1







Background, Requirements and Definitions
Imaging Approach
Batch Process Overview
Index File Layout and Definitions
Dept. of Transportation Lessons Learned
Agency Considerations
Timelines
2
Background, Requirements and
Definitions
3



In 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 (FACTS) came online.
FACTS Project Phases:
◦ Phase 1 – Web-based application for Contracts (Complete)
◦ Phase 2 – Budget and Disbursements (Complete)
◦ Phase 3 – Compliance/Audit Reporting (Complete)
◦ Phase 4 – Contract Images (Implementation Phase)
◦ Phase 5 – Grant Agreements (Development Phase)
◦ Phase 6 – Purchase Order Information (Testing Phase)
4
In 2012 Section 215.985 (14), F.S. was amended to
require:


By January 1, 2014, each state entity shall post to the
Florida Accountability Contract Tracking System
(FACTS) electronic images of contract and procurement
documents for each existing contract that was
executed before July 1, 2013, with payment from state
funds made after June 30, 2013.
Within 30 calendar days after executing a contract or
an amendment (including renewal, termination or
extension) each state agency shall update the required
information in FACTS.
5


Contract – written agreement or purchase order
issued for the purchase of goods or services or a
written agreement for the receipt of state or
federal financial assistance
Procurement Documents – any document or
material provided to the public or any vendor as
part of a formal competitive solicitation of goods
or services undertaken by a state entity, and a
document or material submitted in response to a
formal competitive solicitation by any vendor
who is awarded the contract
6
FACTS Images shall not reveal information
made confidential or exempt by law, including:
Statutory Exemptions
Trade Secret Laws
Chapter 119, Florida Statutes and
Two trade secret definitions:
Agency specific exemptions found in S. 812.081, Florida Statutes
other chapters may apply to specific S. 688.002, Florida Statutes
information.
Florida Statutes contain over 1,100
exemptions including:
• Social Security Numbers
• Personal Financial Information
• Medical Records
• Security System Plans
• Agency Building Plans
Section 815.045, Florida Statutes
Section 119.071(1)(f), Florida
Statutes
Sepro Corp. v. Florida Dept. of Envtl.
Prot., 839 So. 2d 781 (Fla. 1st DCA
2003). Trade secret owner must take
measures to protect specific
information.
7
8

Agencies choose between two methods for
adding images to FACTS:
◦ Manual Upload – a users logs into FACTS, and
uploads files to the Contract’s Document Tab
◦ Batch Upload – agency sends a batch file with
image records (nightly), FACTS loads the
images systematically
9
Technical Requirements for all images:




Tagged Image File Formats (TIFFs) or Portable
Document Formats (PDF) are accepted
Agencies will add one file per record type/change
◦ Original Contract Document
◦ Amendment
◦ Procurement Document (New)
FACTS does not maintain image versions. Agencies
will replace old versions with new versions if
updates are needed
Ability to add multiple amendments records
10

Contract Images
◦ Attach 2 types of contract images in FACTS:
1. Original Contract
2. Amendments
◦ Optionally, Agencies can provide a URL (to a document, not
a website) for each image in FACTS instead of uploading a
document
◦ Any URL’s included in FACTS should remain available for 10
years

Procurement Images
◦ All procurement documents meeting the definition should
be included as one image in FACTS
11
Batch Process Overview
12





FACTS receives Agency batch image files through a
Secure FTP
FACTS processes the batch image files daily at 9:30
p.m. (7 days a week). Any files received after 9:30
p.m. will be processed the next night.
FACTS can process multiple zip files from the same
agency in the same day.
All batch image files should be placed inside a zip
file. The zip file should contain the images and an
index file.
Zip files currently do not have a size limit.
13
Document Index File Specifications:


The index file should be provided in this format:
Document Type| Agency OLO|FLAIR Contract ID| Agency
Amendment Reference | File Name | Document Link | Final
Proposal Indicator
Any conditional/optional fields may be left blank
according to the business rules, however, their
location in the data file should be preserved with
the “|” delimiter.

“|” delimiter is not needed at the beginning or end
of a record line.

The index file should be provided in a text file
format with a .txt or .dat extension.
14
Document Image Specifications:



Provide images as a Tagged Image File Format
(TIFFs) or Portable Document Format (PDF)
There is no specified naming convention for
agency image files
Individual files are currently capped at 1 GB per
document.
15
FACTS Process Overview:



FACTS un-zips the agencies file.
FACTS reads the index file one record at a time
and identifies the type of record, OLO, the
contract number, agency amendment reference
number, and the image file name.
FACTS then looks for that image file name in the
zip file and copies the image file into the FACTS
database based on the data above.
16

FACTS associates a new naming convention to each
image file as it is saved in the FACTS database:
[Document Type]-[Agency OLO]-[Contract ID or
Grant ID or PO#]-[Agency Amendment Reference]

The Document Type must have one of these values
– CN or PC.

