DEPARTMENT OF FINANCIAL SERVICES
Meeting Name:
Florida Accountability Contract Tracking System
(FACTS) Workshop
Date: January 20, 2012
Time: 8:30 am – 11:00 am
Location:
Department of Revenue, Conference Center –
2450 Shumard Oak Blvd,
Agenda
File Layout – Added Fields
FTP Process
Agency Users’ Access
Public Inquiry - Agency’s Points of Contact (POC)
Submission of Agency’s POCs
Data Conversion
o Extract Process
o Data Cleansing and Updating
Next Steps
January 20, 2012






File Layout – Added Fields
FTP Process
Agency Users’ Access
Public Inquiry - Agency’s Points of Contact
(POC)
Submission of Agency’s POCs
Data Conversion
◦ Extract Process
◦ Data Cleansing and Updating

Next Steps
2
3



Policy Work Group has completed a review of
the business requirements for Phase 1 of the
system
Several fields have been added at the request
of the Policy Work Group
Updated Functional Requirements, File
Layout/Format and FACTS Code Validation
Tables are posted on our website
http://www.myfloridacfo.com/aadir/statewidecont
ractreporting.htm
4
Contract Main Record:
Data Element
Name/Detail
Type
Size
Provide for
Administrative Cost
Text
1
Administrative Cost
Percentage
Text
6
Agency Service Area
Text
5
Provide for Periodic
Increase
Text
1
Allowed values (in
case of code values)
“Y” – Yes
“N” – No
Required
Comments
Yes
Conditionally
Required
Required if “Provide
for Administrative
Cost” = “Y”
To record districts,
regions, and other
location identifiers
“Y” – Yes
“N” – No
Yes
5
Contract Main Record continued:
Data Element
Name/Detail
Type
Size
Periodic Increase
Percentage
Text
6
Business Case Study
Done
Text
1
Business Case Date
Date (YYYY-MM-DD)
Legal Challenges to
Procurement
Text
1
Legal Challenge
Description
Text
1000
Allowed values (in
case of code values)
Required
Conditionally
Required
“Y” – Yes
“N” – No
Required if “Provide
for Periodic
Increase” = “Y”
Yes
Conditionally
Required
“Y” – Yes
“N” – No
Comments
Required if “Business
Case Study Done” =
“Y”
Yes
Conditionally
Required
Required if “Legal
Challenges to
Procurement” = “Y”
6
Contract Main Record continued:
Data Element
Name/Detail
Type
Size
Allowed values (in
case of code values)
Required
Was the Contracted
Functions Previously
Done by the State
Text
1
“Y” – Yes
“N” – No
Yes
Was the Contracted
Functions
Considered for
Insourcing back to
the State
Text
1
“Y” – Yes
“N” – No
Yes
Did the Vendor
Make Capital
Improvements on
State Property
Text
1
“Y” – Yes
“N” – No
Yes
Capital Improvement
Description
Text
1000
Conditionally
Required
Comments
Required if “Did the
Vendor Make Capital
Improvements on
State Property” = “Y”
7
Contract Main Record continued:
Data Element
Name/Detail
Type
Size
Allowed values (in
case of code values)
Required
Comments
Value of Capital
Improvements
Numeric
13.2
Conditionally
Required
Required if “Did the
Vendor Make Capital
Improvements on
State Property” = “Y”
Value of
Unamortized Capital
Improvements
Numeric
13.2
Conditionally
Required
Required if “Did the
Vendor Make Capital
Improvements on
State Property” = “Y”
Contract Budget Info. Record:
Data Element
Name/Detail
OCA
Type
Size
Text
60
Allowed values (in
case of code values)
Required
Comments
No
8
9
‣ FACTS User Interface Batch Process requires User Name and Password
‣ System to System FTP Batch Process requires a Secured File Transfer Protocol
(sFTP) Account
10
‣ Batch Success and Error Files
‣ In order to establish a sFTP Account the
agency must provide a Technical POC
‣ sFTP Addresses will be provided to the
Agency’s Technical POC
11
12
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


Each Agency must identify an Access
Custodian
The Agency Access Custodian will be
responsible for submitting requests to add or
delete users from the system
Still working on a process for user password
resets
Will be requesting information on each
Agency’s anticipated number of users next
month
13
14


