Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Contents
Background ................................................................................................................................................. 4
Functional Requirements ........................................................................................................................... 4
Grant Award Agreement Summary.......................................................................................................... 5
Data Elements for Grant Award Agreements .......................................................................................... 7
Grant Award Main Record ..............................................................................................................7
Grant Award Vendor/Grantor Record ...........................................................................................18
Grant Award CFDA / CSFA Record .................................................................................................21
Grant Award Letter of Credit Record .............................................................................................22
Grant Award Additional Cost Sharing Requirements Record ..........................................................23
Grant Award Amendment Record .................................................................................................25
Grant Award Receipt Record.........................................................................................................29
Linking Grants and Contracts ........................................................................................................33
Grant Award Agreement Functional Requirement Notes and Assumptions ...................................... 35
Existing FLAIR Grant Information Subsystem .................................................................................35
The New FLAIR Grant Information Subsystem ...............................................................................35
FLAIR Conversion of Existing Grant Information Subsystem to the New Grant Information
Subsystem ...................................................................................................................................37
FACTS Grant Award Agreements ...................................................................................................38
Security........................................................................................................................................46
Existing Data Cleaning and Conversion ..........................................................................................46
Agency Data Upload .....................................................................................................................47
FLAIR Data Exchanges ...................................................................................................................47
On-line Data Entry, Editing and Display .........................................................................................49
On-Line Data Querying .................................................................................................................49
Grant Award Amount and Receipts ...............................................................................................50
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State Standard Required Codes.....................................................................................................52
Linking of Grant Award Agreements to Associated Grant Disbursement Agreements, Contracts or
Other Grant Awards .....................................................................................................................52
Linking of Grant Award and Grant Award Amendment Document Images......................................52
FLAIR Grant Information File Purge ...............................................................................................52
FACTS Grant Award Data Agency On-lineUpload Functionality ...................................................... 52
Grant Disbursement Agreement Summary ............................................................................................ 53
Data Elements for Grant Disbursement Agreement.............................................................................. 54
Grant Disbursement Main Record .................................................................................................54
Grant Disbursement Budget Record ..............................................................................................70
Grant Disbursement Vendor Record .............................................................................................74
Grant Disbursement Deliverables Record ......................................................................................77
Grant Disbursement Change Record .............................................................................................84
Grant Disbursement CFDA / CSFA Record ......................................................................................88
Grant Disbursement Expenditure Record ......................................................................................90
Grant Disbursement Agreement Functional Requirement Notes and Assumptions .......................... 93
Changes to FACTS Contract Functionality ......................................................................................93
Main Information page ................................................................................................................93
Security........................................................................................................................................93
Agency Data Upload .....................................................................................................................93
FLAIR Data Exchanges ...................................................................................................................94
On-line Data Entry and Display .....................................................................................................94
On-Line Data Querying .................................................................................................................94
Recurring and Non-Recurring Budgetary Amounts ........................................................................94
Contract Payments .......................................................................................................................94
Linking of Contract Document Images ...........................................................................................96
Linking of Grant Disbursement Agreements to Associated Grant Award Agreements ..................... 96
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Functional Requirements for FACTS
Phase Five - Grants
State Standard Required Codes.....................................................................................................96
FACTS Code Validation Tables .............................................................................................................. 97
Contract Type Codes, Titles and Definitions...................................................................................97
Contract Status Codes, Titles and Definitions ................................................................................99
Method of Procurement Codes Titles and Definitions ....................................................................99
Recipient Type Codes Titles / Description.................................................................................... 110
Method of Payment Codes Titles and Definitions ........................................................................ 111
Non-Price Justifications Codes Titles and Definitions ................................................................... 113
Minority Vendor Codes and Descriptions .................................................................................... 114
(Budget) Amount Type Codes Description ................................................................................... 115
Change (Amendment) Type Codes Description ............................................................................ 115
Grant Type Codes, Titles and Definitions ..................................................................................... 115
Cost Sharing Source Codes, Titles and Definitions ........................................................................ 115
Grant Status Codes, Titles and Definitions ................................................................................... 116
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Background
The 2011 Legislature amended Section 215.985, F.S., making Department of Financial Services
(DFS) responsible for the development and maintenance of a contract reporting system. DFS
developed and began operation the Florida Accountability Contract Tracking System (FACTS)
in March 2012.
For FACTS a contract is written agreement between one or more parties with financial
consequences. Contract Types classify contracts in FACTS. Two of the types are:
•
GA – Grant Award Agreements - The receipt of grant dollars by a reporting entity that are
either federal or state financial assistance or grant funding by local governments or another
non-governmental entity.
•
GD – Grant Disbursement Agreements – Contracts for the expenditure of funds associated
with either a Catalog of Federal Domestic Assistance (CFDA) number; a Catalog of State
Financial Assistance (CSFA) number; or a grant from a by local government or nongovernmental entity to a recipient or sub-recipient by the reporting entity.
Functional Requirements
FACTS functional requirements based on the State’s standard grant and contract information and
functionality required by State law, State agencies, and Chief Financial Officers’ (CFO)
directions.
Project phases are:
a) Phase One - Development of the web-based application for submitting, maintaining,
editing, querying and presenting of contract information. (Completed)
b) Phase Two – Budget and Disbursements that ties contract data to FLAIR Disbursements
and General Appropriation. (Completed)
c) Phase Three – Compliance Reporting that provides new screens for reporting audit
findings related to the contract. (Completed)
d) Phase Four – Contract Images that links scanned procurement and contract documents to
each contract.
e) Phase Five – Grant Agreements that provides new fields for reporting information that is
specific to grant agreements.
f) Phase Six – Purchase Order Information that that provides new fields for information
from the State’s procurement system.
This document addresses Phase Five – Providing new fields and functionality in FACTS for
recording and reporting information that is specific to grant award and disbursement agreements.
Once operational, FACTS processes all grant award and disbursement agreement information
with only necessary information transferred to FLAIR for transactional processing. In addition,
this document addresses data elements directly entered into FLAIR Grant Information
Subsystem by agencies for tracking of grant revenues and non-direct costs (Grant Pools).
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Phase Five - Grants
Document structure consists of summaries, data element listings with names, definitions,
formats, and comments followed by functional requirement notes and assumptions for the
specific areas of FACTS and FLAIR.
Grant Award Agreement Summary
State agency representatives and the Department of Financial Services, Division of Accounting
and Auditing staff through a series of Grant Policy Workgroup meetings developed the
following:
• Definition of Grant Award Agreements - The receipt of grant dollars by a reporting entity
that are either federal or state financial assistance or grant funding by another nongovernmental entity.
• State Standard Grant Award Agreement policies and procedures:
1. All agreements meeting the Grant Award Agreement definition maintained in
FACTS, except for those of the Departments of Legal Affairs and Agriculture and
Consumer Services.
2. Grantor name and address information will be recorded in the FLAIR Statewide
Vendor File. FACTS will display FLAIR Statewide Vendor File Name contained
in Lines 1 and 2. Line 2 used to record lower levels of Federal grantors. (i.e.
division, bureau, office, etc.)
3. FACTS will allow for multiple Grantors on a Grant Award record. However,
only the first Grantor listed sent to FLAIR.
4. Agencies are to record administrative changes in FACTS and give them the same
numbering sequence as other amendments, if executed as an amendment.
5. The existing FLAIR Grant Information Subsystem replaced with a new FLAIR
Grant Information Subsystem.
6. The new FLAIR Grant Information Subsystem only used to track grant revenues
and non-direct costs (Grant Pools).
7. Agency users will not have update access to FLAIR Grant Information Subsystem
records created through the transmission from FACTS.
8. FLAIR grant revenue receipt and adjustment transactions sent to and displayed in
FACTS.
9. All FLAIR grant revenue receipt and adjustment transactions must carry a Grant
Award Identifier (FACTS Grant Identifier) and selected transactions may carry
either a Letter of Credit Number or Letter of Credit Sub Account Number.
10. Certain data elements not displayed for public view.
11. Agencies currently using grant numbers to track State grant appropriations will
use the Grant Type field to select "Grant Award - Project" for identifying state
grants.
12. Grant Award amounts tracked at the Grant Number level in FACTS.
13. Optionally, FACTS Grant Award and Grant Disbursement Agreements can crossreference to other FACTS maintained agreements, (i.e. Grant Award Agreements,
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Phase Five - Grants
Grant Disbursement Agreements, and other Contracts) and can cross State
agencies.
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Functional Requirements for FACTS
Phase Five - Grants
Data Elements for Grant Award Agreements
The following is the FACTS Grant Award Agreement data elements with names, functions, formats and record (table) groupings
needed to meet State agency, grantor and State operational and reporting needs.
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Agency
Identifier
Grant Award
Identifier
(Grant
Number)
Definition
Length
Agency OLO - not an
entered field but
determined when the
Agency User logs into
FACTS
Agency assigns a
Grant Award ID Unique within Agency
6
5
Format
Alphanumeric
Alphanumeric
Required /
Optional
Comments
System
Generated
This data is sent to the FLAIR Grant Information Subsystem
Required
A unique value within Agency
Not editable in FACTS or FLAIR
This data is sent to the Departmental FLAIR's Title file
This data is sent to the FLAIR Grant Information Subsystem
It is unique to a single award and cannot duplicate within an agency
for ten years
Validated using FLAIR data
Not editable in FLAIR
Not editable in FACTS once “Finished” and sent to FLAIR
This is a linking data field
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Length
Agencies should use
the space to record
the short title for the
grant name for quick
identification.
Agencies should use
the space to record
the long title for the
grant name used for
FLAIR reports.
10
Grant
Reference
Number
Available to agencies
to record any agency
unique identifier
5
Alphanumeric
Optional
This data is sent to the FLAIR Grant Information Subsystem
Description
Agencies should use
the space to record
the description /
purpose of grant.
2,000
Alphanumeric
Required
Not sent to the FLAIR Grant Information Subsystem
Short Title
Long Title
Format
Required /
Optional
Definition
Alphanumeric
Required
Comments
This data is sent to the FLAIR Grant Information Subsystem
This data is sent to the Departmental FLAIR's Title file
60
Alphanumeric
Required
Not editable in FLAIR
This data is sent to the FLAIR Grant Information Subsystem
This data is sent to the Departmental FLAIR's Title file
Not editable in FLAIR
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Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Original Grant
Award Amount
The amount of grant
funds awarded at the
date of award.
13.2
Format
Numeric
Required /
Optional
Required
Comments
Can be zero, if grant funds not known at the date of award
Maximum value: 9,999,999,999.99
Defaults to Zero
Entries in this field will update the Total Grant Award Amount
Not sent to the FLAIR Grant Subsystem
Total Grant
Award Amount
System generated
amount.
13.2
Numeric
System
Generated
Generated from Original Grant Award Amount and (+/-) Amendment
Amounts therefore not editable
Maximum value: 9,999,999,999.99
Will be part of the FACTS Grant Award Summary section
This data is sent to the FLAIR Grant Information Subsystem
Date of Award
Original date of
notification of the
award funding
8
MMDDYYYY
Required
Not linked to other fields within FLAIR or FACTS
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to the FLAIR Grant Information Subsystem
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Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Original
Funding Start
Date
Definition
Start date for
obligating or
expending the funds
from the Grant
Award.
Length
8
Format
MMDDYYYY
Required /
Optional
Required
Comments
Not linked to other fields within FLAIR or FACTS
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to the FLAIR Grant Information Subsystem
Original
Funding End
Date
End date for
obligating the funds
from the Grant
Award.
8
MMDDYYYY
Optional
Can be blank for open-ended grants
Not linked to other fields within FLAIR or FACTS
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to the FLAIR Grant Information Subsystem
Grant Type
Below are the
standard
classifications for
Grant Awards:
1
Alphanumeric
Required
State Standard codes for FACTS
Valid Codes:
F – Block/Formula Grant
P – Project Grant
E – Entitlement Grant
D – Discretionary Grant
C – Cooperative Agreement
Grant Award –
Block/Formula - A
sum of money
granted by the federal
government with
FACTS will provided a dropdown pick list of values
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Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Format
Required /
Optional
general provisions as
to the way it is spent.
Comments
Not sent to the FLAIR Grant Information Subsystem
Grant Award - Project
The funding for
specific projects. In
most cases, the
project has a known
or fixed period.
FACTS maintains the Grant Type codes
Grant Award Entitlements - A
government program
that guarantees and
provides benefits to a
particular group.
Grant Award Discretionary – An
Award for which the
awarding agency
generally may select
the recipient from
among all eligible
recipients, may
decide to make or not
make an award based
on the programmatic,
technical, or scientific
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Format
Required /
Optional
content of an
application, and can
decide the amount of
funding to be
awarded.
Grant Award Cooperative
Agreements - An
award of financial
assistance that is used
to enter into the
same kind of
relationship as a
grant; and is
distinguished from a
grant in that it
provides for
substantial
involvement between
the federal agency
and the recipient in
carrying out the
activity contemplated
by the award.
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Comments
Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Grant
Document
Number
Grant Status
Definition
Length
The number assigned
by the issuing entity
for reporting
purposes.
50
Below are the
standard
classifications for
Grant Award Status:
2
Format
Alphanumeric
Required /
Optional
Required
Comments
Grantor assigned grant identifier for FACTS display and reporting only
Not sent to the FLAIR Grant Information Subsystem
This is a linking data field
Alphanumeric
Required
Valid values are:
A1 – Anticipated Award
(Map to FLAIR Grant Information Subsystem Active)
A2 – Approved Award
(Map to FLAIR Grant Information Subsystem Active)
IP – Inactive Pending Property Action
(Map to FLAIR Grant Information Subsystem Inactive)
IR – Inactive for Ongoing Reporting
(Map to FLAIR Grant Information Subsystem Inactive)
CL – Closed
(Map to FLAIR Grant Information Subsystem Deleted)
DL – Delete*
(Map to FLAIR Grant Information Subsystem Deleted)
Anticipated Award
Approved Award
Inactive – Pending a
Property Action Grant
tied to property in the
state’s inventory. The
grant must remain
available until final
disposition of the
property.
FACTS will provide a dropdown pick list of values
This data is sent to the FLAIR Grant Information Subsystem
Inactive for Ongoing
Reporting – Grant
information must
remain accessible
because the agency is
FACTS maintains Grant Status codes
*Delete is not available the FACTS User. In order to delete a published
/ finished grant award a FACTS Data Correction Request Form DFS-A0-
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Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Format
Required /
Optional
providing reporting or
may have a potential
audit and resolution
that requires refund
of funds.
Comments
2131 sent to FACTS Administrator at the
FACTS.Info@myfloridacfo.com.
Closed – The grant is
closed and all
reporting
requirements have
been met and no
property remains on
the state’s inventory
Deleted – Record
created in error.
Agency Grant
Manager Name
Name of agency
employee managing
the Grant Award
31
Agency Grant
Manager
Phone Number
Phone number of
agency employee
managing the Grant
Award
10
Alphanumeric
Required
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Agency Grant
Manager’s email address
E-mail address of
agency employee
managing the Grant
Award
50
Grant Federal
Contact Name
Name of Federal
employee contact for
the Grant Award
31
Grant Federal
Contact Phone
Number
Phone number of
Federal employee
contact for the Grant
Award
10
Grant Federal
Contact e-mail
address
E-mail address of
Federal employee
contact for the Grant
Award
50
Agency Grant
Fiscal Contact
Name
Name of Federal
employee contact for
the Grant Award
31
Agency Grant
Fiscal Contact
Phone Number
Phone number of
Federal employee
contact for the Grant
Award
10
Format
Alphanumeric
Required /
Optional
Optional
Comments
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Agency Grant
Fiscal Contact
e-mail address
E-mail address of
Federal employee
contact for the Grant
Award
50
Eligible for
Indirect Cost
Does the Grant Award
allow for indirect cost
charges? (Yes/No)
1
Format
Alphanumeric
Required /
Optional
Optional
Comments
Not sent to the FLAIR Grant Information Subsystem
Not displayed to public
Alphanumeric
Optional
Valid values:
“Y”
“N”
Defaults to “N”
Not sent to the FLAIR Grant Information Subsystem
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Main Record
(One record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Indirect Cost
Sources
Definition
Identifies costs used
to distribute indirect
costs.
Length
2
Format
Alphanumeric
Required /
Optional
Optional /
Conditional
Comments
If Eligible for Indirect Cost equals “Y”, user will have the ability to click
one or more radio buttons indicating Indirect Cost Sources for the
Grant Award.
