FACTS Grant
Awards
Workshop
January 23, 2014
1:00 - 4:30
Florida Department of Financial Services
Division of Accounting and Auditing
1
Agenda
FACTS Overview
Grant Award Design
Grant Award Basic and Advanced Search
FLAIR Grant Information File Update
FLAIR Statewide Vendor File Update
FACTS Grant Awards Conversion
Next Steps and Timelines
2
FACTS Overview
3
FACTS Overview
2011 the
Legislature amended Section 215.985, F.S., making DFS
responsible for the development and maintenance of a contract
reporting system
In March 2012 Florida Accountability Contract Tracking System
came online
Project Phases:
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Phase 1 – Develop the web-based application (Complete)
Phase 2 – Budget and Disbursements (Complete)
Phase 3 – Compliance/Audit Reporting (Complete)
Phase 4 – Contract Images (Complete)
Phase 5A – Grant Disbursement Agreements (Complete)
Phase 5B – Grant Award Agreements (Testing Phase)
Phase 6 – Purchase Order Information (Complete)
(FACTS)
Activities to Date Overview
Grants Policy Workgroup established March 2013
Policy Workgroup Meetings held March 2013– May 2013
Policy Workgroup – Agencies Represented:
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Agencies for Persons with Disabilities
Dept. of Agriculture
Dept. of Health
Dept. of Transportation
Dept. of Law Enforcement
Dept. of Financial Services
Dept. of Environmental Protection
Dept. of Juvenile Justice
Dept. of Elder Affairs
Dept. of Revenue
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Div. of Emergency Management
Dept. of Economic Opportunity
Dept. of Education
Dept. of Legal Affairs
Dept. of State
Fish and Wildlife Commission
Dept. of Corrections
Dept. of Children and Families
Dept. of Management Services
Activities to Date Overview
Policy Workgroup discussed the fields needed in FACTS and
FLAIR to support grant awards and grant disbursement
agreements
Policy Workgroup identified policy decision points to support grant
information in FACTS and FLAIR
6
Overview- Definitions
Policy Workgroup confirmed Grant definitions:
Grant Award Agreements - The receipt of grant dollars by a reporting entity
that are either federal or state financial assistance, local governments, or
grant funding by a non-governmental entity.
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 local government or a non-governmental entity to a recipient or subrecipient by the reporting entity. These contracts are identified using the
vendor checklist to classify them as sub recipients.
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Activities to Date Overview
Held
Agency Grants Workshop June 21, 2013
Posted
draft Grants Functional Requirements Document June 2013
Met
with agencies and responded to Agency Impact Statements
July – August 2013
New
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•
View
Functional Requirements for Grant Awards include:
New Reference Number Field for Grant Awards
New Security restrictions for FACTS Grant Award users
Final Grants Functional Requirements document online at:
http://www.myfloridacfo.com/division/AA/FACTSReporting/FloridaAccountabilityCont
ractTrackingSystemFACTSProjectDocumentation.htm
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9
Dashboard
10
Grant Award
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Grantor Information
12
CFDA/CSFA Information
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Letter of Credit Information
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Letter of Credit Information
Sub Accounts
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Addt’l Cost Sharing Information
16
Update Grant Awards Details
17
Grant Award Document
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Associated Agreement Info
19
Grant Amendments
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Grant Awards Information
Receipts Tab
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Main Search
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Advanced Search
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Search Results
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Grant Award Reports
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Grant Awards Reports
Unfinished Grant Award Entries
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Grant Awards Reports
Active Grants w/ Inactive Grantors
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Grant Awards Reports
Active Grants w/ Past Funding End Date
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Grant Awards Reports
Grant Award Batch History
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FLAIR Grants
Information File
FLAIR Grant Information File
 Refer to AA Memo No. 28, 2013-2014- FLAIR
Enhancements
Available to agencies effective March 1, 2014
• Add Grant Information for non-FACTS grants
• Known as Grant Cost Pools
 New Grant Information (GI) File to replace
current GI File
 Limited Functionality
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Accessing the Grant Info File
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Adding FLAIR Grant Info
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Adding FLAIR Grant Info
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Grant File Inquiry (Pre-FACTS)
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Letter of Credit in
FLAIR Transactions
Letter of Credit In Transactions
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Letter of Credit In Transactions
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Letter of Credit In Transactions
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FLAIR Statewide
Vendor File Updates
Statewide Vendor File Updates
Refer to AA Memo No. 24, 2013-2014 – FLAIR Updates
Revenue Type (New Field)
Type Description
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
*Includes entities in or out of the State of Florida
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Statewide Vendor File Updates
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1

