Create and Maintain Contracts (90.3)

Business Process Overview

The Create and Maintain Contract business process addresses the set up and maintenance of Contract ChartField values and related information used for fiscal management. This business process is managed via a Custom Contracts Information Page. Contract values created or updated in this business process will systematically create or update the ChartField values within the General Ledger.

The business subprocesses included are:

• 90.3.1 Add or Modify Contract
• 90.3.2 Monitor and Closeout Contract

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Agencies will record their Contract values within Florida Accountability and Contract Tracking System FACTS as per 215.985, F.S.
• The Assistance Listing Number ALN, formerly Catalog of Federal Domestic Assistance (CFDA), is assigned by the federal government and maintained in Florida PALM by Accounting and Auditing (A&A).
• The Catalog of State Financial Assistance CSFA is assigned, entered into Florida PALM and maintained by A&A.
• State agencies are responsible for maintaining accounting records necessary for the effective management of their programs and functions.
• Business Unit security is used to allow agencies exempt from using FACTS, per statute, to have add/update access to the custom Contract Information pages.
• Contract Information Page is dependent on inbound interfaces or online page entry.
• The Agency Contract Processor role, for applicable business units, will have add/update capability to all pages within the Contract Information Page, however the changes will not be effective until the Agency Contract Maintainer has updated the ChartField status.
• The Agency Contract Maintainer role, for applicable business units, will have add/update capability to all pages within the Contract Information Page, however, they will not be allowed to update the ChartField status of a contract in which they created or updated.

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.

Agency Configurations

The table below identifies the Agency Configurations 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.

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