Can choose one or more of the following:
Salary, Wages & Fringe
Payment to Sub-Recipient
Direct Cost
Three radio buttons correspond to the choices above:
Yes,
No,
N/A
Defaults to N/A, however if the ‘Eligible for Indirect Cost’ field = “Y” at
least one ‘Yes’ radio button must be selected of the three above
choices
Not sent to the FLAIR Grant Information Subsystem
Indirect Cost Comments
Free form field to
record comments for
Indirect Cost
2,000
Alphanumeric
Optional
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Not sent to the FLAIR Grant information Subsystem
Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Vendor/Grantor Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Grantor Id
Definition
Valid number on
FLAIR's Statewide
Vendor File
Length
13
Format
Alphanumeric
Required /
Optional
Required
Comments
Valid number on FLAIR’s Statewide Vendor files, including the
appropriate prefix and sequence.
Will have the ability to search by Vendor Name in order to select the
Grantor Id number in FACTS
State agency names in the Statewide Vendor File used for Grant Awards
between State Agencies.
Only the first Grantor listed is sent to the FLAIR Grant Information
Subsystem
Not displayed to public
Validated using FLAIR data
Grantor’s
Name
Grant issuing entity’s
name
62
Alphanumeric
System
Generated
Based on the Grantor Id, Name Line 1 and 2 retrieved from FLAIR
Statewide Vendor Files therefore not editable.
Data displayed in FACTS as Name with Line 1 and 2 together
Not sent to the FLAIR Grant Information Subsystem
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Vendor/Grantor Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Grantor’s
Street
Address
Definition
Grant issuing entity’s
address
Length
60
Format
Alphanumeric
Required /
Optional
System
Generated
Comments
Based on the Grantor Id, Name Line 1 and 2 retrieved from FLAIR
Statewide Vendor Files therefore not editable.
Not displayed to public
Not sent to the FLAIR Grant Information Subsystem
Grantor’s City
Grant issuing entity’s
city
30
Alphanumeric
System
Generated
Based on the Grantor Id, Name Line 1 and 2 retrieved from FLAIR
Statewide Vendor Files therefore not editable.
Not sent to the FLAIR Grant Information Subsystem
Grantor’s
State
Grant issuing entity’s
State
2
Alphanumeric
System
Generated
Based on the Grantor Id, Name Line 1 and 2 retrieved from FLAIR
Statewide Vendor Files therefore not editable.
Not sent to the FLAIR Grant Information Subsystem
Grantor’s
ZIP-Code
Grant issuing entity’s
ZIP-code
10
Alphanumeric
System
Generated
Based on the Grantor Id, Name Line 1 and 2 retrieved from FLAIR
Statewide Vendor Files therefore not editable.
Not sent to the FLAIR Grant Information Subsystem
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Vendor/Grantor Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Grantor Type
Definition
The classification of
the entity that is
providing funds
Length
1
Format
Alphanumeric
Required /
Optional
System
Generated
Comments
Based on the Grantor Id (FLAIR Revenue Type)retrieved from FLAIR's
Vendor files therefore not editable
Valid values are:
A - Nonprofit Organization,
B - For Profit Organization, includes Sole Proprietor,
C - Local Government,
D - State Community Colleges,
E - District School Boards,
F - State Agency*, excluding State Universities,
G - State Universities*,
J - Federal Agency
K - Private Universities*,
L - Legislature
The nightly FLAIR Vendor File extract will include the Grantor Type
(FLAIR - Revenue Type) values.
FLAIR maintains the Grantor Type (Recipient Type) codes
This data is sent to the FLAIR Grant Information Subsystem
*Includes entities in or out of the State of Florida
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award CFDA / CSFA Record
(Could be many records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
CFDA Code, if
applicable
Definition
The Code of Federal
Domestic Assistance that
is associated with the
Grant Award
Length
6
Format
Alphanumeric
Required /
Optional
Optional /
Conditional
Comments
If Grantor Type equals “J” for Federal Agency, at least
one CFDA Code is required
User will have the ability to select from a pick list of
valid codes.
FACTS will allow for multiple entries
CFDA Code must be on FLAIR's Tile file
CSFA Code, if
applicable
The Code of State
Financial Assistance that is
associated with the Grant
Award
5
Alphanumeric
Optional
FLAIR Grant Information Subsystem receives the first
occurrence of this record or the CSFA Code for a Grant
Award Identifier
User will have the ability to select from a pick list of
valid codes.
FACTS will allow for multiple entries.
CSFA Code must be on FLAIR's Tile file
FLAIR Grant Information Subsystem receives the first
occurrence of this record or the CFDA Code for a
Grant Award Identifier
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Letter of Credit Record
(Could be Many Record per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Letter of
Credit
Number
Definition
Length
Reference number for
the Letter of Credit
15
Format
Alphanumeric
Required
/ Optional
Optional
Comments
This field can be left blank
One per Grant Award
This data is sent to the FLAIR Grant Information Subsystem
Sub Account
Number
Reference number for
the Letter of Credit
sub account number
15
Alphanumeric
Conditional
This field cannot be used if Letter of Credit Number is blank
This field should be blank if no Sub Account Numbers are needed
Sub Account Numbers are linked to the appropriate Letter of Credit
Number
Not to exceed 15 occurrences pre Letter of Credit
This data is sent to the FLAIR Grant Information Subsystem
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Functional Requirements for FACTS
Phase Five - Grants
Grant Award Additional Cost Sharing Requirements Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
User will have the ability to enter multiple Cost Sharing Source rows for a grant award. Within the row is the Cost Sharing Source selection from a dropdown list
followed by three fields for the types of cost sharing (Maintenance of Effort, Matching or In-Kind). Clicking the radio button under each type indicates “Yes”.
Otherwise, they default to “No”. At the end of the row is a 2,000-character free form Comment field.
Data Element
Cost Sharing
Source
Definition
Length
Some grant awards
require additional funds
be provided from a nonawarding entity to
support costs associated
with grant activities.
1
Format
Alphanumeric
Required /
Optional
Optional
Comments
Valid Codes selected from a dropdown list:
F - Federal Government
L - Local Governments
S - State of Florida
P - Private (profit and non-profit)
O - Other State Government(s)
Defaults to Blank
FACTS maintains Cost Sharing Source codes
Not sent to the FLAIR Grant Information Subsystem
Maintenance of
Effort
For each cost sharing
funding sources, the user
must select whether or
not the funds used for
maintenance of effort for
the grant.
1
Alphanumeric
Optional /
Conditional
If Cost Sharing Source is not blank, User will have the
ability to respond Yes or No after each Maintenance of
Effort label.
Defaults to “No”
Not sent to the FLAIR Grant information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Additional Cost Sharing Requirements Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
User will have the ability to enter multiple Cost Sharing Source rows for a grant award. Within the row is the Cost Sharing Source selection from a dropdown list
followed by three fields for the types of cost sharing (Maintenance of Effort, Matching or In-Kind). Clicking the radio button under each type indicates “Yes”.
Otherwise, they default to “No”. At the end of the row is a 2,000-character free form Comment field.
Data Element
Matching
In-Kind
Additional Cost
Sharing Comments
Definition
Length
For each cost sharing
funding sources, the user
must select whether or
not the funds used for
matching funds
requirements.
1
For each cost sharing
funding sources, the user
must select whether or
not the contributing
entity will provide In-Kind
services/donations
1
Provide additional
information on the cost
sharing requirements for
the specified funding
contributor.
Format
Alphanumeric
Required /
Optional
Optional /
Conditional
Comments
If Cost Sharing Source is not blank, User will have the
ability to respond Yes or No after each Matching label.
Defaults to “No”
Not sent to the FLAIR Grant Information Subsystem
Alphanumeric
Optional /
Conditional
If Cost Sharing Source is not blank, User will have the
ability to respond Yes or No after each In-Kind Label
Defaults to “No”
Not sent to the FLAIR Grant information Subsystem
2,000
Alphanumeric
Optional
User will have the ability to provide comments after
each cost sharing sources selection for the grant
award.
Not sent to the FLAIR Grant Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Amendment Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Agency
Amendment
Reference
Agency Assigned
Reference Number for the
Grant Award Amendment
or Federal Modification
Number
8
Amendment
Effective Date
Effective date of the Grant
Award (Amendment Can
be the date the
amendment was
approved)
8
Format
Alphanumeric
Required /
Optional
Required
Comments
Agency has ability to assign identifiers for each grant
amendment
FACTS will allow for multiple entries
MMDDYYYY
Required
Not sent to the FLAIR Grant Information Subsystem
FACTS will allow for multiple entries
Date must be valid
FACTS will provide a pop-up calendar to set date, if
desired
Not sent to the FLAIR Grant Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Amendment Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Amendment
Amount
Definition
Length
Amount added or
deducted from the Grant.
FACTS will allow for
multiple entries.
13.2
Format
Numeric
Required /
Optional
Optional
Comments
FACTS will allow for multiple entries
Can be a zero, positive or negative amount
Defaults to zero
Entries in this field will update the Total Grant Award
Amount
Not sent to the FLAIR Grant information Subsystem
Revised Funding
Start Date
New Funding Start Date
8
MMDDYYYY
Optional
FACTS will allow for multiple entries
Defaults to Blank
Date must be valid, if entered
FACTS will provide a pop-up calendar to set date, if
desired
Not sent to the FLAIR Grant Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Amendment Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Revised Funding
End Date
Definition
New Funding Start Date
Length
8
Format
MMDDYYYY
Required /
Optional
Optional
Comments
FACTS will allow for multiple entries
Defaults to Blank
Date must be valid, if entered
FACTS will provide a pop-up calendar to set date, if
desired
Not sent to the FLAIR Grant Information Subsystem
Amendment Order
Use this field to order
the amendments
displayed
9
Numeric
Optional
FACTS will allow for multiple entries
Defaults to Blank
Not sent to the FLAIR Grant Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Amendment Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Change Description
Brief description of the
change; i.e. New Funding
- Obligation Start / End
Date change, additional
tasks without dollars,
increasing matching, New
Reporting Requirements
or Dates, Change in
Program Eligibility
Requirements, Change in
Compliance
Requirements, New Close
Out or Liquidation Date
without Dollars
2,000
Format
Alphanumeric
Required /
Optional
Optional
Comments
FACTS will allow for multiple entries.
Defaults to Blank
Not sent to the FLAIR Grant Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Receipt Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR Transactions 30, 33, 96, and 97; excluding CY Refunds, PY Refunds and Warrant Cancellations nightly (not user entered)
where General Ledger code equals“6XXX”, “Grant ID” is not null, and “Statewide Document Number” is not null. Transactions 96 and 97 are included to
account for Grant Award receipts recorded in FLAIR using Journal Transfers. FACTS will display transactions in groupings by State Fiscal Year. All data can
download into Excel format file.
Data Element
Grant Award
Identifier
Definition
Unique by Agency Grant ID number
Length
5
Format
Alphanumeric
Required
/ Optional
System
Generated
Comments
Generated from Departmental FLAIR receipt transactions therefore not
editable
Used for FACTS processing only will not display on the Grant Award
Receipts Tab
Letter of Credit
/ Sub Account
Number
Reference number
for the Letter of
Credit or Sub
Account numbers
15
Fiscal Year
Will display the Fiscal
Year associated with
the receipts received
during a fiscal year;
July 1 through June
30
5
Alphanumeric
System
Generated
Generated from Departmental FLAIR receipt transactions therefore not
editable
Used for FACTS processing only Grant Award Receipts Tab
YY-YY
System
Generated
Generated from Departmental FLAIR receipt transactions fiscal year
therefore not editable
Will be displayed on the Grant Award will not display on the Grant Award
Receipts Tab
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Receipt Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR Transactions 30, 33, 96, and 97; excluding CY Refunds, PY Refunds and Warrant Cancellations nightly (not user entered)
where General Ledger code equals“6XXX”, “Grant ID” is not null, and “Statewide Document Number” is not null. Transactions 96 and 97 are included to
account for Grant Award receipts recorded in FLAIR using Journal Transfers. FACTS will display transactions in groupings by State Fiscal Year. All data can
download into Excel format file.
Data Element
Definition
Length
Fiscal Year Total
Amount
Calculated from
adding all the receipt
transaction amounts
for a Grant Award
(FLAIR Grant ID)
within a fiscal year
Calculated from
adding all the receipt
transaction amounts
for a Grant Award
(FLAIR Grant ID)
during its life
Statewide Document
Number
Assigned to the
deposit
13.2
Total Grant
Receipt
Amount
Statewide
Document
Number
Agency
Document
Number
Agency assigned
Document Number
to the deposit
Format
Numeric
Required
/ Optional
System
Generated
Comments
Generated from adding all the receipt transaction amounts for a Grant
Award (FLAIR Grant ID) within a fiscal year therefore not editable
Will be displayed on the Grant Award Receipts Tab with “Fiscal Year”
13.2
Numeric
System
Generated
Generated from Departmental FLAIR receipt transactions for the life of
the Grant Award therefore not editable
Will be displayed as part of the Grant Award Summary section
11
Alphanumeric
System
Generated
Generated from Departmental FLAIR receipt transactions therefore not
editable
11
Alphanumeric
System
Generated
Generated from Departmental FLAIR receipt transactions therefore not
editable
30 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Receipt Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR Transactions 30, 33, 96, and 97; excluding CY Refunds, PY Refunds and Warrant Cancellations nightly (not user entered)
where General Ledger code equals“6XXX”, “Grant ID” is not null, and “Statewide Document Number” is not null. Transactions 96 and 97 are included to
account for Grant Award receipts recorded in FLAIR using Journal Transfers. FACTS will display transactions in groupings by State Fiscal Year. All data can
download into Excel format file.
Data Element
Grantor Name
Definition
Grantor Name
Length
31
Format
Alphanumeric
Required
/ Optional
System
Generated
Comments
Generated from Departmental FLAIR receipt transactions therefore not
editable
This field can be Blank, if no vendor ID is included on the FLAIR receipt
transaction.
Pulled from FLAIR's Statewide Vendor File, Accounts Receivable
Customer File or Account Description File for awards between agencies
using the vendor id entered on the receipt transaction (deposit).
Amount
Account Code
Receipt Amount
This field identifies
the FLAIR account
code that relates to
the amount.
13.2
30
Numeric
Alphanumeric
System
Generated
Generated from Departmental FLAIR receipt transactions therefore not
editable
System
Generated
The amount can be negative, zero or positive
Generated from Departmental FLAIR receipt transactions therefore not
editable
FLAIR’s 29 digit Account Code to which funds are deposited
Displayed in L1, GF, SF, FID, BE, IBI, CAT, YR, CFI format
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Grant Award Receipt Record
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR Transactions 30, 33, 96, and 97; excluding CY Refunds, PY Refunds and Warrant Cancellations nightly (not user entered)
where General Ledger code equals“6XXX”, “Grant ID” is not null, and “Statewide Document Number” is not null. Transactions 96 and 97 are included to
account for Grant Award receipts recorded in FLAIR using Journal Transfers. FACTS will display transactions in groupings by State Fiscal Year. All data can
download into Excel format file.
Data Element
Date
Definition
Length
Statewide Document
Number voucher
date
8
Format
MMDDYYYY
Required
/ Optional
System
Generated
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Comments
Generated from Departmental FLAIR receipt transactions therefore not
editable
Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Linking Grants and Contracts
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Listed below the fields available for selection from the Grant Award side of FACTS to link the award a Grant Award, Grant Disbursement to other Contracts
in FACTS. FACTS will allow for multiple linking entries per award.
Data Element
Definition
Length
Format
Required /
Optional
Comments
Agreement Type
Identifies the type of
agreement being linked
(associated)
1
Alphanumeric
Optional
Radio buttons for Contract/Grant Disbursement and
Grant Award
Agency Identifier
Agency OLO
6
Alphanumeric
Optional
Selectable from a drop-down
Grant Award
Identifier (Grant
Number)
FACTS Grant Number
associated with the Grant
Award.
5
Alphanumeric
Optional
Selectable from a drop-down for the selected Agency
Identifier (OLO)
Grant Document
Number
The number assigned by
the issuing entity for
reporting purposes.
50
Must be a valid Grant ID within agency in FACTS
Alphanumeric
Optional
Selectable from a drop-down for the selected Agency
Identifier (OLO)
Must be a valid Grant Document Number within agency
in FACTS
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Department of Financial Services
Functional Requirements for FACTS
Phase Five - Grants
Linking Grants and Contracts
(Could be Many Records per Grant Award)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Listed below the fields available for selection from the Grant Award side of FACTS to link the award a Grant Award, Grant Disbursement to other Contracts
in FACTS. FACTS will allow for multiple linking entries per award.
Data Element
Definition
Length
FLAIR Contract
Identifier (Contract
Number)
FACTS Contract Number
to be associated with the
Grant Award
5
Agency Contract ID
Agency Assigned Contract
Identified to be
associated with the Grant
Award
50
Format
Alphanumeric
Required /
Optional
Optional
Comments
Selectable from a drop-down for the selected Agency
Identifier (OLO)
Must be a valid Contract ID within an agency in FACTS
and FLAIR
Alphanumeric
Optional
Selectable from a drop-down for the selected Agency
Identifier (OLO)
Must be a valid Agency Contract ID within an agency in
FACTS
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Award Agreement Functional Requirement Notes and Assumptions
Existing FLAIR Grant Information Subsystem
A. The existing FLAIR Grant Subsystem will no longer accept adds or updates once the
new systems are live. Inquiry will be available for approximately 12-18 months.