Overview

FACTS Grant Awards Conversion

FLAIR Grant Awards Conversion

Conversion CD – Agency Activities

Next Steps and Timelines
2
Overview
3
Guiding Principles for Conversion


Eliminate the need for duplicate entry between
FLAIR and FACTS
Utilize the tools and processes your agency is
familiar with today

Support agencies with conversion activities

Coordinate timing with agencies

Leverage lessons learned from prior Contracts
conversion
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Assumptions:
 Grant Award Agreement records exist in both
FACTS and FLAIR. Therefore, conversion will
occur in both FACTS and FLAIR.



FLAIR Conversion is big-bang, all agencies at one
time (after daily processing on February 28,
2014).
Agencies determine their own FACTS go-live
schedule.
FACTS records will be converted by DFS through
Excel, or by the agency manual through entry
process – no FTP batch unless specifically
requested.
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



788 Contract Grant Award Agreements are
recorded in FACTS as of January 17.
These Agreements are currently on the
Contract Information File in FLAIR.
FACTS will delete all Contract Grant Awards in
the FACTS system on February 28.
The list of FACTS Contract Grant Awards are
listed in Handout 1 – FACTS Contract Grant
Awards on the Conversion CD.
7
Agencies need to
review and
adjust these
records
accordingly
between now
and February 25.
Agency
JAC
State Courts
EOG
DEP
DEO
DLA
DACS
DFS
DOS
FSDB
DOT
DCF
DMA
DOH
DOEA
DC
DOR
FWC
FPC
DJJ
Count of FACTS Contract Grant Awards
1
11
1
181
27
1
167
10
2
3
128
118
12
98
6
3
2
13
1
3
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Pre Go-live Activities



FACTS maps Contract Grant Awards to the new FACTS
Grant Award fields.
Agencies decide if the current list of FACTS Contract
Grant Awards need to be converted to the new Grant
Award fields.
◦ If so, include additional data elements on the
conversion spreadsheet.
◦ If not, remove the row from the spreadsheet.
Review the FLAIR “Potential Duplicate Numbering
Report” (DEP and JAC).
◦ Make changes in FACTS to categorize these Contracts
as a different type, if applicable.
◦ Make updates on the conversion spreadsheet to give a
new grant ID to any with duplicate numbers.
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February 28, 2014 Go-live Activities
 FACTS will flag existing Contract Grant Awards as
“Deleted” on the go-live day.
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FLAIR will update the status of the Contract Grant
Award in the Contract Information File to “Deleted”
FLAIR will purge these records based on the normal
purge rules.
FACTS will add a report called “View Deleted
Contract Grant Awards,” accessible to the agency’s
“All Agreement Users” and “Contract/Disbursement
Users.” This will list all Deleted Contract Grant
Awards for that agency.
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Post Go-live Activities
 From the FACTS report, “View Deleted Contract
Grant Awards,” agency users will have the option to
select a specific Contract Grant Award from the list
and update the Contract Type to a non-Contract
Grant Award type. (Cannot be updated to a Grant
Award Agreement.)

After the update, the Contract will be:
◦ Searchable using the FACTS search.
◦ Sent to the FLAIR Contract Information File.
◦ Available for Agency users to edit like any other
contract.
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FLAIR Grant Awards Conversion
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



