Agency Set Up and Maintain SpeedKeys (10.1.6)
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Agency Set Up and Maintain SpeedKeys (10.1.6)
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Business Process Overview
Agencies can add SpeedKey values based upon internal needs. These are preconfigured ChartField combinations that can reduce the time required to enter ChartField values during transactional entry.
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, is 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 GL COA Maintainer: agency role responsible for initiating the addition of ChartField values and completing the approved updates and modifications to ChartFields
- Agency GL COA Processor: agency role responsible for initiating ChartField requests
- DFS SpeedKey Approver: DFS Bureau of State Payroll role responsible for reviewing and approving new SpeedKey specific to ChartField combinations allowed to fund payroll transactions
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 | Determine Need for SpeedKey | The Agency COA Processor determines the need for adding, or inactivating a SpeedKey by reviewing the SpeedKey Report and verifying an existing value will not meet the need. The Agency COA Processor also determines how the value should be configured, either by manual entry or via interface. |
| 2 | Create online SpeedKey Request (SDE007, SDW004) | The Agency COA Processor uses the online SpeedKey screen to indicate the desired values for a SpeedKey setup in Florida PALM and routes the request to the Agency GL COA Maintainer. |
| 3 | Review Request | Requests for SpeedKey are routed to the Agency GL COA Maintainer for review. The Agency GL COA Maintainer reviews and validates the accuracy of the request and approves or denies the request. If the SpeedKey is needed for payroll transactions and is using a Category that is not pre-approved by BOSP, the request will be routed to the DFS SpeedKey Approver for review. |
| 4 | Configure/Inactivate SpeedKey | The Agency GL COA Maintainer can directly create the SpeedKey values that meet the agency requirements or inactivate values that are no longer needed. The Agency GL COA Maintainer runs the SpeedKey Report to assist with verifying configuration. |
| 5 | Review Request | Requests for SpeedKey needed for payroll transactions not using pre-approved Category are routed to the DFS SpeedKey Approver for review. The DFS SpeedKey Approver reviews and validates the accuracy of the request and may request additional information if needed. |
| 6 | Approve/Deny SpeedKey | The DFS SpeedKey Approver will approve the SpeedKey values that meet payroll requirements or deny if they don’t meet payroll requirements. The SpeedKey Report is available for use if needed by the DFS SpeedKey Approver. |
| 7 | Send Notification (SDW004) | Email Notification that the SpeedKey Request has been configured and approved or denied will be generated via the Workflow. |
| 8 | Prepare Data for SpeedKey Interface Submission | The Agency GL COA Processor may determine to configure the SpeedKey values via an interface. The Agency GL COA Processor prepares the SpeedKey information in the Agency Business System or the Spreadsheet Upload template for submission. |
| 9 | Review SpeedKey Interface Data | The Agency GL COA Maintainer reviews and validates the accuracy of the Inbound SpeedKey Spreadsheet Upload template request. |
| 10 | Inbound SpeedKey Spreadsheet Upload (SDI004) | The Agency COA Maintainer is responsible for uploading the Inbound SpeedKey Spreadsheet Upload template for processing. |
| 11 | Inbound SpeedKey (SDI007) | The Agency Business System prepares and transmits the Inbound SpeedKey interface to Florida PALM to be configured. |
| 12 | Perform Interface Error Checking | If the file is rejected, all records 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 record before the data is allowed to load for processing in the system, additional edits will be performed during the record life cycle. Rejected records are managed through the 120.1 Interface Error Handling Process. |
| 13 | Load SpeedKey Values | Successful records are loaded into Florida PALM. SpeedKey included in the interface/Spreadsheet Upload that is needed for payroll and that are not using the pre-approved Category are routed to the DFS SpeedKey Approver. |
| 14 | SpeedKey Extract Program | Once the addition or inactivation is completed, it is available to be extracted via the interface programs from Florida PALM to Agency Business System. |
| 15 | Outbound SpeedKey (SDI008) | The Outbound SpeedKey extract is created and available for agency use. |
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 |
Reports
Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or used to support the completion of a process step.
| Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
| R4 | SDR003 | SpeedKey Report - A report that provides a list of SpeedKeys available to be utilized on transactions, to include the defined ChartField combinations. | PeopleSoft | Periodic, Monthly | Agency, DFS |
Conversions
The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.
| Conversion Number | Conversion Description | Source |
|---|---|---|
| N/A |
Interfaces
The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.
| Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
| SDI004 | Inbound SpeedKey Spreadsheet Upload - Inbound mass upload of SpeedKey values via excel spreadsheet. | Daily | Agency Business Systems | Florida PALM |
| SDI007 | Inbound SpeedKey – Inbound interface to load new or update existing SpeedTypes from agencies. | Daily | Agency Business Systems | Florida PALM |
| SDI008 | Outbound SpeedKey - Outbound interface containing added or modified SpeedKey values to FFMIS partners and agency business systems. | Daily | Florida PALM | Agency Business Systems |
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
| Form Number | Form Description | Audience |
|---|---|---|
| N/A |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
| Workflow Number | Workflow Description | Audience |
|---|---|---|
| SDW004 | SpeedKey Request Workflow - Workflow for routing SpeedKey requests within an agency. | Agency |
Version History
| Date | Revision Description |
|---|---|
| 10/23/2023 | Original Version |
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