Overview FACTS Purchase Order Fields MFMP Integration Implementation Timeline

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2 Overview FACTS Purchase Order Fields MFMP Integration Implementation Timeline 2

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4 In 2011 the Legislature amended Section , F.S., making DFS responsible for the development and maintenance of a contract reporting system. In March 2012 Florida Accountability Contract Tracking System (FACTS) came online. FACTS Project Phases: Phase 1 Web-based application for Contracts (Complete) Phase 2 Budget and Disbursements (Complete) Phase 3 Compliance/Audit Reporting (Complete) Phase 4 Contract Images (Planning) Phase 5 Grant Agreements (Design) Phase 6 Purchase Order Information (Design) 4

5 Purchase Order (PO) - A buyer-generated document that authorizes a purchase transaction. When accepted by the seller, it becomes a contract binding on both parties. A purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, and identifies a specific seller. All agreements meeting the Purchase Order definition and criteria below will be recorded in FACTS. Any POs issued on or after July 1, 2013 Any POs issued prior to July 1, 2013 where payment is made after July 1, Agencies using MyFloridaMarketPlace (MFMP) - No manual input will be needed in FACTS 5

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7 FACTS Purchase Order Fields Main Information FACTS will account for the different MFMP PO numbers: 1. Encumbered POs ( A prefix and 6 characters) 2. Release orders off MFMP Contracts (Contract number release number) 3. Unencumbered POs ( PO and 7 digits) Purchase Order (Main Information Fields) Agency OLO Purchase Order Number Purchase Order Title Total Purchase Order Amount 7

8 FACTS Purchase Order Fields Main Information FACTS will display the MFMP Purchase Order Status: Ordered Received Receiving Canceled Fields not populated in MFMP will display as blank in FACTS. Purchase Order (Main Information Fields) Ordered Date PO Start Date PO End Date Purchase Order Status 8

9 FACTS Purchase Order Fields Vendor Information FACTS will receive the Vendor ID from MFMP. Vendor Name and Address are system generated based on information in the Statewide Vendor File. FACTS will display FLAIR Statewide Vendor File Name contained in Lines 1 and 2. Purchase Order (Vendor Fields) Vendor ID Number FACTS will display Vendor s Minority Designation populated from the FLAIR Statewide Vendor File. Vendor Name Vendor City, State & Zip Minority Vendor Designation 9

10 FACTS Purchase Order Fields Line Item Information FACTS will display PO line item information located at the MFMP Line Item level. FACTS will display the description for Method of Procurement and Commodity Code. FACTS will display the MFMP Reference Number as Agency Solicitation Number. Purchase Order (Line Item Information Fields) Line Item Number Line Item Description Quantity Ordered Price per Unit/Qty Line Item Total Amount Commodity / Service Description Method of Procurement Description State Term Contract Number Agency Solicitation Number 10

11 FACTS Purchase Order Fields Line Item Information FACTS will display line item information located at the MFMP split accounting level. MFMP calculates Split Amount by (Qty, %, or $) and sends FACTS the Split Amounts associated with the line item. Purchase Order (Line Item - Split Accounting Information Fields) Split Accounting Line Number FLAIR Contract ID Split Amount FLAIR 29 Digit Account Code Organization Code and Description Object Code and Description 11

12 FACTS Purchase Order Fields Budget Information FACTS receives the Fiscal Year from the MFMP PO and Account Codes (FLAIR 29-digit Account Code) from the MFMP line items. FACTS will calculate the total Budgetary Amount for each FLAIR 29-digit account code associated to the PO. FACTS will display the Budgetary Amount as a roll-up by Account Code and Fiscal Year. FACTS will not correlate a PO s 29-digit account codes with FLAIR. Purchase Order (Budget Fields) Budgetary Amount Account Code Fiscal Year 12

