw as the new DMS Director of
Division of State Group Insurance.
•
My Healthy Turnaround Program Pilot – Tami Fillyaw
o DMS is working with Florida Blue, Capital Health Plan, and Solera Health to pilot the My
Healthy Turnaround program, a diabetes wellness program focused on exercise,
wellness, and nutrition. The project is anticipated to launch in February. It is a free
12-month program open to 200 pre-diabetic state employee volunteers and their
dependents age 18 and older. A communications kit with more details will be sent to
agencies in the next month.
•
Office of Supplier Diversity Updates – Hue Reynolds
o The Office of Supplier Diversity is hosting several regional Supplier Diversity Exchange
events (formerly known as The Matchmakers) with vendors to provide a networking and
educational opportunity for business owners and procurement professionals in the
public sector. The events are free and Florida-based woman, veteran, and minority small
business owners are encouraged to attend.
The first 2016 event will be held February 11 at the University of West Florida
Conference Center in Pensacola. March 22, the Exchange will be at the University of
North Florida in Jacksonville. A Tallahassee date is currently in the works. Additional
information and registration is available online at
http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_os
d/events.
Update: Department of Financial Services (DFS)
• Florida PALM – Angie Robertson (see handout for more information)
o The Project recently published the Level 2 Workgroup and Workshop Summary Reports
as well as Survey Summary Reports to the Project website. The Project accepted BPS18
– Requirements Traceability Matrix Tools, and processed Decision 87 which includes
requirements for current FLAIR payroll functionality in the ITN solicitation. For more
information regarding the project, please see the Florida PALM handout.
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
o
Question: What is the next big resource need from the agencies?
 Answer: For now, there is minimal resource need from the agencies. However, if
a need does arise the Project will give agencies ample advanced notice.
•
Bureau of Financial Reporting – Christina Smith (see handout for more information)
o The Bureau of Financial Reporting (BFR) released a Request for Proposals for a new debt
collection contract; the current contract expires in May 2016. Agencies will be able to
choose from multiple collection agencies for services and will not be required to select a
second placement of accounts. BFR will host a vendor fair to introduce agencies with
the new, approved collection agencies. A recurring Debt Collection Forum is also
planned and will include training for agency personnel. Agencies are asked to begin
taking steps to prepare for the transition, including a monthly review and reconciliation
of account inventory and a review of accounts that exceed applicable statutes of
limitations requiring write-offs.
•
Bureau of State Payrolls – Christina Smith (see handout for more information)
o Agencies were reminded that their completed State Agency Payroll Compliance
Checklists (Form # DFS-A3-2166) were due to the Bureau of State Payrolls by the end of
the day.
o Enrollment in electronic delivery of W-2s is up from 36% in 2011 to over 62% in 2015.
See the 2015 W2 Totals by Agency handout for a breakdown by agency. Enrollment for
electronic delivery of employee’s 2016 W-2s is now available through the State of
Florida Employees’ Information Center at
https://apps.fldfs.com/EIC/EmployeeInfoCenter.
•
Bureau of Vendor Relations – Christina Smith
o DFS reissued 1,064 Form 1099s, which required correction due to a programming error,
to reflect the omission of payments made for medical services and attorney’s fees/gross
proceeds.
•
Legislative Tracking – Christina Smith
o In House Bill (HB) 651/Senate Bill (SB) 992, DFS has included an increase to the audit
threshold in the Florida Single Audit Act, bringing the audit threshold to $750,000 – the
same amount as the Federal Single Audit Act. The threshold change is also included in a
“Government Accountability” bill, HB593/SB686.
o HB707/SB582, Public Corruption, looks to expand the applicability of offences in Chapter
838, Florida Statutes, to officers and employees of a public entity created or authorized
by law. Additionally, the bill would hold public contractors eligible for prosecution of
official misconduct and expands the application of bid tampering laws to public
contractors who have contracted with a governmental entity to assist in a competitive
procurement.
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
Open Floor
• Question: The Department of Transportation (DOT) is looking to replace their PCard audit
system but is waiting to see what happens with the new PCard contract before moving forward.
When will details about the new system, PCard data, and the communication of this data be
available?
o Answer: Information on that level of detail may take up to a year to become available.
•
Question: Are there any updates available about transitioning the state’s PCard to the new chip
card?
Answer: [Credit and debit] card providers are moving away from the magnetic strips
currently found on the back of cards to a chip on the front of the card. DFS and Bank of
America (BoA) decided on changing new and renewal cards to the new chip cards rather
than re-issuing all current magnetic strip cards at this time. DFS is working with BoA on a
plan that will allow a transition of all cards more quickly, ideally by the end of calendar
year 2016.
•
Question: DOT is experiencing difficulties in finding suitable applicants for their finance
positions. Have any other agencies experienced this problem and, if so, are there any
suggestions for solutions or workarounds?
o Answer: Treasury has experienced similar problems with their Portfolio Manager
positions. Suggestions include expanding the advertising to services such as Career
Builder and Monster rather than just People First. Industry Associations, University, and
Alumni job boards are also a viable possibility.
•
Question: The Department of State suggested a contact list of all Directors of Administration be
included on the FASAASD website for easy reference. What are the group’s thoughts? Are there
any objections or concerns?
o Answer: No objections. Administrative Directors may see a request to confirm the
contact list in the near future.
•
Question: Is DFS going to be holding any Property training classes in the near future?
o Answer: DFS is aware that there is a need for Property training; however, at the time of
the meeting it is unknown where the need falls on the list of importance. Currently,
Enterprise Education is working on initiatives to move content to the internet, create
new trainings, and hopefully re-vamp this coming fall. Christina will see if Enterprise
Education can accommodate property training over the summer.
•
Question: There is a concern with FLAIR requiring sub-vendor social security numbers and
possible compromised security when employees use the screen print option. Is this information
still necessary? Can we use all 9s instead?
o Answer: DFS is aware that there are concerns with what is being input in the sub-vendor
field, including not just security but also issues with names and numbers not matching
when the information is saved and sent to Central FLAIR. However, because of tax
requirements, social security numbers must be captured in FLAIR not just for PCard but
for other payment transactions to an employee. It is up to the agencies to be vigilant to
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
redact information appearing on printed screens or any other documents that may be in
their office.
Adjourn – 10:50 a.m.
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