Add or Modify Contract (90.3.1)

Business Process Overview

Section 215.985, Florida Statutes, requires Contract information to be recorded within Florida Accountability and Contract Tracking System FACTS. Agencies must record their contracts within FACTS, unless the Agency is specifically exempt per Statute. Integration with FACTS will create a new or update an existing Contract ChartField value.

A custom Contract Information page will additionally contain general contract information, including Supplier Type and any associated Federal or State assistance numbers for each contract which supports reporting needs.

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 Contract Maintainer: agency role responsible for ensuring accurate contract information is recorded, ability to upload Contract information to add or modify data and updating the Contract ChartField Status. This role is only applicable to agencies statutorily exempt from using FACTS.
• Agency Contract Processor: agency role responsible for entering information on the Contract Information Page. This role is only applicable to agencies statutorily exempt from using FACTS.
• Agency Various Roles: role(s) within the agency responsible for ensuring correct and accurate data is recorded in the Florida Accountability and Contract Tracking System (FACTS).
• Agency Contract Reporter: (role not shown as a swim lane on flow diagram) role assigned to view contract 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.

Contract Information Page

The following screen shots are conceptual mockups of the Contract Information Page and related pagelets. The Contract Information Page is a group of online pages that are used to add new, update, search and view established Contract ChartField values and associated information. This group of pages will be view only for all agencies unless exempt from recording information within FACTS per 215.985, F.S.

The Contract Information Page is divided into three pagelets:

• General Information – used to record the basic, or general, information about the contract. Reference Figure 1
• ALN/CSFA – used to record financial assistance reference numbers, both federal and state. Multiple values of each are allowed. If multiple values are recorded, a Primary ALN and Primary CSFA must be identified. Reference Figure 2
• ChartField Activation – used to update the status of the Contract value for use on a transaction within the Contract ChartField. This tab is populated with information from the general information tab, but is only add/update accessible, by the Agency Contract Maintainer role within Business Units exempt from recording information in FACTS. Reference Figure 3

Figure 1: Contract Information Page

Figure 2: Contract Information Page - ALN/CFSA Information

Figure 3: Contract Information Page – ChartField Activation

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.

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.

Interfaces

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

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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