Contracts Management Overview
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Contracts Management Overview
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What is Contracts Management?
Contracts Management within Florida PALM are functions that support setup and maintenance of contract numbers and titles for use in accounting and reporting.
What is a contract?
The Contract ChartField represents a written agreement or purchase order issued for the purchase of goods or services or a written agreement for the receipt of funds, including state or federal Financial Assistance.
How will contracts be handled in Florida PALM?
Florida PALM is an integrated system that is replacing FLAIR. Contracts in Florida PALM will be largely the same as in FLAIR. All contracts will be entered and updated in Florida Accountability and Contract Tracking System (FACTS) (except for exempt agencies). Interfaces with FACTS will automatically update Florida PALM with new contracts or update existing contract information.
Contracts Management Lifecycle
The below shows the flow and related components of the Contracts Management Lifecycle in Florida PALM. The information is further defined in the sections below.
Add or Modify Contract
What is different or changing?
- For agencies exempt from using FACTS (i.e., DLA, FDACS, LEG), they will enter contract information in Florida PALM by manual entry, by using spreadsheet upload, or through interface with an agency business system.
What is the same?
- All contracts are to be created/recorded in FACTS unless the agency is exempt (§215.985, F.S.).
- All non-exempt agencies will continue to use FACTS to add/update contract information.
- The Contract Information Page in Florida PALM is view only for all non-exempt agencies.
Monitor Contract
What is different or changing?
- Corrections are made in the source module (e.g., Accounts Payable, General Ledger).
- Corrections should be fixed within the same accounting period in which the erroneous transaction occurred.
- Adjustments should occur within the Fiscal Year in which the error occurred.
What is the same?
- Agencies will continue to monitor contract transactions to ensure they are posted/entered correctly.
Closeout Contract
What is different or changing?
- Exempt agencies (DLA, FDACS, LEG) will close or deactivate contracts in Florida PALM.
What is the same?
- Closing the contract out in FACTS is the same process.
Other Helpful Information
- Florida PALM will have a custom Contract Information Page. It will include tabs to separate Contract Information, ALN and CSFA information, and ChartField Activation.
Contracts Management Resources
- Business Process Models (BPMs)
Associated Business Process
90.3 Create and Maintain Contracts
Interfaces
The table below provides the Interface IDs for each interface identified with 90.3 Create and Maintain Contracts.
| Interface Number | Interface Description | Business Process or Sub-Process |
|---|---|---|
CTI001 | Inbound Contract ChartField – Inbound interface containing Contract details from agency business systems or FACTS. (DFS only interface.) |
|
CTI002 | Inbound Contract Spreadsheet Upload – Inbound interface to allow mass upload of Contract values via spreadsheet (Excel) upload. |
|
Conversions
The table below identifies the Conversions related to Contracts. These items are not included within the Business Process Flow Diagrams; however, these items are important elements of preparing for Florida PALM.
| Conversion Number | Conversion Description | Business Process or Sub-Process |
|---|---|---|
CTC001 | Contracts (for Accounting Purposes) – Conversion of titling and administrative information required to manage financial activity for active contracts. |
Reports
Key Reports are displayed as icons on the Business Process Flow Diagrams. The table below provides the reports related to Contracts during a particular process step or used to support the completion of a process step.
| Report RICEFW ID | Report Description | Business Process or Sub-Process |
|---|---|---|
APR051 | Contract Expenditures Report – Contract payment information by Vendor Name, contract ID number, Payment Number, Posted Invoice #, Date Posted Invoice posted, Payment Amount, document number unique to document payment, or available fields with the ability to export data into an excel format. | |
GLR099 | Trial Balance Report – Listing of debit and credit activity by ChartField and date. | |
KKR008 | Schedule of Allotment Balances Report – Customized listing of recorded allotments, encumbrances, expenditures, and associated remaining balances for designated time periods grouped by designated ChartFields and ChartField combinations. |
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