Enterprise Add or Modify Budgetary ChartField Values (10.1.4)
- 10 Jun 2024
- 6 Minutes to read
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Enterprise Add or Modify Budgetary ChartField Values (10.1.4)
- Updated on 10 Jun 2024
- 6 Minutes to read
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Business Process Overview
Budgetary values are received from LAS/PBS on an ongoing basis. Florida PALM ChartField for budgetary values are only added upon receipt of values from LAS/PBS. Agency users have access to review and confirm that all needed ChartField values are active for the new fiscal year.
Business Process Diagram
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.
- EOG/OPB: (Non-Florida PALM role) role responsible for publishing Budgetary ChartField Values in LAS/PBS and functions performed by Systems Design and Development (SDD)
- DFS GL COA Maintainer: DFS role responsible for completing approved updates and modifications to ChartFields
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 | Develop/Publish Budgetary CF | Budgetary Codes are developed and published in the Legislative Appropriations System/Planning and Budgeting Subsystem (LAS/PBS)and transferred to Florida PALM for budgeting and transactional use. |
2 | Notify DFS of Budgetary CF Data File Transfer | EOG/OPB notifies DFS of Budgetary ChartField Values data file transfer. DFS and EOG/OPB work collaboratively and maintain communications through the Budgetary ChartField Value load process. |
3 | Inbound Annual GAA Load Values (GLI086) | LAS/PBS sends an Annual General Appropriations Act (GAA)/Adjusted Appropriations Load value file to Florida PALM that identifies the new budgetary combinations for where Appropriations is established by LAS/PBS, namely Fund, Budget Entity, and Category per Agency. If the file is rejected, all budgetary combinations in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, budgetary combinations would load for processing and generate a report for the DFS GL COA Maintainer and agencies to review. Rejected budgetary combination records are managed through the 120.1 Interface Error Handling Process. |
4 | Generate Annual GAA Load Report | The budgetary combination import process loads budgetary ChartField combination data files from LAS/PBS into Florida PALM staging tables to prepare the Annual GAA Load report for review. |
5 | Inbound Budgetary Code Values (GLI004) | New budgetary ChartField values, or updates to existing values, are interfaced from LAS/PBS on an ongoing basis. The budgetary ChartField values refer to the ChartField values where Appropriations is established. If the file is rejected, all budgetary 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 values are managed through the 120.1 Interface Error Handling Process. |
6 | Load Budgetary ChartField Values | The ChartField import process loads budgetary ChartField data files from LAS/PBS into Florida PALM staging tables to prepare ChartField data files for validation. The ChartField data files are loaded to create or modify budgetary Funds, Budget Entity, Category, and State Programs in Florida PALM. |
7 | Evaluate Budgetary Load Output | If the ChartField value loads successfully, Florida PALM will perform system processes to evaluate the status (identifier code) of the Budgetary ChartField Values. Florida PALM will determine the action needed based on the status provided by LAS/PBS. |
8 | Change ChartField Value Status | If the Budgetary ChartField value is marked for inactivation by LAS/PBS Florida PALM will update the ChartField status and effective date. |
9 | Determine Action Needed | If the ChartField is a duplicate value, it will not load in Florida PALM. The ChartField value will be placed on an error report. The DFS GL COA Maintainer will review the Error and Load File to identify budgetary ChartField values in error status. The DFS GL COA Maintainer will determine the action needed based on the status from LAS/PBS and perform the action manually in Florida PALM. |
10 | Budgetary ChartField Values Added | Budgetary ChartField Values that successfully load will be added in Florida PALM. The DFS GL COA Maintainer will add Budgetary Fund ChartField values to the Budgetary Fund Tree to translate budgets down from a summary level Fund ChartField value to detailed Fund ChartField values. The DFS GL COA Maintainer will follow the process outlined in subprocess 10.1.5 Enterprise Set Up and Maintain Trees and or Combination Edits business process model. |
11 | Add Attributes to the Budgetary CF Values | The DFS GL COA Maintainer creates new Attribute as needed to facilitate accurate reporting and Florida PALM needs. The DFS GL COA Maintainer creates new attribute titles and values that need to be assigned and assigns the attribute to the appropriate ChartField value. The DFS GL COA Maintainer will follow the process outlined in subprocess 10.1.2 Enterprise Add or Modify Statewide ChartField Values business process model. |
12 | Notify DFS of BE to SP Compatibility Update | Budget Entity to State Program Compatibility Data will be sent from EOG/OPB periodically. The data identifies the valid combination of Budget Entity and State Program values for use on transactions. |
13 | Initiate Tree/Combo Edit Updates | The DFS GL COA Maintainer will update Tree and Combination Edit rules for the new Budget Entity and State Program Compatibility Updates. The DFS GL COA Maintainer will follow the process outlined in subprocess 10.1.5 Enterprise Set Up and Maintain Trees and or Combination Edits business process model. |
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 |
| R4 | GLR169 | Annual GAA Load Values Report - Custom report that provides combinations of budgetary codes from the General Appropriation Act Load. | PeopleSoft | Periodic, Annually | Agency, DFS |
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; however, these items are important elements of each Business Process.
| Conversion Number | Conversion Description | Source |
|---|---|---|
N/A |
Note: A complete list of conversions may be found in the Conversions Catalog.
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 |
|---|---|---|---|---|
GLI004 | Inbound Budgetary Code Values – Inbound interface containing new budgetary ChartField values or updates to existing values from LAS/PBS. | Daily | LAS/PBS | Florida PALM |
GLI086 | Inbound Annual GAA Load Values - Inbound interface from LAS/PBS including new codes associated with the annual General Appropriations Act. | Annual | LAS/PBS | 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 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 |
|---|---|---|
N/A |
Version History
| Date | Revision Description |
10/19/2023 | Original Version |
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