B. Any existing FLAIR Grant Information File data elements, including amendments
and correlations, not shown in the Data listing above are not included in the FACTS
due to FLAIR minimal agency usage.
C. Agency reports written using existing FLAIR Grant Subsystem file and/or FLAIR
Information Warehouse table structures will no longer work and must be updated to
query the new FLAIR Grant Subsystem File.
D. The following components of FLAIR Grant Information Subsystem are being
eliminated:
i. Grant Amendments
ii. Grant to Fund Correlations
iii. Grant to Contact Correlations
iv. Letter of Credit Balances
The New FLAIR Grant Information Subsystem
A. Create a new FLAIR Grant Information Subsystem.
B. FACTS will send nightly data transmissions for Grant Awards to the new subsystem.
C. Agencies will have direct entry of data elements listed in E. below for tracking of
grant revenues and non-direct costs not associated with specific grant disbursement
contracts (Grant Pools), i.e. employee salaries, rent, utilities, and other administrative
costs.
D. Following fields will be sent from FACTS to FLAIR nightly:
v. OLO
vi. FLAIR Grant ID,
vii. Short Title,
viii. Long Title,
ix. Total Grant Award Amount,
x. Grantor ID (first occurrence of the FLAIR Statewide Vendor File ID),
xi. Grantor Type,
xii. Grant Status,
xiii. Letter of Credit Number,
xiv. Letter of Credit Sub Account Number (maximum of 15)
xv. CFDA Code (first occurrence of CFDA), and
xvi. CSFA Code (first occurrence of CSFA)
xvii. Agency Reference Number
E. Agencies will have the ability to enter the following data elements in the new FLAIR
Grant Information Subsystem file:
i. FLAIR Grant ID [5 Alphanumeric],
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
ii.
iii.
iv.
v.
vi.
vii.
F.
G.
H.
I.
J.
Grantor Type [1 Alphanumeric] (via FACTS Only),
Grant Status [1 Alphanumeric],
Grantor ID [21 Alphanumeric] (FLAIR Statewide Vendor File ID),
Total Grant Award[13.2 Numeric],
Letter of Credit Number [15 Alphanumeric],
Letter of Credit Sub Account Number [15 Alphanumeric and a maximum
of 15)
viii. CFDA Code [6 Alphanumeric]
ix. CSFA Code [5 Alphanumeric]
x. Short Title [10 Alphanumeric]
xi. Long Title [60 Alphanumeric]
xii. Agency Reference Number [5 Alphanumeric]
FLAIR Grant Information Subsystem records created by FACTS transmissions
cannot be modified directly using the FLAIR Grant Information Subsystem
FLAIR Grant Information Subsystem records created by agency direct entry cannot
be accessed or modified in FACTS.
If the same Grant ID is entered in FACTS it will be sent to FLAIR and will override
existing FLAIR information.
FLAIR transactional functionality remains unchanged except:
i. The edit requiring a Grant ID when Category is 0007xx or 001510 will be
eliminated
ii. Edits on General Ledger when Category is 0007xx or 001510 will be
eliminated
iii. Selected on-line receipt transactions will allow the user to optionally select
either the Letter of Credit or one of the 15 Sub-Accounts associated with
the transaction’s Grant Award to be included in the Receipt transaction.
iv. Selected batch receipt transactions will allow input of Letter of Credit
Number edited against the Letter of Credit and Sub-Accounts on the
FLAIR Grant Information Subsystem record.
v. All agencies will be considered Grant Users in FLAIR
With the implementation of FACTS Grant Award functionality the FLAIR Grant
related files, transactions and functionality require modification:
1. New Grant Information File and Format – DGIF01
(No Agency BATCH ADD or UPDATE to the new Grant Information file)
2. Addition of Letter of Credit (A15 in positions 152-166) to Batch Transaction
Layouts
TR 30 – Direct Deposit Receipts
TR 31 – Clearing Fund Receipts
TR 33 – Direct Deposit Receivable Receipts
TR 90 – Accounts Receivable
3. Removal of Grant to Fund and Grant to Contract Correlation record types from
Batch Correlation Add and Update Layout
4. Reformat of the Grant Information On-Line Screen Images
Mini Menu
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
5.
6.
7.
8.
9.
Add
Inquiry
Update
Addition of Letter of Credit to On-Line Single Input, Single Inquiry and Update
Screen Images
TR 30S, 30I and 30U – Direct Deposit Receipts
TR 31S, 31I and 31U – Clearing Fund Receipts
TR 33S, 33I and 33U – Direct Deposit Receivable Receipts
TR 34S, 34I and 34U – Clearing Fund Receivable Receipts
TR 90S, 90I and 90U – Accounts Receivable
Addition of Letter of Credit Indicator to On-Line Multiple Input Screen Images
TR 30A – Direct Deposit Receipts
TR 31A – Clearing Fund Receipts
TR33A – Direct Deposit Receivable Receipts
TR 34A – Clearing Fund Receivable Receipts
TR90A – Accounts Receivable
Removal of Grant to Fund and Grant to Contract Correlation Edits
All Transactions
Expansion Option Add and Update
Removal of Category/Grant/GL Edits from Receipt Transactions
TR 30 – Direct Deposit Receipts
TR 31 – Clearing Fund Receipts
TR 33 – Direct Deposit Receivable Receipts
TR34 – Clearing Fund Receivable Receipts
TR 9SU – Accounts Receivable Subsidiary Ledger
TR 90 – Accounts Receivable
TR91 – Memo Accounts Receivable
TR 94 – Revenue to Revenue
TR96 – Journal Transfer Receipts
TR97 – Journal Transfer Receivable Receipts
Deletion of Grant Information Standard Reports
DCGR03 – Letter of Credit Receipt and Expenditure Report
DCGR06 – Grant Information Listing
DCGR010 – Grant Amendment Listing
DCGR11 – Listing of Federal Grants with an Invalid CFDA or Grant Type
FLAIR Conversion of Existing Grant Information Subsystem to the New Grant
Information Subsystem
A. Existing Grants in a Closed Status will be converted to the new file in an Inactive
Status. The related Grant Amendment, Letter of Credit and Title records will be
updated to reflect the new status.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
B. Grantor ID on the new file will be populated with value in the Vendor field
(CG3VNO) only if that id is valid on the appropriate Vendor file. If it is not valid,
the Grantor ID will be left blank on the new file. Grantor Type will be left blank on
all records, as allowed values have been changed.
C. Total Grant Award Amount on the new file will be populated with Amended Amount
(CG3AAMT
FACTS Grant Award Agreements
FACTS will use unique web pages, functionality and reports for Grant Award
Agreements. FACTS will include:
A. FACTS Dashboards
i. Agency Grant Award User Dashboard - selections for:
a. Add New Grant Award
b. Search or Edit Contract/Grant Disbursement/Grant Award
c. Upload Grant Award Info
d. View Unfinished Grant Award Entries
e. View Active Grant Awards with Inactive Grantors
f. View Active Grant Awards with past End Date
g. View Grant Award Batch History
h. View Document
i. View Document Batch History
ii. Agency Contracts/Grant Disbursement User Dashboard – selections for:
a. Add New Contract
b. Add new Grant Disbursement
c. Upload Contract/Grant Disbursement Info
d. Search or Edit Contract/Grant Disbursement/Grant Award
e. View Unfinished Contracts/Grant Disbursement Entries
f. View Active Contracts/Grant Disbursement with Inactive Vendors
g. View Active Contracts/Grant Disbursement with past End Date
h. View Contracts/Grant Disbursement Batch History
i. View Confidential or Exempt Contracts/Grant Disbursements
j. View Deleted Contract Grant Awards
k. View POs with Missing Method of Procurements
l. View Document
m. View Document Batch History
iii. Agency All Agreements User Dashboard– selections for:
a. Add New Contract
b. Add new Grant Disbursement
c. Add New Grant Award
d. Upload Grant Award Info
e. Upload Contract/Grant Disbursement Info
f. Search or Edit Contract/Grant Disbursement/Grant Award
g. View Unfinished Grant Award Entries
h. View Unfinished Contracts/Grant Disbursement Entries
i. View Active Contracts/Grant Disbursement with Inactive Vendors
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
j. View Active Grant Awards with Inactive Grantors
k. View Active Contracts/Grant Disbursement with past End Date
l. View Active Grant Awards with past End Date
m. View Contracts/Grant Disbursement Batch History
n. View Grant Award Batch History
o. View Confidential or Exempt Contracts/Grant Disbursements
p. View Deleted Contract Grant Awards
q. View POs with Missing Method of Procurements
r. View Document
s. View Document Batch History
iv. Administrator User Dashboard – selections for:
a. Manage User
b. Mange Agency Contact
c. User Count by Agency
d. Mange FACTS Code (Additions Grant Type and Grant Status - Refer to
FACTS Code Validation Tables below)
e. Manage System Wide Messages
f. View Unfinished Grant Award Entries
g. View Unfinished Contracts/Grant Disbursement Entries
h. View Active Contracts/Grant Disbursement with Inactive Vendors
i. View Active Grant Awards with Inactive Grantors
j. View Active Grant Awards with past End Date
k. View Active Contracts/Grant Disbursement with past End Date
l. View Confidential or Exempt Contracts/Grant Disbursements
m. View Contracts/Grant Disbursement Batch History
n. View Grant Awards Batch History
o. View POs with Missing Method of Procurements
p. View POs with Missing Required Information
q. View PO Payments with Missing Required Information
r. View POs with Missing Vendor/Commodity
s. View MFMP PO Import Errors
t. View Document
u. View Document Batch History
B. Input and Modification Pages:
These pages will function similar to FACTS contract pages, i.e. logical sequential
input, save, and edits for required fields.
i. Detail Page – used to maintain the one to one grant award related
information. Refer to “Grant Award Main Record” table above.
ii. Add Grantor Page – used to Grantor information. Refer to “Grant Award
Vendor/Grantor Record” table above.
iii. Letter of Credit (LOC) Page – used to maintain many to one relational
LOC and Sub Account information records. Refer to the “Grant Award
Letter of Credit Record” table above.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
iv. Cost Sharing Page – used to maintain the many to one relational additional
cost sharing information records Refer to the “Grant Award Additional
Cost Sharing Requirements Record” table above.
v. CFDA / CSFA Page – used to maintain the many to one relational of
CFDA and CSFA information records. Refer to the “Grant Award CFDA /
CSFA Record” table above.
vi. Amendment Page – used to maintain the many to one relational
amendment information records. Refer to the “Grant Award Amendment
Record” table above.
vii. Associated Agreements Page – used to maintain the many to one relational
grant to contract information records. Refer to the “Grant Grant to Grant
Contract linking Record” table above.
viii. Receipts Page – displays the many to one relational receipt information
records – refer to the “Grant Award Receipt Record” table above.
ix. Documents Page – used to maintain Grant Award and Amendment
documents
C. Display Pages and Tabs:
These pages will function similar to FACTS contract pages
i. Grant Award information page – displayed sections and tabs
1. Summary Section:
a. Agency Name
b. Grant Ward ID
c. Long Title
d. Date of Award
e. Grantor Name
f. Total Grant Award Amount
g. Total Grant Award Receipts to Date
h. Description
2. Details Tab - Main Information Section:
a. Grant Award ID
b. Short Title
c. Long Title
d. Grant Reference Number
e. Grant Type
f. Grant Status
g. Date of Award
h. Original Funding Start Date
i. Original Funding End Date
j. Original Grant Award Amount
k. Total Grant Award amount
l. Grant Document Number
3. Details Tab - Agency Grant Manger Information (viewable only to
signed in FACTS users)
a. Agency Manager Name
b. Phone Number
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
c. Email
4. Details Tab - Agency Grant Fiscal Contract Information (viewable
only to signed in FACTS users)
a. Grant Fiscal Contact Name
b. Phone Number
c. Email
5. Details Tab - Grant Federal Contact Information (viewable only to
signed in FACTS users)
a. Grant Federal Contact Name
b. Phone Number
c. Email
6. Details Tab – Indirect Cost Information
a. Eligible for Indirect Cost (Y/N)
b. Salary, Wages & Fringe (Y/N/NA)
c. Payments to Sub-Recipient (Y/N/NA)
d. Direct Cost (Y/N/NA)
e. Indirect Cost Comments
7. Details Tab – Amendments
a. Amendment Amount
b. Agency Amendment Reference
c. Change Description
d. Amendment Effective Date
e. Revised Funding Start Date
f. Revised Funding End Date
g. Download Amendment hyper-link
8. Details Tab – Grantor
a. Grantor ID (viewable only to signed in FACTS users)
b. Name Line1
c. Name Line 2
d. Address (viewable only to signed in FACTS users)
e. City, State, ZIP
f. Grantor Type
g. Download Grantor hyper-link
9. Details Tab – CFDA
a. CFDA Code
b. Description
10. Details Tab – CSFA
a. CSFA Code
b. Description
11. Receipts Tab
a. Fiscal Year Total Amount, expandable and collapsible for
details
b. Statewide Document #
c. Agency Document #
d. Grantor Name
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
e. Amount
f. Letter of Credit/Sub Account #
g. 29 digit FLAIR account code in its components
h. Date
12. Letter of Credit Tab (viewable only to signed in FACTS users)
a. Letter of Credit Number
b. Sub Account Numbers
13. Cost Sharing Tab
a. Cost Sharing Source
b. Maintenance of Effort (Y/N)
c. Matching (Y/N)
d. In Kind (Y/N)
e. Comments
f. Download Costing Sharing hyper-link
14. Associated Agreements Tab
a. Agreement Type
b. Agency Name
c. Contract ID (FALIR Contract ID)
d. Agency Contract ID (Agency Assigned Contract ID)
e. Grant Award ID (FLAIR Grant ID)
f. Grant Document Number
g. Agency reference Number
h. Download Associated Agreements hyper-link
15. Documents Tab
a. Document Type
b. Document Reference #
c. Document Add Date
d. Agency Document Link
e. Document PDF Icon
D. Search / Result pages:
These pages will function similar to FACTS contract pages
i. Main Search for Grant Awards - Search criteria modifications/additions:
a. Vendor Name becomes Vendor/Grantor Name
b. Dollar Value rang includes Grand Award Value
c. Beginning and/or Ending Dates range includes Original Funding Start
Date and Original Funding End Date
d. Grant Award ID
ii. Main Search Results
a. Displayed data modifications/additions:
i. Vendor Name become Vendor/Grantor Name
ii. Grant Award ID
b. All displayed columns must be sort-able, except for
Commodity/Service Type and Audit View
c. Displayed information must be downloadable to Excel readable format
file containing extra information not displayed:
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
xvii.
xviii.
xix.
xx.
xxi.
xxii.
xxiii.
xxiv.
xxv.
xxvi.
xxvii.
xxviii.
xxix.
xxx.
xxxi.
xxxii.
xxxiii.
