DATE:
May 3, 2012
TO:
Agency Addressed (No. 47, 2011-2012)
FROM:
Christina Smith, Director
Division of Accounting and Auditing
Department of Financial Services
SUBJECT:
FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM (FACTS)
WORKSHOP
The next meeting of the FACTS User Group will be held on Thursday, May 10, 2012, from 1:30
to 4:00 p.m., at the Department of Children and Families Conference Center, 1317 Winewood
Boulevard, Building 4.
The agenda for this meeting is:
1. Announcements
2. May 30, 2012 FACTS Changes
3. July 1, 2012 FACTS Changes
4. Future FACTS Implementation Schedule
Due to a space limitation of 100 people in the meeting facility, please observe the following
attendance limitations:
1. Agencies with 500 or more total contracts in FACTS – 3 people;
2. Agencies with fewer than 500 total contracts in FACTS – 2 people.
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Announcements
May 23, 2012 Changes
July 1, 2012 Changes
Future Plans
Questions and Answers
2

New Contract Definition
◦ Written agreement between one or more parties
that has a financial consideration
◦ Zero Dollar MOUs do NOT need to be entered
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Marking FLAIR Contract Records for deletion
that are not in FACTS as of 6-1-2012
Confidential Contracts/Vendors – Do NOT
enter them into FACTS
3
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Use IE8 or higher
Batch submission must be incremental only
FACTS ‘Soft Release’ – June 6, 2012
Public Release – Last week of June 2012
4
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Hyphenate the Account codes
Administrator Enhancements
Contract Advanced Search Capability
5

Contract Correlations
◦ Contract’s Budget Information is used for the
Contract-to-Account Code Correlation
◦ Contract-to-Account Code Correlation will be sent
to FLAIR for all contract types with exception of:
 Grant Award Agreements
 Revenue Agreements

FACTS Print Function
◦ Summary of Contractual Services Form is being
replaced with “print” function from within FACTS
6

Pull payments from FLAIR and display in
FACTS
◦ Contract ID should be recorded on all FLAIR
Contract Payments
◦ BKI = Z no longer required
◦ Voucher will not be rejected for missing Contract ID
◦ Agencies will have to input correcting entries
7

Audits
◦ Audit Results will be displayed in FACTS
◦ Bureau of Auditing performs three types of reviews
 New Contracts Greater than $500,000
 Expanded Pre-Audit Reviews
 Agency Contract Management Reviews
◦ Agency’s comments will also be displayed in FACTS
8

Contract documents
◦ DFS will conduct workshops with Agencies to
discuss challenges and tools for loading contract
documents
◦ DFS will provide guidance on the contract
documents that should be loaded to FACTS in the
Fall
9
Prototype of Enhancements
New Tab – Payments
11
New Tab – Payments
12
New Tab – Contract Audits (1 of 4)
Agency Audit
Expanded PreAudit
Review >
$500,000
YES
No
13
Continued… Contract Audits (2 of 4)
Ye
s
No
NA
14
Continued…– Contract Audits (3 of 4)
15
Continued…– Contract Audits (4 of 4)
New Feature – Allows
input of Agency
Responses
16
17
QUESTIONS AND ANSWERS
18