Contact information for contract managers or
vendors will not be provided on the “public
view”
Agencies will need to provide a point of
contact for public inquires
15
16

Requesting three points of contact:
◦ Technical
◦ Access Custodian
◦ Public Inquiries

Agency Contact form is available on our website:
http://www.myfloridacfo.com/aadir/statewidecontractr
eporting.htm


Form requires the signature of a director or
equivalent
Signed forms should be emailed to:
SCRS.Info@myfloridacfo.com
17
18



There will be a one time data conversion from:
• Departmental FLAIR Contract Subsystem
• CFO Non-Competitive Solicitation Reporting Website
• State Contract Management System
Agencies will have the option of taking a combined
file or three separate files
Website related data for contracts with ending dates
equal to or greater than 2/29/2012 will be extracted
from the systems into an ACSII Text File format per
agency with “Single Pipe” delimiters and “Carriage
Return” line endings.
19
FLAIR CI/CA
access is shut
down
Website will
transmit to
FLAIR CI
20



Only two agencies have requested a date for
conversion
If DFS does not receive your Agency’s request
by February 17th, we will assign a conversion
date for your Agency
Requests for a conversion date should be
emailed to:
SCRS.Info@myfloridacfo.com
21

Extract Files
◦ Conversion Extract will be available for
downloading March 4th
◦ If time permits after internal testing, DFS
will provide a preliminary conversion
extract file prior to March 4th
◦ Developing an Extract File User Guide to
assist Agencies with converting the data to
a spreadsheet for cleaning and updating
22

Extract Files con’t:
◦ Will be available through FTP or other
means TBD
◦ File Naming Convention
Sources; All, F – FLAIR, N – NonCompetitive, S – Statewide Contract
Management System
◦ sFTP Address will be provided to the
Agency’s Technical Point of Contact
23
The extract file can be opened, reviewed and
updated using either a “Text Editor” like
“Microsoft Notepad”
24
or “Microsoft Excel”
25
26
In order to batch upload contract data using the
extract file;
o Each record in the file will have to be reviewed to
ensure that data meets the requirements identified in
the previous record layouts.
o Any missing required contract data will have to be
added.
Agencies may also add contract data for contracts
not previously entered in one of the systems.
Any contract data record failing the batch processing
edits will have to be resubmitted in a new batch file.
27



