DEPARTMENT OF FINANCIAL SERVICES
Meeting Name:
Statewide Contract Reporting System Workshop
Date: October 26, 2011
Time: 1:30 pm – 4:30 pm
Location: DACS Conference Center – Conner Blvd
Agenda
Update on Policy Workgroup
Update on Agency Impact Statements
Questions on the Metadata Functional Requirements
Review Data Conversion Functional Requirements
Revise Querying Functional Requirements
Closing Remarks
Next Workshop – November 16, 2011
1:30 – 4:30
Department of Agriculture & Consumer Services
Conference Center, Conner Blvd
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Background
The 2010 Legislature enacted Section 46 of Chapter 2010-151, Laws of Florida creating
Section 216.0111, Florida Statutes (F.S.) which requires state agencies to report to the
Department of Financial Services (DFS), within three working days after executing contracts in
excess of the Category II threshold ($35,000) established in Section 287.017, F.S. that were not
awarded by competitive solicitation or purchased from a purchasing agreement or state term
contract.
Agency Addressed Memorandum No. 01, 2010-2011, issued on July 2, 2010, identifies the
following information regarding these non-competitive solicited agreements that must be
reported to DFS.
Agency name
Agency site
Contract/DO/agreement number
Contract manager name and phone number
Vendor name
Term of contract
Date of contract execution
Original contract amount
Amended contract amount and amendment date
Description of commodities or services procured
Summary of any time constraints that applied to the procurement
Justification for not using competitive solicitation
The statutory exemption or exception claimed
The contract’s payment method
The Catalog of Federal Domestic Assistance number (if applicable)
The Catalog of State Financial Assistance number (if applicable).
The 2011 Legislature amended Section 215.985, F.S., making DFS responsible for the
development and maintenance of a contract management system. Among the information
required to be provided or accessed on the system is information and documentation relating to
contracts procured by state governmental entities.
The legislation identified specific data the system must include, but need not be limited to:
Contracting agency
Procurement method
Contract beginning and ending dates
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Type of commodity or service
Purpose of the commodity or service
Compensation to be paid
Compliance information such as:
o
Performance metrics for the service or commodity
o
Contract violations
o
Number of extensions or renewals
o
Statutory authority for providing the service
The contract information must be entered or updated by the agency procurement staff within 30
days of any major change to when a contract or a new contract has been executed. A major
change to a contract includes, but is not limited to, a renewal, termination, or extension of the
contract or an amendment to the contract.
As the result of the passage o the Tax Increase Prevention and Reconciliation Act of 2005, it has
been determined that the Florida Accounting Information Resource (FLAIR) Vendor File, W9
File, 1099 Subsystem and Contract and Grants Subsystem will require modification to capture
and process information necessary to comply with the Federal 3% Withholding Law. The
following information has been identified as required contract information that must be stored in
FLAIR’s Contract and Grants Subsystem files:
Original Contract Amount
Contract Execution Date
Amendment Execution Date
Contract Materially Modified
Contract Amendment Amount
Contract Ending Date Change
Description of Material Modification
In addition to data elements mentioned above, the Chief Financial Officer (CFO) has directed
that expenditure data and images of the contract documents be linked to the contract information
in the contract management system.
Functional Requirements
The Contract Reporting System’s functional requirements are based on the State’s standard
contract information and functionality required by State and Federal law, and CFO’s directions,
as identified in the Background Section of this document for this project phase. The Contract
Reporting System will replace the agencies’ usage of the Departmental FLAIR Contract
Subsystem except for transaction validation (FLAIR Contract ID) and Federal 3% Withholding
Law compliance. The Contract Reporting System will provide data for agency business systems.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
The remaining phases of the project are:
a) Phase Two – Recording of contract related General Appropriation information and daily
disbursement data.
b) Phase Three – Linking of contract procurement and documentation images to contract
metadata.
c) Phase Four – Providing for contract compliance reporting by DFS and Auditor General.
d) Phase Five – Providing for the reporting of grant information and linking document
images.
e) Phase Six – Providing sufficient infrastructure to accept contract information and images
from Water Management District, Community College, Universities, School Districts and
Counties. This phase also includes the communications on the new reporting
requirements and creation of new procedures for compliance monitoring.
Functional requirements for the remaining phases will be developed as the phases begin.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Elements
The following required data elements should provide the data necessary to comply with State and Federal law, as well as the CFO’s
requirements.
Data Elements for Contract Reporting System
Data Element
Must be Validated
Against FLAIR Data
Length
Format
FLAIR Agency Identifier
(OLO)
1:1
6
Alphanumeric
Must be an active OLO on Departmental
FLAIR's Title file for use on FLAIR
transactions.
This data must be sent to FLAIR for new
contract (Adds/Updates) and amendments
(Adds/Updates) for the FLAIR Contract
Subsystem.
FLAIR must provide nightly validation data
updates.
Yes, by
216.0111,
215.985, F.S and FLAIR
Yes, FLAIR Tile File
FLAIR Contract Identifier
(Contract Number)
1:1
5
Alphanumeric
Must be a unique value within OLO on
Departmental FLAIR's Title file for use with
FLAIR transactions.
If not agency provided, the System must
assign a new unique value within the
agency’s OLO. See Functional Requirement
Note 9.
This data must be sent to FLAIR for new
contract (Adds/Updates) and amendments
(Adds/Updates) for the FLAIR Contract
Subsystem.
Yes, by FLAIR
No
10/25/2011 12:40:00 PM
Comments
Compliance
Requirements for
the Contract
Reporting System
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Must be Validated
Against FLAIR Data
Length
Format
Contract's Short Title
1:1
10
Alphanumeric
This data must be sent to FLAIR to update
the FLAIR Title File and FLAIR Contract
Information for new contracts as and Add
Record, if the associated contract number
does not already exist within the OLO or
new contract Update Record, contract
amendment as and Add/Update Record, if
the associated contract number does
already exist within the OLO.
Yes, by FLAIR
No
Contract's Long Title
1:1
60
Alphanumeric
This data must be sent to FLAIR to update
the FLAIR Title File and FLAIR Contract
Information for new contracts as and Add
Record, if the associated contract number
does not already exist within the OLO,or
new contract Update Record , contract
amendment as and Add /Update Record, if
the associated contract number does
already exist within the OLO.
Yes, by FLAIR
No
Agency Assigned
Contract Identifier
1:1
50
Alphanumeric
Agency Assigned Contract Identifier is for
System display and reporting only.
This data must not be sent to FLAIR.
MFMP contract and DO field length is 50
characters and can be used by agencies as
the agency assigned contract identifier.
Yes, by
216.0111,
F.S.
No
10/25/2011 12:40:00 PM
Comments
Compliance
Requirements for
