Department of Financial Services
Division of Accounting and Auditing
FASAASD Meeting 5/29/2015
**Please note the meeting location change for 5/29/2015: HSMV, Room B-130**
Florida Planning, Accounting and Ledger Management (PALM) Project
Business Process Standardization (BPS) – Workgroups: The Project is one Workgroup meeting
away from completing the Level 2 Subject Matter Expert Workgroup meetings; 32 of 33
meetings have been conducted. The final meeting is scheduled for June 2. The BPS Team is
finishing up the draft Level 2 Business Process Model and preparing for the workshops with all
agencies to begin June 10.
Workshops: The BPS team will be holding two Workshops, #1 – Payment Processing for
Goods and Services, and #2 – Receipt Processing for Funds Received, each repeated four
times over a two week period. Workshop meeting dates and instructions on how to register
through the DFS Learning Management System will be released in an Agency Addressed
Memorandum (AAM). Agencies are encouraged to send personnel that manage, oversee, or are
key agency resources for the processes covered by each session.
Workshop #1: Payment Processing for Goods and Services
Key Business Events:
• Establish Accounting Structure
• Perform Procurement / Establish Obligation
• Initiate Payment
• Execute Payment
• Manage Resources
Workshop #2: Receipt Processing for Funds Received
Key Business Events:
• Establish Accounting Structure
• Perform Services / Identify Amount Owed
• Receive Funds
• Manage Resources
Requirements: The State BPS Team has begun reviewing the over 4,500 proposed requirements
provided by the BPS Contractor Staff. Through August, the BPS Team will work together to
refine and finalize for inclusion in the Software Services Integrator (SSI) procurement.
Project Management Office (PMO) – The PMO obtained Project Sponsor approval for the IV&V
Support Strategy and will begin solicitation for IV&V support services.
The SSI Procurement Support Team has submitted four deliverables for review. One has been
accepted and the others are in various stages of review.
Organizational Change Management (OCM) - Workgroups: The OCM Team is sending out
surveys by Process Area at the end of each Workgroup series to request feedback from
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Division of Accounting and Auditing
FASAASD Meeting 5/29/2015
participants. All recipients are highly encouraged to complete and return the surveys as feedback
is very important.
Workshops: The OCM Team is leading the coordination and planning of the Workshops. An
overview document is under development to give participants background on the Project and the
Level 1 and Level 2 Process Standardization activities. All workshop registrants will be provided
the document in advance of the meeting.
Additionally, to glean agency feedback on the State’s proposed future financial management
processes, a questionnaire is being developed for each agency to complete.
Systems and Data Strategy (SDS) – The SDS Team continues to work on developing a
procurement strategy, which will serve as the foundation for how the Track will move forward
with soliciting consulting services. In addition, the SDS Track Manager continues to work with
the Division of Information Systems and the BPS Team to develop the general and technical
business requirements for inclusion in the SSI procurement solicitation. Finally, the SDS Track
continues to actively recruit for SDS Architect and Analyst positions.
Object Code Standardization Project
Agency Conversion Windows – Successfully completed three of the four planned agency waves.
The fourth wave is scheduled to begin on June 3. The conversion window schedule is available
online at:
http://www.myfloridacfo.com/Division/AA/AgencyAssignmentsConversionWindow.pdf.
Benefitting Object Codes - Beginning Friday, May 29, the benefiting object code field in FLAIR
will accept the six-digit statewide expenditure object codes. Previously, only state standard object
codes ending in 00 would pass FLAIR edits. State standard revenue object codes will continue to be
required unless the benefitting organization and benefitting expansion option codes are also used.
For more information, see AAM No. 46, 2014-15.
Post-Conversion Survey – After the completion of the fourth conversion window, DFS will
release a post-conversion survey to solicit information from the agencies on the full conversion
process. Details and instructions will be released through an AAM. Agencies responses to the
survey are strongly encouraged.
Enterprise Education
Needs Assessment –Enterprise Education is evaluating the existing FLAIR training available to
state agency personnel. In an effort to determine if training is needed on additional topics or in
other formats, each agency’s Director of Administration (or a designee) has been asked to
complete a training needs assessment survey. The survey participant should be someone with
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Department of Financial Services
Division of Accounting and Auditing
FASAASD Meeting 5/29/2015
knowledge of the agency’s FLAIR users and their needs. Please use the following link to
complete the survey by June 2, 2015: https://www.surveymonkey.com/r/GDSXWFT.
FLAIR Classes – Registration for the June and July 2015 FLAIR classes is now open at:
https://apps8.fldfs.com/lms/Home.aspx. Please note that registrations will no longer be accepted
via email. For course descriptions and instructions on creating a user account for course
registration, visit the FLAIR Education website at:
http://www.myfloridacfo.com/Division/AA/Training/default.htm. For more information, see
AAM No. 44, 2014-15.
Bureau of Auditing
Florida Grants Consortium - The Bureau of Auditing will be distributing a survey in early June
with the intent to gather information regarding state agencies’ needs related to grants and grant
management. The Florida Grants Consortium will begin meeting in July on a quarterly basis in a
workshop-style setting and will provide a forum that promotes the accountability of state funds
by increasing awareness of statutory requirements and encouraging best practices in grants and
grant management.
Bureau of Financial Reporting
Year End – On May 1, 2015, the FLAIR year end closing information for the fiscal year ending
June 30, 2015 (FY 2014-15) was released in an AAM. The memorandum covers
MyFloridaMarketPlace disbursement transactions, as well as payroll, cash disbursement, cash
receipt, warrant/EFT cancellation, and settlement voucher information. For more details, please
see AAM No. 40, 2014-15.
Undisbursed Appropriations – On May 1, 2015, an AAM was released providing detailed
information related to fiscal year 2014-15 undisbursed appropriations for operations, identified
as incurred obligations and certified fixed capital outlay undisbursed appropriations, pursuant to
section 216.301, Florida Statues. For more information, see AAM No. 41, 2014-15.
Financial Reporting Workshop – The Bureau of Financial Reporting will be conducting a
financial reporting workshop on June 2, 2015 from 9:00 to 11:00 a.m. at the Department of
Revenue’s Capital Circle Office Center (building 2, room 1250). The workshop will provide
updated information related to the preparation of the Comprehensive Annual Financial Report
(CAFR) and is primarily for agency personnel involved in the preparation of the CAFR. For
more information including registration instructions, see AAM No. 42, 2014-15.
Updated FLAIR Functionality – Effective May 18, 2015 a new option, Year End Marking of
Subsidiaries and Creation of FCO [Fixed Capital Outlay] File, will be available on the Request
for Certifications Mini Menu accessed using the CF function in FLAIR. This option will allow
agencies to control which subsidiaries will be marked for certifications forward and also if the
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FASAASD Meeting 5/29/2015
FCO File should be built. Written requests for exemption from the automatic marking of
subsidiary records are no longer required. For more information, see AAM No. 43, 2014-15.
Bureau of Vendor Relations
Judgment Interest Rate – Chapter 2011-169, Laws of Florida, amended section 55.03(1), Florida
Statutes, require the Chief Financial Officer to set the rate of interest that shall be payable on
judgments and decrees on a quarterly basis rather than an annual basis. The interest rate
established for the quarter beginning July 1, 2015 has been set at 4.75 percent per annum or
.0130137 percent per day (.000130137 expressed as a decimal). For more information, see
AAM No. 45, 2014-15.
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