Submit Agency POCs no later than February
3rd
Request date for conversion no later than
February 17th
Workshop Schedule
◦ February 3rd, 8:30 – 11:00, DOR Conference Center
◦ February 17th, 8:30 – 11:00, DOR Conference Center
28
DEPARTMENT OF FINANCIAL SERVICES
FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM
FACTS Contact Form
1.
Agency Name
Technical Contact – FTP’s and Interface Questions
Name :________________________________
Title
:________________________________
Phone:________________________________
Email :________________________________
Access Custodian Contact – Website Access Requests
Name :________________________________
Title
:________________________________
Phone:________________________________
Email :________________________________
Public Inquiry Contact – Public Information Questions and Requests
Name (optional) :________________________
Phone:________________________________
Email :________________________________
AGENCY , DIRECTOR OF ADMINISTRATION
SIGNATURE
NAME
DATE
DFS
Contact Information Form
Page 1 of 1
1/18/2012
Data Conversion
Data Extraction
Data Elements being extracted from State Contract Management System “Disbursement
Contract” Database
Data Element
Length
Format
OLO_CODE
100
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
CONTRACT_NUMBER
150
Alphanumeric
Map to Agency Assigned Contract Identifier
PROJECT_PROGRAM_TITLE
300
Alphanumeric
Map to Contract's Long Title
CONTRACT_TYPE
100
Alphanumeric
Map to Contract’s Type
1
Alphanumeric
Map to Contract’s Status
COMMODITY_TYPE
100
Alphanumeric
Map to Contract’s Commodity/ Service Type
BEGINNING_DATE
8
MMDDYYYY
Map to Contract’s Beginning Date
END_DATE
8
MMDDYYYY
Map to Contract’s Original Ending Date
TOTAL_COST
13.2
Numeric
Map to Contract’s Accumulated Amended
Amount
RECUR_TOTAL
13.2
Numeric
Map to Contract’s Recurring Budgetary
Accumulated Amended Amount
NON_RECUR_TOTAL
13.2
Numeric
Map to Contract’s Non-Recurring Budgetary
Accumulated Amended Amount
COMPENSATION_TYPE
1000
Alphanumeric
Map to Contract’s Method of Payment
PROCURE_METHOD
400
Alphanumeric
Map to Contract’s Method of Procurement
2,000
Alphanumeric
Map to Contract’s Major Deliverables
200
Alphanumeric
Map to Contract’s Statutory Authority
STATUS
PURPOSE_DELIVERABLE
LAW_STATUTORY_CITATION
Comments
Page 1 of 11
ADMIN_COST_PERCENT
200
Alphanumeric
Map to Administrative Cost Percentage
IS_PERIODIC_INCREASE
200
Alphanumeric
Map to Provide for Periodic Increase
EXP_CONTRACT_INCREASE
1000
Alphanumeric
Map to Periodic Increase Percentage
Q_3
1000
Alphanumeric
Map to Business Case Study Done
Q_7
1000
Alphanumeric
Map to Was the Contracted Functions
Previously Done by the State
Q_10
1000
Alphanumeric
Map to Legal Challenges to Procurement
Q_10_EXP
4,000
Alphanumeric
Map to Legal Challenge Description
Q_20
1000
Alphanumeric
Map to Was the Contracted Functions
Considered for Insourcing back to the State
OCA_PROJECT_ID
4,000
Alphanumeric
Map to OCA
Page 2 of 11
Data Extraction
Data Elements being extracted from State Contract Management System “Concessions
Contract” Database
Data Element
Length
Format
OLO_CODE
100
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
CONTRACT_NUMBER
150
Alphanumeric
Map to Agency Assigned Contract Identifier
PROJECT_PROGRAM_TITLE
300
Alphanumeric
Map to Contract's Long Title
CONTRACT_TYPE
100
Alphanumeric
Map to Contract’s Type
1
Alphanumeric
Map to Contract’s Status
COMMODITY_TYPE
100
Alphanumeric
Map to Contract’s Commodity/ Service Type
BEGINNING_DATE
8
MMDDYYYY
Map to Contract’s Beginning Date
END_DATE
8
MMDDYYYY
Map to Contract’s Original Ending Date
TOTAL_COST
13.2
Numeric
COMPENSATION_TYPE
1000
Alphanumeric
Map to Contract’s Method of Payment
PROCURE_METHOD
400
Alphanumeric
Map to Contract’s Method of Procurement
2,000
Alphanumeric
Map to Contract’s Major Deliverables
200
Alphanumeric
Map to Contract’s Statutory Authority
STATUS
PURPOSE_DELIVERABLE
LAW_STATUTORY_CITATION
Comments
Map to Contract’s Revenues Year-to-Date
Page 3 of 11
ADMIN_COST_PERCENT
200
Alphanumeric
Map to Administrative Cost Percentage
IS_PERIODIC_INCREASE
200
Alphanumeric
Map to Provide for Periodic Increase
EXP_CONTRACT_INCREASE
1000
Alphanumeric
Map to Periodic Increase Percentage
Q_3
1000
Alphanumeric
Map to Business Case Study Done
Q_7
1000
Alphanumeric
Map to Was the Contracted Functions
Previously Done by the State
Q_10
1000
Alphanumeric
Map to Legal Challenges to Procurement
Q_10_EXP
4,000