the Contract
Reporting System
5 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Type
1:1
2
Alphanumeric
Switch data element to State Standard from
Agency Unique.
This data must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Refer to Appendix A-3 Proposed Contract Contract Type Codes
Yes, by
216.0111,
F.S
No
Contract’s Status
1:1
2
Alphanumeric
Switch data element to State Standard from
Agency Unique.
This data must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System. Refer to
Appendix A-4 Proposed Contract - Contract
Status Codes
Yes, by Legislature and
EOG
No
Contract’s Commodity/
Service Type
1:M
6
Alphanumeric
Data Based on DMS Commodity /
Contractual Services Catalog that is active on
FLAIR’s Title file.
There must be multiple records so as to
accommodate multi-commodity /
contractual service type agreements.
(Many to One Relationship)
This data must not be sent to FLAIR.
Yes, by
216.0111,
215.985, F.S
Yes, FLAIR Title File
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Must be Validated
Against FLAIR Data
Length
Format
Contract’s Vendor Id
1:M
21
Alphanumeric
Number valid on FLAIR's Vendor file,
including the appropriate prefix, and must
allow for multiple entries for multi-party
agreements.
(Many to One Relationship).
For inter-agency agreements the data
element must allow for the FLAIR valid 21
digit account code.
Must not be displayed to the public.
This data not must be sent to FLAIR.
FLAIR must provide nightly validation data
updates.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
Yes, FLAIR Statewide
Vendor File and FLAIR
Account Description
File for the interagency 21 digit code.
Contract’s Vendor Name
1:M
60
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays.
(Many to One Relationship).
Must not be sent to FLAIR.
FLAIR must provide nightly updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Vendor file
Contract’s Vendor Street
Address
1:M
60
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays
(Many to One Relationship).
Must not be displayed to public.
Must not be sent to FLAIR.
FLAIR must provide nightly updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
10/25/2011 12:40:00 PM
Comments
Compliance
Requirements for
the Contract
Reporting System
7 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Must be Validated
Against FLAIR Data
Length
Format
Contract’s Vendor City
1:M
30
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays
(Many to One Relationship).
Must not be sent to FLAIR.
FLAIR must provide nightly data updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
Contract’s Vendor State
1:M
2
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays
(Many to One Relationship).
Must not be sent to FLAIR.
FLAIR must provide nightly data updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
Contract Vendor ZIPCode
1:M
10
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays
(Many to One Relationship).
Must not be sent to FLAIR.
FLAIR must provide nightly data updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
Contract Vendor Country
1:M
30
Alphanumeric
Must be retrieved from FLAIR's Vendor file
data.
Must allow for multiple displays
(Many to One Relationship).
Must not be sent to FLAIR.
FLAIR must provide nightly data updates.
Yes, by CFO and EOG
No,
Retrieved from FLAIR
Statewide Vendor file
10/25/2011 12:40:00 PM
Comments
Compliance
Requirements for
the Contract
Reporting System
8 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Contract’s Date of
Execution
1:1
8
MMDDYYYY
Must be valid date.
This data must be sent to FLAIR to update
Contract Information Date Executed field for
Federal 3% Withholding for new contracts as
and Add Record, if the associated contract
number does not already exist within the
OLO.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No, however must be
a valid date.
Contract’s Beginning
Date
1:1
8
MMDDYYYY
Must be valid date.
This data must be sent to FLAIR to update
the FLAIR Contract Information Beginning
Date field for Federal 3% Withholding for
new contracts as and Add Record, if the
associated contract number does not
already exist within the OLO.
Yes by
216.0111,
215.985, F.S , IRS and
FLAIR
No, however must be
a valid date.
Contract’s Original
Ending Date
1:1
8
MMDDYYYY
Must be valid date or left blank for open
ended contract.
This data must be sent to FLAIR to update
the FLAIR Contract Information Ending Date
field for Federal 3% Withholding for new
contracts as and Add Record, if the
associated contract number does not
already exist within the OLO.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No
Numeric
Derived from sum of System’s active
contract original amounts per contract.
This data must not be sent to FLAIR.
Yes, by 216.0111,
215.985, F.S , IRS and
FLAIR
No
Contract’s Accumulated
Original Amount
1:1
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13.2
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Contract’s Original
Amount
1:M
Length
13.2
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Numeric
Can be Zero for task order type contracts.
This data must not be sent to FLAIR.
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No
Contract’s Original
Amount Account Code
1:M
27
Alphanumeric
Required field, if Contract’s Original Amount
is greater that zero
Must be sent to FLAIR to update the
Contract to Account Code Correlation File
Account Code Field for new contracts as and
Add Record, if the associated contract
number does not already exist within the
OLO or as amendment Update Record, if the
associated contract number does already
exist within the OLO.
(Many to One Relationship)
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Contract’s Original
Amount Fiscal Year
Effective Date
1:M
8
MMDDYYYY
Must be valid date if Contract’s Original
Amount is greater that zero.
Must be valid date.
This data must not be sent to FLAIR.
(Many to One Relationship)
Yes, by Legislature and
EOG
No
Contract’s Recurring
Budgetary Original
Amount
1:M
13.2
Numeric
Required field, if Contract’s Original Amount
is greater that zero.
Must be zero or greater
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
(Many to One Relationship)
Yes, by Legislature and
EOG
No
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Must be Validated
Against FLAIR Data
Length
Format
Contract’s Recurring
Budgetary Original
Amount Account Code
1:M
27
Alphanumeric
Required field, if Contracts’ Recurring
Original Amount is greater that zero
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
(Many to One Relationship)
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Contract’s Recurring
Budgetary Original
Amount Fiscal Year
Effective Date
1:M
8
MMDDYYYY
Must be valid date, if Contract’s Recurring
Original Amount is greater that zero
Must be valid date.
This data must not be sent to FLAIR.
(Many to One Relationship)
Yes, by Legislature and
EOG
No
Numeric
Required field, if Contracts’ Recurring
Original Amount is greater that zero
Must be zero or greater
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
(Many to One Relationship)
Yes, by Legislature and
EOG
No
Alphanumeric
Required field, if Contract’s Non –Recurring
Budgetary Original Amount is greater that
zero
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
(Many to One Relationship)
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Contract’s Non-Recurring
Budgetary Original
Amount
1:M
13.2
Contract’s Non-Recurring
Budgetary Original
Amount Account Code
1:M
27
10/25/2011 12:40:00 PM
Comments
Compliance
Requirements for
the Contract
Reporting System
11 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Contract’s Non-Recurring
Budgetary Original
Amount Fiscal Year
Effective Date
1:M
8
Contract’s Accumulated
Amended Amount
1:1
13.2
Numeric
Contract’s Recurring
Budgetary Accumulated
Amended Amount
1:1
13.2
Contract’s Non-Recurring
Budgetary Accumulated