Vendor/Grantor Name Line 2
Original Contract Amount
Commodity/Service Type Code
Recurring Budgetary Amount
Non Recurring Budgetary Amount
PO Budget Amount
Long Title/PO Title
Short Title
Beginning Date
Original End Date
Contract Execution Date
Grant Award Date
PO Order Date
Agency service Area
Manger Name, available only if user is signed into FACTS
Manger Phone, available only if user is signed into FACTS
Manger Email, available only if user is signed into FACTS
Authorized Advance Payment
Method of Procurement
State Term Contract ID
Agency Reference Number
Contract Exemption Explanation
Statutory Authority
Recipient Type
Provide Administrative Cost
Provide for Periodic Increase
Periodic Increase Percentage
Business Case Study Done
Business Case Date
Legal Challenge to Procurement
Legal Challenge Description
Was the Contractual Functions Previously Done by the Sate
Was the Contractual Functions Considered for Insourcing back
to the State
xxxiv. Did the Vendor Make Capital Improvements on State Property
xxxv. Capital Improvement Description
xxxvi. Value o Capital Improvements
xxxvii. Value of Unamortized Capital Improvements
xxxviii. Comments [General Description]
xxxix. CFDA Code
xl. CFDA Code Description
xli. CSFA Code
xlii. CSFA Code Description
d. The Grant Award Information page must be accessible from Grant
Award ID hyperlink.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
iii. Advance Search Criteria for Grant Awards
a. Search criteria modifications/additions:
i. Vendor Name becomes Vendor/Grantor Name
ii. Dollar Value range includes Grand Award Value
iii. Fiscal Year includes Grant Award Date
iv. Beginning and/or Ending Dates range includes Original
Funding Start Date and Original Funding End Date
v. Grant Award ID (FLAIR Grant Number)
vi. Grant Award Type
vii. Grant Award Statuses, with ability to select multiples
viii. Award Date range
b. Page Layout modifications/additions:
i. There are to be four groupings of search criteria
1. Main Area containing the search criteria common across
contract, grant disbursement agrees, grant awards and
purchase orders
a. Agency Name, with ability to select multiples
b. Vendor/Grantor Name
c. Minority Vendor Designation, with drop down
selectable listing
d. Dollar Value range
e. Fiscal Year, with drop down selectable listing
f. Commodity/Service Type
g. Beginning and/or Ending Date
h. Method of Procurement, with drop down selectable
listing
i. Radio buttons for:
Show All
Show Contracts only, with published audit check
box
Show Grant Award only
Show Purchase Orders only
2. Contract Specific Search Parameters that is expandable and
collapsible
a. Agency Assigned Contract ID
b. FLAIR Contract ID
c. Contract Status, with ability to select multiples
d. Contract Type, with drop down selectable listing
e. Administrative Costs radio buttons for:
Contains Administrative Cost? “Yes”, “No” &
“Either”
f. Periodic Increase radio buttons for:
Provide for Periodic Increase? “Yes”, “No” &
“Either”
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
iv.
g. Contract Manger Name, available only if user is
signed into FACTS
3. Grant Award Specific Search Parameters that is expandable
and collapsible
a. Grant Award ID
b. Grant Award Type, with drop down selectable listing
c. Grant Award Status with ability to select multiples
d. Award Date range
4. Purchase Order Specific Search Parameters that is
expandable and collapsible
a. Purchas Order Status, with ability to select multiples
b. MFMP PO Number
c. Order Date range
Advance Search Results for Grant Awards
a. Displayed data modifications/additions:
i. Vendor/Grantor Name Line 1
ii. Grand Award ID (FLAIR Grant Number)
iii. Vendor/Grantor Line 2
iv. Grant Award Date
b. Displayed columns Agency Name through Total Amount must be sortable
c. Displayed information must be downloadable to Excel readable format
file containing extra information not on the display:
i. Original Amount
ii. Commodity/service Type Code
iii. Recurring Budgetary Amount
iv. Non Recurring Budgetary Amount
v. PO Budget Amount
vi. Manger Name, available only if user is signed into FACTS
vii. Manger Phone, available only if user is signed into FACTS
viii. Manger Email, available only if user is signed into FACTS
ix. Contract Exemption Explanation
x. Statutory Authority
xi. Contract Involves State or Federal Aid
xii. Provide for Periodic Increase
xiii. Periodic Increase Percentage
xiv. Business Case Study Done
xv. Business Case Date
xvi. Legal Challenge to Procurement
xvii. Legal Challenge Description
xviii. Was the Contractual Functions Previously Done by the Sate
xix. Was the Contractual Functions Considered for Insourcing back to
the State
xx. Did the Vendor Make Capital Improvements on State Property
xxi. Capital Improvement Description
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Functional Requirements for FACTS
Phase Five- Grants
xxii. Value o Capital Improvements
xxiii. Value of Unamortized Capital Improvements
xxiv. Comments [General Description]
xxv. CFDA Code Description
xxvi. CSFA Code Description
d. The Grant Award Information page must be accessible from Grant
Award ID hyperlink.
Security
Modify security from that currently provided by FACTS so that only authorized users
add or modify data associated with their entity and function. The types of authorized user
(Roles) are:
1. FACTS Administrator a. Manages user access to FACTS
b. Manages system wide messages displayed in FACTS
c. Manages agency contract information in FACTS
d. Manages codes used in FACTS
e. Manages all information maintained in FACT, including Chapter 119,
Florida Statues, exempted information
2. Oversight User – Ability to view only all information maintained in FACT,
including Chapter 119, Florida Statues, exempted information
3. Agency All Agreement User – Ability to add and update all information in
FACTS for a specified entity, including Chapter 119, Florida Statues information
4. Agency Contract/Grant Disbursement User - Ability to add and update only
contract/grant disbursement agreement information in FACTS for a specified
entity, including Chapter 119, Florida Statues information
5. Agency Grant User - Ability to add and update only grant award agreement
information in FACTS for a specified entity, including Chapter 119, Florida
Statues information
6. Help Desk User - DFS individuals in Division of Information Systems authorized
to reset FACTS passwords
The security must provide a means of identifying the users by entity (i.e. Legislature,
DFS, APD, etc) and name.
In addition, FACTS must prevent the public viewing the following additional data fields:
• Grantor’s ID
• Grantor’s Street Address
• Agency Grant Manger Name, Phone Number and Email Address
• Grant Federal Contact Name, Phone Number and Email Address
• Agency Grant Fiscal Contact Name, Phone Number and Email Address
Existing Data Cleaning and Conversion
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
A. FLAIR must provide a one-time data extract for active grant records for cleansing
and conversion from the FLAIR Grant Information Subsystem. There will be
separate conversion procedures written.
B. Existing data from FLAIR Grant Information Subsystem must undergo data
cleansing by the agencies to ensure that all the required data for active grants is
present and that previously agency unique data values updated to State Standard
before adding them to FACTS.
C. Agencies will have the ability to submit a “cleansed” data file in a specific format
for one-time conversion to FACTS.
Agency Data Upload
FACTS will provide a mechanism for State Agencies to upload data electronically,
including error handling. There will be separate Upload File Layout and procedures
written.
FLAIR Data Exchanges
A. FACTS will provide appropriate timely data interfaces, including error handling,
to and from FLAIR files for the data indicated as being validated using FLAIR
data.
B. FLAIR Grant Subsystem records created from transmission of FACTS data will
not be editable within the FLAIR Grant Subsystem.
C. Agencies can create FLAIR Grant IDs directly in the FLAIR Grant Information
Subsystem for grant related revenue and cost pools.
D. Following FACTS fields will be sent to FLAIR:
FACTS to FLAIR Grant Award Add/Update Interface File Format
Position
Format
Field
Required
Comments
1-1
A1
Add/Update Indicator
Yes
Valid Values: A or U
2-7
A6
OLO
Yes
Must be valid OLO
8-12
A5
Grant ID
Yes
When Add/Update
Indicator = U: Must be on
FLAIR Grant Information
file for OLO with a FACTS
Indicator = Y.
When Add/Update
Indicator = A: Cannot be
on FLAIR Grant
Information file for OLO
with a FACTS Indicator =
Y.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
13-13
A1
Status
Yes
14-23
A10
Short Title
Yes
24-83
A60
Long Title
Yes
84-104
A21
Grantor ID
Yes
Must be active on
Statewide Vendor file or
Account Description file
105-105
A1
Grantor Type
Yes
Valid Values: A - J
106-120
N13.2
Total Grant Award
Yes
Cannot = zero or be
negative
121-126
A6
CFDA
No
Must be active on CFDA
file
127-131
A5
CSFA
No
Must be active on CSFA
file
132-136
A5
Agency Reference
Number
No
137-151
A15
Letter of Credit
No
152-166
A15
Sub-Account 1
No
167-181
A15
Sub-Account 2
No
182-196
A15
Sub-Account 3
No
197-211
A15
Sub-Account 4
No
212-226
A15
Sub-Account 5
No
227-241
A15
Sub-Account 6
No
242-256
A15
Sub-Account 7
No
257-271
A15
Sub-Account 8
No
272-286
A15
Sub-Account 9
No
287-301
A15
Sub-Account 10
No
302-316
A15
Sub-Account 11
No
48 of 119
Valid values: A, I or D
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
317-331
A15
Sub-Account 12
No
332-346
A15
Sub-Account 13
No
347-361
A15
Sub-Account 14
No
362-376
A15
Sub-Account 15
No
On-line Data Entry, Editing and Display
A. FACTS will arrange data elements into logical groupings by sections, tabs, or
screens for user-friendly entry and access similar to that used for contracts in
FACTS, i.e. general grant identification, grant purpose, grantor, grant
management and amendments, etc.
B. FACTS will provide data entry assistance such as drop down pick lists for State
Standard data code values similar to that used for contracts in FACT, i.e. Grant
Status, Grant Type, CFDA codes, and CSFA codes, etc.
C. FACTS will provide data entry assistance for selecting various dates similar to
that available for contracts in FACTS, i.e. pop-up calendars.
D. FACTS will provide data entry assistance for selecting Grantor ID values similar
to that used for contract vendors in FACTS, i.e. name search. (Grantor IDs with
Revenue Type codes will be available on FLAIR’s Statewide Vendor files)
E. FACTS will provide data entry assistance for selecting FACTS’ contracts and
grants associated with the grants and contracts.
F. FACTS will prevent the placing of a published grant records in “Delete” status by
Agency Grant Users and Agency Super User. However, Agency Grant Users and
Agency Super Users can place unfinished grant records in “Delete” status and
thereby prevent them from being publishing.
On-Line Data Querying
A. FACTS must provide three security levels for on-line data querying similar to
that available for contracts in FACTS:
a. Public Access must not include Grantor’s Vendor ID, Grantor’s Street
Address, Agency Grant Manger information, Grant Federal Contact
information and Agency Fiscal Contact information,
b. Agencies Access must be restricted to their agency records, and
c. Statewide Access to all data for the Legislative and CFO Staff
B. FACTS must provide initially ad-hock querying, display, exporting, and
printing of data similar to that available for contracts in FACTS, i.e. standard
and advance queries, sectionalized data groups, columnar displaying of data
with appropriate slide bars, screen printing, Excel associable data downloads.
C. FACTS must provide querying assistance such as drop down pick lists for
available data values similar to that available for contracts in FACTS.
D. FACTS must provide access for querying, displaying and printing grant data
for a minimum of ten years (Grant Data History). Data retention, starting with
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
initial data loading, will be ten continuous years. Archive data exceeding the
ten-year limit but have it readily available for analysis.
Grant Award Amount and Receipts
A. FACTS must accumulate and display by grant award at the top of the FACTS
“Grant Award Information” page a “ Summary” section for both Public and
Agency User:
a. Total Grant Award Amount- FACTS should use system-recorded data
“Grant Award’s Original Amount” plus “Amendment Amounts” by
grant award to accumulate these totals.
b. Total Grant Award Receipts to Date - FACTS should use
Departmental FLAIR provided receipt data by FLAIR Grant ID to
accumulate these totals.
B. FACTS must have a “Receipts” tab available from the “Grant Award
Information” page that when clicked displays:
a. “Total Receipts” by Fiscal Year
i. FACTS should use Departmental FLAIR provided receipt data
by FLAIR Grant ID to accumulate these totals.
b. A “More” or “Expand” button must be displayed that when clicked
displays in columns Departmental FLAIR provided:
i. “Statewide Document Number”
ii. “Agency Document Number”, if available
iii. “Grantor Name”, if available
iv. “Amount”
v. FLAIR’s Account Code broken into:
1. LI - L1_CD – 2 digits – Level One Operational Level
Code
2. GF - GF_CD – 2 digits - GAFFR Fund Code
(Governmental Accounting Fund)
3. SF - SF_CD – 1 digit- State Fund Code
4. FID - FID – 6 digits - Fund ID
5. BE - BE_CD – 8 digits – Budget Entity Code
6. IBI - IBI – 2 digits - Internal Budget Identifier
7. CAT - CAT – 6 digits – Category (Revenue)
8. YR - APPR_YR – 2 digits – Budget Appropriation
Year
vi. Date
vii. Grant Award ID Number
viii. Letter of Credit Number or Sub Account values, if available
c. The following statement need to be placed on the Receipts Tab:
1. Receipts also referred to as revenue. Receipts include
accounting adjustments made on a grant award.
Receipts are always positive amounts while accounting
adjustments may be positive or negative depending on
the type of adjustment.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
2. If a receipt or adjustment to a contract was made before
Month, Date, 2013, the information may not be posted
in this system.
C. Departmental FLAIR must provide FACTS, nightly, the input side of all daily
detail receipt transactions from the Daily Departmental Work file with a
General Ledger code of “6XXX”, “Grant ID” is not null (Grant ID is
identified as a FACTS Grant), and “Statewide Document Number” is not null,
and all Departmental FLAIR Transaction Number 11s with “General Leger”
equals 6XXXX and “Grant ID”, is not null, excluding Transaction Numbers
07, 08, 09 and 16 as well as any Master File purge transactions. Also, exclude
any Departmental FLAIR transactions with a Prior Period Indicator (PPI)
equaling “Y” for the period July 1, 2013 through June 30, 2014 only and any
transactions with PPI equals “M” in July 2013 only.
D. The Departmental FLAIR details transactions must provide:
a. Agency OLO, 6 Alphanumeric
b. FLAIR Grant ID, 5 Alphanumeric
c. Vendor Name, 31 Alphanumeric (Vendor Long Name – line one only)
d. Vendor ID, 21 Alphanumeric (To be used as reference key only)
e. Statewide Document Number, 11 Alphanumeric
f. Agency Document Number, 11 Alphanumeric
g. Voucher Date, MM/DD/YYYY Format
h. Voucher Amount, 17 Numeric with leading sign (+/-) and decimal 2
i. FLAIR Account Code with Certified Forward Indicator, 30
Alphanumeric:
j. Fiscal Year, YY-YY format, (After June 30, 2013, Departmental
FLAIR will calculated fiscal year using the Prior Period Indicator and
Certified Forward Indicator.)
k. Letter of Credit, 15 Alphanumeric
E. FACTS must summarize the Departmental FLAIR data by “OLO”, “Grant
ID”, “SWDN” and Fiscal Year combinations to minimize the detail
transaction lines to be displayed.
F. FACTS must allow the user to download grant receipt details.
G. Policy Statement:
i. Effective July 1, 2015, agency staff must record the appropriate
FLAIR Grant identifier (number) on all Departmental FLAIR
Receipt Transactions associated with a grant awards recorded
in FACTS, including any journal transfers and advises. All
Departmental FLAIR transactions used to adjust, distribute or
correct grant receipts must have the appropriate FLAIR Grant
identifier and original receipts Statewide Document Number.
51 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
State Standard Required Codes
State Standard Codes maintained in FACTS for the following data fields; Refer to
FACTS Code Validation Tables below.
• Grant Type
• Grant Status
Linking of Grant Award Agreements to Associated Grant Disbursement
Agreements, Contracts or Other Grant Awards
FACTS must provide functionality for linking of FACTS grant award agreements to
associate FACTS grant disbursement agreements (contracts) using the FLAIR Contract
Identifier (Numbers), Agency Contract ID and Grant Reference Number. Refer to the
Linking Contracts to Grants Record table above.
Linking of Grant Award and Grant Award Amendment Document Images
FACTS must provide functionality for linking of grant award and grant award
amendment document images to the grant award and grant award amendment
records contained in the system.
FLAIR Grant Information File Purge
Current FLAIR Grant Information purge procedures should treat FACTS and FLAIR
Grants the same.
FACTS Grant Award Data Agency On-line Upload Functionality
FACTS will provided an On-line Excel ONE to ONE upload process for grant award
data.
52 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Agreement Summary
State agency representatives and Department of Financial Services, Division of Accounting and
Auditing staff through a series of Grant Policy Workgroup meetings developed the following:
•
•
Definition of Grant Disbursement Agreements – Contracts for the expenditure of funds
associated with either a Catalog of Federal Domestic Assistance (CFDA) number; a
Catalog of State Financial Assistance (CSFA) number; or a grant from a nongovernmental entity to a recipient or sub-recipient by the reporting entity. These
contracts are identified using the vendor checklist to classify them as either vendors or
sub recipients. Contractors who are identified as vendors, should be classified as Contract
Type = SC – Standard Two-Party agreements by statute; and are required to be reported
in FACTS.
State Standard Grant Disbursement Agreement policies and procedures
1. All agreements meeting the Grant Disbursement Agreement definition will be
recorded and maintained in FACTS, except for those of the Depts. Of Legal
Affairs and Agriculture and Consumer Services.
2. No new FACTS fields were created or needed to support agencies recording
Grant Disbursement Agreements in FACTS. Agencies will utilize the existing
Contract fields available in FACTS to record Grant Disbursement Agreements.
3. A few modifications are to be made to the current FACTS contract functionality
to support grant disbursement agreements
4. Recipient name and address information are recorded in FLAIR Statewide Vendor
File
5. Following information will not be available for public view:
 Recipient/Vendor ID,
 Recipient/Vendor’s Street Address,
 Agency Contract Manger information, and
 Any contract containing information that is confidential and/or exempt
pursuant to Florida law not published to FACTS public website. However,
applicable contract information sent to FLAIR.
6. Optionally, FACTS Grant Disbursement Agreements can cross-reference to other
FACTS maintained agreements, (i.e. Grant Award Agreement, other contracts,
even across State agencies.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Data Elements for Grant Disbursement Agreement
The following are the FACTS Grant Disbursement Agreement data elements with names, functions, formats and record (table)
groupings needed to meet State agency, grantor and State operational and reporting needs.
