DEPARTMENT OF FINANCIAL SERVICES
Meeting Name: FACTS - Grants Policy Workgroup Meeting
Date: April 1, 2013
Time: 2:30 pm – 4:30 pm
Location: Room B103, Fletcher Building
Agenda





Welcome
Discussion of Letter of Credit and Budget Fields – See Handout
Topics for the Next Meeting
Closing Remarks
Adjournment
1 of 5
DEPARTMENT OF FINANCIAL SERVICES
Meeting Notes: FACTS - Grants Policy Workgroup Meeting
Date: April 1, 2013
Time: 2:30 pm – 4:30 pm
Location: Room B103, Fletcher Building
Attendees:
Agency Representatives
DACS Peggy Brown
DCF
Frances Buckner
DEM
Karen Peyton
DEO
Marvin Rumsey
DEP
Bonnie Lawhon
DFS
Casey Laurienzo
DLA
Sabrina Donovan
DOC
Eric Mercer
DOEA Lynn Griffin
DOS
Vonda Murray
DOT
Linda Brookshire
DOT
Chris Craig
Project Representatives
A & A Director
Christina Smith
Project Manager
Danielle Kosberg
Functional Lead
Bill DuBose
Bureau of Auditing
Nancy Quaney
Kim Holland
Laura Anderson
2 of 5
DEPARTMENT OF FINANCIAL SERVICES
Meeting Notes:
1. Christina welcomed everyone back
2. The group asked the following questions:


3.
Is the FACTS (Grants) system going to be different than contracts or are
additional fields being implemented on the same file?
o The disbursement side will keep the same formatting as contracts.
What about Revenue agreements that is already in the FACTS system?
o We will talk about revenue agreements when we talk about
conversion. Might include some extracts.
Christina offered caution for IT folks, do not use this preliminary information to
begin coding, these are drafts only, we will allow agencies plenty of time for
conversion.
4. Discussion on Letter of Credit:
 LOC fields are used by the agencies for various reasons; however, this field
does not need to be a required field. Optional field only.
 Everyone agreed on 15 characters
 Christina asked everyone to check with their cash receipts section, to
determine if they use LOC.
 Does anyone use LOC for CMIA reporting requirements? No
 Christina asked “Is there a benefit for the receipt of payment field?”
o Advancements, Reimbursements
o Christina is proposing to eliminate the Receipt of Payment field
 Total amount field: Two separate files
o LOC on Grant File
o LOC in subsystem (tracking) on 2nd page of Grant File
 We will validate the edits on the LOC field.
 How many get different LOC #s from Federal entities? No one raised their
hand.
 The LOC field is populated in two places in FLAIR
 If most agencies don’t use the LOC functionality, how do we track when we
received money? Recorded by Cash Received not LOC
3 of 5
DEPARTMENT OF FINANCIAL SERVICES
5. The group discussed the following illustration:
For a 10 YR Contract/High Dollar Amt
1. Cash Award - $10 Mil this year
2. Change Section – Received 2Mil (LOC) (Can show increases/decreases
and amendments)
3. Budget Section/Receipts Section – Where you put the money, receipts are
pulled from FLAIR from the following transaction types: TR30’s, TR33’s,
TR96’s, TR97’s
DEO suggested that FACTS should require selection criteria for Category.
6. The group discussed Receipts. The total pulled from FLAIR based on TR 30, 33,
96 and 97
 (Reconciliation Form 272, 425)
 May be higher due to the refunds not being displayed
 Need to exclude deposits w/Expenditure Category (ie..CY Refunds, PY
Refunds, PY Warrant Cancellation) Christina asked group: Do we have a
code to pull these types of transactions?
 The notes area/description field can be used to show changes or
Amendment(s)
 Close-out period can be excluded from field selection.
 Obligate and spend is different than “draw”
 Pulled the current FACTS Payment Screen:
o FACTS will build the cash receipts screen to look similar to the
current payment screen for contracts.
o Receipts page may link to the contracts page
o LOC amount will not be included when tracking receipts although
the LOC field should be left as an optional field.
7. The Policy group discussed their agencies use of the Agency unique fields
available in FLAIR
Agency Unique Codes– Agency Uses:
1. Divisions within a Federal Entity
2. Federal Budget Category(Salary, Travel, Supply, Contractual,
4 of 5
DEPARTMENT OF FINANCIAL SERVICES
3. Sub-Account for LOC
4. Federal Contact (Name/Phone)
5. State Agencies Fiscal Manager
Used in Natural Reporting at DEO
8. Topics for Next Meeting will include a review of the open items, further discuss
the agency unique fields, review the Grant Award fields, and a Tutorial of
FACTS, including how contracts are put in the system
5 of 5