Amended Amount
1:1
Contract’s Expenditures
Year-To-Date
1:1
10/25/2011 12:40:00 PM
Format
MMDDYYYY
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Required field, if Contract’s Non –Recurring
Budgetary Original Amount is greater that
zero
Must be valid date.
This data must not be sent to FLAIR.
(Many to One Relationship)
Derived from sum of System’s active
contract amendment amounts per contract.
This data must not be sent to FLAIR.
Yes, by Legislature and
EOG
No
Yes, by
216.0111,
215.985, F.S , IRS and
FLAIR
No
Numeric
Derived from sum of System’s active
contract amendment recurring amounts per
contract.
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
13.2
Numeric
Derived from sum of System’s active
contract amendment non-recurring
amounts.
This data must not be sent to FLAIR.
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
13.2
Numeric
Derived from FLAIR Expenditure data based
on contract’s FLAIR CONTRACT ID.
This data must not be sent to FLAIR.
This data must be received from FLAIR
nightly to update the System.
Yes, by CFO, Legislature
and EOG
No, FLAIR Generated
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Contract’s Revenues
Year-To-Date
1:1
Length
13.2
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Numeric
Derived from FLAIR Revenue data based on
FLAIR CONTRACT ID.
This data must not be sent to FLAIR. T
his data must be received from FLAIR nightly
to update the System.
Yes, by CFO, Legislature
and EOG
No, FLAIR Generated
Agency Contract
Manager Name
1:1
31
Alphanumeric
This data must not be sent to FLAIR.
There will be a onetime conversation of
active contract associated Director/Manger
File records.
Yes, by
216.0111,
F.S
No
Agency Contract
Manager Phone Number
1:1
10
Alphanumeric
Must not be sent to FLAIR.
Must not be displayed to public.
Yes, by
216.0111,
F.S
No
Agency Contract
Manager’s e-mail
address
1:1
50
Alphanumeric
Must not be sent to FLAIR.
Must not be displayed to public.
Yes, by EOG
No
Contract’s Method of
Payment
1:1
1
Alphanumeric
Switch data element to State Standard from
Agency Unique.
Refer to Appendix E Current Departmental
FLAIR Title Layout. Refer to Appendix A-2
Proposed Method of Payment Codes.
Must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Yes, by
216.0111,
F.S
No
10/25/2011 12:40:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Method of
Procurement
1:1
5
Alphanumeric
Switch data element to State Standard from
Agency Unique.
Refer to Appendix A-1 Proposed Method of
Procurement or Applied Exemption Codes.
If left blank, the Contract’s Competitive
Solicitation Exemption must be activated for
entry.
Must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Yes, by
216.0111,
215.985, F.S
No
State Term Contract
Identifier
1: 1
50
Alphanumeric
Required Contract’s Method of Procurement
to equal “D”
DMS State Term Contract Number.
Must not be sent to FLAIR.
Yes, by Legislature and
EOG
No
Contract’s Competitive
Solicitation Exemption
1:1
5
Alphanumeric
Switch data element to State Standard from
Agency Unique .
See Appendix A-1 Proposed Method of
Procurement or Applied Exemption Codes.
If Contract’s Method of Procurement field
left blank, the Contract’s Competitive
Solicitation Exemption must be activated for
entry
Must not be sent to FLAIR.
State Standard codes will be maintained in
the Contract Reporting System.
Yes, by
216.0111,
215.985, F.S
No.
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Contract’s Exemption
Explanation
1:1
1,000
Alphanumeric
Activated for entry if the Contract’s
Competitive Solicitation Exemption filed is
used.
Free form to include purpose of the
commodity or service and exemption
explanation and summary of any time
constraints that applied to the procurement.
This data must not be sent to FLAIR.
Contract’s Statutory
Authority
1:1
60
Alphanumeric
Free form to record statutory authority for
procuring or providing the commodity or
service not Chapter 287, F.S. authority.
This data must not be sent to FLAIR.
1,000
Alphanumeric
Free form to record general comments
regarding the contract.
This data must not be sent to FLAIR.
General Comments
Regarding the Contract
1:1
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Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by
216.0111,
215.985, F.S
No
Yes by 215.985, F.S.
and EOG
No
Yes, by CFO, Legislature
and EOG
No
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Contract’s Major
Deliverables
1:M
1,000
Alphanumeric
Free form to record description for each
deliverable.
Each deliverable must be directly related to
the scope of work and specify the
performance measures.
The performance measure is the required
minimum level of service to be performed
and criteria for evaluating the successful
completion of each deliverable.
Need ability to record many separate
deliverables.
(Many to One Relationship).
Must be able to associated contract’s
deliverables to specific contract
performance metric and financial
consequences.
This data must not be sent to FLAIR.
Contract’s Major
Deliverable Prices
1:M
13.2
Numeric
Price of each Contract Major Deliverable
entered for the contract.
Need ability to record many separate
deliverable prices.
(Many to One Relationship).
Must be able to associated contract’s
deliverable prices to specific contract
deliverable, performance metric and
financial consequences.
This data must not be sent to FLAIR.
10/25/2011 12:40:00 PM
Comments
16 of 28
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Yes, by
215.985, F.S
No
Yes, by CFO, Legislature
and EOG
No
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Length
Format
Comments
Contract’s Performance
Metrics
1:M
1,000
Alphanumeric
Free form to record performance metric
descriptions and measurements for the
service or commodity.
Need ability to record many separate
performance measures.
(Many to One Relationship).
Must be able to associate contract’s
performance metric to specific deliverables.
This data must not be sent to FLAIR.
Yes, by
215.985, F.S
No
Contract’s Financial
Consequences
1:M
1,000
Alphanumeric
Free form to record contract Financial
Consequences for non-performance.
Need ability to record many separate
financial consequences.
(Many to One Relationship).
Must be able to associate contract’s
financial consequences to specific
deliverables.
This data must not be sent to FLAIR.
Yes, by
215.985, F.S
No
1
Alphanumeric
Must be Y or N
This data must not be sent to FLAIR.
Yes, by FLAIR
No, however must be
“Y” or “N”
Contract Involve State or
Federal Financial Aid
10/25/2011 12:40:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Contract’s CFDA Code, if
applicable
1:M
6
Alphanumeric
CFDA or CSFA Code required if Contract
Involve State or Federal Financial Aid value =
“Y”.
CFDA IDs based on FLAIR's Tile file and must
be multiple fields so as to accommodate
multi-funded agreements.
(Many to One relationship)
CFDA code must be allowed if with CSFA
code is on the record.
This data must be sent to FLAIR to update
the FLAIR Contract Information for new
contracts as and Add Record, if the
associated contract number does not
already exist within the OLO or as and
Update Record, if the associated contract
number does already exist within the OLO.
FLAIR must provide nightly validation data
updates.
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18 of 28
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
If applicable by 215.97,
F.S.
Yes, FLAIR CFDA Title
File.
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Data Element
Length
Format
Comments
Contract’s CSFA Code, if
applicable
1:M
5
Alphanumeric
CFDA or CSFA Code required if Contract
Involve State or Federal Financial Aid value =
“Y”.
CSFA IDs based on FLAIR's Tile file and must
be multiple fields so as to accommodate
multi-funded agreements.
(Many to One Relationship).
CSFA code must be allowed with if CFDA
code is on the record.