Currently over 36,535 Grant Awards are recorded in
the Grant Information (GI) File.
FLAIR will convert all grant records, regardless of
status from the old GI File to the new GI File.
Agencies will be able to continue using their Grant
Number in FLAIR transactions.
All FLAIR Grants converted to the new FLAIR GI File
will initially be flagged as FLAIR Grants.
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
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FLAIR users with access to the current GI file
will have their permissions converted to the
new GI File.
After the initial conversion, as FLAIR receives a
Grant Award record from FACTS, based on the
Grant ID, the FACTS data will overwrite the
FLAIR record and update the flag so the Grant
Award is identified as a FACTS Grant Award.
Agencies will not be able to adjust any Grant
record flagged as a FACTS Grant in FLAIR.
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FLAIR (current) GI fields to be converted to the
new GI File are listed below.
Current FLAIR Field
Description
OLO
Grant ID
Amended Amount
Short Title on Title File
Long Title on Title File
CFDA
CSFA
Vendor ID
Status
Letter of Credit
Current FLAIR Field
Name
CG3KEY (1-6)
CG3KEY (8-12)
CG3AAMT
TL1STLE
TL1LTLE
CG3FEDCAT
CSFA-CD
CG3VNO
CG3SC
CG3LOC
New FLAIR Field
Description
OLO
Grant ID
Total Grant Award
Short Title on Title File
Long Title on Title File
CFDA
CSFA
Grantor ID
Status
Letter of Credit
New FLAIR Field Name
GI1OLO
GI1GRANT
GI1TOT-GRNT-AWRD
TL1STLE
TL1LTLE
GI1CFDA
GI1CSFA
GI1GRANTOR-ID
GI1STAT
GI1LOC
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Go-live Activities
January 31, 2014
 DFS will add the new Revenue Type field to the
FLAIR Statewide Vendor File to help with
categorizing Grantors.
February 28, 2014
 After normal daily processing on February 28:
◦ FLAIR converts all records in the current GI file to the
new GI file.
◦ FLAIR converts all previous user access to the new GI
file.
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Post Go-live
Starting March 1, 2014


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Agencies will have inquiry access to the previous GI File.
Agencies will have update and inquiry access to the new
GI File.
A new standard report will be available with all the new
GI fields - DGIR01 Grant Information File Listing.
FLAIR will begin sending FACTS receipt transactions
nightly.
July 2014

Records on the FLAIR GI File that have not been updated
since February 28 will be marked for deletion by FLAIR.
The new GI File will follow the normal purge process
and the records will be physically deleted in January
2016.
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Conversion CD – Agency Activities
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The CD provided to your agency includes:
1.
2.
3.
4.
5.
6.
7.
8.
Preliminary Grant Award Conversion
Worksheet (Excel)
Grant Award Conversion Instructions
Document (Word)
Handout 1 – List of Contract Grant Awards
Handout 2 – FACTS Contract Grant Awards
with Payments
List of Grantors and Applicable Revenue Type
Codes (Excel)
List of Agency FACTS Users (Word)
FACTS User Access Request Form (Word)
FACTS User Access Procedures (Word)
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Preliminary Grant Award Worksheet:

The Excel file contains data as of January 17, 2014.
◦ Your agency’s list of FACTS and FLAIR Grant Award
records mapped to the new Grant Award fields.
◦ All Active FLAIR Grant Awards with a status of “A-Active”
or “U-Updated” are included.
◦ All FACTS Contract Grant Awards (all statuses) are
included.
Handouts:
 Handout 1 – List of Contract Grant Awards and
Handout 2 – FACTS Contract Grant Awards with
Payments are included on the CD for your reference.
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FLAIR records are listed on the spreadsheet first, these records
contain no Vendor ID. The spreadsheet is populated with the
following FLAIR to FACTS field mapping:
FLAIR Field Description
FLAIR Field Name
FACTS Grant Award Field Name
OLO
CG3KEY (1-6)
Agency Identifier
Grant ID
CG3KEY (8-12)
Grant Award ID
Original Amount
CG3AMT
Original Grant Award Amount
Short Title from Title file
TL1STLE
Short Title
Long Title from Title file
TL1LTLE
Long Title
Beginning Date
CG3BEGDT-2K
Original Funding Start Date
Ending Date
CG3ENDDT-2K
Original Funding End Date
CFDA
CG3FEDCAT
CFDA
CSFA
CSFA-CD
CSFA
Grant Document Number
CG3GDOC
Grant Reference Number
Manager’s Name
CG3MNAME
Grant Manager’s Name
Director’s Name
CG3DNAME
Grant Federal Contact Name
Letter of Credit
CG3LOC
Letter of Credit Number
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FLAIR Amendment fields are mapped to FACTS Grant Award
Amendment fields. The spreadsheet is populated with the
following FLAIR to FACTS field mapping:
FLAIR Field Description
FLAIR Field ID Name
FACTS Grant Award Field Name
OLO
CG3KEY (1-6)
Agency Identifier (OLO)
Grant ID
CG3KEY (8-12)
Grant Award ID
Amendment Number
CG3AMEND (1-3)
Agency Amendment Reference Number
Amendment Amount
CG3AMEND (4-15)
Amendment Amount
Amendment Date
CG3AMEND (62-65)
Amendment Effective Date
Amendment Description CG3AMEND (24-61)
Change Description
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FACTS Contract Grant Award fields are listed second on the
spreadsheet and contain a Vendor ID. The spreadsheet is
populated with the following FACTS to FACTS field mapping:
FACTS Contract Data Fields
FACTS Grant Award Data Fields
Required/Optional
FLAIR Contract ID
Grant Award ID*
Required
Agency Identifier (OLO)
Agency Identifier (OLO)
Required
Short Title
Short Title
Required
Long Title
Long Title
Required
General Description
Description
Required
Original Contract Amount
Original Grant Award Amount
Required
Date of Execution
Date of Award
Required
Date of Beginning
Original Funding Start Date
Required
Original End Date
Original Funding End Date
Optional
*Agencies need to verify the FLAIR Contract ID
should be used as the FLAIR Grant ID.
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FACTS to FACTS mapping continued:
FACTS Contract Data Fields FACTS Grant Award Data Fields
Required/Optional
Contract Status
Agency Manager Name
Grant Status
Agency Grant Manager Name
Required
Required
Agency Manager Phone
Agency Grant Manager Phone
Optional
Agency Manager Email
Agency Grant Manager Email
Optional
Vendor ID*
Grantor ID
Required
CFDA*
CFDA
Conditional
CSFA *
CSFA
Optional
*First one listed on the Contract record is populated on the
Excel worksheet for the Grant record.
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All of an agency’s FACTS Contract Grant Award records are
included in the Agency’s conversion workbook regardless of
status, including records marked confidential.
FACTS Contract Status to Grant Status Crosswalk
FACTS Contract Status
FACTS Grant Award Status
A - Active
A2 – Approved Award
C - Closed
CL – Closed
D - Deleted
DL – Delete
E - Extended
A2 – Approved Award
R - Renewed
A2 – Approved Award
T - Terminated
CL – Closed
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FACTS Contract Grant Award Amendment fields are
mapped to the new Grant Award Amendment fields. The
spreadsheet is populated with the following FACTS to
FACTS field mapping:
FACTS Contract Field Description
FACTS Grant Award Field Name
OLO
OLO
Grant ID
Grant ID
Agency Amendment Reference Number Agency Amendment Reference Number
Amendment Amount
Amendment Amount
Amendment Effective Date
Amendment Effective Date
New Ending Date
Revised Funding End Date
Change Description
Change Description
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Grant Award Excel File Layout/Format Instructions for
FACTS
 Describes field formats and limitations.
 Formatting restrictions are included on the
spreadsheet.
 Agencies are limited 8,000 rows on the
spreadsheet.
 Agencies must complete all required fields for
Grant Award agreements to be included in FACTS.
 Provide the completed spreadsheets at least 3
business days prior to your agency’s scheduled golive date.
 Completed spreadsheets may contain confidential
information and should be sent to DFS through the
DFS Attachment Service at https://attach.fldfs.com.
Through the attachment service, emails can be sent
to FACTS.Info@myfloridacfo.com.
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Agencies can utilize the DFS Attachment Service
to send DFS completed conversion worksheets.
1. Access https://attach.fldfs.com.
2. Click here to send an attachment to DFS.
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Attach your file and send the email.
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Demonstration: Show Example Excel Workbook
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List of Grantor Vendors and Applicable Revenue Type Codes
 DFS queried historical receipt transactions and the
Statewide Vendor File and identified approximately 900
Vendors that can be flagged as Grantors. The list
includes:
◦ TIN Type
◦ TIN Number
◦ Vendor Name (from source data)
◦ Statewide Vendor File Name Line 1
◦ Statewide Vendor File Name Line 2
◦ Revenue Type
 Agencies need to review the list of Vendors on the CD to
confirm their Grantors are listed.
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List of Grantor Vendors and Applicable Revenue Type
Codes
 If a Grantor is not listed on the spreadsheet, the agency
should check to see if the vendor is on the statewide
vendor file (SWVF) if not add the record to the SWVF.
 If the Revenue Type listed for the Grantor Vendor is
inaccurate complete the “DFS-A1-2090 Statewide
Vendor File Update Request Form” located at
http://www.myfloridacfo.com/Division/AA/Forms/defa
ult.htm.
 Send completed forms to the DFS Vendor Management
Team at StatewideVendorFile@myfloridacfo.com by
February 25, 2014.
 If you do not know who in your agency adds records to
the statewide vendor file, you can email your question
to StatewideVendorFile@myfloridacfo.com.
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List of Active FACTS Users
 Agencies should review the list of current FACTS users and
determine what level of access is needed for these users.
 The list includes:
◦ FACTS User Name
◦ User Email Address

