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Overview
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FACTS Grant Agreements Approach
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Grant Disbursement Agreements Demo
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Timeline
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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.
Project Phases:
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Phase
Phase
Phase
Phase
Phase
Phase
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2
3
4
5
6
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Develop the web-based application (Complete)
Budget and Disbursements (Complete)
Compliance/Audit Reporting (Complete)
Contract Images (Testing Phase)
Grant Agreements (Design Phase)
Purchase Order Information (Testing Phase)
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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
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
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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
Policy Workgroup Guiding Principles:
◦ Reduce/ Eliminate the need for duplicate entry between FLAIR and
FACTS
◦ Create a process that is easy to use and your agency is familiar
with today
◦ Utilize new tools
◦ Maintain data integrity
◦ Support agency reporting requirements
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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 nongovernmental 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 sub-recipient by
the reporting entity. These contracts are identified using the
vendor checklist to classify them as sub recipients.
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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 Functional Requirements for Grant Awards include:
◦ New Reference Number Field for Grant Awards
◦ New Security restrictions for FACTS Grant Award users
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View Final Grants Functional Requirements document
online at
http://www.myfloridacfo.com/division/AA/FACTSReport
ing/FloridaAccountabilityContractTrackingSystemFACTS
ProjectDocumentation.htm
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September 2013 Policy Workgroup confirmed a
implementation approach for Grant Awards and
Disbursements
Only a few changes are needed to support agencies
entering Grant Disbursements Agreements in FACTS
Agencies have over 9,000 Grant Disbursement
Agreements in FACTS today
Phase 5 Grants split into two parts:
◦ 5A – Grant Disbursement Agreements
 Go-live October 2, 2013
◦ 5B – Grant Award Agreements
 Go-live 2014
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Grant Disbursement Agreements
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All agreements meeting the Grant Disbursement Agreement
definition and in accordance with F.S. 215.985 will be
maintained in FACTS
Use the Existing FACTS Contract Fields to record Grant
Disbursement Agreements in FACTS.
Use the vendor checklist to identify vendors as subrecipients.
http://www.myfloridacfo.com/Division/AA/Forms/DFS-A2NSFSAAChecklist-NonState.docx
Use the Existing FACTS file layout for upload and batch
process
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Grant Disbursement Agreements:
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Field not editable once the Contract/Grant Disbursement
Agreement is finished or published:
o
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Date of Execution
Fields will continue to be editable once the Contract/Grant
Disbursement Agreement is finished or published:
o
Original Contract Amount
o
Date of Beginning
o
Original Ending Date
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Grant Disbursement Agreements:
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Two Recipient Types will be inactivated in FACTS and FLAIR:
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No Sub-recipient (Federal Financial Assistance Only)
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Sub-recipient (Federal Financial Assistance Only)
Two Recipient Types will be added in FACTS and FLAIR:
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K – Private Universities (In or Out of State)
o
L – Legislature
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Grant Disbursement Agreements
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If Contract Type is Grant Disbursement Agreement (GA) then
“Contract Involves State or Federal Financial Assistance” will
default to “Yes” on the Main Contract Information page.
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Inactivate Administrative Cost Percentage field on the batch file
and removed on Main Contract Information entry page.
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Agency Contract Manager Phone Number, change from
required to optional on the Contract Main Information page
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Agency Contract Manager’s e-mail address, change from
required to optional on the Contract Main Information page
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Grant Award Agreements – Go-live 2014
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Create new fields to support Grant Awards
Agreements in FACTS
Create new FLAIR Grant Information file and establish
integration with FACTS
New Linking Functions for all agreement types in
FACTS
New Security Access for FACTS Grant Award users.
Specify Grant Award users from other users in FACTS
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Add a new Contract or Grant
Disbursement Agreement
from the Dashboard
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Fill in details
for your Grant
Disbursements
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Manager Phone
Number and Email
are optional.
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Fields not
editable are
grayed out
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FACTS feeds FLAIR the following fields for Grant
Disbursement Agreements:
 OLO
 Contract ID Number
 Short Title
 Long Title
 Contract Status
 CFDA Code (first occurrence)
 CSFA Code (first occurrence)
Note: These same fields are sent for Contracts today
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FLAIR feeds FACTS the following information for Grant
Disbursement Agreements :
 Vendor Information from Statewide Vendor files
 CFDA and CSFA Codes
 Payment Information:
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Statewide Document Number
Agency Document number
Grantor Name
Amount
Account code
Voucher Date
Note: These same fields are sent for Contracts today.
Grant Disbursement Agreement payments must
include a FLAIR Contract ID so that payments are
displayed in FACTS
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Next Steps
Timeframe
Testing- Grant Disbursement
Agreement Changes
September 30, 2013
Agencies utilize new file
structure for anything submitted
After October 1, 2013 5:01 p.m.
Go-live
October 2, 2013
DFS Training for new Grant
Disbursement FACTS Users
October 10, 2013 9:00-11:00 a.m.
October 15, 2013 9:00-11:00 a.m.
All Grant Disbursement
Agreements in FACTS
January 15, 2014
Auditing will require that all
contract summary forms be
printed from FACTS
March 3, 2014
Consideration of elimination of
the summary form and replacing
with the “certification statement”
for services rendered.
Fall 2014
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Register for Training at
https://apps8.fldfs.com/lms/Home.aspx
Search for “FACTS Grant Disbursement
Training”. Training will be held at DFS.
Email FACTS.Info@myfloridacfo.com to
request additional training.
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Next Steps
Timeframe
Design
October
System Development
November - January
Policy Workgroup – Conversion
Planning Meeting
December
Testing
January-March
Workshops for Conversion
January-March
Go-live
TBD
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Additional Questions? Email FACTS.Info@myfloridacfo.com