Create and Maintain Grants (90.2)

Business Process Overview

The Create and Maintain Grant business process addresses the set up and maintenance of the Grant ChartField values and related information used for fiscal management. This business process is managed via a Custom Grants Information Page. Grant values created or updated in this business process will systematically create or update the ChartField values within the General Ledger.

The business subprocesses included are:

• 90.2.1 Add or Modify Grant Value
• 90.2.2 Add or Modify ALN or CSFA
• 90.2.3 Monitor and Closeout Award
• 90.2.4 Monitor CMIA

Title 2, Part 200 of the Code of Federal Regulation and Section 215.97, Florida Statutes (F.S.) prescribes that the state must account and track financial assistance at a level adequate to establish that such funds have been used according to state and federal statutes, regulations and terms and conditions of the award documents. Financial information recorded in Florida PALM, along with any associated information from Agency Business System are used to fulfill Federal reporting requirements.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Agencies will establish a Grant ChartField value in Florida PALM to track financial activity for all financial assistance which provides support or stimulation to accomplish a public purpose.
• Agencies will initially record their Grant values within FACTS per 215.985, F.S., unless exempt which will subsequently become the Grant ChartField value in Florida PALM.
• State agencies are responsible for maintaining accounting records necessary for the effective management of their programs and functions.
• The ALN is assigned by the federal government and maintained in Florida PALM by DFS.
• The CSFA is assigned, entered into Florida PALM, and maintained by DFS.
• Agencies will continue to use external processes for identifying Grant funding opportunities and application processes.
• Business Unit security is used to allow agencies exempt from using FACTS, per statute, to have add/update access to the custom Grant Information pages.
• Business Unit security is used to allow read-only access to users from agencies which are not exempt from using FACTS per statute.
• The Agency Grant Maintainer Role, for FACTS exempt agencies, will have add/update capability to all pages within the Grants Information Page, however, they will not be allowed to update the ChartField status of a grant in which they created or updated.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

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