All users will be converted to “Contract/Disbursement Users”
on the go-live date
◦ Contracts/Disbursements User – can add and update
Contracts/Grant Disbursements only.
◦ Grant Awards User – can add and update Grant Awards only.
◦ All Agreements User – can add and update Contract/Grant
Disbursements and Grant Awards.

Submit completed access forms to
FACTS.Info@myfloridacfo.com at least 3 days prior to your
agency’s scheduled go-live date.
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Pre Go-live Activities
January 23, 2014
 DFS provides a preliminary Excel list of Grant Award records
from FLAIR and FACTS in the new Grant Award format.
 DFS provides a preliminary list of Grantors.
January 24 - February 25, 2014
 Agencies review the Excel list and perform clean-up activities:
◦ Make updates as needed directly in FACTS and FLAIR.
◦ Start collecting information for new Grant Award data
elements.
 Agencies review FACTS user access and request new “All
Agreement Users” and “Grant Award Users”
 Agencies review and verify the Grantors list to confirm the new
revenue type associated.
 Agencies sign up for a go-live date (up to 5 agencies per week)
by emailing FACTS.Info@myfloridacfo.com. Agencies must sign
up by February 25.
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Pre Go-live Activities
January 31, 2014 –
 FACTS User Acceptance Testing.
February 18, 19, 25, 27, 2014 - (pending registration counts)
 DFS offers Grant Award Training. Sign up for Grant Award
Training through the DFS Learning Management System (LMS)
at https://apps8.fldfs.com/lms/Home.aspx.
February 28, 2014
 FACTS provides agencies a final Excel list of Grant Award
records from FLAIR and FACTS in the new Grant Award
format. Agency couriers pick-up their final conversion CD
from DFS after 12:00 p.m. Specific pick-up instructions will
be posted to the FACTS Project website.
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Go-live Activities
February 25-March 3, 2014
 DFS Bureau of Vendor Relations updates the
Statewide Vendor File with new Revenue Type codes.
February 28 –March 2, 2014
 FACTS Grant Awards go-live and FACTS defaults all
users to “Contract/Disbursement Users.”

FACTS marks all Contract Grant Awards as “Deleted”
as well as the FLAIR Contract Information record.

FLAIR disables previous GI File update access.

FLAIR converts all records in the previous GI File to
the new GI File and FLAIR converts all previous users
access to the new GI File.
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Post Go-live Activities (March 3 – TBD)
 Agencies send final conversion files to DFS according to
the agency’s go-live schedule. Up to 5 agencies per
week through April 30, 2014.


DFS updates FACTS user accounts according to the
agency’s go-live schedule and forms provided by the
agency.
Nightly processing of FLAIR to FACTS receipts data and
FACTS to FLAIR Grant data begins.
July 2014
 Records on the FLAIR GI File that have not been updated
since February 28 will be marked for deletion by FLAIR.
The new GI File will follow the normal purge process
and the records will be physically deleted in January
2016.
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



FACTS Project Website:
http://www.myfloridacfo.com/division/AA/FACTSRep
orting/default.htm
FACTS Public Website:
https://facts.fldfs.com/Search/ContractSearch.aspx
Register for Grant Award Training:
https://apps8.fldfs.com/lms/Home.aspx. Search for
“Grant Award Training.” Training will be held at DFS.
Email FACTS.Info@myfloridacfo.com to request
additional training.
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