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Agency Identifier
Definition
Agency ID (FLAIR OLO)
Length
6
Format
Alphanumeric
Required
/ Optional
System
Generated
Comments
Agency ID - not an entered field but determined when the
Agency User logs into FACTS therefore not editable.
Not editable in FACTS or FLAIR
Agency Contract ID
Used to identify agency
assigned contract/grant
disbursement agreement
identifiers that are larger
than the FLAIR Contract
Identifier
50
Alphanumeric
Optional
Agency Assigned Identifier is for System display and reporting.
Agencies may duplicate the FLAIR Contract ID in this field.
Not sent to FLAIR Contract Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
FLAIR Contract ID
Definition
Identify the individual
contract/grant
disbursement
agreements within the
system.
Length
5
Format
Alphanumeric
Required
/ Optional
Required
Comments
Unique value within OLO on Departmental FLAIR's Title file
This data sent to the FLAIR Title File and FLAIR Contract
Information Subsystem
Not editable once “Finished” and sent to FLAIR
It is unique to a single contract and cannot duplicate within an
agency for ten years
Validated using FLAIR data
Used on FLAIR transactions. It is required on all FLAIR
disbursement transactions for the related contract, and will be
used to retrieve expenditure data by contracts in FACTS
This is a linking data field
Short Title
Text that would assist the
Agency in identifying the
contract/grant
disbursement agreement
10
Alphanumeric
Required
55 of 119
This data will be sent to FLAIR to update the FLAIR Title File
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Long Title
Original Contract
Amount
Definition
Length
Entry in this field should
identify the
contract/grant
disbursement agreement
in a manner that would
be meaningful to the
public.
60
13.2
Format
Required
/ Optional
Comments
Alphanumeric
Required
This data will be sent to FLAIR to update the FLAIR Title File
and FLAIR Contract Information Subsystem
Numeric
Optional
Can be Zero for task order type contract/grant disbursement
agreements
Defaults to zero
Not sent to FLAIR Contract Information Subsystem
There are no FLAIR or FACTS edits on this field
Entries in this field will update the Total Contract Amount
Not linked to other fields within FLAIR or FACTS
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Contract Type
Definition
Length
A contract is identified as
any written agreement
between one or more
parties. Contract Types
classifies contracts in
FACTS.
2
Format
Alphanumeric
Required
/ Optional
Required
Comments
Not sent to FLAIR Contract Information Subsystem
FACTS maintains Contract Type coeds
At the Dashboard, users will choose to enter a “Contract” or
“Grant Disbursement Agreements”. Selecting the “Grant
Disbursement Agreement” option causes the Contract Type to
default t to “Grant Disbursement Agreements” (GD) –
Contracts for the expenditure of funds associated with either a
Catalog of Federal Domestic Assistance (CFDA) number; a
Catalog of State Financial Assistance (CSFA) number; or a grant
from a non-governmental entity to a recipient or sub-recipient
by the reporting entity. The field value cannot change until
the “Main Record” is “Saved” and the user returns to record in
the edit/update mode. In the edit/update mode, the user can
select another Contract Type value from the drop-down list.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Contract Status
Definition
Length
Status of contract/grant
disbursement agreement
2
Format
Alphanumeric
Required
/ Optional
Required
Comments
Valid values are:
A – Active,
(Maps to FLAIR Contract Information Subsystem Active)
C – Closed or Expired,
(Maps to FLAIR Contract Information Subsystem Inactive)
D – Deleted (Used for Error Corrections),
(Maps to FLAIR Contract Information Subsystem Delete)
E – Active /Extended,
(Maps to FLAIR Contract Information Subsystem Active)
R – Active/Renewed,
(Maps to FLAIR Contract Information Subsystem Active)
T – Terminated
(Maps to FLAIR Contract Information Subsystem Inactive)
FACTS will provide a dropdown pick list of values
This data is sent to the FLAIR Contract Information Subsystem
FACTS maintains Contract Type codes
58 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Date of Execution
Definition
Length
Identifies the date the
contract/grant
disbursement agreement
executed by all parties
8
Format
MMDDYYYY
Required
/ Optional
Required
Comments
Not linked to other fields within FLAIR or FACTS
An editable field, until “Finished” or published to web.
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to FLAIR Contract Information Subsystem
Date of Beginning
Identifies the date the
recipient or sub-recipient
may begin the delivery of
services.
8
MMDDYYYY
Required
Not linked to other fields within FLAIR or FACTS
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to FLAIR Contract Information Subsystem
59 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Original Ending Date
Identifies the final date
that all services must be
provided under the
original contract/grant
disbursement agreement
8
Format
MMDDYYYY
Required
/ Optional
Optional
Comments
Can be left blank for open ended contract/grant disbursement
agreements
Not linked to other fields within FLAIR or FACTS
Date must be valid
FACTS will provide a pop-up calendar to set date, if desired
Not sent to FLAIR Contract Information Subsystem
Agency Service Area
This field is available to
allow agencies to input
contracts by their
internal districts, regions,
or other geographic
service area.
5
Alphanumeric
Optional
Not sent to FLAIR Contract Information Subsystem
Statutory Authority
A free form field to
record the statutory
authority of the agency
for procuring the specific
services in the contract
60
Alphanumeric
Required
Not sent to FLAIR Contract Information Subsystem
60 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Contract Involve
State or Federal
Financial Assistance
Definition
Length
Indicates if the contract
involves the use of State
or Federal Financial
Assistance
1
Format
Alphanumeric
Required
/ Optional
Required
Comments
At the Dashboard, users will choose to enter a “Contract” or
“Grant Disbursement Agreements”. Selecting the “Grant
Disbursement Agreement” option causes the Contract Involve
State or Federal Financial Assistance to default t to “Yes”. The
field value cannot change until the “Main Record” is “Saved”
and the user returns to record in the edit/update mode. In
the edit/update mode, the user can select “No”.
Input value of “Yes” triggers additional input requirements on
the CFDA or CSFA input screens
Not sent to FLAIR Contract Information Subsystem
61 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Recipient Type
Definition
Indicates the Recipient
Type
Length
1
Format
Alphanumeric
Required
/ Optional
Required
Comments
This field is required if CFDA or CSFA codes are entered for the
contract. Valid values, which will be provided through a drop
down list, activated by clicking on the down arrow on the right
side of the box, are:
A - Nonprofit Organization,
B - For Profit Organization, includes Sole Proprietor,
C - Local Government,
D - State Community Colleges,
E - District School Boards,
F – State Agency*, excluding State Universities,
G - State Universities*,
J – Federal Agency
K – Private Universities*
L – Legislature
FACTS maintains the Grantor Type codes
*Includes entities in or out of the State of Florida
FLAIR maintains Receipt Type code
Not sent to FLAIR Contract Information Subsystem
62 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Provides for
Administrative Cost
(Yes or No)
This is an indicator of
whether the
contract/grant
disbursement agreement
provides for
administrative costs.
1
Provides for Periodic
Increase (Yes or No)
This is an indicator of
whether the
contract/grant
disbursement agreement
provides for increases in
compensation for the
recipient or subrecipient.
1
Periodic Increase
Percentage
This field provides the
percentage of periodic
increase to the vendor
that allowed under the
contract/grant
disbursement
agreement.
6
Format
Alphanumeric
Required
/ Optional
Optional
Comments
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Becomes a required field if the ‘Provides for Periodic Increase’
value = “Yes"
Displays to Public only if Administrative Cost value = “Yes”
Not sent to FLAIR Contract Information Subsystem
63 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Format
Required
/ Optional
Definition
Length
Comments
General Description
This field is use to
provide a brief
description of agreement
for the public.
2,000
Alphanumeric
Required
Not sent to FLAIR Contract Information Subsystem
Authorized Advance
Payment (Yes or No)
This field indicates if
advance payments
authorized in the
contract/grant
disbursement
agreement.
1
Alphanumeric
Optional
Defaults to No
Method of
Procurement
Captures Methods of
Procurement or
Procurement Exemption
codes identifying either
the methods of
competitive procurement
used for the contract or
the reason that a
competitive procurement
was not undertaken.
5
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Required
Selected from a dropdown of valid codes
Not sent to FLAIR Contract Information Subsystem
FACTS maintains Method of Procurement codes
64 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Method of
Procurement Full
Description
Definition
Displays the full
description of the code
Length
100
Format
Alphanumeric
Required
/ Optional
System
Generated
Comments
Retrieved from FACTS table based on the code selected from
the Method of Procurement drop down box therefore not
editable
Not sent to FLAIR Contract Information Subsystem
Contract’s Exemption
Explanation
State Term Contract
ID
Free form field to explain
any exemptions from
competitive procurement
utilized for the contract.
It is required if a
competitive procurement
exemption code is used
in the Method of
Procurement field.
2,000
Provides for recording of
the ID of the specific
DMS State Term contract
goods or services
acquired under
50
Alphanumeric
Optional
If an exemption code was selected in “Method of
Procurement” it becomes required
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Becomes required if Contract’s ‘Method of Procurement’ code
equals A, B or D
Not sent to FLAIR Contract Information Subsystem
65 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Format
Required
/ Optional
Definition
Length
Comments
Agency Reference
Number
Provided to capture and
report references to
competitive procurement
documentations issued
by and maintained by the
agencies.
50
Alphanumeric
Optional
Not sent to FLAIR Contract Information Subsystem
Business Case Study
Done (Yes or No)
Indicates whether a
business case study done
for this contract.
1
Alphanumeric
Optional
Defaults to “N”
Business Case Date
Date of the business case
study.
8
Not sent to FLAIR Contract Information Subsystem
(MM/DD/YYYY)
Optional
Becomes required field if the Business Case Study Done =
“Yes”
Displays to Public only if Business Case Study Done = “Yes”
Not sent to FLAIR Contract Information Subsystem
Legal Challenges to
Procurement (Yes or
No)
Indicates whether legal
challenge to the
procurement of this
contract.
1
Alphanumeric
Optional
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
66 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Legal Challenge
Description
Definition
Length
Free form field for
describing legal challenge
outcome
2,000
Format
Alphanumeric
Required
/ Optional
Optional
Comments
Becomes required field if the Legal Challenges to Procurement
= “Yes”
Displays to Public only if Legal Challenges to Procurement =
“Yes”
Not sent to FLAIR Contract Information Subsystem
Was the Contracted
Functions Previously
Done by the State
(Yes or No)
Indicates whether
services acquired under
the contract done inhouse immediately prior
to the issuance of this
contract.
1
Was the Contracted
Functions Considered
for In-sourcing back
to the State (Yes or
No)
Indicates whether
services acquired under
the contract considered
for in-sourcing to the
state agency.
1
Alphanumeric
Optional
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
67 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Did the Vendor Make
Capital
Improvements on
State Property (Yes or
No)
Indicates whether
contractor made capital
improvements
Capital Improvement
Description
General description of
the capital improvement
Length
1
Format
Alphanumeric
Required
/ Optional
Optional
Comments
Defaults to “N”
Not sent to FLAIR Contract Information Subsystem
2,000
Alphanumeric
Optional
Capital improvements defined as improvement with a cost in
excess of $1,000 and an estimated useful life in excess of one
year.
Becomes required field if ‘Did the Vendor Make Capital
Improvements on State Property’ = “Yes”
Displays to Public only if Did the Vendor Make Capital
Improvements on State Property = “Yes”.
Not sent to FLAIR Contract Information Subsystem
Value of Capital
Improvements
Amount of the Capital
improvement
13.2
Numeric
Optional
Becomes required field if the ‘Did the Vendor Make Capital
Improvements on State Property’ = “Yes”
Displays to Public only if Did the ‘Vendor Make Capital
Improvements on State Property’ = “Yes”.
Not sent to FLAIR Contract Information Subsystem
68 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Main Record
(One Record per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Data Element
Definition
Length
Value of Unamortized
Capital
Improvements
Amount of Unamortized
Capital improvement
13.2
Format
Numeric
Required
/ Optional
Optional
Comments
Becomes required field if the ‘Did the Vendor Make Capital
Improvements on State Property’ = “Yes”
Displays to Public only if Did the Vendor Make Capital
Improvements on State Property = “Yes”.
Not sent to FLAIR Contract Information Subsystem
Agency Contract
Manager Name
Identifies the agency
contract manager
31
Agency Contract
Manager Phone
Number
Agency contract
manger's phone number
10
Agency Contract
Manager’s e-mail
address
Agency contract
manger's email address
50
Alphanumeric
Required
Not displayed to public
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Not displayed to public
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Not displayed to public
Not sent to FLAIR Contract Information Subsystem
69 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Budget Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
A grant disbursement agreement can have several funding sources. FACTS will allow for multiple entries.
Data Element
Amount
Definition
Budget amount
Length
13.2
Format
Numeric
Required
/ Optional
Optional
Comments
Can be negative, positive or zero
Defaults to zero
If zero, account code is not required
Not sent to FLAIR Contract Information Subsystem
Amount Type
Account Code
Recurring / Non-recurring
radio buttons. This field
indicates if the funding
source is recurring or not.
2
FLAIR 29-digit control
account number for the
funding source. Users enter
(L1, GF, SF, FID, BE, IBI, CAT,
YR).
29
Alphanumeric
Optional
Defaults to Recurring
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
If Amount = 0, Account is not required
FLAIR’s 29 digit Account Code from which payments are to
be made.
Validated using FLAIR data
Not sent to FLAIR Contract Information Subsystem
70 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Budget Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
A grant disbursement agreement can have several funding sources. FACTS will allow for multiple entries.
Data Element
Fiscal Year
Effective Date
Definition
Effective date of the State
Appropriation
Length
8
Format
MMDDYYYY
Required
/ Optional
Optional
Comments
If Amount = 0, Fiscal Year Effective Date is not required.
If entered, must be valid date. FACTS will provide a pop-up
calendar to set date.
Not sent to FLAIR Contract Information Subsystem
Cost Accumulator
Agency
Amendment
Reference
Optional field used by
agencies to provide other
accumulator ID, i.e. OCA,
Project, etc.
60
Provide for agencies to
associate budget records to
contract amendment
(Change) records
8
Alphanumeric
Optional
FACTS will allow for multiple entries.
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Optional
Field displayed only if a contract change recorded on the
contract. Once a contract has a contract change recorded
this field will be displayed requiring the user to select the
appropriate reference (“Original” or change reference ID) to
track and identify the budget entry.
Not sent to FLAIR Contract Information Subsystem
71 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Budget Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
A grant disbursement agreement can have several funding sources. FACTS will allow for multiple entries.
Data Element
Required
/ Optional
Comments
Numeric
System
Generated
Not sent to FLAIR Contract Information Subsystem therefore
not editable
13.2
Numeric
System
Generated
Not sent to FLAIR Contract Information Subsystem therefore
not editable
Amount derived from the
sum of contract Nonrecurring Budget amounts
entered in the system.
13.2
Numeric
System
Generated
Not sent to FLAIR Contract Information Subsystem therefore
not editable
Amount derived by
summarizing the Recurring
and Non-Recurring
Budgetary amounts entered
in the system.
13.2
Numeric
System
Generated
Not sent to FLAIR Contract Information Subsystem therefore
not editable
Definition
Length
Total Contract
Amount
Amount derived from the
sum of the Original Contract
Amount and Amendment
Amounts that entered in the
system.
13.2
Total Recurring
Budgetary
Amount
Amount derived from the
sum of contract Recurring
Budget amounts entered in
the system.
Total NonRecurring
Budgetary
Amount
Total Budgetary
Amount
Format
72 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Budget Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
A grant disbursement agreement can have several funding sources. FACTS will allow for multiple entries.
Data Element
Total Unfunded
Amount
Definition
Length
Amount calculated by the
system to show the
difference between the Total
Contract Amount and the
Total Budgetary Amount. It
represents potential contract
obligations not yet covered
by budgetary entries and
could represent unprocessed
budget amendments or
anticipated appropriations of
future periods.
13.2
Format
Numeric
Required
/ Optional
Comments
System
Generated
Not sent to FLAIR Contract Information Subsystem therefore
not editable
73 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Vendor Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many vendors associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Vendor Id
Definition
Statewide Vendor, A/R
Customer or Account
Description Number
identifier
Length
Format
21
Alphanumeric
Required
/ Optional
Required
Comments
Number valid on FLAIR's Vendor files, including the
appropriate prefix, and must allow for multiple entries for
multi-party agreements.
For inter-agency agreements, the data element must allow for
the FLAIR valid 21-digit account code.
Validated using FLAIR data
FACTS provides the ability to search by recipient or vendor
name
Not displayed to the public
Name
This field identifies the
recipient or contractor’s
name that will provide
services under the contract.
60
Alphanumeric
System
Generated
Not sent to FLAIR Contract Information Subsystem
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not sent to FLAIR Contract Information Subsystem
74 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Vendor Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many vendors associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Street Address
City
State
ZIP-Code
Definition
Length
Format
This field identifies the
recipient or contractor’s
street address that will
provide services under the
contract.