Alphanumeric
Map to Legal Challenge Description
Q_20
1000
Alphanumeric
Map to Was the Contracted Functions
Considered for Insourcing back to the State
Q_41
1000
Alphanumeric
Map to Capital Improvement Description
Q_42
1000
Alphanumeric
Map to Value of Capital Improvements
Q_43
1000
Alphanumeric
Map to Value of Unamortized Capital
Improvements
OCA_PROJECT_ID
4,000
Alphanumeric
Map to OCA
Page 4 of 11
Data Extraction
Data Elements being extracted from Departmental FLAIR Contract Information File
Data Element
Length
Format
Comments
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Short Title
10
Alphanumeric
Map to Contract's Short Title
Long Title
60
Alphanumeric
Map to Contract's Long Title
Contractor’s Vendor ID
21
Alphanumeric
Map To Contract’s Vendor Id. There may be 5
occurrences per record.
Method of Procurement
1
Alphanumeric
Map To Contract’s Method of Procurement
Method of Payment
1
Alphanumeric
Map To Contract’s Method of Payment
Date Executed
8
MMDDYYYY
Map to Contract’s Date of Execution
Beginning Date
8
MMDDYYYY
Map to Contract’s Beginning Date
Ending Date
8
MMDDYYYY
Map to Contract’s Original Ending Date
Numeric
Map to Contract’s Original Amount
Original Amount
13.2
Service Type
6
Alphanumeric
Map to Contract’s Commodity/ Service Type
Contract Type
2
Alphanumeric
Map to Contract’s Type
Contract Status
2
Alphanumeric
Map to Contract’s Status.
CFDA Code
6
Alphanumeric
Map to Contract’s CFDA Code
Page 5 of 11
CSFA Code
5
Alphanumeric
Map to Contract’s CSFA Code
Recipient Type
1
Alphanumeric
Map to Contract’s Recipient Type
Numeric
Map to Contract’s Accumulated Amended
Amount
Alphanumeric
Map to Record Status
Amended Amount
Record Status
13.2
1
Page 6 of 11
Data Extraction
Data Elements being extracted from Departmental FLAIR Contract Amendment File
Data Element
Length
Format
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Ending Date
8
MMDDYYYY
Map to New Ending Date
13.2
Numeric
Map to Change Amount
Amendment Number
4
Alphanumeric
Map to Amendment, Extension, or Renewal
Number
Account Code
27
Alphanumeric
Map to Change Amount Account Code
Contract Status
2
Alphanumeric
Map to Contract’s Status
Description
45
Alphanumeric
Map to Change Description
Record Status
1
Alphanumeric
Map to Record Status
Amount
Comments
Page 7 of 11
Data Extraction
Data Elements being extracted from Departmental FLAIR Contract to Account Code Correlation
File
Data Element
Length
Format
Comments
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Account Code
27
Alphanumeric
Map to Contract’s Original Amount Account
Code
Record Status
1
Alphanumeric
Map to Record Status
Page 8 of 11
Data Extraction
Data Elements being extracted from CFO Non-Competitive Solicitation of Commodities and
Services Reporting Initial Add Database
Data Element
Length
Format
Comments
OLO_CODE
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
CTRT_FLAIR_ID
5
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
RCRD_ID
25
Alphanumeric
Map to Agency Assigned Contract Identifier
CTRT_BEG_DT
8
MMDDYYYY
Map to Contract’s Beginning Date
CTRT_END_DT
8
MMDDYYYY
Map to Contract’s Original Ending Date
CTRT_AMT
13.2
Numeric
MTPY_CD
1
Alphanumeric
Map to Contract’s Method of Payment
EXMP_TYPE_CD
5
Alphanumeric
Map to Contract’s Competitive Solicitation
Exemption
JUST_TXT
1000
Alphanumeric
Map to Contract’s Exemption Explanation
CTRT_SERV_TXT
200
Alphanumeric
Map to Contract’s Major Deliverables
PRSN_AGCY_CNCT_NM
60
Alphanumeric
Map to Agency Contract Manager Name
TEL_AGCY_CNCT_NBR
10
Alphanumeric
Map to Agency Contract Manager Phone
Number
VNDR_NM
35
Alphanumeric
Map to Contract’s Vendor Name
CFDA_CD
6
Alphanumeric
Map to Contract’s CFDA Code
CSFA_CD
5
Alphanumeric
Map to Contract’s CSFA Code
Map to Contract’s Original Amount
Page 9 of 11
STAT_RCRD_CD
1
Alphanumeric
Map to Record Status
Page 10 of 11
Data Extraction
Data Elements being extracted from CFO Non-Competitive Solicitation of Commodities and
Services Reporting Amendment Database
Data Element
Length
Format
Comments
OLO_CODE
6
Alphanumeric
Map to FLAIR Agency Identifier
(OLO)
CTRT_FLAIR_ID
5
Alphanumeric
Map to FLAIR Contract
Identifier (Contract Number)
RCRD_ID
25
Alphanumeric
Map to Agency Assigned
Contract Identifier
13.2
Numeric
Map to Change Amount
AMND_DT
8
MMDDYYYY
Map to Change Date Executed
AMND_SEQ_NBR
4
Alphanumeric
Map to Amendment,
Extension, or Renewal Number
STAT_RCRD_CD
1
Alphanumeric
Map to Record Status
AMND_AMT
Page 11 of 11