Manage Agency Allotments (20.1.2)
  • 30 Apr 2024
  • 14 Minutes to read
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Manage Agency Allotments (20.1.2)

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Article summary

Business Process Overview

Agencies are notified that General Appropriations Act (GAA)/Adjusted Appropriations are posted in Florida PALM. Agencies are required to create budget allotments of their appropriations to support budget management methods. Agency Budget staff review current year appropriations, prior year allotments, and expenditures to determine budget allotments to track transactions appropriately. Budget allotments can be created for all Chart of Accounts (COA) within Florida PALM ChartFields which includes the account, Transactional Fund, budget entity, and category as required ChartFields. Budget Allotments cannot exceed Appropriations and will be prohibited from doing so by Budget Check functionality. 

Business Process Diagram

Business Process Diagram for 20.1.2 Manage Agency Allotments

Business Process Diagram for 20.1.2 Manage Agency Allotments


Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where different parties or systems perform activities. 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. 

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

Review Current Year Agency Appropriations

Once General Appropriations Act (GAA)/Adjusted Appropriations are posted, agencies can create budget Allotments as a feature to assist budget management methods. 


The Agency KK Budget Processor will review current year appropriations, prior year allotments, and expenditures to determine budget allotments to track transactions appropriately. 


The Available Balance Dashboard, Budget Detail Activity Report, and the Outbound Budget Detail Extract are available for review of posted appropriations for review and management purposes.


2

Create Allotment Request (New/ Adjustment)

The Agency KK Budget Processor prepares new or adjustment budget allotment requests. Transactional Fund are used to record budget allotments. Internal agency policy should provide guidance on how budget allotments are monitored and managed. Florida PALM provides three methods for agencies to create budget allotments: manual budget journals online, Spreadsheet Upload tool, or import agency budget allotment data using the Inbound Budget Journal Interface to be used by agency business systems. 


The Agency Obligations Report, Spend Plan Projections Report, and Annual Operating Budget Report are available for review and management purposes.


3

Create/Edit Manual Allotment Budget Journals

The Agency KK Budget Processor navigates to the Enter Budget Journals page online within Florida PALM, which can be used for a low number of allotment budget journals. The Agency KK Budget Processor will create or adjust allotment budget journals for the designated agency using applicable ChartField combinations, and budget journal entries require only a single-sided entry. 


The Agency KK Budget Processor can add supporting documentation to the enter budget journals budget header screen. Budget allotments cannot exceed Appropriations and will be prohibited by Budget Check functionality. 


Once the Agency KK Budget Processor has successfully created manual allotment budget journals using the appropriate ChartField combinations, the manual allotment budget journals are routed internally via Workflow functionality for review and approval by the Agency KK Budget Maintainer for posting to the allotments budget ledger. 


Separation of duties will be controlled through Commitment Control Security, i.e., the Agency KK Budget Processor creating budget journals cannot approve the same allotment budget journals. 


The use of the Enter Budget Journals page online could produce errors preventing the creation and adjustment of allotment budget journals. The allotments data lines containing errors will need to be resolved before they can be posted to the allotments budget ledger in Florida PALM. If there are no errors, then the allotment budget journals can be reviewed and approved to be posted. 


Below Figure 3 provides an example depicting the Allotments Ledger (CC_ALLOT) of the Budget Journals Entry Page, Budget Header Tab and Figure 4 provides an example of the Budget Journals Entry Page, Budget Lines Tab.


4

Run Edit Check

The edit check process will run at the designated interval. The edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction (i.e., does the transaction reflect an accurate Budget Entity to State Program correlation), and validate that the accounting period is open.


5

Inbound Budget Journal Spreadsheet Upload (KKI012)

The creation or adjustment of allotment budget journals is done via Spreadsheet Upload, which can be used for a large number of allotment budget journals. Budget allotments cannot exceed appropriations and will be prohibited by Budget Check functionality. 


Once the Agency KK Budget Processor and the Agency KK Spreadsheet Upload Processor has successfully created spreadsheet upload allotment budget journals, using the appropriate ChartField combinations, the spreadsheet upload allotment budget journals do not require approval through workflow for posting to the allotments budget ledger.


