Enterprise Add or Modify Statewide ChartField Values (10.1.2)
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Enterprise Add or Modify Statewide ChartField Values (10.1.2)
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Business Process Overview
The Department of Financial Services (DFS) maintains Statewide ChartField values (e.g., new funds or budget entities) and related configuration including Attribute, Tree, and Combination Edit. DFS may also initiate the add/update of ChartField values. Agencies may request the configuration of statewide values which will be reviewed by DFS and configured if approved.
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.
- DFS GL COA Approver: DFS role responsible for reviewing and approving/denying ChartField requests
- DFS GL COA Maintainer: DFS role responsible for completing approved updates and modifications to ChartFields
- DFS GL COA Processor: DFS 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 |
Create ChartField Request (GLF002, GLW002) |
A DFS GL COA Processor initiates a ChartField value request to add or update an existing value by using the ChartField Structure Request in Florida PALM. The DFS GL COA Processor verifies that an existing ChartField value cannot meet the need and that no other user-defined field within Florida PALM is more appropriate. The ChartField Structure Request routes to a DFS GL COA Approver via workflow.
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2 |
Receive ChartField Request for Statewide CF from Agency |
The DFS GL COA Approver also receives ChartField Structure Request for Statewide values from the agencies for approval. |
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3 |
Review ChartField Request |
The DFS GL COA Approver reviews all enterprise ChartField Structure Requests received from the DFS GL COA Processor and from the Agency GL COA Maintainer by utilizing the ChartField Request Pending My Approval via the WorkCenter. The DFS GL COA Approver verifies that the requested value is needed, and that no other user-defined field can meet the needs of the request. The DFS GL COA Approver determines if the request is approved or denied.
Requests related to new revenue categories are reviewed in conjunction with The Office of Economic Demographic Research (EDR).
The ChartField Structure Request is returned to the DFS GL COA Processor or the Agency GL COA Processor if it needs to be modified, more information is required to process the request, or if the request does not meet the criteria established by Florida PALM.
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4 |
Communicate Revenue Category Request to EDR |
DFS provides information to EDR for determination and review if the request is subject to a revenue cap or any other special treatment.
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5 |
Delete Request |
If the request can be modified, the DFS GL COA Processor reviews and makes modifications to the request. The corrected ChartField Structure request is returned to the DFS GL COA Maintainer for further review. If the request cannot be modified, the DFS GL COA Processor deletes the request.
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6 |
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.
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7 |
Perform Interface Error Checking |
Edit validations are performed on each interface and Spreadsheet Upload before the data is loaded in Florida PALM. If a file is rejected, all ChartField values in the file are rejected and the file must be resubmitted once the issue is resolved.
If a 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
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8 |
Load ChartField Values |
ChartField values passing the initial edits are imported into Florida PALM to create ChartField values.
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9 |
Change ChartField Value Status |
If the ChartField Structure Request is to inactivate a statewide ChartField value, the DFS GL COA Maintainer will update the ChartField status and effective date.
The DFS GL COA Maintainer must also update any Tree, Combination Edit, and SpeedKey where the ChartField value is used.
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10 |
Create ChartField Value |
If the ChartField Structure Request is to add a statewide ChartField value, the DFS GL COA Maintainer will complete the addition or update.
New ChartField values created online or through Spreadsheet Upload are immediately available for use in transactions and reporting.
The DFS GL COA Maintainer runs the ChartField Value Report to assist with verifying configuration.
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11 |
Create Attributes for Each Value |
The DFS GL COA Maintainer configures ChartField Attributes as per established criteria or upon a valid request. Attributes are used in Florida PALM to facilitate reporting. Attributes do not have a financial impact on a transaction.
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 designated attribute to the appropriate ChartField value.
If values need to be added to a Tree, the DFS GL COA Maintainer will follow the process outlined in the Enterprise Set Up and Maintain Trees and or Combination Edits (10.1.5) business process model.
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12 |
Send Notification (GLW002) |
Email Notification that the ChartField value request has been configured and approved will be generated via the Workflow.
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13 |
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.
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14 |
Outbound ChartField Values (GLI001) |
ChartField values added, updated, or inactivated via a file generated by the ChartField Value Extract Program. |
Account Entry, Account Tab Page
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 | Accounting Entry | General Ledger (Actuals) Entry |
|---|---|---|---|---|
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N/A |
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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 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 |
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 |
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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 |
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
| Form Number | Form Description | Audience |
|---|---|---|
|
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 |
Version History
| Date | Revision Description |
|---|---|
| 10/20/2023 | Original Version |
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