90.1.8 Maintain Projects
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90.1.8 Maintain Projects
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Business Process Overview
Maintenance of Projects includes the review and deletion of projects with no financial Activity. Agencies will have the ability to place a project in Delete status. Prior to deletion, DFS will ensure no transactions have been recorded for that Project. To ensure data integrity and that no records become “orphaned”, the system will not allow a Project with transactions recorded in the Project Costing module to be deleted. This includes transactions associated with establishing a budget or entered manually using the Add Transaction process.
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 Maintainer: agency role responsible for reviewing and approving a Project’s budget and establishing optional Project Costing ChartField values.
- DFS PC Maintainer: enterprise role responsible for monitoring and deleting Projects within Project Costing.
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 | Identify a Need to Delete Project | Agency PC Maintainer will review all projects for accuracy and appropriateness to determine if any project should be deleted (e.g., project should not have been created or Project ID was entered incorrectly) (see figure 16). Projects should not be deleted if any transactional data exists, including budget transactions. |
2 | Update Project Status | Agency PC Maintainer will update the project status for next steps in deletion. |
3 | Add Justification for Deletion | Agency PC Maintainer will add all required justification documents to the Project which needs to be deleted. |
4 | Run Project Deletion Query | The DFS Maintainer will run the project deletion query periodically to determine which projects are selected for deletion. |
5 | Review Project, Activity, and Transactional Data | The DFS Maintainer will review all Project, Activity, and Transaction Data to ensure the Project is ready for deletion. |
6 | Additional Justification | The DFS Maintainer will review the deletion request to ensure adequate reasoning has been provided. If additional information is required, the DFS Maintainer will notify the agency. |
7 | Add Additional Information | The Agency PC Maintainer will provide requested information, if applicable. |
8 | Initiate Project Deletion | The DFS Processor will flag the Project for deletion. |
9 | Verify Deletion Completed | The DFS Process will rerun the deletion query to ensure the records they deleted were removed from Project Costing transaction tables. |
Cost Review of transactions
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 |
|---|---|---|---|---|---|
N/A | N/A | N/A | N/A | N/A | N/A |
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 |
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