Examples of FACTS image names:
◦ An original contract image for DOT Contract ID: T1234
will be stored as “CN-550000-T1234.pdf”
◦ An amendment contract image for DOT Contract ID
T1234 and Agency Amendment Reference A1 will be
stored as “CN-550000-T1234-A1.pdf”
◦ A procurement contract image for DOT Contract ID
T1234 will be stored as “PC-550000-T1234.pdf”
17
Replacing Images and URLs

The same information provided before for the
record is needed to replace images and URLs
Document Type| Agency OLO|FLAIR Contract ID| Agency
Amendment Reference | File Name | Document Link |
Final Proposal Indicator

FACTS will overlay the previous image or URL with
the new one, based on the combination of the type
of record, OLO, the contract number, amendment
reference number.
18


After FACTS process agency files, nightly the results will
be returned to the agency through secure FTP as an
“Document/Error log”.
The ‘Document/Error Log’ will contain a summary and
details of the file processed:
◦
◦
◦
◦
Name of the agency file processed
Total number of records found
Total number of records processed successfully
Total number of records failed
◦ If any records fail, the following details will be provided for
those records:
 Reason for failure
 The rejected record as provided to DFS

The ‘Document/Error log’ will use this naming
convention:FilenameRecieved_YYYYMMDD_HHMMSS_Document
s_Log.txt
19
FACTS Dashboard Report
 Agencies can obtain a listing of document images
in FACTS by clicking the “View Documents”
hyperlink on their User Dashboard.
 Agencies then can use the information to reconcile
contract/grant disbursement agreement images.
 FACTS list includes:
◦
◦
◦
◦
◦
◦
◦
◦
Document Type
Agency Name
FALIR contract ID
Agency Amendment Reference Number
Add date
Document URL
Original Document Name
FACTS Document Name
20

FACTS Dashboard Report
21
Index File Layout and Definitions
22
Index File Layout
Field Name
Description
Requirement
Acceptable Values
Document Type
Type of document
Yes
“CN” – Contract/
Grant Disbursement
Agreement
“PC” – Contract Procurement
Document
Agency OLO
Agency 6 digit
FLAIR OLO
Yes
FLAIR OLO must exist in FACTS or
the document is rejected
FLAIR Contract ID
FLAIR 5
alphanumeric ID
Yes
FLAIR Contract Identifier must exist
in FACTS or the document is
rejected
Agency
Amendment
Reference
Agency assigned
amendment
reference ID
Required
when the
document
being added
is an
Amendment
Amendment Reference Number must
exist in FACTS or the document is
rejected.
Will be blank for Original Contract
and Procurement Documents
23
Index File Layout
Field Name
Description
Requirement
Acceptable Values
File Name
Name of the image
file contained in the
zip file for this record
If Document Link is
not sent File Name is
required
Any value is
acceptable
Document Link
URL of document
image on your own
publicly accessible
website
If File Name is not
sent Document Link
is required
Any value is
acceptable
Final Proposal
Indicator
Indicates that
Contractor’s final
proposal is part of
the contract
This field is optional;
Blank, “Y” or “N”
“Y” when the
document includes
the contractor’s final
proposal
Otherwise it can be
left blank or set to
“N”
24

Example Index Files
Document Type | Agency OLO|FLAIR Contract ID| Agency Amendment Reference | File
Name | Document Link | Final Proposal Indicator
◦
◦
◦
◦
◦

Example Document Image Files
◦
◦
◦
◦

(Original Contract) CN|430000|D0160||ImageDocument160.pdf||
(Amendment) CN|430000|D0160|E3|ImageAmendmentDocument160.pdf||
(Amendment) CN|430000|D0160|E2|ImageAmendment2Document160.pdf||
(URL)CN|430000|D0160|E1||www.myfloridacfo.com/somedocument|
(Procurement Document) PC|430000|D0160||ImageProcDocument160.pdf||
ImageDocument160.pdf
ImageAmendmentDocument160.pdf
ImageAmendment2Document160.pdf
ImageProcDocument160.pdf
Index File and Document Image Files should be zipped into one Zip
File. Agency can use their own zip file naming convention since each
agency will have a separate FTP folder.
25
26
27


Identify Tools/Mechanisms for redaction
Establish and Communicate Agency redaction
policy and procedures

Develop internal training plan

Establish an FTP Account for FACTS with DFS

Scheduling Testing with FACTS

Technical Questions Contact: Robert Foster
at 850-413-2226 or
Robert.Foster@MyFloridCFO.com
28
29
October 2, 2013 - FACTS Images ‘Go-Live’
October 8, 2013 – Workshop for Agencies
Using FTP Batch load
April 2, 2014 – Deadline for loading images
Images must be loaded for existing contracts
that were executed before July 1, 2013, with
payment from state funds made after June 30,
2013. Images must also be loaded for
agreements executed after July 1, 2013.
30