Enterprise Post Appropriations (20.1.1)
- 15 Jul 2024
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Enterprise Post Appropriations (20.1.1)
- Updated on 15 Jul 2024
- 13 Minutes to read
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Business Process Overview
Florida PALM will receive statewide Appropriations from the Executive Office of the Governor/Office of Policy and Budget (EOG/OPB) which develops and publishes appropriations annually in the LAS/PBS. At the beginning of each budgeting cycle, which mirrors the State of Florida’s Fiscal Year (FY), LAS/PBS transmits appropriations data files to Florida PALM. Throughout the Fiscal Year, LAS/PBS will send additional appropriations data files containing statewide adjustments and Budget Amendment. LAS/PBS will use the Inbound Budget Journal Interface to transmit these appropriations data files and create Budget Journals in Florida PALM at the account, Budgetary Fund, budget entity, and category level to reflect the budgets established in LAS/PBS, namely, Appropriations, Releases, and Reserves budget journals in Florida PALM.
Business Process Diagram
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.
- EOG/OPB: (Non-Florida PALM role) responsible for publishing appropriations, including budget adjustments in LAS/PBS; and functions performed by Systems Design and Development (SDD)
- DFS KK Budget Maintainer: The DFS role is responsible for approving, editing, or rejecting, manually correcting budget journals for Appropriations, Releases, and Reserves.
- DFS KK Spreadsheet Upload Processor: DFS role responsible for uploading Inbound Budget Journal Spreadsheet (role not shown as a swim lane on flow diagram)
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 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/ | EOG/OPB develops and publishes Appropriations data files for the General Appropriations Act (GAA)/Adjusted Appropriations, Supplemental Appropriations, Budget Amendment, and other appropriations data files for Appropriations, Releases, and Reserves Budget Journals. |
2 | Notify DFS of Appropriations Data Files Transfer | EOG/OPB notifies DFS of appropriations data file transfer. DFS and EOG/OPB collaborate and maintain communications throughout the post-appropriations process. |
3 | Inbound Appropriations Budget Journal (KKI001) | Appropriations data files are electronically generated in LAS/PBS at the beginning of each fiscal year, daily, and at varying times throughout the fiscal year for transmittal to Florida PALM. Appropriations data files conform to the Inbound Budget Journal data layout. The transmittal of appropriations data files is managed collaboratively between EOG/OPB, LAS/PBS, and DFS. |
4 | Open New Budget Period | Before starting the new fiscal year, the DFS KK Budget Maintainer opened a new budget period in Florida PALM. This accommodates receipt of the appropriations data files for the next fiscal year before the new fiscal year. |
5 | Confirm New Budget Period Budgetary ChartFields | The DFS KK Budget Maintainer confirms the budgetary ChartField values interfaced from LAS/PBS for the new budget period. See 10.1.4 Enterprise Add or Modify Budgetary ChartField Values. |
6 | Load Inbound Appropriations Data Files | The Budget Import loads appropriations data files from LAS/PBS into Florida PALM staging tables to prepare appropriations data files for evaluation and validation. Appropriations data files, which include GAA/Adjusted Appropriations, Supplementals, and Budget Amendments are loaded to create Appropriations, Releases, and Reserves in Florida PALM. If appropriations data files are 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 120.1 Interface Error Handling Process. The evaluation and validation process is performed if appropriations data files are not rejected. |
7 | Evaluate Inbound Appropriations Data Files | The systematic evaluation and validation of appropriations data files will perform data level validation and file level validation, which include the count of appropriations data lines, monetary amounts, COA budgetary codes, and interface layout. Through the Budget Import Process, if there are no errors, appropriations budget journals are created and posted to ledgers. If errors are detected, the appropriations data lines containing errors will be excluded from creating the budget journals. The Budget Detail Activity Report is available for review to validate the budget journals posted. |
8 | Research & Analyze Errors | The DFS KK Budget Maintainer will research and analyze errors reflected by the validation of appropriations data files. Any appropriations data lines containing errors must be resolved before they can be posted to the ledger in Florida PALM. |
9 | Determine Resolution & Responsibility | The DFS KK Budget Maintainer and EOG/OPB determine resolution and responsibility by conducting research and analysis. DFS and EOG/OPB maintain constant communications to identify and resolve appropriations lines containing errors collaboratively. If the appropriations data lines containing errors are attributable to Florida PALM, DFS can record manual or spreadsheet uploads correcting budget journals to resolve appropriations data lines containing errors. If the appropriations data file contains errors attributable to LAS/PBS, LAS/PBS will work collaboratively with EOG/OPB and retransmit the interface data file to Florida PALM. |
10 | Create/Submit Manual Budget Journals (KKW001) | The DFS KK Budget Maintainer creates and submits corrected appropriations data lines in Florida PALM directly via the Manual Budget Journals page online. This page can be used if there are a low number of appropriations data lines to be created and budget journal entries require only a single-sided entry. The DFS KK Budget Maintainer navigates to the Budget Journals Page and creates the appropriations budget journals for the designated agency using applicable ChartField combinations. The DFS KK Budget Maintainer inputs all details as needed from the LAS/PBS appropriations data file to save the entry online successfully. The DFS KK Budget Maintainer submits manual appropriations budget journals internally via workflow functionality to another DFS KK Budget Maintainer for approval, edit, and rejection. Separation of duties will be controlled through Commitment Control Security, i.e., the DFS KK Budget Maintainer creating budget journals cannot approve the same budget journals. The below image provides an example of the Budget Journals Entry Page, Budget Header Tab. The Budget Journals Entry Page, Budget Lines Tab image provides an example. |