This data must be sent to FLAIR to update
the FLAIR Contract Information for new
contracts as and Add Record, if the
associated contract number does not
already exist within the OLO or as and
Update Record, if the associated contract
number does already exist within the OLO.
FLAIR must provide nightly validation data
updates.
If applicable by 215.97,
F.S.
Yes, FLAIR CSFA Title
File
Contract’s Recipient
Type
1:1
1
Alphanumeric
Required Contract Involve State or Federal
Financial Aid value = “Y”.
Based on FLAIR's Tile file State Standard.
This data must not be sent to FLAIR.
Required if CFDA or
CSFA codes are entered
Yes, FLAIR Title File
Contract Change Type
1:M
1
Alphanumeric
State Standard Codes. (Valid Values; A Amendment, E- Extension, R - Renewal.
Must not to be sent to FLAIR.
(Many to One Relationship)
Yes, by
215.985, F.S
No
10/25/2011 12:40:00 PM
19 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Data Element
Length
Format
Comments
Amendment, Extension,
or Renewal Number
1:M
4
Alphanumeric
SCRS generated based on Change Type code
sequence. Must be not sent to FLAIR. .
(Many to One Relationship)
Yes, by CFO, Legislature
and EOG
No.
Materially Modified for
3% Withholding
1:M
1
Alphanumeric
Must be Y or N.
New to FLAIR for 3% Withholding
requirement, not currently in FLAIR Contract
Subsystem.
Must be sent to FLAIR for Contract
Information File Materially Modified field as
an Update Record.
(Many to One Relationship)
Yes, by FLAIR and IRS
No, however must be
“Y” or “N”
No Cost Change for 3%
Withholding
1:M
1
Alphanumeric
Must be Y or N.
New to FLAIR for 3% Withholding
requirement, not currently in FLAIR Contract
Subsystem.
Must not be sent to FLAIR.
(Many to One Relationship)
Yes, by CFO and IRS
No, however must be
“Y” or “N”
Change Date Executed
1:M
8
MMDDYYYY
Must be valid date.
New to FLAIR for 3% Withholding
requirement, not currently in FLAIR Contract
Subsystem.
Must be sent to FLAIR for Contract
Information Amended Date Executed field as
an Update Record.
(Many to One Relationship)
Yes, by
216.0111,
215.985, F.S, FLAIR
and IRS
No, however must be
valid date
10/25/2011 12:40:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
New Ending Date
1:M
8
Change Amount
1:M
13.2
Change Amount Account
Code
1:M
10/25/2011 12:40:00 PM
27
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
MMDDYYYY
Must be valid date, required if Change Type
equals E or R.
Must be sent to FLAIR for Contract
Information Ending Date field as an Update
Record.
(Many to One Relationship)
If applicable by
216.0111,
215.985, F.S, FLAIR and
IRS
No, however must be
valid date
Numeric
Required if No Cost Amendment for 3% is N.
The amount can be negative or positive.
These amounts would be added to the
Original Amount to determine Current
Amount of agreement.
FLAIR currently keeps track of all
Amendment Amounts in a separate field on
the Contract Information file and does not
alter the Original Amount. This must be the
same for the Contract Reporting System.
Must not be sent to FLAIR.
(Many to One Relationship)
If applicable by
216.0111,
215.985, F.S, FLAIR and
IRS
No, however must be
greater than zero
Alphanumeric
Becomes a required field, if Change Amount
is not zero.
Must be sent to FLAIR to update the
Contract to Account Code Correlation File
Account Code Field as and Add Record.
(Many to One Relationship)
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
21 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Length
Change Amount Account
Code Effective Date
1:M
8
MMDDYYYY
Must be valid date, if Change Amount is not
zero.
This data must not be sent to FLAIR.
Yes, by Legislature and
EOG
No
Change Description
1:M
60
Alphanumeric
Required if Materially Modified is N.
Must not be sent to FLAIR.
(Many to One Relationship)
If applicable by
215.985, F.S, FLAIR and
IRS
No
Numeric
Required if Change Amount is not zero.
Can be negative, positive or zero.
Must not be sent to FLAIR.
(Many to One Relationship)
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
13.2
Comments
Must be Validated
Against FLAIR Data
Data Element
Recurring Change
Amount
1:M
Format
Compliance
Requirements for
the Contract
Reporting System
Recurring Change
Amount Account Code
1:M
27
Alphanumeric
Required if Recurring Change Amount is not
zero.
Must not be sent to FLAIR.
(Many to One Relationship)
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Recurring Change
Amount Fiscal Year
Effective Date
1:M
8
MMDDYYYY
Must be valid date if Recurring Change
Amount is not zero.
This data must not be sent to FLAIR.
Yes, by Legislature and
EOG
No
10/25/2011 12:40:00 PM
22 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Non-Recurring Change
Amount
1:M
13.2
Non-Recurring Change
Amount Account Code
1:M
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Numeric
Required if Change Amount is not zero.
Can be negative, positive or zero.
Must not be sent to FLAIR.
(Many to One Relationship)
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
No
27
Alphanumeric
Required if Non-Recurring Change Amount is
not zero.
Must not be sent to FLAIR.
(Many to One Relationship)
See Functional Requirements Note 10.
Yes, by Legislature and
EOG
Yes, FLAIR Account
Code Description Files
Non-Recurring Change
Amount Fiscal Year
Effective Date
1:M
8
MMDDYYYY
Required if Non-Recurring Change Amount is
not zero.
Must be valid date.
This data must not be sent to FLAIR.
Yes, by Legislature and
EOG
No
Record Status
1
Alphanumeric
State Standard Codes. (Valid Values A –
Active, I – Inactive, D – Deleted or C –
Closed). Refer to Appendix B Current FLAIR
Departmental Contract Subsystem Data
Elements. Record Status will be sent to
FLAIR for all new contract records
(Adds/Updates) and amendment records
(Adds/Updates).
See Functional Requirements Note 13.
Yes, by CFO and FLAIR
No
10/25/2011 12:40:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Data Element
Length
Format
Comments
Compliance
Requirements for
the Contract
Reporting System
Must be Validated
Against FLAIR Data
Date Added
8
MMDDYYYY
Date change added and should be
programmatically set to current date
Must not be sent to FLAIR.
Yes
No
Date Updated
8
MMDDYYYY
Date record was last updated and should be
programmatically set to current date.
Must not be sent to FLAIR.
Yes
No
Alphanumeric
Should be generated based on User ID
System security.
Must not be sent to FLAIR.
Yes
No
User ID of User Adding
or Updating data.
10/25/2011 12:40:00 PM
TBD based
on Contract
Reporting
System
Security
24 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Functional Requirement Notes
1. Existing FLAIR Contract Subsystem
a. FLAIR Contract Information File data elements not shown in the Data listing are
not included in the System due to FLAIR minimal agency usage.
b. FLAIR Contract Amendment File data elements not shown in the Data listing are
not in the System due to FLAIR minimal agency usage.
c. FLAIR Contract to Account Correlation File data not shown in the Data listing
are not in the System due to FLAIR minimal agency usage.
2. Security
Contract Reporting System must provide security so that only authorized users add or
modify data associated with their entity. However, system wide inquiry access must be
provided to authorize DFS personnel. In addition, the security must provide a means of
identifying the user by entity (i.e. State Agency, County, Water Management Districts,
etc) and name. In addition, the System must prevent the following data fields being seen
by the public;
a. Contract’s Vendor ID
b. Contract’s Vendor Address
c. Agency Contract Manger’s Phone Number
d. Agency Contract Manger’s Email Address
3. Data Cleaning and Conversion
a. Contract Reporting System must provide a one time data cleaning and conversion
of existing data from the following applications:
FLAIR Contract Subsystem
CFO Non-Completive Solicitation of Commodities and Services
Reporting web base application