60
Alphanumeric
This field identifies the
recipient or contractor’s city
that will provide services
under the contract.
60
This field identifies the
recipient or contractor’s
State that will provide
services under the contract.
2
This field identifies the
recipient or contractor’s Zip
code that will provide
services under the contract.
10
Required
/ Optional
System
Generated
Comments
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not displayed to the public
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
System
Generated
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
System
Generated
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
System
Generated
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not sent to FLAIR Contract Information Subsystem
75 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Vendor Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many vendors associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Country
Minority Vendor
Designation
Definition
Length
Format
This field identifies the
recipient or contractor’s
Country that will provide
services under the contract
30
Alphanumeric
This field identifies the
recipient or contractor’s
Minority Designation that
will provide services under
the contract
60
Required
/ Optional
System
Generated
Comments
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
System
Generated
Retrieved from FLAIR's Vendor files using the Vendor Id
entered therefore not editable
FACTS displays the title (description not the code) of the
“Minority Vendor Designation” in the vendor information
section and in any other places where vendor information is
displayed (both on the agency and public views)
FACTS maintains Minority Vendor Code descriptions
Not sent to FLAIR Contract Information Subsystem
76 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Contract Wide
Consequences
(Yes or No)
Commodity/
Service Type
Length
Format
Required
/ Optional
Identifies if a
contract’s
deliverables do
not have specific
and identifiable
performance
measures and
financial
consequences
1
Alphanumeric
Optional
Field used to
designate the
types of
commodity or
services acquired
under the
contract/grant
disbursement
agreement.
6
Definition
Comments
Selected through the use of radio buttons
Defaults to “No”
Not sent to FLAIR Contract Information Subsystem
Alphanumeric
Conditional
If ‘Contract Wide Consequences’ = “No”, its required
DMS Commodity / Contractual Services Catalog codes active on FLAIR’s
Title file.
FACTS provides a search to select the appropriate code
Not sent to FLAIR Contract Information Subsystem
77 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Major
Deliverables
Definition
Field used to
describe the
commodity or
services acquired
under the
contract/grant
disbursement
agreement.
Length
Format
Required
/ Optional
2,000
Alphanumeric
Conditional
Comments
If Contract Wide Consequences = “No”, its required
Each deliverable directly related to the scope of work
Each deliverable associated to specific contract performance metric
and financial consequences.
Not sent to FLAIR Contract Information Subsystem
78 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Method of
Payment
Definition
Length
Format
Required
/ Optional
Field used to
identify method of
paying for
commodity or
services acquired
under the
contract/grant
disbursement
agreement.
1
Alphanumeric
Conditional
Comments
If Contract Wide Consequences = “No”, its required
The following Methods of Payment have been identified for use in the
system and are selectable from a dropdown:
1 – Fixed Price – Lump Sum
2 – Fixed Fee – Unit Rate
3 – Advance – 100% Advance
4 – Advance – Fixed Price Unit Cost
5 – Advance with Fixed Fee Schedule
6 – Advance with Cost Reimbursement
7 – Cost Reimbursement
8 – Cost Reimbursement Plus Fixed Fee(s)
9 – Cost Reimbursement Plus Percentage of Cost
10 –Cost Reimbursement Plus Incentive Fee
11 –Cost Reimbursement Plus Award Fee
12 – Revenue Generating Required
13 – No Cost
Only the code descriptions displayed
FACTS maintains the Method of Payment codes
Not sent to FLAIR Contract Information Subsystem
79 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Definition
Length
Major Deliverable
Prices
Field used to
identify total cost /
price paid for
commodity or
services acquired
under the
contract/grant
disbursement
agreement.
Field used to
explain why the
value of a contract
or deliverable is
zero.
13.2
Non-Price
Justification
Format
Numeric
Required
/ Optional
Conditional
Comments
If Contract Wide Consequences = “No”, its required
Not sent to FLAIR Contract Information Subsystem
150
Alphanumeric
Conditional
If Contract Wide Consequences = “No”, its required
Selectable values from a dropdown are:
(1) Agreement without a financial exchange or impact;
(2) Price cannot be determined until the work has been completed;
(3) Rate agreement;
(4) Revenue generating agreement;
(5) Contract Wide Consequences
Only the code description displayed
FACTS maintains Non-Price Justification coeds
Not sent to FLAIR Contract Information Subsystem
80 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Performance
Metrics
Definition
Length
Format
Required
/ Optional
Free form field
used to record
performance
metric
descriptions and
measurements for
the services
provided.
2,000
Alphanumeric
Conditional
Comments
If Contract Wide Consequences = “No”, its required
Each deliverable associated to specific contract performance metric
and financial consequences.
Not sent to FLAIR Contract Information Subsystem
Multiple
performance
measures allowed
for each
contract/grant
disbursement
agreement or
deliverable.
81 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Financial
Consequences
Definition
Length
Format
Required
/ Optional
Free form field
used to record the
financial
consequences to
the recipient or
contractor for
non-performance.
2,000
Alphanumeric
Conditional
Comments
If Contract Wide Consequences = “No”, its required
Each deliverable associated to specific contract performance metric
and financial consequences.
Not sent to FLAIR Contract Information Subsystem
Multiple financial
consequences
allowed for each
contract/grant
disbursement
agreement or
deliverable.
Source
Documentation
Page Reference
Free form field use
by agencies for
recording contract
documentation
references
250
Alphanumeric
Optional
Page references
can be referenced
for each contract
deliverable
82 of 119
Not sent to FLAIR Contract Information Subsystem
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Deliverables Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There can be many deliverables associated with a grant disbursement agreement. FACTS will allow for multiple entries.
Data Element
Deliverable
Number
Definition
Free form
field used by
the agencies
to assign a
deliverable
line value that
keeps the
entered
deliverables in
the agencies
desired order,
even if
modified
later, both in
FACTS and on
the Contract
Summary
Form.
Length
Format
25
Alphanumeric
Required
/ Optional
Optional
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Comments
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Change Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many changes associated with a contract. FACTS will allow for multiple entries.
Data Element
Agency Amendment
Reference
Definition
Field uniquely
identifies contract
amendment.
Length
8
Format
Alphanumeric
Required /
Optional
Comments
Required
Not sent to FLAIR Contract Information Subsystem
Once the record is saved the field is not editable
nor can it be deleted since is it used to tie budget
record to change records.
Values are
determined by the
agency and do not
necessarily have to be
in numerical order.
Change Type
(Amendment Type)
Field uniquely
identifies amendment
type.
1
Alphanumeric
84 of 119
Required
Valid values selectable from dropdown: A –
Amendment – Amendments change the existing
terms or conditions of the contract,
E – Extension - A contract extension is the
continuation of an existing contract for a period of
time under the same terms and conditions. Unless
authorized by statute, a contract extension must
be signed prior to the expiration date of the
existing contract. Section 287.057(12), Florida
Statutes, authorizes contract extensions once for
up to six months. Contracts procured under other
Statutes such as Chapters 255 or 337, Florida
Statutes, may have different requirements,
R – Renewal - Renewals are identified by
extensions of the contract dates with additional
compensation for additional goods or services.
The agency is asking the contractor to provide
more of the goods or services that were
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Change Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many changes associated with a contract. FACTS will allow for multiple entries.
Data Element
Definition
Length
Format
Required /
Optional
Comments
requested in the original contract under the same
terms and conditions. Renewals must be
executed prior to the expiration date of the
agreement, and must have all the same terms and
conditions of the original agreement. Renewals
are contingent on a satisfactory performance
evaluation and may be renewed for a period that
may not exceed three years or the term of the
original contract, whichever is longer, pursuant to
section 287.058(1) (g), Florida Statutes. If the
goods or services are purchased as a result of a
competitive solicitation, the renewal price must
be specified in the bid, proposal or reply.
Only code descriptions are displayed
Not sent to FLAIR Contract Information Subsystem
Amendment Amount
Field to record dollar
value of amendment,
if any
13.2
Numeric
Optional
The amount can be negative, zero or positive.
Defaults to zero
These amounts added to the Contract’s
Accumulated Amended Amount to calculate Total
Contract Amount
Not sent to FLAIR Contract Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Change Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many changes associated with a contract. FACTS will allow for multiple entries.
Data Element
Definition
Length
Amendment Effective
Date
Field specifies the
effective date of the
contract amendment.
8
Format
MMDDYYYY
Required /
Optional
Required
Comments
Must be valid date. FACTS will provide a pop-up
calendar to set date, if desired
There are no FACTS are FLAIR edits associated
with this field
Not sent to FLAIR Contract Information Subsystem
Amendment
Execution Date
Field identifies date
that changes to the
contract executed.
8
MMDDYYYY
Required
Must be valid date. FACTS will provide a pop-up
calendar to set date, if desired
There are no FACTS are FLAIR edits associated
with this field
Not sent to FLAIR Contract Information Subsystem
New Ending Date
Field identifies the
new contract ending
date resulting from a
contract extension or
renewal.
8
MMDDYYYY
Optional
If Change Type equals E or R, it’s required.
If entered, must be valid date. FACTS will provide
a pop-up calendar to set date, if desired
There are no FACTS are FLAIR edits associated
with this field
Not sent to FLAIR Contract Information Subsystem
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Change Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many changes associated with a contract. FACTS will allow for multiple entries.
Data Element
Change Description
Amendment Order
Number
Definition
Free form field for
describing the
changes to contract
Free form field
used by the
agencies to assign
an amendment
line value that
keeps the
entered
amendment in
the agencies
desired order,
even if modified
later, both in
FACTS and on the
Contract
Summary Form.
Length
2,000
Format
Alphanumeric
Required /
Optional
Required
Comments
FACTS will allow for multiple entries.
Not sent to FLAIR Contract Information Subsystem
25
Alphanumeric
87 of 119
Optional
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement CFDA / CSFA Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many deliverables associated with a contract. FACTS will allow for multiple entries.
Data Element
CFDA Code
Definition
Length
Format
Required
/ Optional
Field identifies
the Code of
Federal Domestic
Assistance (CFDA)
that is associated
with this contract.
6
Alphanumeric
Conditional
Comments
If Contract Involves State or Federal Aid equals “Yes” on the Grant
Disbursement Main Record, required if a CSFA code is not entered
CFDA IDs must be on FLAIR's Tile file before it is used
FACTS will provided a dropdown pick list of values
Only the code description is displayed
FLAIR maintains the CFDA codes
This data sent to the FLAIR Contract Information Subsystem
CFDA Description
Federal Domestic
Assistance code
description
60
Alphanumeric
System
Generated
Retrieved using the CFDA Code entered in CFDA Code field therefore not
editable
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement CFDA / CSFA Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
There could be many deliverables associated with a contract. FACTS will allow for multiple entries.
Data Element
CSFA Code
Definition
Length
Format
Required
/ Optional
Field identifies
the Code of State
Financial
Assistance (CSFA)
that is associated
with this contract.
5
Alphanumeric
Conditional
Comments
If Contract Involves State or Federal Aid equals “Yes” on the Grant
Disbursement Main Record, required if a CFDA code is not entered
CSFA IDs must be on FLAIR's Tile file before it is used
FACTS will provided a dropdown pick list of values
Only the code description is displayed
FLAIR maintains the CSFA codes
This data sent to the FLAIR Contract Information Subsystem.
CSFA Description
Cod of State
Financial
Assistance
description
60
Alphanumeric
System
Generated
Retrieved using the CSFA Code entered in CSFA Code field therefore not
editable
89 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Expenditure Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR (not user entered) based on transactions with General Ledger code of “7XXX”, “Contract ID” not null,
and “Statewide Document Number” is not null. FLAIR excludes Transaction Types 01, 02, 03, 07, 08, 09 and 16 as well as any Master
File purge transactions.
Data Element
Agency OLO
Definition
Length
Agency
Identifier
6
Contract
Identifier
5
Statewide
Document
Number
Statewide
voucher
identifier
13
Agency Document
Number
Agency voucher
identifier
Vendor ID
FLAIR Contract ID
Vendor Name
Format
Alphanumeric
Required /
Optional
Comments
System
Generated
Used for system processing only therefore not editable
System
Generated
Used for system processing only therefore not editable
Alphanumeric
System
Generated
Provided by Department FLAIR therefore not editable
11
Alphanumeric
System
Generated
Provided by Department FLAIR therefore not editable
Vendor
Identifier
21
Alphanumeric
System
Generated
Used to obtain the vendor name therefore not editable
Recipient or
Contractor’s
Name
31
System
Generated
Provided by Department FLAIR Vendor Files therefore not editable
Alphanumeric
Alphanumeric
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Provided by Department FLAIR
Provided by Department FLAIR
Not displayed to the Public
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Expenditure Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR (not user entered) based on transactions with General Ledger code of “7XXX”, “Contract ID” not null,
and “Statewide Document Number” is not null. FLAIR excludes Transaction Types 01, 02, 03, 07, 08, 09 and 16 as well as any Master
File purge transactions.
Data Element
Amount
Account Code
Definition
Payment
Amount
Length
13.2
Format
Numeric
Comments
System
Generated
Positive / Negative, with leading sign and decimal plus 2)
System
Generated
L1,GF,SF,FID,BE,IBI,CAT,YR,CFI format
Provided by Department FLAIR therefore not editable
FLAIR Control
Account code
30
Date
Voucher Date
10
(MM/DD/YYYY)
System
Generated
Provided by Department FLAIR therefore not editable
Fiscal Year
Payment’s
Applicable
State Fiscal
Year
5
(YY-YY)
System
Generated
Calculated by Departmental FLAIR therefore not editable
Fiscal Year
Payments to Date
Total payment
on the contract
for State Fiscal
Year
Numeric
System
Generated
Derived from FLAIR Expenditure data summed on contract’s FLAIR
OLO and FLAIR CONTRACT ID therefore not editable
13.2
Alphanumeric
Required /
Optional
Provided by Department FLAIR therefore not editable
Displayed in Summary section of Payment Tab
91 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Expenditure Record
(Could be Many Records per Grant Disbursement Agreement)
All fields are editable after the record has been saved and displayed to the public unless otherwise noted in the “Comments”
Field values pulled from FLAIR (not user entered) based on transactions with General Ledger code of “7XXX”, “Contract ID” not null,
and “Statewide Document Number” is not null. FLAIR excludes Transaction Types 01, 02, 03, 07, 08, 09 and 16 as well as any Master
File purge transactions.
Data Element
Definition
Length
Total Payments to
Date
Total payment
on the contract
13.2
Format
Numeric
Required /
Optional
System
Generated
Comments
Derived from FLAIR Expenditure data summed on contract’s FLAIR
OLO and FLAIR CONTRACT ID therefore not editable
Displayed in Summary section of Contract Information page
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Grant Disbursement Agreement Functional Requirement Notes and Assumptions
Changes to FACTS Contract Functionality
FACTS will primarily use existing contract web pages, functionality and reports for Grant
Disbursement Agreements. However, there are a few changes noted in the tables above:
a. User selection to enter a “Grant Disbursement Agreement” at the Dashboard
defaults the Contract Type to Grant Disbursement Agreement.
b. Grant Disbursement Agreement “Contract Type” cannot change in the add mode.
However, in the edit/update mode the “Contract Type” can change.
c. FACTS will allow the changing of Contract Type between Grant Disbursement
Agreement and any other “Contract Type”.
d. Date of Execution date will not be editable once the contract is finished or
published to the web.
e. Recipient Types will be removed from the dropdown list:
i. No Subrecipient (Federal Financial Assistance Only)
ii. Subrecipient (Federal Financial Assistance Only)
f. Recipient Types will be added to the dropdown list:
i. Private Universities(In or Out of State)
ii. Legislature
g. User selection to enter a “Grant Disbursement Agreement” at the Dashboard
defaults “Contract Involve State or Federal Financial Assistance” to “Yes” on the
Main Contract Information page in add mode. However, in the edit/update mode
the “Contract Involve State or Federal Financial Assistance” can change.
h. Remove Administrative Cost Percentage field from the Main Contract
Information page.
i. Agency Contract Manager Phone Number, changes from required to optional on
the Contract Main Information page
j. Agency Contract Manager’s e-mail address, changes from required to optional on
the Contract Main Information page
Security
FACTS must provide security so that only authorized users add or modify data associated
only with their entity. However, provide system wide inquiry access to authorize DFS
personnel. In addition, the security must provide a means of identifying the user by entity
and name. FACTS will prevent the public from seeing the following data fields:
a. Contract’s Vendor ID
b. Contract’s Vendor Address
c. Agency Contract Manger Name
d. Agency Contract Manger’s Phone Number
e. Agency Contract Manger’s Email Address
f. Recipient/Vendor’s Street Address
g. Recipient/Vendor ID,
Agency Data Upload
FACTS will provide a mechanism for State Agencies to upload data
electronically, including error handling.
