90.1.1 Add or Modify Project
- 27 Jun 2024
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90.1.1 Add or Modify Project
- Updated on 27 Jun 2024
- 6 Minutes to read
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Business Process Overview
Projects within Florida PALM represent a group or set of Activities that must be completed to achieve a goal or objective. A Project must have a defined start and end date.
Florida PALM requires all FCO financial transactions to include a Project value in the Project ChartField. To transact successfully with a Project value, the transaction must also include the PC BU and a valid Activity.
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.
- Agency PC Processor: agency role responsible for entering Project information and establishing the Project Budget within Florida PALM.
- Agency PC Maintainer: agency role responsible for reviewing and approving a Project’s budget and establishing optional Project Costing ChartField values.
Business Process Flows Details
The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams. This information should be read in conjunction with the Business Process Flow Diagrams.
Modifying a Project is limited to the information associated with the existing project value, no changes can be made to the value itself. The steps to modify or update an existing Project, is the same as adding a new value.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Identify a need for a Project | The Agency PC Processor identifies a need for a new Project ChartField value. Projects within Florida PALM represent an Activity, or set of Activities, needed to accomplish a goal or objective and have a defined start and end date. Transactions that utilize a Fixed Capital Outlay (FCO) Appropriation Category of 14***** or 08***** will be required to include a Project ChartField and Activity in the distribution lines of the transaction. If the agency utilizes an Agency Business System to establish and manage Projects, they can interface the data to Florida PALM in Step 6, otherwise, users can create Project values online starting with Step 2. See Appendix A – Project Type Examples of Projects: Grant Activity Software build and implementation Marketing Campaign Community Outreach |
2 | Enter General Project Information | Projects can be established online by direct input, using a template, or copying an existing Project (see Figure 1). The Project Type selected during the project set up will determine the Activities available to be assigned to the Project. The Agency PC Processor enters general project information on the Project Definition page, which includes the Project title, description, type, start date, and end date. |
3 | Project ChartField Value Created | Upon saving the General Project Information, the Project ChartField value is created on the GL ChartField table. Although the Project value is created, users will not be able to use the value on a transaction until at least one Activity is assigned and a project budget is established. |
4 | Assign Project Activity(ies) | The Agency PC Processor will assign Activities to the Project as appropriate. Each project must have at least one Activity associated with it and is required to be entered when the project is used on a transaction. Users will select from a list of state standard Activities. Available Activities are determined by the Project Type. An Activity can be assigned to multiple projects but cannot be used more than once on a single project. Available Activities are limited by the project type such as FCO. Additional dates and information can be recorded for each Activity assigned by following 90.1.2 - Add or Modify PC Activity. The Agency PC Processor will define the project budget using 90.1.3 - Define Project Budget subprocess. |
5 | Inbound Project Details (PCI006) | Agency business systems may inbound Project information via PCI006 interface. The inbound interface must include the information required to establish a new Project, including assigning Activities. The interface will also allow for updates to information for existing projects, such as updating Project or Activity Status or assigning new Activities to the project. |
6 | Perform Interface Error Checking | If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Project Information Pages. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 - Interface Error Handling Process This error checking process will validate the following information for Project Information:
Activity Status |
7 | Load Project Information | If the file passes the interface error checking process successfully, the data will be loaded to Florida PALM. |
8 | Project ChartField Created or Updated | The Project ChartField value is created and available for use on a transaction. Newly activated values and updated ChartField values will be reflected on GLR091 ChartField Value Report. |
9 | Outbound Project Information Extract (PCI001) | General Project details are available to the Agency Business System through the Outbound Project Information Extract. |
Project Definition Page
Accounting Events
Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).
- Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
- The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
- After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.
The table below provides the most common accounting events applicable to this business process.
Acct Event ID | Accounting Event | Commitment Control Ledger(s) Impact | Source Module Accounting Entry | General Ledger (Actuals) Entry |
|---|---|---|---|---|
N/A | N/A | N/A | N/A | N/A |
Reports
Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R1 | ChartField Value Report - Listing of ChartField values established. | PeopleSoft | Periodic | Agency, DFS |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
Outbound Project Information Extract - Outbound interface containing an extract of project information to agency business systems. | Daily | Florida PALM | Agency Business System | |
Inbound Project Details – Inbound interface containing Project details from agency business systems to Florida PALM. | Daily | Agency Business Systems | Florida PALM |
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
N/A | N/A | N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A | N/A | N/A |
Version History
Date | Revision Description |
|---|---|
06/27/2024 | Original Version |
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