Agency Add or Modify ChartField Value (10.1.1)

15 Jul 2024
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Agency Add or Modify ChartField Value (10.1.1)

Updated on 15 Jul 2024
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Business Process Overview

Agencies determine the need for agency-specific ChartField values and initiate the process to add or modify the value within the agency. This includes the creation and maintenance of the Budgetary Value Combination Edit. The Budgetary Value edit will limit the Chart of Accounts (COA) used on transactions to the specified values in the designated edit for an agency. Transactions not containing the valid codes in this edit will result in an error where the transaction cannot proceed.

Business Process Diagram

Business Process Diagram for 10.1.1 Agency Add or Modify ChartField Values

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 {{glossary.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 Fiscal Approver: agency management role with budgeting and accounting authority
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

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 Annual GAA Codes	The Agency GL COA Maintainer reviews the Annual GAA report to identify the new budgetary combinations for which appropriations will be created for the new fiscal year.
2	Provide New Budgetary Values Edit	The Agency GL COA Maintainer provides the Budgetary value edits to the Agency GL Fiscal Approver to confirm which values. The Agency GL COA Maintainer will identify new budgetary values and determine if transactional values are needed.
3	Confirm New Budgetary Value Edits	The Agency GL Fiscal Approver reviews the Budgetary value edits and confirms the new values with the Agency GL COA Maintainer.
4	Determine the Need for ChartField Value	An agency determines a need for a ChartField value creation or modification. If the request is related to a Fund value, the Agency GL COA Processor gathers the required documentation and sends it to the Agency GL COA Maintainer to request a new Fund ChartField value. If the request is not related to a Fund or Account value, the Agency GL COA Processor initiates a ChartField value addition or update request using the ChartField Structure Request in Florida PALM. The Agency GL COA Processor verifies that an existing ChartField value cannot meet the agency’s needs and no other user-defined field within Florida PALM is more appropriate. The Agency GL COA Processor provides all pertinent supporting documentation with the ChartField Structure request.
5	Create ChartField Request (GLF002, GLW002)	The Agency GL COA Maintainer can initiate a request for new or modifications to Fund or Account ChartField values. Requests can be made to add, inactivate, or modify an existing Fund or Account value. Request can also be made to add/modify an attribute associated with a Fund or Account value.
6	Create Fund Questionnaire (GLF001, GLW003)	A Fund Questionnaire Form is required to support the setup of Transactional Funds associated with legislatively authorized Funds, Local/Revolving Funds, or Investment Sub-funds in Florida PALM. The Agency GL COA Maintainer prepares the Fund Questionnaire, which contains mandatory information needed by DFS for the set-up of the Fund as well as many of the Attribute needed to be associated with the Fund for reporting purposes.
7	Review Fund/Account ChartField Request and Questionnaire	The Agency GL Fiscal Approver receives, reviews, and approves the Fund Questionnaire Form and the Fund ChartField Structure Request within Florida PALM. The questionnaire and the Structure Request are then routed to the DFS GL COA Approver for review and configuration. Fund Value requests that are denied by the Agency GL Fiscal Approver are returned to the Agency GL COA Maintainer.
8	Create ChartField Request (GLF002, GLW002)	The Agency GL COA Processor initiates requests for COA changes, other than Fund and Account, using the ChartField Structure Request within Florida PALM. Requests can be made to add, modify, or inactivate an existing ChartField value. Requests are routed to the Agency GL COA Maintainer for review and approval. Agency GL COA Maintainer is responsible for initiating all Fund and Account ChartField Value Requests.
9	Review ChartField Request	The ChartField Structure Request is routed through workflow to the Agency GL COA Maintainer. The Agency GL COA Maintainer is notified of ChartField requests that are pending by reviewing the ChartField Requests Pending My Approval via the WorkCenter. The Agency GL COA Maintainer reviews the request to determine if the request has adequate supporting documentation, is consistent with the approved COA structure, and can be approved. If approved and is a statewide ChartField request, it is routed to the DFS GL COA Approver. If the request is not approved, the request is routed back to the Agency GL COA Processor to determine if the request should be modified or deleted. If the request needs modification, the ChartField Structure Request is updated and resubmitted. If the request for a statewide ChartField is approved, the request is routed to the DFS GL COA Approver.
10	Delete Request	The Agency GL COA Processor can delete the ChartField request if the request is returned from the Agency GL COA Maintainer because it does not meet the established criteria.
11	Prepare Budgetary Value Upload Template	When a legislatively authorized Fund is established, or the agency identifies a need to establish a specific Transactional Fund, Budget Entity, and Category combination a new ChartField Combination Edit (Budgetary Value Combination Edit) must be established. If a Budgetary Value edit is needed, the Agency GL COA Maintainer completes the Budgetary Value template with the Transactional Fund, Budget Entity, and Category combinations to be configured. The Budgetary Value edit will limit the COA used on transactions to the specified values in the designated edit for an agency. Transactions not containing the valid codes in this edit will result in an error where the transaction cannot proceed.
12	Budgetary Value Combination Edit Upload (GLI084)	The Agency GL COA Maintainer submits the completed template to DFS for approval, edit, or rejection.
13	Update ChartField Status	If the ChartField Structure Request is for the inactivation of an agency-specific ChartField value, the Agency GL COA Maintainer will update the ChartField status and effective date. The Agency GL COA Maintainer must also update any combination edits and SpeedKey where the ChartField Value is used.
14	Inbound ChartField Mass Spreadsheet Upload (GLI039)	If a request is for a large volume of ChartField values, the ChartField Mass Spreadsheet Upload template can be created and uploaded for further processing. It can also be attached to the ChartField Structure Request.
15	Perform Interface Error Checking	Edit validations are performed on each interface and Spreadsheet Upload before the data is loaded in Florida PALM. If the file is rejected, all ChartField values 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 ChartField value before the data is allowed to load for processing in the General Ledger module. Rejected ChartField records are managed through the 120.1 Interface Error Handling Process. Edit Validations include: ChartField Validation
16	Load ChartField Values	ChartField values passing the initial edits are imported into Florida PALM.
17	Create/Update ChartField Value	The import process creates/updates the ChartField values in Florida PALM. Once the Agency GL COA Maintainer has completed the addition or update, the new ChartField value is immediately available for use in transactions and reporting. An example of the Other Accumulator 1 Entry Page is provided below. The Agency GL COA Maintainer runs the ChartField Value Report to assist with verifying configuration.
18	Send Notification (GLW002)	Email Notification that the ChartField value request has been configured and approved and will be generated via the Workflow.
19	ChartField Value Extract Program	Once the requested ChartField values have been added or modified they are available to be extracted via the ChartField Value Extract interface program from Florida PALM.
20	Outbound ChartField Values (GLI001)	Enterprise partners and agency business systems may receive an interface of ChartField values added, updated, or inactivated via a file generated by the ChartField Value Extract Program.