State Contract Management System
Agency Business Systems
b. Existing data to be converted from the various systems must undergo data
cleaning by the agencies to ensure that all the required data for active contracts is
present and that previously agency unique data values are updated to State
Standard.
c. Agencies must be given Excel downloads of their data from Non-Cumulative
Solicitation of Commodities and Services Reporting Website, Departmental
FLAIR Contract Files and the State Contract Management System. They must be
reviewed and appropriately updated the data prior to being uploaded to the
System
10/25/2011 12:40:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
4. Agency Data Upload
Contract reporting System must provide a mechanism for State Agencies to
upload data electronically, including error handling. Refer to Appendix C Current
FLAIR Batch Contract Information File - Add File Layout, Appendix D Current
FLAIR Batch Contract Information - Update File Layout.
5. FLAIR Data Exchanges
Contract reporting system must provide appropriate timely data interfaces,
including error handling, to and from FLAIR files for the data indicated as being
validated using FLAIR data.
6. On-line Data Entry and Display
a. Contract Reporting system must arrange data elements into logical groupings by
sections, tabs or screens for user friendly access, i.e. general contract
identification, contract purpose and authority, contract vendors / recipients,
contract management, contract accounting, contract disbursements / revenue,
contract performance metrics, and contract deliverables.
b. Contract Reporting System must provide data entry assistance such as drop down
pick lists for State Standard data code values.
7. Data Extracts for Agency Business System
Contract Reporting System must provide agencies system extracts of data for the
agency business systems. Refer to Appendix H - Current FLAIR Contract
Information File Copy Sent to Agencies Via FTP, Appendix I - Current FLAIR
Contract Amendment File Copy Sent to Agencies Via FTP, and Appendix J Current FLAIR Contract Correlation File Copy Sent to Agencies Via FTP.
However, many of the fields listed in the appendix will no longer be available
because they will not be available in the Contract Reporting system.
8. On-Line Data Querying
a. Contract Reporting System must provide initially ad-hock querying, display,
exporting, and printing of data.
b. Contract Reporting System must provide querying assistance such as drop down
pick lists for available data values.
c. Contact reporting System must provide accessible for querying, displaying and
printing contract data for a minimum of ten years (Contract Data History). Data
retention, starting with initial data loading, will be ten continuous years. Data
exceeding the ten year limit must be archived from production but, readily
available analysis.
10/25/2011 12:40:00 PM
26 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
9. System Assigned FLAIR Contract IDs and Linking of FLAIR Budgetary,
Expenditure and Revenue Data
a. Should an agency not provided a FLAIR Contract Identifier (Number), the
Contract Reporting System must assign a unique identifier within the agency’s
OLO. These numbers will be sequential and must be used on agency contract
disbursements and revenue deposits in order to associate and accumulate contract
expenditures and revenues. A crosswalk of assigned numbers to Agency
Assigned Contract Identifier must be made available to the agency.
b. Contract Reporting System must provide functionality for linking of FLAIR
contract budgetary, expenditure and revenue data using the FLAIR Contract
Identifier (Number).
10. Recurring and Non-Recurring Budgetary Amounts
The Legislature is requiring that the Contract Reporting System track the
recurring and non-recurring funding sources of contracts, including amendments,
extensions or renewals. This information is not available in FLAIR. Therefore,
The System must provide the ability for the agencies to enter this information into
the System using the agencies Legislative Budget Request (LBR) documentation
supporting the contracts funding.
11. Linking of Contract Document Images
Contract Reporting System must provide functionality for linking of contract and
procurement document images to the contract records contained in the System.
12. State Standard Required Codes and Data
State Standard Codes must be developed from previously Agency Unique Values
for the following data fields;
Contract Status
Contract Type
Method of Payment
Method of Procurement or Applied Exemptions
Refer to Appendixes A-1, A-2, A-3 and A-4 for proposed Sate Standard Codes
13. Contract Inactivation and FLAIR Semi-Annual Purge
As contracts expire their Record Status should be changed to Inactive. If after twelve
months from the Contract Ending Date the contracts Record Status is not Inactive it will
be systematically changed to Inactive. Contract records with Inactive Record Status will
forward to FLAIR to update the Contract Information File with a Record Status of
Deleted for the FLAIR’s standard Semi-Annual Purge process.
10/25/2011 12:40:00 PM
27 of 28
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Contract Metadata
Document revision control:
Name
Bill DuBose
Christina Smith
Bill DuBose
Bill DuBose
Christina Smith
Bill DuBose
Bill Dubose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Action
Initial Draft
Revised
Revised for Batch Extract of FLAIR Files for
Web Field Data Validation and Batch interfaces
from Web application to Departmental FLAIR
Revised for Tricia Nettles changes and
comments
Accepted changes and provided to DOT for
review
Revised base on DOT Meeting comments
Revised based on June 27, 2011 Meeting
comments
Revision based on July 12, 2011 Meeting
comments
Revised to clearly identify data to validated
against FLAIR data and make changes
requested by Christina Smith
Revise to clearly that the current requirements
are only for Phase One of the Six Phase Project
Revised for comments received during the
9/2/11 JAD Secession
Revised for comments received during the
9/9/11 JAD Secession
Revised for comments received from TN
9/912/11
Revised for comments received CS 9/27/11
Revised for comments received CS 10/3/11
Date
5/24/11
6/7/11
6/10/11
6/14/11
6/15/11
6/21/11
7/6/11
7/13/11
8/18/11
8/30/11
9/7/11
9/9/11
9/12/11
9/28/11
10/3/11
10/4/11
Bill DuBose
Revised for comments received during 10/4/11
Bureau of Auditing Staff Meeting
Revised for comments received during 10/4/11
Bureau of Accounting and FLAIR meeting.
Revised for comments received during 10/11/11
Division of Accounting and Auditing Meeting
Revised for comments received during 10/12/11
Agency Workshop Meeting
Revised for comments and questions from DIS
Bill DuBose
Revised for Impact Statement Comments
10/24/11
Bill DuBose
Bill DuBose
Bill DuBose
10/25/2011 12:40:00 PM
28 of 28
10/4/11
10/11/11
10/13/11
10/18/11
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Background
As stated in the Functional Requirements for the Contract Reporting System Phase One
Metadata document, access to the FLAIR Contract Subsystem, CFO Non-Completive
Solicitation of Commodities and Services Reporting web base application and State Contract
Management System will be terminated once the new Contract Reporting System is activated.
However, existing data in these systems that can be used in the new system will undergo a one
time data cleansing and conversion into the new system.
Functional Requirements
1. There must be a one time data cleansing and conversion of existing data from the
following system in to the Contract Reporting System:
Departmental FLAIR Contract Subsystem
CFO Non-Competitive Solicitation of Commodities and Services Reporting web
base application
State Contract Management System
2. At the time of data extraction only data that will be used in the Contract Reporting