If the spreadsheet upload file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. Rejected transactions are managed through the Interface Error Handling Process. If the spreadsheet upload file is not rejected, the Allotment Load/Import Process is performed.


6

Execute Allotment Load/Import Process

Once the allotment budget journals are saved, the execute Allotment Load/Import Process program imports agency allotment budget journals via the Spreadsheet Upload into the budget header and budget line tables of the allotments budget ledger in Florida PALM.  The execution of the Allotment Load/Import Process could produce errors preventing the upload of allotment budget journals. If there are no errors, then the allotment budget journals will proceed with edit check and budget check processes.


7

Create or Modify Interface Allotment Budget Journal

The creation or adjustment of allotment budget journals is done via the designated interface, in compliance with the interface data file layout, which can be used for the highest number of allotment budget journals to be used by agency business systems. Budget allotments cannot exceed appropriations and will be prohibited by Budget Check functionality. 


Once the Agency KK Budget Processor has successfully created the interface allotment budget journals using the appropriate ChartField combinations, the interface allotment budget journals proceed through the transaction lifecycle.


8

Inbound Allotments Budget Journal (KKI001)

Allotments data file is electronically generated by the agency business system and transmitted to Florida PALM. The allotments interface data file conforms to the Inbound Budget Journal data layout. 


If the allotment interface data file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. Rejected transactions are managed through 120.1 Interface Error Handling Process. If the allotment interface data file is not rejected, the load data file, evaluation, and validation process is performed.


9

Load Inbound Allotments Data File

The Budget Load/Import Process loads allotments interface data files from the agency business system into Florida PALM staging tables to prepare allotments interface data files for validations


10

Evaluate Inbound Allotments Data Files

The systematic evaluation and validation of the allotments data interface file include the count of allotments data lines, monetary amounts, COA budgetary codes, and interface layout. 


Through the Budget Import Process, if there are no errors allotments budget journals are created and posted to the allotments budget ledger.  If errors are detected, the allotments data lines containing errors will be excluded in the creation of the budget journals. The allotments data lines containing errors will need to be resolved before they can be posted to the allotments budget ledger in Florida PALM.


The Budget Detail Activity Report is available for review to validate budget journals posted.


11

Update ChartField Values on Transaction Line

If allotment budget journals are not created due to errors, the Agency KK Budget Processor will confirm if ChartField values have not been configured to create allotment budget journals. 


The Agency KK Budget Processor follows the Subprocess 10.1.1 Agency Add or Modify ChartField Values Business Process to set up the appropriate ChartFields in Florida PALM. The Agency KK Budget Processor will confirm that any new ChartFields are successfully created before allotment budget journals can be created.


12

Submit Manual Allotment Budget Journals for Approval (KKW001)

The Agency KK Budget Processor submits manual allotment budget journals internally via workflow functionality to the Agency KK Budget Maintainer for approval, editing, or rejection.


13

Approve, Edit or Reject Manual Allotment Budget Journals (KKW001)

The Agency KK Budget Maintainer receives manual allotment budget journals internally via Workflow functionality from the Agency KK Budget Processor for approval, editing, or rejection and takes the appropriate action. 


Florida PALM Commitment Control Security controls the separation of duties whereas, once an Agency KK Budget Maintainer edits a budget journal, the workflow will systematically reassign the request to another Agency KK Budget Maintainer for review and approval.


14

Run Budget Check

The budget check process will run at the designated interval. The budget check will confirm sufficient budget balances exist to post completed allotment budget journals to the budget ledger.


15

Post Budget Journals

During the Manage Agency Allotments business subprocess, allotment budget journals are posted to update the allotments budget ledger to reflect budget allotments created or adjusted.


The DFS KK Budget Processor uses the Budget Detail Activity Report to verify the allotments budget journal posting process from all methods has been posted.


16

Manage Budget Exception

The DFS KK Budget Processor can update the amount and/or ChartField string to resolve budget exceptions. Budget Check exceptions continue to be systematically checked until they are resolved and do not proceed until they are corrected or adjusted for the Manage Agency Allotments business process. 


Please see 20.2.1 Manage Budget Checking for more information. The Budget and Cash Checking Exceptions/Warnings Report, online Exception Inquiry page, and Commitment Control Notification feature, which includes notifications by email and workflow worklist, are available to assist in managing exceptions for resolution.