Other Accumulator 1 Entry Page

Graphical user interface, text, application Description automatically generated

Demo Video

ChartField Structure Request Demo Video: Click the image below to view a demonstration video on requesting a ChartField Strcuture.

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
R1	GLR091	ChartField Value Report - Listing of ChartField values established.	PeopleSoft or Data Warehouse	Periodic, Monthly and/or Annually	Agency, DFS, Enterprise Partners and/or External Parties
R2	GLR137	ChartField Requests Pending My Approval (WorkCenter) - A delivered report in the WorkCenter used to display a list of ChartField requests that are pending approval from the current user.	PeopleSoft	Periodic, Monthly	Agency, DFS
R3	GLR167	Combination Edit Detail Report - Custom report/query to pull detail combination edit data to be used in conjunction with the custom combination edit spreadsheet upload tool.	Data Warehouse	Periodic, Monthly	Agency, DFS
R4	GLR169	Annual GAA Load Values Report - Custom report that provides combinations of budgetary codes from the General Appropriation Act Load.	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
GLI001	Outbound ChartField Values – Outbound interface containing added or modified ChartField values for Enterprise partners and agencies.	Daily	Florida PALM	Agency Business System, Enterprise Partners
GLI039	Inbound ChartField Mass Spreadsheet Upload – Inbound mass upload of ChartField values via Excel Spreadsheet.	Daily	Agency, DFS	Florida PALM
GLI084	Combination Edit Spreadsheet Upload – Spreadsheet tool to enable the mass uploading of Combination Edit configurations.	Daily	Agency Business Systems	Florida PALM

Forms

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

Form Number	Form Description	Audience
GLF001	Fund Questionnaire Form - Questionnaire form used by agencies to request a new Fund value (e.g., transaction or local)	Agency
GLF002	ChartField Structure Request - Form to request the establishment of new ChartField values.	Agency, A&A, Treasury

Workflows

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

Workflow Number	Workflow Description	Audience
GLW002	ChartField Request Workflow - Workflow for appropriately routing Chart of Accounts value requests within an agency or to/within DFS.	Agency, A&A, Treasury
GLW003	Fund Questionnaire Workflow – Workflow that routes the Fund Questionnaire Form for ChartField value requests within an agency or to/within DFS.	Agency, A&A

Version History

Date	Revision Description
12/01/2023	Original Version

Attachments

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10-1-set-up-and-maintain-chart-of-accounts---narrative.pdf

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What's Next

Enterprise Add or Modify Statewide ChartField Values (10.1.2)

Table of contents

Business Process Overview
Business Process Diagram
Business Roles
Business Process Flows Details
Demo Video
Accounting Events
Reports
Conversions
Interfaces
Forms
Workflows
Version History