System, as identified in the tables below, must be extracted from the various systems and
combined into an Excel format file per agency using the following criteria:
a. For the State Contract Management System Disbursement Contract Database and
State Contract Management System Concessions Contract Database;
i. Record’s END_DATE must be greater than June 30, 2012
ii. Record must be in active status
b. For the CFO Non-Competitive Solicitation of Commodities and Services
Reporting Initial Add Database;
i. Record’s CTRT_END_DT is greater than June 30, 2012
ii. Record must be in active status
c. For the CFO Non-Completive Solicitation of Commodities and Services
Reporting Amendment Database;
i. The record’s OLO_CODE and RCRD_ID must be included in the CFO
Non-Completive Solicitation of Commodities and Services Reporting
Initial Add Database data extract file.
d. For the Departmental FLAIR Contract Information File;
i. Record’s Ending Date is greater than June 30, 2012 or all zeros.
ii. Record must be in active status
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
e. For the Departmental FLAIR Contract Amendment File and Departmental FLAIR
Contract to Account Code Correlation File;
i. The record’s OLO and Contract ID must be included in the Departmental
FLAIR Contract Information File data extract file.
3. Data extracted from the various systems must undergo data cleaning by the agencies to
ensure that all the required data for active contracts is present and that previously agency
unique data values are updated to State Standard.
4. Once the agencies have completed their data cleansing and updating the data must be
uploaded to the Contract Reporting System.
5. Agencies will be responsible for uploading data in the format specified by the Department.
6. Agencies will be responsible for resolving and reloading any records that fail edits.
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Elements from State Contract Management System to be Extracted
Data Elements 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
BEGINNING_DATE
8
MMDDYYYY
Map to Contract’s Commodity/ Service
Type
Map to Contract’s Beginning Date
END_DATE
8
MMDDYYYY
Map to Contract’s Original Ending Date
STATUS
Comments
TOTAL_COST
13.2
Numeric
RECUR_TOTAL
13.2
Numeric
NON_RECUR_TOTAL
13.2
Numeric
COMPENSATION_TYPE
1000
Alphanumeric
Map to Contract’s Accumulated Amended
Amount
Map to Contract’s Recurring Budgetary
Accumulated Amended Amount
Map to Contract’s Non-Recurring
Budgetary Accumulated Amended Amount
Map to Contract’s Method of Payment
PROCURE_METHOD
400
Alphanumeric
Map to Contract’s Method of Procurement
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Element
PURPOSE_DELIVERABLE
LAW_STATUTORY_CITATION
Length
Format
Comments
2,000
Alphanumeric
Map to Contract’s Major Deliverables
200
Alphanumeric
Map to Contract’s Statutory Authority
Data Elements 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
BEGINNING_DATE
8
MMDDYYYY
Map to Contract’s Commodity/ Service
Type
Map to Contract’s Beginning Date
END_DATE
8
MMDDYYYY
Map to Contract’s Original Ending Date
STATUS
Comments
TOTAL_COST
13.2
Numeric
Map to Contract’s Revenues Year-to-Date
COMPENSATION_TYPE
1000
Alphanumeric
Map to Contract’s Method of Payment
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Element
PROCURE_METHOD
PURPOSE_DELIVERABLE
LAW_STATUTORY_CITATION
Length
Format
Comments
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
Data Elements from CFO Non-Completive Solicitation of Commodities and Services Reporting System to be Extracted
Data Elements from CFO Non-Completive 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
RCRD_ID
25
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
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
Numeric
Map to Contract’s Original Amount
CTRT_AMT
13.2
MTPY_CD
1
Alphanumeric
Map to Contract’s Method of Payment
EXMP_TYPE_CD
5
Alphanumeric
Map to Contract’s Competitive Solicitation
Exemption
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Element
Length
Format
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
VNDR_NM
35
Alphanumeric
Map to Agency Contract Manager Phone
Number
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
STAT_RCRD_CD
1
Alphanumeric
Map to Record Status
10/26/2011 10:41:00 AM
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Comments
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Elements from CFO Non-Completive Solicitation of Commodities and Services Reporting Amendment Database
Data Element
Length
Format
OLO_CODE
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
CTRT_FLAIR_ID
5
Alphanumeric
RCRD_ID
25
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Map to Agency Assigned Contract Identifier
Numeric
Map to Change Amount
AMND_AMT
13.2
Comments
AMND_DT
8
MMDDYYYY
Map to Change Date Executed
AMND_SEQ_NBR
4
Alphanumeric
STAT_RCRD_CD
1
Alphanumeric
Map to Amendment, Extension, or Renewal
Number
Map to Record Status
10/26/2011 10:41:00 AM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Elements from Departmental FLAIR Contract Sub-System to be Extracted
Data Elements from Departmental FLAIR Contract Information File
Data Element
Length
Format
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Short Title
10
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Map to Contract's Short Title
Long Title
60
Alphanumeric
Map to Contract's Long Title
Contractor’s Vendor ID
21
Alphanumeric
Method of Procurement
1
Alphanumeric
Map To Contract’s Vendor Id. There may
be 5 occurrences per record.
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
Map to Contract’s Commodity/ Service
Type
Map to Contract’s Type
Original Amount
13.2
Service Type
6
Alphanumeric
Contract Type
2
Alphanumeric
10/26/2011 10:41:00 AM
8 of 11
Comments
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Element
Length
Format
Contract Status
2
Alphanumeric
Map to Contract’s Status. The data will be
the last occurrence.
CFDA Code
6
Alphanumeric
Map to Contract’s CFDA Code
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
Map to Record Status
Amended Amount
13.2
Record Status
1
Alphanumeric
Comments
Data Elements from Departmental FLAIR Contract Amendment File
Data Element
Length
Format
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Ending Date
8
MMDDYYYY
Map to FLAIR Contract Identifier (Contract
Number)
Map to New Ending Date
Numeric
Map to Change Amount
Map to Amendment, Extension, or Renewal
Number
Map to Change Amount Account Code
Amount
13.2
Amendment Number
4
Alphanumeric
Account Code
27
Alphanumeric
10/26/2011 10:41:00 AM
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Comments
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Data Element
Length
Format
Comments
Contract Status
2
Alphanumeric
Map to Contract’s Status
Description
45
Alphanumeric
Map to Change Description
Record Status
1
Alphanumeric
Map to Record Status
Data Elements from Departmental FLAIR Contract to Account Code Correlation File
Data Element
Length
Format
OLO
6
Alphanumeric
Map to FLAIR Agency Identifier (OLO)
Contract ID
5
Alphanumeric
Account Code
27
Alphanumeric
Record Status
1
Alphanumeric
Map to FLAIR Contract Identifier (Contract
Number)
Map to Contract’s Original Amount Account
Code
Map to Record Status
10/26/2011 10:41:00 AM
10 of 11
Comments
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Data Conversion
Document revision control:
Name
Bill DuBose
Bill DuBose
Bill DuBose
Christina Smith
10/26/2011 10:41:00 AM
Action
Initial Draft
Revised based on comments from TN
Revised based on comments from CS
11 of 11
Date
10/17/11
10/21/11
10/24/11
10/25/11
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
Background
As stated in the Functional Requirements for the Contract Reporting System Phase One
Metadata document the System will initially provide ad-hock On-Line data querying,
