Set Up and Maintain Positions (100.1)

Business Process Overview

The Set Up and Maintain Positions business process describes how positions are set up and managed within Florida PALM in order to facilitate the processing of payroll and create a foundation for position funding. Florida PALM will be integrating with Human Resource Information System (ex: People First) to obtain and maintain position information for employees of the State of Florida. Positions active within the three years prior to Go-Live will be converted into Florida PALM. After Go-Live, position records will be sent to Florida PALM daily to accurately maintain any changes made to position data in the Human Resource Information Systems (HRIS). The Set Up and Maintain Positions business process will expand on the series of events that occur once position data is fed into Florida PALM.

In Florida PALM, positions must be established with the appropriate funding as a first step to processing payroll.

This business process has no subprocesses.

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).

• Per the Florida Statute 110.116, the Department of Management Services shall develop and maintain a position numbering system that will identify each established position, and such information shall be a part of the payroll system of the Department of Financial Services. With the exception of employees of the Legislature, unless the Legislature chooses to participate.
• External inputs must be in sync with Florida PALM required field values.
• File errors generated by the interface validation process that cause the file to be rejected will be corrected within the source system and resubmitted through the interface.
• Position data is interfaced to Florida PALM from Human Resource Information Systems.

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. 

• Florida PALM: Florida PALM system role that runs various automated processes, reports, and interfaces in a pre-determined schedule.

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.

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 (U) of the primary line (i.e., expenditure, revenues) with an automated system (S) 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 this Business Process. 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.

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.

Interfaces

The table below provides the Interfaces identified on the Business Process.

Forms

The table below provides the forms identified on this Business Process.

Workflows

The table below provides the workflows identified on this 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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