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
FLAIR Data Exchanges
a. FACTS will provide appropriate timely data interfaces, including error handling,
to and from FLAIR files for the data indicated as being validated using FLAIR
data or using FLAIR maintained data for pick lists.
b. Following FACTS fields will continue to be sent to FLAIR:
 FLAIR Contract ID,
 Short Title,
 Long Title,
 Contract Status,
 CFDA Code (fist occurrence of CFDA or CSFA), and
 CSFA Code (fist occurrence of CFDA or CSFA)
c. Agency users are able to view the Contract Title in FLAIR.
d. All FLAIR contract disbursement, expenditure and adjustment transactions carry
a Contract Identifier (FLAIR Contract Number).
e. FLAIR contract disbursement, expenditure and adjustment transactions are sent to
and display in FACTS.
On-line Data Entry and Display
a. FACTS must arrange data elements into logical groupings by sections, tabs, or
screens for user friendly access, i.e. general contract identification, contract
purpose and authority, contract vendors / recipients, contract management,
contract accounting, contract disbursements / revenue, contract performance
metrics, and contract deliverables.
b. FACTS must provide data entry assistance such as drop down pick lists for State
Standard data code values.
On-Line Data Querying
a. FACTS must provide ad-hock querying, display, exporting, and printing of data.
b. FACTS must provide querying assistance such as drop down pick lists for
available data values.
c. FACTS must provide access for querying, displaying and printing contract data
for a minimum of ten years (Contract Data History). Data retention, starting with
initial data loading, will be ten continuous years. Data exceeding the 10 year limit
must be archived from production but still available.
Recurring and Non-Recurring Budgetary Amounts
The Legislature is requiring that FACTS track the recurring and non-recurring
funding sources of contracts, including amendments, extensions or renewals.
This information is not available in FLAIR. Therefore, the FACTS must provide
the ability for the agencies to enter this information based on information from the
State’s budgeting system, LAS/PBS.
Contract Payments
a. FACTS must accumulate and display by contract at the top of the FACTS “View
Contracts Details” page for both Public and Agency User:
i. Contract’s Amended Contract Amount (Total Contract Value)
ii. FACTS should use system-recorded data “Contract’s Original Amount”
plus “Contract’s Change Amounts” by contract to accumulate these totals.
iii. Contract’s Budgeted Amount
94 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
b.
c.
d.
e.
f.
g.
iv. FACTS should use system-recorded data “Recurring Budgetary Amounts”
and “Non-Recurring Budgetary Amounts” by contract to accumulate these
totals.
v. Contract’s Accumulated Expenditures (Total Contract Expenditures to
Date)
vi. FACTS should use Departmental FLAIR provided expenditure data by
contract to accumulate these totals.
vii. Contract’s Accumulated Expenditures by State Fiscal Year (Total Contract
Expenditures by Fiscal Year)
viii. FACTS should use Departmental FLAIR provided expenditure data by
contract to accumulate these totals.
Departmental FLAIR must provide FACTS, nightly, the input side of all daily
detail expenditure transactions form the Daily Departmental Work file with a
General Ledger code of “7XXX”, “Contract ID” is not null, and “Statewide
Document Number” is not null, and all Departmental FLAIR Transaction Number
11s with “General Leger” equals 7XXXX and “Contract ID”, is not null.
Departmental FLAIR must exclude Transaction Numbers 01, 02, 03, 07, 08, 09
and 16 as well as any Master File purge transactions. Also, exclude any
Departmental FLAIR transactions with a Prior Period Indicator (PPI) equaling
“Y” or any with Certified Forward Indicator (CFI) equaling “C” for the period
July 1, 2012 through June 30, 2013 only and any transactions with PPI equals
“M” in July 2012 only.
The details transactions must provide:
ix. Agency OLO, 6 Alphanumeric
x. FLAIR Contract ID, 5 Alphanumeric
xi. Vendor Name, 31 Alphanumeric (Vendor Long Name – line one only)
xii. Vendor ID, 21 Alphanumeric (To be used as reference key only)
xiii. Statewide Document Number, 11 Alphanumeric
xiv. Voucher Date, MM/DD/YYYY Format
xv. Voucher Amount, 17 Numeric with leading sign (+/-) and decimal 2
xvi. FLAIR Account Code with Certified Forward Indicator, 30 Alphanumeric:
Fiscal Year, YY-YY format, (After June 30, 2013, Departmental FLAIR will
calculated fiscal year using the Prior Period Indicator and Certified Forward
Indicator.)
FACTS must summarize the Departmental FLAIR data by “OLO”, “Contract ID”,
“SWDN” and Fiscal Year combinations to minimize the detail transaction lines
to be displayed.
FACTS must display on a separate tab page associated with the “View Contract
details” page Payment Details.
FACTS must use the Departmental FLAIR provided detail transaction data to
display, in columnar form:
xvii. Fiscal Year and
xviii. Total Amount, expandable too:
1. Statewide Document Number
2. Agency Document Number
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Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
3. Vendor Name
4. Amount
5. FLAIR Account Code fields with Certified Forward Indicator must
be displayed using its components:
a. L1_CD – 2 digits – Level One Operational Level Code
b. GF_CD – 2 digits - GAFFR Fund Code
c. SF_CD – 1 digit- State Fund Code
d. FID – 6 digits - Fund ID
e. BE_CD – 8 digits – Budget Entity Code
f. IBI – 2 digits - Internal Budget Identifier
g. CAT – 6 digits – Category
h. APPR_YR – 2 digits – Budget Appropriation Year
i. CFI – 1 character – Certified Forward Indicator
j. Voucher Date
h. FACTS must allow the user to download Contract Expenditures details.
i. Effective July 1, 2012, agency staff must record the appropriate FLAIR Contract
identifier (number) on all Departmental FLAIR Transactions associated with a
contract recorded in FACTS, including any journal transfers and advises. All
Departmental FLAIR transactions used to adjust, distribute or correct contract
expenditures must have the appropriate FLAIR Contract identifier and original
disbursements Statewide Document Number.
Linking of Contract Document Images
FACTS must provide functionality for linking of contract and procurement
document images to the contract records contained in the system.
Linking of Grant Disbursement Agreements to Associated Grant Award Agreements
FACTS must provide functionality for linking of FACTS grant disbursement
agreements to associated FACTS grant award agreements using the FLAIR Grant
Identifier and Contract Identifier (Numbers). Refer to the Linking Contracts to
Contracts and Grants Record above.
State Standard Required Codes
State Standard Codes developed from previously Agency Unique codes
maintained in FACTS
Values for the following data fields;
• Contract Status
• Contract Type
• Change (Amendment) Type
• Amount Type
• Method of Payment
• Non-Price Justification
• Method of Procurement – Completive
• Method of Procurement - Exemptions
Refer to FACTS Code Validation Tables below.
96 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
FACTS Code Validation Tables
Contract Type Codes, Titles and Definitions
Code
Title
Definition
GA Grant Award Agreements [ Not available The receipt of grant dollars by a
to on-line FACTS users]
reporting entity that are either federal
or state financial assistance or grant
funding by another non-governmental
entity
GD
Grant Disbursement Agreement [ Not
available to on-line FACTS users]
The expenditure of funds associated
with a Catalog of Federal Domestic
Assistance (CFDA) number,
associated with a Catalog of State
Financial Assistance (CSFA) number,
or associated with a grant from a nongovernmental entity to a recipient or
sub-recipient by the reporting entity.
IA
Memorandum of
Agreement/Understanding or Interagency
Agreement
This is a two party agreement where
the terms may not be specified in law.
These agreements are typically
between governmental entities.
MA
Master Agreement
This is an agreement where the
pricing is agreed upon at the point of
execution. However, services are not
authorized to begin until a separate
contractual document is issued (i.e.,
task work order).
MP
Multi-Agency Participation Agreement
This is an agreement where the
pricing is agreed upon at the point of
execution. However, multiple
agencies are allowed to receive the
services being provided by the
Vendor. No separate written
agreement is needed for the
participating agencies.
97 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Contract Type Codes, Titles and Definitions
Code
Title
Definition
NO No Ceiling/Rate Agreement
This is an agreement for which the
total contract obligation cannot be
determined until all the commodities
or services are delivered such as
utilities agreements and task directed
rate agreements.
PO
Purchase Order[ Not available to on-line
FACTS users]
This is a document sent to the Vendor
that the reporting entity uses to
purchase services or commodities at a
specific rate and/or terms. The
Vendor acknowledges acceptance by
delivering the services or
commodities.
RA
Revenue Agreement
Revenue received for goods and
services provided on behalf of
governmental entities.
SC
Standard Two Party Agreement by Statute This is an agreement where two
parties agree on standard terms and
conditions pursuant to applicable
laws.
TP
Three or More Party Agreement
This is an agreement where more
than two parties agree on standard
terms and conditions pursuant to
applicable laws.
98 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Contract Status Codes, Titles and Definitions
Title
Definition
An active agreement that has not
reached its expiration date
Code
A
Active
C
Closed or Expired
An agreement that has reached its
expiration date
D
Deleted (Error Correction Only) [Not Removal of agreement data from
public view due to data entry error
available to on-line FACTS users]
E
Extended
Agreement expiration date extended
pursuant to applicable Statue or Rule
but not renewed.
R
Renewed
Agreement that have been renewed
pursuant to applicable statue or rule.
T
Terminated
Agreement that has been ended prior
to its stated completion /expiration
date.
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
0
Exempt, Adoption Placement Services Licensed by DCF
[Rule 60A-1.002 (4)(j), FAC]
E
1
Exempt, Prescriptive assistive devices [s. 287.057 (3) (e), FS ]
E
99 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
2
Exempt, Legal services, including Attorney, paralegal, expert
witness, appraisal and mediator services
[s. 287.057 (3) (f) 4, FS]
E
3
Exempt, Health services, including examination, diagnosis,
treatment, prevention, medical consultation or administration
[s. 287.057 (3) (f) 5 a, FS & Rule 60A-1002 (4) (k),FAC]
E
4
Exempt, Services to persons w/ mental/physical disabilities by
non-profit corporations
[s. 287.057 (3) (f) 6, FS & Rule 60A-1.002 (4) (k),FAC]
E
5
Exempt, Medicaid services
[s. 287.057 (3) (f) 7, FS & Rule 60A-1.002 (4) (k), FAC]
E
6
Exempt, Family Placement
[s. 287.057 (3) (f) 8, FS & Rule 60A-1002 (4)(k), FAC]
E
7
Exempt, Prevention services related to mental health, substance
and child abuse, shelters/runaways, by non-profits
[s. 287.057 (3) (f) 9, FS & Rule 60A-1.002 (4) (k), FAC]
E
8
Exempt, Training and education services
[s. 287.057 (3) (f) 10, & s440.491 (6), FS]
E
10
Exempt, Department of Citrus advertising and promotional items
[s. 601.10 (12), FS]
E
11
Lottery Procurement [s. 24.105, FS]
C
12
Exempt, Specialized equipment, devices and technology,
including low-vision aids for Vision Impaired Persons
[s. 413.011(3), FS]
E
100 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
14
Lottery - Single Source Purchase of Single Source Commodities
or Services [s. 24.105, FS]
E
15
Lottery - Competitive Solicitation [s. 24.105, FS]
C
16
Lottery - Competitive Quote [s. 24.105, FS]
C
17
Lottery - Emergency Purchase [s. 24.105, FS]
E
18
Lottery - Cooperative Agreement [s. 24.105, FS]
C
20
Exempt, Division of Blind Services; Rehabilitation Council for
the Blind purchase [s. 413.011, FS]
E
21
Settlement Agreement [s. 17.03 (1), FS]
E
22
Exempt, Special contracts with charitable youth organizations
[s. 255.60, FS]
E
23
Exempt, Transportation for the Disadvantaged
[s. 427.011 (5), FS]
E
24
Exempt, Propane Collected Assessments [s. 527 (9)(b) Propane
collected assessments deposited into the General Inspection
Trust Fund are not subject to the procedures found in s. 287.057
in the expenditure of these funds, FS]
E
25
Request for Application, method of competitively awarding
State Federal grants to non-profits and other governmental
entities.
C
Code
101 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
26
DEP Exempt, Division of Recreation and Parks may grant
privileges, leases, concessions and permits for the use of land for
the accommodation of visitors in the various parks, monuments
and memorials [s. 258.007(3), FS]
E
27
DEP Exempt, Preapproved Site Rehabilitation Program
[s. 376.30711(2)(a), FS]
E
28
DEP Exempt, Preapproved Advanced Cleanup
[s. 376.30713, FS]
E
29
DEP Exempt, Inland Protection Trust Fund Reimbursementreview Contracts [s. 376.3071(12)(j), FS]
E
30
DEP Exempt, Inland Protection Trust Fund Petroleum Cleanup
Participation Program [s. 376.3071(13), FS]
E
31
DEP Exempt, Inland Protection Trust Fund Early Detection
Incentive Program [s. 376.3071(9), FS]
E
32
DEP State Restoration Funding Assistance [s. 376.30711(7), FS]
C
33
No Cost Procurement
E
34
Revenue Generating Procurement
E
35
Leases having a term of less than 120 consecutive days
[s. 255.249, FS]
E
36
State Board of Administration, whether directly or incidentally
related to the investment or debt transactions, are exempt from
the provisions of chapter 287. [s. 215.44(7), FS]
E
Code
102 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
37
Leases less than 5,000 sq ft in a privately owned facility – may
be obtained via quotes [s. 255.249, FS and Rule 60H-1.016,
FAC]
C
38
Leases more than 5,000 sq ft in a privately owned facility – must
be obtained through competitive procurement
[s. 255.249, FS and Rule 60H-1.015, FAC]
C
39
Stay in Place/Replacement Lease – Fair Market Price
Negotiations [s. 255.25(3)(3), FS]
C
40
Emergency Lease [s. 255.25(10), FS]
E
41
State-Owned Office Building Lease through the Department of
Management Services [s.255,503, FS]
C
42
Leases with Federal Agencies and other State/Local Government
entities
43
Request for Application Method of competitively awarding
State/Federal Grants to for-profit organizations
44
Non-competitively awarded Grants to Governmental Entities,
non-profits or for-profit organizations
E
C
E
45
DOT Exemption, Florida Seaport Transportation and Economic
Development Funding [Section 311.07, F.S.]
E
46
DOT Exemption, Seaport freight - mobility planning; DOT may
contract as provided in s. 334.044, with any port listed in s.
311.09(1) or any such statutorily authorized seaport entity
[Section 311.14(2)F.S.
E
103 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
47
DOT Exemption, Additional authorization for funding certain
dredging projects [Section 311.22, F.S.]
E
48
DOT Exemption, Authority to fund Space Florida in
development and improvement of aerospace facilities [Section
311.22, F.S.]
E
49
DOT Exemption, Funding grants for Aviation/Airport programs
and projects [Section 332.007, F.S.]
E
50
DOT Exemption, Authority to acquire property by exercise of
eminent domain [Section 334.27, F.S.]
E
51
DOT Exemption, 511 Traveler Information System (for highway
authorities and public transit districts only) [Section 334.60,
F.S.]
E
52
DOT Exemption, Contracts with counties and municipalities to
perform routine maintenance work on the State Highway System
[Section 335.055, F.S.]
E
53
DOT Exemption, FDOT emergency purchases [Section 337.02,
F.S.]
E
54
DOT Exemption, Authority to purchase surplus properties from
the Federal Government [Section 337.03, F.S.]
E
55
DOT Exemption, Emergency repairs [Section 337.11(6)(a)-(c),
F.S.]
E
56
DOT Exemption, Construction or maintenance of lighting on
poles owned by electric utility [Section 337.11(15), F.S.]
E
104 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
57
DOT Exemption, Acquisition, lease and disposal of real and
personal property for transportation purposes [Section 337.25(4)
and (5)(a), F.S.]
E
58
DOT Exemption, Acquisition of property and property rights for
limited access facility and service roads [Section 338.04, F.S.]
E
59
DOT Exemption, Placement of wireless facilities on turnpike
property [Section 338.235(3), F.S.]
E
60
DOT Exemption, Florida Highway Beautification Council
[Section 339.2405, F.S.]
E
62
DOT Exemption, Public Transit Services [Section 341.014, F.S.]
E
63
DOT Exemption, State-Funded Infrastructure Bank Loans and
Credit Enhancements for Constructing and Improving Highway
Transportation Facilities [Section 339.55, F.S.]
E
64
DOT Exemption, Intermodal Development Program [Section
341.053, F.S.]
E
65
DOT Exemption, Rail program [Section 341.302, F.S.]
E
66
DOT Exemption, Rail Funding [Section 341.303, F.S]
E
67
DOT Exemption, Acquisition of lands in the Big Cypress
National Preserve [Section 380.055, F.S.]
E
68
DOT Exemption, JPAs/LAP: Aid and contributions by
governmental entities for FDOT projects; federal aid [Section
339.12, F.S.]
E
Code
105 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
69
DOT Exemption, Small County Road Assistance Program
[Section 339.2816, F.S.]
