Enterprise Add or Modify Fund Values (10.1.3)
  • 15 Jul 2024
  • 7 Minutes to read
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Enterprise Add or Modify Fund Values (10.1.3)

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Article summary

Business Process Overview

Funds are authorized by law and may have one or many transactional funds depending on agency operational and reporting needs. Agencies can request DFS to configure transactional funds for agency business operations. Transactional Funds are used to record financial accounting entries or budget entries for Allotments. The request must be approved by the Agency GL Fiscal Approver prior to submitting it to DFS for review. DFS reviews the request and configures the fund(s) if approved. The Fund Questionnaire must accompany any request for any new funds authorized by the Legislature or expansions of existing funds (e.g., local/clearing funds or investment sub-funds).

Business Process Diagram

Business Process Diagram for 10.1.3 Enterprise Add or Modify Fund Values

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, is 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. 

  • DFS CM Bank Account MaintainerDFS role managing banking requests and maintaining bank account configuration in Florida PALM
  • DFS GL COA ApproverDFS role responsible for reviewing and approving/denying ChartField requests
  • DFS GL BFR Approver: DFS role within the Bureau of Financial Reporting (BFR) responsible for reviewing and adjusting the Fund ChartField Request and Fund Questionnaire
  • DFS GL COA MaintainerDFS role responsible for completing approved updates and modifications to ChartFields 

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

Review Request (GLF001, GLF002, GLW002, GLW003)

The DFS GL COA Approver receives both the Fund Questionnaire and the Fund ChartField Structure Request through Workflow within Florida PALM. Requests are made for new or modified transactional funds, local/revolving funds, and Investment sub-funds. The DFS GL COA Approver reviews all Fund ChartField requests received by utilizing the ChartField Request Pending My Approval via the WorkCenter. The DFS GL COA Approver reviews the forms to confirm that the information received within the ChartField Structure Request and the Fund Questionnaire is accurate and to validate the need for the request. If the form is not approved, the DFS GL COA Approver returns the request to the Agency GL COA Maintainer for modification or deletion.


2

Review Request

(GLF001, GLF002, GLW002, GLW003)

(CRA and Sub-Fund Request)

Requests for CRA revolving fund bank accounts or Investment sub-fund values are routed to the DFS CM Bank Account Maintainer for review and approval. The DFS CM Bank Account Maintainer reviews and validates the accuracy of the request.


If the request is not approved, the request is routed back to the Agency GL COA Maintainer to revise the ChartField Structure Request or delete the request. If the request is approved, the DFS GL COA Maintainer is notified to proceed with establishing the Account value for the bank account and the Transactional Fund value for the requests.


3

Review/Update (GLF001, GLF002, GLW002, GLW003)

The Fund Questionnaire and Fund ChartField Structure Request is routed to the DFS GL BFR Approver to review the information provided by the Agency GL COA Maintainer. The questionnaire responses are compared to the Fund ChartField Request for accuracy.


The BFR approver can adjust the request if the information does not align with the Fund Questionnaire. The BFR approver can also contact the Agency GL COA Maintainer outside of the system to discuss updates to the form as needed.


4

Create Account ChartField Value for CRA Funds

CRA Funds require the configuration of an Account ChartField value in Florida PALM to be associated with a bank account. The approved request from the DFS CM Bank Account Maintainer is provided to the DFS GL COA Maintainer to configure the Account value within Florida PALM.


5

Create/Update Fund ChartField Value

Transactional Funds are configured for Local and Revolving Funds, legislatively authorized funds, and Sub-funds for investing. The ChartField Value Report is available for review by the DFS GL COA Maintainer to validate configured values.


An example of the Fund Entry Page is shown below.


6

Create Attributes for Each Fund Value

The DFS GL COA Maintainer configures ChartField Attribute per established criteria or upon a valid request. Attributes are used in Florida PALM to facilitate reporting. Attributes do not have a financial impact on a transaction.


The DFS GL COA Maintainer creates new attributes as needed to facilitate accurate reporting and Florida PALM needs. The DFS GL COA Maintainer creates new attribute titles and values that must be assigned and assigns the designated value to the appropriate ChartField value.


If values need to be added to a Tree, the DFS GL COA Maintainer will follow the process outlined in subprocess 10.1.5 Enterprise Set Up and Maintain Trees and/or Combination Edits business process model. With the addition of new values, the DFS GL COA Maintainer considers any impacts to Combination Edit rules.


7

Provide Account Value

For Account values added representing bank accounts, the DFS GL COA Maintainer provides the Account value to the DFS CM Bank Account Maintainer.


The Manage Banking Relationships subprocess 70.1.1 Maintain Bank Account business process addresses how the clearing and CRA bank accounts are established and maintained.


8

Send Notification

(GLW002)

Email Notification that the ChartField value request has been configured and approved will be generated via the Workflow.


9

ChartField Value Extract Program

Once the requested ChartField values have been added or modified, they are available to be extracted via the ChartField Value Extract interface program from Florida PALM.


10

Outbound ChartField Values (GLI001)

Enterprise partners and agency business systems may receive an interface of ChartField values added, updated, or inactivated via a file generated by the ChartField Value Extract Program.


Fund Entry Page


Fund Entry Page

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) ImpactSource 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

R1

GLR091

ChartField Value Report - Listing of ChartField values established.

PeopleSoft or Data Warehouse

Periodic, Monthly and/or Annually

Agency, DFS, Enterprise Partners and/or External Parties

R2

GLR137

ChartField Requests Pending My Approval (WorkCenter) - A delivered report in the WorkCenter used to display a list of ChartField requests that are pending approval from the current user.

PeopleSoft

Periodic, Monthly

Agency, DFS


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.

Conversion Number

Conversion Description

Source

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

GLI001

Outbound ChartField Values – Outbound interface containing added or modified ChartField values for Enterprise partners and agencies.

Daily

Florida PALM

Agency Business System, Enterprise Partners


Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form Number

Form Description

Audience

GLF001

Fund Questionnaire - Questionnaire form used by agencies to request a new Fund value (e.g., transactional, or local).

Agency, A&A

GLF002

ChartField Structure Request - Form to request the establishment of new ChartField values.

Agency, A&A, Treasury

Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow Number

Workflow Description

Audience

GLW002

ChartField Request Workflow - Workflow for appropriately routing Chart of Accounts value requests within an agency or to/within DFS.

Agency, A&A, Treasury

GLW003

Fund Questionnaire Workflow – Workflow that routes the Fund Questionnaire Form for ChartField value requests within an agency or to/within DFS.

Agency, A&A

Version History

Date

Revision Description

10/19/2023

Original Version

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