Set Up Position Distributions (100.7.1)
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Set Up Position Distributions (100.7.1)
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Business Process Overview
The Set Up Position Distributions process outlines the steps taken for agencies to initially load and/or set up their position funding information for their payroll distribution. This process can be done either directly in Florida PALM or through Spreadsheet Upload functionality.
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 Position Funding Maintainer: Agency role responsible for creating or updating position level funding.
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 | Position Data Established/Updated | As detailed in Payroll Business Process 100.1 Set Up and Maintain Positions, all successfully loaded position records have passed interface validations and edit checking before being established/updated in Florida PALM. |
2 | Identify Position Funding Updates | The Agency Position Funding Maintainer will identify position funding updates that need to be made. The Inactive Position Funding SpeedKeys Report can be run to identify any positions with inactive SpeedKeys that need to be corrected. The Position Funding Report can be run to validate existing position funding. If there are position funding updates to be made, they can be done either manually or via spreadsheet upload. If the maintainer uses the spreadsheet upload functionality, continue to step 3. If updating manually, the maintainer must first verify the SpeedKey for that position exists. If it exists, continue directly to step 6. If the SpeedKey does not exist in Florida PALM, it must be established by following the 10.1.6 Agency Set Up and Maintain SpeedKeys process before continuing to step 6. |
3 | Inbound Agency Position Funding Spreadsheet Upload (PRI038) | Inbound interface to allow an agency to assign the SpeedKey and funding percentage associated to a position. |
4 | Perform Interface Error Checking | If the file is rejected, all transactions within it 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 transaction before the data is allowed to load for processing in the module. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 Interface Error Handling Process. |
5 | Position Funding Data Established/Updated | All successfully loaded records have passed interface validations and edit checking. The position funding records are now established/updated in Florida PALM. |
6 | Enter Position Funding Updates | If updating position funding manually, and the SpeedKey exists, the maintainer can enter the position funding updates in Florida PALM. |
7 | Review Position Funding Report | The Agency Position Funding Maintainer will review the Position Funding Report to verify their agency’s position funding data loaded successfully. |
8 | Outbound Position Funding File (PRI052) | Outbound file to People First containing the primary funding row for new or updated position funding. |
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 (U) of the primary line (i.e., expenditure, revenues) with an automated system (S) 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 this Business Process. 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 | PRR059 | Inactive Position Funding SpeedKeys Report – A report that provides a list of positions that are tied to inactive SpeedKeys. | Peoplesoft | On Demand | BOSP, Agency |
R2 | PRR051 | Position Funding Report – A report of position funding by organization and position. | PeopleSoft | On Demand | BOSP, Agency |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI038 | Inbound Agency Position Funding Spreadsheet Upload – Inbound interface to allow an agency to assign the SpeedKey associated to a position for uploading and populating the department budget table in HCM via spreadsheet (Excel) upload. | On Demand | Agencies | Florida PALM |
PRI052 | Outbound Position Funding File – Outbound Interface containing the SpeedKey and related ChartFields for new or updated position funding. | Periodic | Florida PALM | People First |
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
07/30/2024 | Original Version |
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