display, exporting, and printing of displayed data. Due to the March 1st deadline there will
not be predefined reports built at this time. Such predefined reports will be developed after
completion of Phase 3 of the Contract Reporting System project.
Functional Requirements
1. Contract Reporting System must provide three security levels for On-Line data querying:
Public Access must not include Contract’s Vendor ID, Vendor Address Information
and Contract Manager Contact Information,
Agencies Access must be restricted to their agency, and
Statewide Access to all data for the Legislative and CFO Staff.
2. Contract Reporting System must provide:
Contract data for a specific agency, a specific vendor, or a specific
commodity/service type, or a specific agency contract number in columnar format for
downloading to Excel,
Data querying assistance such as drop down pick lists for standard data code values,
Display of query retrieved data in organized meaningful format,
Exporting of query retrieved data into Excel format,
Printing of query retrieved data, and
Downloading of all contract data will only be upon special request.
3. Query Screen must consist of:
Vendor Name,
Commodity/Service Type,
Agency Identifier,
Agency Contract Number,
Contract Beginning Date and Contract Ending Date Range, and
Contract Amended Value Range
a) Must be able to query by;
Vendor Name alone must retrieve all contract data for that vendor,
Commodity /Service Type alone must retrieve all contract data for that type,
Agency Identifier alone must retrieve all contract data for that agency, and
Combination of Agency Identifier and Agency Contract Number must retrieve only
that contract’s data (combination is required because there is a possibility that an
Agency Contract Number is not unique in the system),
10/25/2011 1:03:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
b) Download capabilities will be limited to only queries by Vendor Name, by
Commodity/Service Type, by Agency Identifier, or a specific Agency contract
number.
c) Must be able to query using combinations;
Vendor Name and Commodity/Service Type,
Vendor Name and Agency Identifier,
Commodity/Service Type and Agency Identifier
Vendor Name, Commodity/Service Type, and Agency Identifier,
Vendor Name, Commodity/Service Type, Agency Identifier and Contract
Beginning Date and Contract Ending Date Range,
Vendor Name, Commodity/Service Type, Agency Identifier and Contract
Amended Value Range
Vendor Name, Commodity/Service Type, Agency Identifier, Contract Beginning
Date and Contract Ending Date Range and Contract Amended Value Range
Vendor Name and Contract Beginning Date and Contract Ending Date Range
Vendor Name and Contract Amended Value Range
Vendor Name, Beginning Date and Ending Date Range and Contract Amended
Value Range,
Vendor Name, Commodity/Service Type and Contract Beginning Date and
Contract Ending Date Range
Vendor Name, Commodity/Service Type and Contract Amended Value Range
Vendor Name, Commodity/Service Type, Contract Beginning Date and Contract
Ending Date Range and Contract Amended Value Range
Commodity/Service Type and Contract Beginning Date and Contract Ending Date
Range
Commodity/Service Type and Contract Amended Value Range
Commodity/Service Type, Agency Identifier and Contract Beginning Date and
Contract Ending Date Range
Commodity/Service Type, Agency Identifier and Contract Amended Value Range
Commodity/Service Type, Agency Identifier, Contract Beginning Date and
Contract Ending Date Range and Contract Amended Value Range
3. Query displays must display agency basic contract data in a viewable format with
hyperlinks to more detail data displays (e.g., additional windows).
a) Basic Contract Data Display
o FLAIR Agency Identifier
o FLAIR Contract Identifier (Contract Number)
o Agency Assigned Contract Identifier (Contract Number)
10/25/2011 1:03:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
o Contract's Long Title
o Contract’s Commodity/ Service Type with link to Detail Deliverable
Information
o Contract’s Statutory Authority with link to Detail Procurement Information
o Contract’s Status
o Contract’s Vendor Name with links to Detail Vendor Information (Not
available to the Public)
o Contract Type
o Contract’s Date of Execution
o Contract’s Beginning Date
o Contract’s Original Ending Date
o Contract’s New Ending Date
o Contract’s Original Amount with link to Detail Budgetary Information
o Contract’s Accumulated Amended Amount with links to Detail Change and
Budgetary Information
o Total Contract Amount (Calculated Field)
o Method of Payment
o Contract’s Expenditures Year-To-Date with links to Expenditure Details
o Agency Contract Manager Name with link to Manger Contact Information
(Not available to the Public)
o Link to Financial Aid Information, if applicable
o Link to Record History (Not Available to the Public)
b) Detail Deliverable Information Display (As many rows as necessary)
o Contract’s Major Deliverable
o Contract’s Major Deliverable Prices
o Contract’s Performance Metrics
o Contract’s Financial Consequences
c) Detail Procurement Information Display
o Contract’s Method of Procurement (Code)
o General Comments Regarding the Contract
o State Term Contract Identifier, if applicable
o Contract’s Competitive Solicitation Exemption, if applicable
o Contract’s Exemption Explanation, if applicable
d) Detail Vendor Information Display (not available to public)
10/25/2011 1:03:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
o
o
o
o
o
Vendor’s Street Address
Vendor’s City
Vendor’s State
Vendor’s Country
Vendor’s Identification Number
e) Detail Original Amount Budgetary Information Display (as many rows as
necessary)
o Contract’s Original Amount
o Contract’s Original Amount Account Code
o Contract’s Original Amount Fiscal Year Effective Date
o Contract’s Recurring Budgetary Original Amount
o Contract’s Recurring Budgetary Original Amount Account Code
o Contract’s Recurring Budgetary Original Amount Fiscal Year Effective
Date
o Contract’s Non-Recurring Budgetary Original Amount
o Contract’s Non-Recurring Budgetary Original Amount Account Code
o Contract’s Non-Recurring Budgetary Original Amount Fiscal Year
Effective Date
f) Detail Change Information and Budgetary Information Display (as many rows as
necessary)
o Contract Change Type (Code)
o Amendment, Extension, or Renewal Number
o Change Description
o Materially Modified for 3% Withholding (Y/N)
o No Cost Change for 3% Withholding (Y/N)
o Change Date Executed
o Change Amount
o Change Amount Account Code
o Change Amount Account Code Effective Date
o Recurring Change Amount
o Recurring Change Amount Account Code
o Recurring Change Amount Account Code Effective Date
o Non-Recurring Change Amount
o Non-Recurring Change Amount Account Code
o Non-Recurring Change Amount Account Code Effective Date
10/25/2011 1:03:00 PM
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Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
g) Expenditure Detail Display
To be determined as part of Phase Two.
h) Manger Contact Information Display (not available to the public)
o Agency Contract Manager’s Phone Number
o Agency Contract ‘s E-mail Address
i) Grant/State Financial Assistance Information Display (as many rows as
necessary)
o Contract’s CFDA Code, if applicable
o Contract’s CFDA Code, if applicable
o Contract’s Recipient Type
j) Record History Display (as many rows as necessary, not available to the public)
o Record Status
o Date Added
o Date Updated
o User ID of User Adding or Updating data.
10/25/2011 1:03:00 PM
5 of 6
Department of Financial Services
Functional Requirements for Contract Reporting System
Phase One
Querying Requirements
Document revision control:
Name
Bill DuBose
Bill DuBose
Christina Smith
10/25/2011 1:03:00 PM
Action
Initial Draft
Revised based on Comments from SC
6 of 6
Date
10/19/11
10/24/11
10/25/11
October 26, 2011