17

Verify Allotments Posted

The Agency KK Budget Processor verifies budget allotments have been successfully posted by generating queries and/or reports. 


The Available Balance Dashboard and the Schedule of Allotment Balances Report are available for review of posted appropriations and allotments for review and management purposes.


18

Notify Agency Programs of Successful Allotments Posted

The Agency KK Budget Processor notifies agency programs after agency budget allotments have been successfully posted.


19

Outbound Budget Extract (KKI009)

Florida PALM will provide agencies the capability to export agency budget allotments to agency business systems directly from Florida PALM by using the Outbound Budget Extract interface.

Budget Journals Entry Page, Budget Header Tab

Budget Journals Entry Page, Budget Header Tab

Budget Journals Entry Page, Budget Lines Tab

Budget Journals Entry Page, Budget Lines Tab

Demo Video

Manage Agency Allotments Demo Video: Click the image below to view a demonstration video on managing agency allotments. 


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) before posting the transaction.
  • If the transaction passes the budget check process, the Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash).
  • 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 IDAccounting EventCommitment Control Ledger(s) ImpactSource Module AccountingGeneral Ledger (Actuals) Entry

KK02

Records Allotments Balance

No Entry

No Entry

No Entry

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 is used to support the completion of a process step.

Report NumberReport RICEFWReport DescriptionReport SourceReport FrequenceyAudience

R1

KKR019

Budget Detail Activity Report – A custom report that provides budget journal detail based on user-defined criteria. The report will be provided by business unit, ledger, and ChartField combination at a specified time period.

PeopleSoft

Periodic

DFS Agency

R2

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A custom report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied.

PeopleSoft

Periodic

DFS Agency

R3

KKR008

Schedule of Allotment Balances Report – Report which provides an accrual basis budget report within an expenditure category and account code for recorded allotments, Encumbrances, expenditures, and remaining balances. The report is grouped by Fund and/or Budget Entity and available at designated periods by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG/OPB, Agency

R5

KKR018

Agency Obligations Report – A report that provides encumbrances and payables by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG/OPB, Agency

R6

KKR010

Spend Plan Projections Report – A report displaying balances of appropriations, encumbrances, expenditures, scheduled payments, and available balances with variable user-defined projection rates.

Data Warehouse

Periodic

DFS Agency

R7

KKR013

Annual Operating Budget – A report displaying report displaying agency allocations of adjusted appropriations by the program.

Data Warehouse

Periodic

DFS Agency

Note: A complete list of reports may be found in the Reports Catalog.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams but are important elements of each Business Process.

Note: A complete list of conversions may be found in the Conversions Catalog.

Conversion NumberConversion DescriptionSource

N/A



Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Interface NumberInterface DescriptionInterface FrequencySourceTarget
KKI001

Inbound Budget Journal – Inbound interface containing General Appropriations Act (GAA)/Adjusted Appropriations, Supplementals, Budget Amendments, and Certified Forward Reversions (July & February). Agencies can load budget allotments and estimated revenue data into Florida PALM.

Periodic
LAS/PBS, Agency Business SystemsFlorida PALM

KKI009

Outbound Budget Extract – Outbound budget extract of budget journals from Florida PALM to agencies.
Periodic
Florida PALM
Agency Business Systems
KKI012

Inbound Budget Journal Spreadsheet Upload – Inbound interface containing budget journal entries loaded into the system en masse via the Import Budget Journal functionality, including Carry Forward Appropriations.

Periodic

Agency Business Systems
Florida PALM

Note: A complete list of interfaces may be found in the Interface Catalog.

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form NumberForm DescriptionAudience

N/A



Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow NumberWorkflow DescriptionAudience

KKW001

Budget Journal Workflow – Workflow that routes budget journals for approval.
Agency KK Budget Maintainer

Version History

DateRevision Description

12/01/2023

Original Version

12/21/2023Added Agency KK Spreadsheet Upload Processor roles for uploading Inbound Budget Journal Spreadsheet, along with narrative updates.
02/05/2024Clarifying narrative regarding budget allotments being required for transactions and spreadsheet upload method does not require agency approval through workflow.


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