11 | Review/Approve Manual Budget Journals (KKW001) | The DFS KK Budget Maintainer receives manual appropriations budget journals for review to approve, edit, or reject corrected appropriations data lines in Florida PALM directly via the Manual Budget Journals page online. |
12 | Inbound Budget Journal Spreadsheet Upload (KKI012) | The DFS KK Budget Maintainer creates corrected appropriations data lines in Florida PALM directly via the Spreadsheet Upload. This method can be used if there are a higher number of appropriations data lines to be created. The DFS KK Budget Maintainer works directly in the spreadsheet upload to create corrected appropriations data lines for the agencies using the appropriate ChartField combinations and adequate details as noted within the appropriations data files from LAS/PBS to save online successfully. Appropriations budget journals created from the spreadsheet upload do not require approval through workflow. 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 120.1 Interface Error Handling Process. If the spreadsheet upload file is not rejected, the Budget Load/Import Process is performed. |
13 | Execute Budget Load/Import Process | Once the corrected appropriations budget journals are saved, the Execute Budget Load/Import Process program imports the corrected appropriations budget journals into the budget header and budget line tables of the budget ledger in Florida PALM, in preparation for review and approval. Once the corrected appropriations budget journals are successfully created, the budget check process is run. The execution of the Budget Load/Import Process could produce errors preventing the upload of the appropriations budget journals. If there are no errors, then the corrected appropriations budget journals can be reviewed to be posted. |
14 | Post Budget Journals | Once appropriations (GAA/Adjusted Appropriations, Supplementals, and Budget Amendments for Appropriations, Releases, and Reserves) budget journals are created and validated, they are posted to update the budget ledgers. The DFS KK Budget Maintainer uses the Process Monitor to verify the budget journal posting process from manual and/or spreadsheet upload has been posted. The DFS KK Budget Maintainer verifies and maintains all statewide internal documents processed, including the Budget Detail Activity Report available for review to validate budget journals posted. The DFS KK Budget Maintainer will analyze the impact of Mandatory Reserve appropriations data files transferred from LAS/PBS. The DFS KK Budget Maintainer will communicate and work collaboratively with agencies regarding any adjustments to allotments impacted by mandatory reserve appropriations. |
15 | Verify Appropriations Load | The DFS KK Budget Maintainer verifies appropriations have been successfully posted for each agency by generating queries and/or reports. Once appropriations are verified and made available to agencies, the Florida PALM and LAS/PBS budget ledgers are reconciled daily throughout the fiscal year to ensure budget ledgers remain balanced. The Available Balance Dashboard is available for review of posted appropriations. |
16 | Manage Budget Exceptions | The Florida PALM Budget Check process runs to update budget ledger balances based upon data received from LAS/PBS consisting of appropriations, releases, and reserves for all agencies. The DFS KK Budget Maintainer 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 Post Appropriations business process. Please see 20.2.1 Manage Budget Checking for more information. The Budget and Cash Checking Exceptions Report, online Exception Inquiry page, Process Monitor, and Commitment Control Notification feature, including notifications by email and workflow worklist, are available to assist in managing exceptions for resolution. |
17 | Outbound Transparency Interfaces (KKI015), (KKI016), (KKI017) | Florida PALM will provide the following interface data files for EOG’s transparency website, on-demand and nightly.
|
18 | Outbound Budget Extract (KKI009) | Florida PALM will allow agencies to export agency appropriations to agency business systems directly from Florida PALM by using the Outbound Budget Extract interface. |
19 | Notify of Successful Appropriations Load | Once appropriations have been successfully posted, the DFS KK Budget Maintainer will notify EOG/OPB and agencies of the successful budget load. |
20 | Receive Successful Appropriations Load Notification | EOG/OPB receives notification of successful budget load. |
Budget Journals Entry Page, Budget Header Tab
Budget Journals Entry Page, Budget Lines Tab
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.
| Account Event ID | Accounting Event | Commitment Control Ledger(s) Impact | Source Module Accounting Entry | General Ledger (Actuals) Entry |
|---|---|---|---|---|
KK01 | Establish Appropriations, Releases, Budget Journals | Records Allotments Balance | No Entry | No Entry |
Key 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 | 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 |
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.
| 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 |
|---|---|---|---|---|
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 Systems | Florida 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 |
KKI015 | Outbound Schedule of Allotment Balances – Outbound interface containing the schedule of allotment balances to load to the EOG Transparency site. | Periodic | Florida PALM | DFS/LAS/PBS |
KKI016 | Outbound Budget and Cash Balance Data – Outbound interface containing budget and cash balance data to load to the EOG Transparency sites. | Periodic | Florida PALM | DFS/LAS/PBS |
KKI017 | Outbound Trust Fund Disbursements - Appropriations Ledger – Outbound interface containing trust fund disbursements to load to the EOG Transparency website. | Periodic | Florida PALM | LAS/PBS |
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 |
|---|---|---|
| KKW001 | Budget Journal Workflow – Workflow that routes budget journals for approval. | Agency KK Budget Maintainer |
Version History
| Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 12/22/2023 | Added DFS KK Spreadsheet Upload Processor role for uploading Inbound Budget Journal Spreadsheet. |
| 02/05/2024 | Clarified narrative language and speadsheet upload method not requiring agency approval through workflow. Updated steps 10, 11, 12, and 13. |
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