Update on Policy Workgroup
Update on Agency Impact Statements
Questions on Metadata Functional
Requirements
Review Data Conversion Functional
Requirements
Review Querying Functional Requirements
2

Workgroup Participating Agencies
•
•
•
•
•
•
•
Dept of Corrections
Fish and Wildlife Commission
Dept of Education
Office of Insurance Regulation
Office of Financial Regulation
Dept of Financial Services
Dept of Legal Affairs
4
Approach:
Workgroup will define each field and its
purpose
Schedule:
Weekly meetings starting Nov 7th and
continuing until all fields have been
documented
5

Received Statements from:
•
•
•
•
•
•

Dept of Environmental Protection
Highway Safety and Motor Vehicles
Office of Insurance Regulation
Office of Financial Regulation
Dept of Financial Services
State Courts
Does anyone else intend to submit an Impact
Statement?
7

Many questions were policy related – TBD

Many comments were workload related

Selected Issues:
•
•
•
•
•
•
System Security
MFMP Interface questions
Contract Numbering
SCRS/FLAIR Update Schedules
System History
Uploads/Downloads
8


All Impact Statements submitted will be
placed on the SCRS web site with written
responses.
The SCRS web site is currently under
development.
9

Requests for Meetings to discuss Business
Systems:
• Agency for Health Care Administration
• Department of Transportation
• Department of Revenue

Does anyone else need to request a meeting?
10
11


Latest version (10/24/2011) is posted on the
website
Revisions included:
•
•
•
•
•

Effective Dates for Budget Information
State Term Contract Number field
Allowing Original Contract Value to be Zero
Allowing Original Ending Date to be blank
Removing the Sub-Vendor and Recipient related
fields
Any questions?
12
13

One time data extraction from:
• Departmental FLAIR Contract Subsystem
• CFO Non-Competitive Solicitation Reporting Website
• State Contract Management System


Data from the three systems will be combined
provided to Agencies in Excel format
Records must be active and the contract have an
end date that is greater than June 30, 2012
14


See Functional Requirement document for
specific fields that will be extracted and how
they are mapped to the new fields
Agencies will be responsible for uploading
the “cleansed” extract file
15



The extract file must be uploaded in the
standard format
Any records that do not pass the standard
edits will not be loaded and the entire record
will appear on an error report file to be
provide the agency with the rejected record
error description
Agencies will be responsible for resubmitting
any records that failed edits
16
17

Three levels of security
• Public Access that will not include Vendor ID, Vendor
Contact Information or Contract Manger Contact
Information
• Agency Access that will limit agency user to their own
data
• Enterprise Access for the Legislative and CFO Staff


Complete contract data by agency will be
available for downloading to Excel only
System dumps of the entire file must be
requested through the CFO
18

Website will have the following display
screens:
•
•
•
•
•
•
Basic Contract Data
Detail Deliverable Information
Procurement Information
Detail Vendor Information (not available to public)
Detail Original Amount Budgetary Information
Detail Change Information and Budgetary
Information
19

Website will have the following display
screens (con’t):
• Manager Contact Information (not available to
public)
• Federal and State Financial Assistance Information
• Record History (not available to public)

Please see functional specification for fields
displayed on each screen
20
Next Workshop – Data Conversion
Date: November 16, 2011
Location: Conference Center at Dept. of
Agriculture & Consumer Services, Connor Blvd
Time: 1:30 – 4:30

New Email address:
SCRS.Info@myfloridacfo.com
21