Agency Set Up and Maintain SpeedKeys (10.1.6)
  • 15 Jul 2024
  • 6 Minutes to read
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Agency Set Up and Maintain SpeedKeys (10.1.6)

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Article summary

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 Process Diagram for 10.1.6 Agency Set Up and Maintain SpeedKeys

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

R5

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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