E
70
DOT Exemption, County Incentive Grant Program [Section
339.2817, F.S.]
E
71
DOT Exemption, Small County Outreach Program [Section
339.2818, F.S.]
E
72
DOT Exemption, Transportation Regional Incentive Program
[Section 339.2819, F.S.]
E
73
DOT Exemption, Ridesharing promotion programs [Section
341.041(11), F.S.]
E
74
DOT Exemption, Federal-aid grants for public transit and
intercity bus service programs and projects [Section 341.051,
F.S.]
E
75
DOT Exemption, Public Transit Block Grant Program [Section
341.052, F.S.]
E
76
Statewide public service announcement programs provided by a
Florida statewide nonprofit corporation under s. 501(c)(6) of the
Internal Revenue Code, with a guaranteed documented match of
at least $3 to $1, [Section 287.057(3)(f)13, FS]
E
77
Exempt, Health services, including, but not limited to, substance
abuse and mental health services, involving examination,
diagnosis, treatment, prevention, or medical consultation, when
such services are offered to eligible individuals participating in a
specific program that qualifies
E
106 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
78
DFS Exemption, Investment Related Services [Section 17.57(2),
FS]
E
79
DOT Exemption - Relocation of Utility Facilities; Expenses
[Section 337.403(1)(a)- (g), F.S.]
E
9A
Exempt, Federal or state law prescribes with whom the agency
must contract [s. 287.057 (10), FS]
E
9B
Rate of payment is established during the appropriation process
[s. 287.057 (10), FS]
E
A
State Term Contract Purchase without Request For Quotes from
Qualified Vendors
[ss. 287.042(2) & 287.056, FS and Rule 60A-11.044(2), FAC]
C
B
State Term Contract Purchase with Request For Quotes from
Qualified Vendors [ss. 287.042(2) & 287.056, FS and Rule 60A1.043 & 60A-1.044(2), FAC]
C
C
Alternate contract source - Purchase made from contracts let by
the Fed. Gov., another state, or a political subdivision for
commodities and contract services if determined to be costeffective and in the best interest of the state
[s.287.042 (16), FS & Rules 60A-1.002 (4) (l), FAC]
C
D
State Purchasing Agreement [Rule 60A-1.025, FAC]
C
E
Purchase under $2,500 [Rule 60A-1.002(2), FAC]
E
F
Informal quoted purchase not exceeding Category Two Request for Quotes
[s 287.056 (2), FS & Rule 60A-1.002 (4)(m), FAC]
C
Code
107 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
F1
Informal quote below the bidding thresholds for Public Property
and Publicly Owned Buildings of $200,000 [s. 255.0525, FS]
C
G
Single source $2,500 or greater, not to exceed Category Two
[Rule 60A-1.002 (3), FAC)]
E
H
Agency Invitation to Bid [s. 287.057 (1) (a), FS]
C
H1
Agency Invitation to Bid for Public Property and Publicly
Owned Buildings [s. 255.0525, FS]
C
H3
DOT Invitation to Bid [ch. 337, FS]
C
I
Agency Request for Proposal [s. 287.057 (1) (b), FS]
C
I1
Agency Request for Proposal for Public Property and Publicly
Owned Buildings [s. 255.0525, FS]
C
I3
DOT Request for Proposal [ch. 334, FS]
C
J
Agency Invitation to Negotiate [s. 287.057 (1) (c), FAC]
C
J1
Agency Invitation to Negotiate for Public Property and Publicly
Owned Buildings [s. 255.0525, FS]
C
K
Agency negotiated after receiving fewer than two responsive
offers to a competitive procurement [s. 287.057(5), FS]
C
L
Exempt, Services or Commodities provided by Governmental
Agencies, including contract with independent, non-profit
college or university within the state
[s. 287. 057 (3) (f) 12, & s. 287.057 (22), FS]
E
108 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Code
Description
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
E
M
Exempt, Purchase made from RESPECT - Qualified nonprofit
agency for the blind or for the other severely handicapped [s.
413.036 (2), FS]
E
N
Exempt, Purchase made from PRIDE - Department of
Corrections; prison industry programs
[s. 287.095 (3) & s. 946.515, FS]
O
Emergency procurement
[s. 287.057 (3) (a), FS & Rule 60A-1.046, FAC]
E
O1
Emergency Purchases for Public Property and Publicly Owned
Buildings [s. 255.0525 (5), FS]
E
O2
Emergency Purchases per Governor's Executive Order
[s. 14.021, FS]
E
P
Single source approval over Category Two
[s. 287.057 (3) (c), FS & Rule 60A-1.045, FAC]
E
Q
Consultants' Competitive Negotiation Act [s. 287.055, FS]
C
R
Exempt, CHD Use of County Procurement Standards
[ss. 287.057(3) & 337.11, FS]
E
S
Exempt, Commodities purchased for resale [s. 287.012 (5), FS]
E
T
Exempt, Regulated utilities and government franchised and
public communications, except long distance
telecommunications services or governmental franchise SVCCS
[Rule 60A-1.002(4) (a) & (b), FAC]
E
U
Exempt, Artistic services
[s. 287.057 (3) (f) 1, FS & Rule 60A-1002 (4) (c), FAC]
109 of 119
E
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Procurement Codes Titles and Definitions
Description
Code
CCompetitive
Procurement
Code
OR
E – Exception
/ Exemption
Code
V
Exempt, Academic program review
[s. 287.057 (3) (f) 2, FS & Rule 60A-1.002 (4) (d), FAC]
E
W1
Exempt, Lectures by individuals
[s. 287.057 (3) (f) 3, FS & Rule 60A-1.002 (4) (e), FAC]
E
W2
Exempt, Continuing education and events paid for by collected
fees [s. 287.057 (3)(g), FS]
E
X
Exempt, Auditing Services
[Rule 60A-1.002 (4) (f), FAC] Prior to July 1, 2010
E
Y
Exempt, Payment of Membership Dues
[s. 216.345 (4), FS & Rule 60A-1.002 (4) (h), FAC]
E
Z
Exempt, Professional Examinations
[s. 455.217 (1) (c), FS & Rule 60A-1.002 (4)(i),FAC]
E
Code
A
B
C
D
E
F
G
J
Recipient Type Codes Titles / Description
Description
Nonprofit Organization
For Profit Organization, includes Sole Proprietor
Local Government
State Community Colleges
District School Boards
State Agency*, excluding State Universities
State Universities*
Federal Agency
110 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
K
Private Universities*
L
Legislature
*Means in or out of state
Method of Payment Codes Titles and Definitions
Codes
1
2
3
4
5
Descriptions
Fixed Price - Lump Sum
Definitions
A contract where the amount of
payment does not depend on the
amount of resources or time
expended. Including, a single
amount paid at the completion of
the contract, paid on a percent
completion basis, at completion
of all services or at completion
of task and at completion of
defined tasks or mileposts.
A cost per unit of a commodity
or service.
Fixed Fee / Unit Rate
Advanced – 100% Advance
Advanced - Fixed Price Unit Cost
Advanced with Fixed Fee Schedule
111 of 119
State funds advanced to vendor
based on estimated cost with a
reconciliation of cost at the
conclusion of the contract.
State funds advanced based on
estimated unit of service cost
(i.e. Unit Bed Cost) with a
periodic reconciliation of units
provided before the conclusion
of the contract.
State funds advanced based on
estimated service cost (i.e.
hourly rates) with a periodic
reconciliation of hourly services
provided before the conclusion
of the contract.
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Payment Codes Titles and Definitions
Codes
6
7
8
9
10
Descriptions
Advanced with Cost Reimbursement
Definitions
State funds advanced based on
estimated cost to be incurred (i.e.
building rent, hourly wages, etc.)
with a periodic reconciliation of
incurred cost before the
conclusion of the contract.
A cost-reimbursement contract is
used when an accurate estimate
of the final cost cannot be
determined. Usually with a not
to exceed maximum.
Cost Reimbursement
Cost Reimbursement Plus Fixed Fee(s),
including Fixed Price Components
Cost Reimbursement Plus Percentage of
Cost
Cost Reimbursement Plus Incentive Fee
112 of 119
Contracts having a larger
estimated contract cost and an
accurate estimate of the final
cost cannot be determined but
assures the vendor a profit or
fixed award for meeting or
exceeding performance targets,
including any cost savings.
Contracts pay a fee that rises as
the contractor's costs rise.
Because this contract type
provides no incentive for the
contractor to control costs it is
utilized.
Contracts having a larger
estimated contract cost and an
accurate estimate of the final
cost cannot be determined but
assures the vendor a flexible
award for meeting or exceeding
performance targets, including
any cost savings.
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Method of Payment Codes Titles and Definitions
Codes
11
12
13
Descriptions
Cost Reimbursement Plus Award Fee
Definitions
Contracts having a larger
estimated contract cost and an
accurate estimate of the final
cost cannot be determined but
assures the vendor a fixed award
for meeting or exceeding
performance targets, including
any cost savings.
Contract results in revenue for
the agency. Basis for payment
established in the agreement.
Revenue Generating
Contract results in no cost (no
disbursements) to the agency.
No Cost
Non-Price Justifications Codes Titles and Definitions
Code
1
2
3
Acceptable Explanation Text
Price cannot be determined until the work
has been completed
Revenue Generating Agreement
Definitions / Example
Interstate Agreements for work
with other states where a price
cannot be determined until the
work has been completed. Rate is
based on a formula specified in the
contract.
Vendor for services, but the
services are paid for by the public
with a percentage of the fee comes
to the agency.
Utilities agreements or task /order
directed services at an agreed to
rate per hour or service without a
ceiling for the total cost.
Rate Agreement
113 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Non-Price Justifications Codes Titles and Definitions
Code
4
5
Code
Acceptable Explanation Text
Contract Wide Consequences [ Not
available to on-line FACTS users]
Agreement without a financial exchange
or impact.
Definitions / Example
Deliverable is a contract wide
consequences without a
deliverable price.
Data exchange agreements and
other memorandums of
understanding or agreements
without financial exchanges or
impact.
Minority Vendor Codes and Descriptions
Description
H
African-American, Certified
N
J
African-American, Non Certified
Asian-American, Certified
P
Asian-American, Non Certified
C
W
Y
Federal "8(a)" Designated Business
Florida Veteran, Certified
Florida Veteran, Non Certified
I
Hispanic, Certified
O
D
Hispanic, Non Certified
Minority Business, Federal
K
Native American, Certified
Q
A
M
Native American, Non Certified
Non-Minority
Non-Minority (White) Woman, Certified
R
F
S
U
T
G
E
Non-Minority (White) Woman, Non Certified
Non-Profit Organizations
Non-Profit, Minority Board
Non-Profit, Minority Community Served
Non-Profit, Minority Employees
Not Selected
Not Selected
114 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Code
Z
L
9
V
B
Minority Vendor Codes and Descriptions
Description
Not Selected
Not Selected
Not Selected
Other Non-Profit
State of Florida Small Business Designation
Code
NR Non-Recurring
RE Recurring
Code
A
Amendment
E
Extension
R
Renewal
(Budget) Amount Type Codes Description
Description
Change (Amendment) Type Codes Description
Description
Grant Type Codes, Titles and Definitions
Title
Definition
Code
F
Formula Grant
Formula / Block Grant
P
Project Grant
Project, Federal, State or Other Entity
Grant
E
Entitlement Grant
Entitlement / Guarantee Grant
C
Cooperative Agreement
Cooperative Agreements
D
Discretionary Grant
Discretionary, Federal, State or Other
Entity Grant
Code
F
Cost Sharing Source Codes, Titles and Definitions
Title
Federal Government
115 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Cost Sharing Source Codes, Titles and Definitions
Title
Code
L
Local Government
S
State of Florida
P
Private (Profit and non-profit)
O
Other State Government(s)
Grant Status Codes, Titles and Definitions
Code
Title
Definition
Active – Anticipated Award (Map to FLAIR Added)
A1 Anticipated Award
A2
IP
Approved Award
Property Action
IR
Reporting
CD
Closed
DD
Delete [ Not available
Active - Approved Award (Map to FLAIR Added)
Inactive pending Property Action (Map to FLAIR
Inactive)
Inactive for ongoing Reporting (Map to FLAIR Inactive)
Closed (Map to FLAIR Delete)
Delete (Error correction) (Map to FLAIR Delete)
to on-line FACTS users]
116 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Document revision control:
Name
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Action
Initial Draft
Amended base on 3/25/13 Grants Policy
Workgroup Meeting
Amended base on 3/27/13 Grants Policy
Workgroup Meeting
Amended base on 4/1/13 Grants Policy
Workgroup Meeting
Amended base on 4/4/13 Meeting with CS
Amended base on 4/8/13 Grants Policy
Workgroup Meeting
Amended base on 4/10/13 Grants Policy
Workgroup Meeting
Amended base on 4/15/13 Grants Policy
Workgroup Meeting
Amended base on 4/17/13 Grants Policy
Workgroup Meeting
Amended base on 4/22/13 Grants Policy
Workgroup Meeting
Amended base on 5/13/13 Grants Policy
Workgroup Meeting
Amended base on 5/23/13 Grants Policy
Workgroup Meeting
Amended base on 5/29/13 Grants Policy
Workgroup Meeting
Amended base on Casey Laurienzo’ document
review.
Amended to include local governments in the
definitions of Grant Award and Grant
Disbursement Agreements
Updated for new security roles and adding the
“Agency Reference Number” field
Updated for FLAIR modifications
Updated for Tricia Nettles review changes
117 of 119
Date
3/18/13
3/26/13
4/1/13
4/2/13
4/5/13
4/5/13
4/11/13
4/16/13
4/18/13
4/23/13
5/14/13
5/24/13
6/3/13
7/17/13
7/19/13
8/22/13
8/22/13
8/26/13
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Name
Bill DuBose
Bill DuBose
Bill DuBose
Action
Date
Update to change the locking down of “Short
9/11/13
Title”, “Long Title” and “Original End Date”.
Update to clarify that if the user selects to enter
a “Grant Disbursement Agreement” at the
Dashboard, “Contract Type” defaults to Grant
Disbursement Agreement and “Contract
Involve State or Federal Financial Assistance”
defaults to Yes and cannot be changed.
Update to clarify that FACTS will not allow
the change of Grant Disbursement Agreement
Contract Type to any other Contract Type.
9/17/13
Added clarification that the Depts. Of Legal
Affairs and Agriculture and Consumer
Services are exempt from using FACTS.
9/23/13
Removed the will be not editable once the
contract is finished or published to the web
from Original Contract Amount, Date of
Beginning and Original Ending Date.
Bill DuBose
Make Amendment Effective Date and
Amendment Execution Date required on the
Grant Disbursement Change Record Table
10/22/13
Bill DuBose
Add Amendment Order field to the Grant
Award Amendment Table,
10/24/13
Bill DuBose
Renamed “Agency Reference Number” to
“Grant Reference Number”, renamed the
“Links” tab to “Associated Agreements” and reidentified the Main and Advance Search and
Results data.
11/8/13
Bill DuBose
Added FACTS must provide functionality for
linking of grant award and grant award
amendment document images to the grant
award and grant award amendment records
contained in the system.
11/18/13
Bill DuBose
Modified the commons for Grantor Type field
to indicate that FACTS will receive the Grantor
Type value in the nightly FLAIR vendor file
and that the Grantor Type codes will be
maintained in FLAIR instead of FACTS.
11/22/13
118 of 119
Department of Financial Services
Functional Requirements for FACTS
Phase Five- Grants
Name
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Action
Added “If Grantor Type equals “F” for State
Agency or “L” for Legislature then at least one
CSFA Code is required “ to CSFA file
comments
Removed “If Grantor Type equals “F” for State
Agency or “L” for Legislature then at least one
CSFA Code is required “to CSFA file
comments at SC request.
Added FACTS Grant Award Data Agency Online Upload Functionality
FACTS will provided an On-line Excel ONE to
ONE upload process for grant award data.
Removed “or valid FLAIR 21 digit account
code from the Account Description file for
inter-agency grant agreements” and added
“State agency names in the Statewide Vendor
File will be used for Grant Awards between
State Agencies.” for Grantor ID. Also changed
the Required/Optional to “Derived”.
Added “and all Departmental FLAIR
Transaction Number 11s with “General Leger”
equals 6XXXX and “Grant ID”, is not null,”
right after “(Grant ID is identified as a FACTS
Grant),” to the FLAIR receipt transactions
selection criteria.
Removed the none editable requirement from
the Short Title and Long Title fields.
Change function View Upload History for
Grand Awards to View Grant Award Batch
History on both User and Administrator
Dashboards
Change the Grantor ID required to be for only
vendor ids from the Statewide Vendor file with
Revenue Type codes.
Finalize Requirements for Publication
119 of 119
Date
11/22/13
12/3/13
12/3/13
12/4/13
12/4/13
1/6/14
1/13/14
1/13/14
2/5/14