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90.1.6 FCO Certified Forward Request
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90.1.6 FCO Certified Forward Request

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Article summary

Business Process Overview

Certification Forward of Fixed Capital Outlay (FCO) projects is required to comply with s. 216.301, Florida Statutes. The recording of Project Budgets, accurately recording Project commitments and expenses are required to support this process. The information that is submitted to EOG/OPB is obtained from the Project Costing module. This information can be reviewed by agencies for the agency to adjust Project budgets as needed to ensure they remain in compliance with their Appropriated budgets while ensuring the financial needs for the project is accounted for in the Certification Forward request.

Business Process Diagram

Business Process Diagram for 90.1.6 FCO CF Request

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.

Process Step ID

Process Step Title

Description of Process

1

Perform FCO Project Budget Analysis

The Agency PC Maintainer will review the Appropriation Budget vs Project Budget report (PCR015) to identify any variance between what is obligated in Project Costing for each FCO appropriation. The Agency PC Maintainer will utilize the FCO Certified Forward Request Detail report (PCR013) to identify the Project(s) and Activity(ies) that are over obligated within the project ledger (see figures 12 and 13).


2

Notify PC Processor to Reduce Project Budgets

If the Agency PC Maintainer determines that projects are overbudgeted within the PC module, the Agency PC Maintainer must notify the Agency PC Processor to reduce the budgets accordingly.


3

Update Project Budget

The Agency PC Processor will adjust Project Budgets recorded within Project Costing via the 90.1.3 Define Project Budget subprocess.


4

Notify PC Processor to Add New Project or Increase Project Budgets

If the Agency PC Maintainer determines that there is sufficient appropriation remaining, the Agency PC Maintainer will notify the Agency PC Processor to add a new project and project budget, and/or increase an existing project’s budget to obligate the remaining appropriation, as appropriate.


5

Receive Approved FCO Balances

At the designated time, as published by EOG/OPB guidelines, the Agency’s FCO Certified Forward requested balances will be interfaced to LAS/PBS.


At the designated time, as published by EOG/OPB guidelines, the approved FCO Certified Forward balances will be loaded into the appropriate KK ledgers.


6

Identify Project Budget Changes

The Agency PC Maintainer will utilize the Appropriations Budget vs. Project Budget report (PCR015) to verify the obligations recorded in Project Costing remain in sync with the approved appropriations.


7

Notify PC Processor of Necessary PC Budget Adjustments

If the Agency PC Maintainer identifies an over obligation based on the approved appropriations, the Agency PC Processor must be notified to adjust the Project Budgets accordingly.


The agency is responsible for maintaining sufficient policy and procedures to determine what projects would be affected by a reduction of approved FCO Certified Forward balances from what was requested.

PCR013 Mock Report

Table Description automatically generated

PCR015 Mock Report

Table Description automatically generated

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

R10

PCR013

FCO Certified Forward Request Detail Report - A report which includes all Projects funded by FCO Appropriations and their balances.

PeopleSoft

Monthly, Annually

Agency, DFS

R11

PCR015

Appropriations Budget vs. Project Budget - A report that compares the Commitment Control Appropriation Ledger balances to Project Budgets obligated within Project Costing.

PeopleSoft

Monthly, Annually

Agency, DFS

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number

Interface Description

Interface Frequency

Source

Target

N/A

N/A

N/A

N/A

N/A

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

08/30/2024Updated report numbers
Attachments
90.1 Create and Maintain Projects - Flows.pdf
90.67 KB
90.1 Create and Maintain Projects - Narratives.pdf
1.22 MB
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