Add or Modify ALN or CSFA (90.2.2)
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Add or Modify ALN or CSFA (90.2.2)
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Business Process Overview
Assistance Listing Numbers ALN are assigned to each federal program that provides federal financial assistance. These values are assigned by the Federal Government and added, as needed, by the Department of Financial Services (DFS). These values are used to support grant reporting and the Single Audit components including the annual Cash Management Improvement Act CMIA processes and the Schedule of Expenditures of Federal Awards SEFA reporting processes.
The Catalog for State Financial Assistance CSFA is a unique number used within the State of Florida to track projects associated with state financial assistance. These CSFA values are assigned and maintained within Florida PALM, by DFS and are used for various reporting purposes including the completion of the Florida Single Audit Act Report.
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 GM Processor - agency role responsible for entering information on the Grant Information Page.
- DFS GM Maintainer - Enterprise role responsible for ensuring accurate Federal Assistance Listing Numbers (ALN) and Catalog of State Financial Assistance (CSFA) information is recorded, including CMIA reporting indicators. This role is also responsible for uploading ALN/CSFA Spreadsheet to add or modify grant information.
- Agency Grant Reporter - (role not shown as a swim lane on flow diagram) role assigned to view grant data within Florida PALM.
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 | Identify a need to add/modify ALN/CSFA | The Agency GM Processor may find that the ALN or CSFA that they need is not available in Florida Accountability and Contract Traking System FACTS or Florida PALM and will need to request a new value or request an update to an existing value’s information. |
2 | Complete State Project Determination Checklist | If a new CSFA is needed the Agency GM Processor will complete the State Project Determination Checklist form, DFS-A2-PD, to determine if the request to establish a new CSFA is appropriate based on DFS rules and Florida Statutes. |
3 | Complete Agency CSFA Request Form | The Agency GM Processor will complete the Agency Request for New CSFA Project Number form, DFS-A2-AR, per the included instructions. |
4 | Submit Request to DFS | The Agency GM Processor will submit the CSFA request and all supporting documentation to DFS via the method established in DFS policy and procedures. |
5 | Review CSFA Request | The DFS GM Processor will review the request form, State Project Determination Checklist and supporting documents, and make the final decision of whether a CSFA number is applicable per Florida Statutes and DFS policy and procedures. |
6 | Notify Requester | If the CSFA request is not approved, the DFS GM Maintainer will need to notify the requester via email or phone. If the request is approved, then the DFS GM Maintainer will add or modify the CSFA via online page or spreadsheet upload. If the request is not approved, the DFS GM Maintainer will notify the requester by phone or email per agency guidance. |
7 | Correct CSFA Request Errors | If contacted by the DFS GM Maintainer that corrections are needed for the CSFA request, the Agency GM Processor will need to make the necessary corrections within the paper documents and resubmit their request per DFS policy and procedures. |
8 | Submit ALN request to DFS | The Agency GM Processor determines whether a new ALN is needed in Florida PALM and FACTS. The Agency GM Processor will submit the request and supporting documentation for a new ALN to DFS for review per the established DFS procedures. |
9 | Review ALN Request | The DFS GM Maintainer will review the ALN request and approve based on DFS policy and procedures. |
10 | Notify Requester | If the ALN request is not approved, the DFS GM Maintainer will need to notify the requester via email or phone. If the request is approved, then the DFS GM Maintainer will add or modify the ALN via online page or spreadsheet upload. If the request is not approved, the DFS GM Maintainer notifies the requester by phone or email per agency guidance. |
11 | Correct ALN Request Errors | If contacted by the DFS GM Maintainer that corrections are needed for the ALN request, the Agency GM Processor will need to make the necessary corrections within the paper documents and resubmit their request per DFS policy and procedures. |
12 | Record/Modify ALN/CSFA | The DFS GM Maintainer may add or modify ALNs or CSFAs directly in Florida PALM via the custom online page. See Figure 5: ALN/CSFA Information This custom page may also be utilized for updating the CMIA indicator on ALNs 90.2.4 Monitor CMIA process. |
13 | ALN/CSFA Spreadsheet Upload (GMI010) (DFS only interface.) | The DFS GM Maintainer may add or modify ALNs or CSFAs using the ALN/CSFA Spreadsheet Upload. This tool will allow for single or multiple add/updates and can be utilized for updating the CMIA indicator on ALNs per 90.2.4 Monitor CMIA process. |
14 | Perform Interface Error Checking | If the file is rejected, all transactions 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 transaction before the data is allowed to load for processing in the Grant Information Pages. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 Interface Error Handling Process. This error checking process will validate the following information for Grant Information:
|
15 | Load ALN/CSFA Information | If the file passes the interface error checking process successfully, the data will be loaded to Florida PALM. |
16 | Outbound ALN/CSFA Extract (GMI011) (DFS only interface.) | Outbound interface, GMI011, will extract the valid ALN and CSFA values and associated information to share with FACTS and Agency Business Systems, as applicable. |
ALN/CSFA Information
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 is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
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 |
|---|---|---|---|---|
GMI010 | Inbound ALN/CSFA Spreadsheet Upload – Inbound Interface to allow DFS to update ALN/CSFA data and CMIA funding in the ALN/CSFA tables via spreadsheet (Excel) upload. (DFS only interface.) | Daily | DFS | Florida PALM |
GMI011 | Outbound ALN and CSFA Extract – Outbound Interface containing active Assistance Listing Numbers (ALN) and CSFA numbers. (DFS only interface.) | Daily | Florida PALM | FACTS, Agency Business Systems |
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 |
|---|---|
12/01/2023 | Original Version |
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