Monitor Encumbrances (30.2.2)

Business Process Overview

Encumbrances are used to obligate Agency Appropriationss for goods or services ordered and subsequently are unobligated when the goods or services are received and approved for payment. State procurement activity, including the creation of Purchase Orders, is handled through procurement systems outside Florida PALM. These POs, are generated primarily from MFMP, are used to communicate to Suppliers an order for goods or services. All procurement activities including the creation of POs and the approval of goods and services received occur outside Florida PALM. Florida PALM uses interfaces from MFMP (and other Agency Business Systems, as applicable) to obtain the necessary data to create and update Encumbrances.

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, are 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 Encumbrance Processor: agency role responsible for entering/updating Encumbrances and monitoring Encumbrance errors into Florida PALM
• Agency Encumbrance Viewer: agency role responsible for managing and reviewing encumbrances.
• Confidential AP Viewer: role responsible for viewing confidential data in AP Reports. (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 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.

Encumbrance Budget Information 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.
• The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., Appropriations, 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.

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.

Note: A complete list of reports may be found in the Reports Catalog.

Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

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.

Workflows

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

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