Add or Modify Grant (90.2.1)

Business Process Overview

Section 215.985, Florida Statutes, requires that the receipt and disbursement of Financial Assistance (by contract) be recorded within FACTS. Agencies must record their Grant values within FACTS, unless the Agency is specifically exempt per Statute. Integration with FACTS will create a new or update existing Grant ChartField.

A Custom Grant Information page will contain general Grant information, including grantor identifier, name, and type, and any associated Federal or State assistance numbers for each Grant which support 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 GM Processor: agency role responsible for entering information on the Grant Information Page.
• 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 GM Maintainer: agency role responsible for ensuring accurate grant information is recorded, uploading Grant Upload Spreadsheet to add or modify grant information, and updating the Grant ChartField Status.
• 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.

Grant Information Page

The following screen shots are conceptual mockups of the Grants Information Page and its related pagelets. The Grants Information Page is a group of online pages that are used to add new, update or search and view established Grant 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 Grant Information Page is divided into four pagelets:

• General Information – used to record the basic, or general, information about the grant. Reference Figure 1
• Letter of Credit - used to record Letter of Credit (LOC) and subaccount values associated to the grant and needed for the purposes of completing drawdowns from the grantor’s financial system. All information on this tab is optional, but a Letter of Credit value is required to record subaccount values. Reference Figure 2
• ALN/CSFA – used to record Financial Assistance reference numbers, both federal and state if applicable for the grant. Multiple values of each are allowed. If multiple values are recorded, a Primary ALN and Primary CSFA must be identified. Reference Figure 3
• ChartField Activation – used to update the status of the Grant value for use on a transaction within the Grant ChartField. This tab is populated with information from the General Information tab but is only add/update accessible by the Agency GM Maintainer role, within Business Units exempt from recording information in FACTS. Reference Figure 4

Figure 1: Grant Information Page – General Information

Figure 2: Grant Information Page – LOC/SubAccount Information

Figure 3: Grant Information Page – ALN and CSFA Information Page

Figure 4: Grant 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.

Version History