13 FACTS Purchase Order Fields Payment Information: If the Pcard indicator is set to Yes in MFMP, FACTS will display a message on the Payment Tab that this PO was paid with Pcard. FACTS will display payment details based on information provided by MFMP. Purchase Order (Payment Information Fields) Agency OLO Purchase Order Number Fiscal Year Statewide Document Number Agency Document Number Vendor Name Payment Amount Account Code (FLAIR 29-digit) Warrant Issue Date 13

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15 FACTS will receive three files nightly from MFMP: 1. Purchase Order Data File for POs issued after July this report will contain the key fields for any of the previous day issued or updated POs. 2. Purchase Order Data File for POs issued before July this report will contain data for POs issued prior to July 1, 2013 with payments issued after July 1, Purchase Order Payment Data File this report will contain key fields for PO payments issued (directly initiated through MFMP) after July 1,

16 Purchase Order Data File for POs issued on/after July 1, 2013: FACTS receives the MFMP file nightly (Monday Friday) containing POs issued or updated the previous day prior to 11:59 p.m. Any POs issued after 11:59 p.m. are included in the next night s file. Any POs issued on weekends are included in the Monday night file received from MFMP. If changes are made to a PO, FACTS will receive the (complete) newest version from MFMP that night and overlay any PO data in FACTS previously displayed. FACTS will not maintain version history for Purchase Orders. FACTS will receive a one time file from MFMP for POs issued July 1, 2013-August 29,

17 Purchase Order Data File for POs issued before July 1, 2013: To comply with Florida law, FACTS must display PO data for Orders issued prior to July 1, 2013 if a payment is made for that order after July 1, FACTS receives the MFMP file nightly (Monday Friday) containing POs issued prior to July 1, 2013 if a payment was issued after July 1, If changes are made to a PO, FACTS will receive the (complete) newest version from MFMP that night and overlay any PO data in FACTS previously displayed. 17

18 Purchase Order Payment Data File: FACTS receives payment data from MFMP for payments initiated through MFMP. Any payments made directly in FLAIR for Purchase Orders will not display in FACTS. Any invoices marked Paid in FLAIR in MFMP will not display in FACTS. Any orders marked as Pcard Orders will display a message on the payment tab stating the payment was made by Pcard. FACTS will receive a one time file from MFMP for PO payments issued July 1, 2013-August 29,

19 MFMP and DFS Payment Integration Process- Example: Day Day 1 Day 1 Day 1 Activity Invoice Reconciliation is approved in MFMP A real-time interface sends the payment request to FLAIR FLAIR processes through Departmental Day 2-11 FLAIR processes through Central and Payment is issued (Note: if payment is selected for audit it can take up to 10 days to process through central FLAIR) Day 3 12 Day 3 12 Day 4 13 Day 4 13 FLAIR sends MFMP payment information MFMP associates the payment data with the Invoice/PO MFMP sends FACTS the payment details with PO number FACTS displays PO payment data online (New) 19

20 MarketView: The Department of Management Services (DMS) intends to sunset the Purchase Order Information view in MarketView. Starting in September 2013, once the FACTS purchase order functionality goes live, MarketView customers will be directed to FACTS for PO searches. Historical PO information will no longer be available through MarketView, however, agencies can access PO information using MFMP System Search features, MFMP Analysis or MFMP Secure Reports. The public can access historical PO information by completing a public records request. 20

21 Other Considerations: Agencies will have search/view only access to PO information in FACTS. DFS will schedule a meeting with agencies not using MFMP to determine the best way to get their purchase order information into FACTS as required by law. The DFS Auditing team will continue to utilize MFMP to conduct Purchase Order audits. Review your agency s transparency contacts list in FACTS to verify the contacts listed will support PO information requests by the public. FACTS.Info@myfloridacfo.com by August 5, 2013 with any updates. 21

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23 Steps Time Frame Requirements and Design July 9, 2013 Development July 10, Aug. 5, 2013 System Test By Aug. 16, 2013 User Acceptance Test By Aug. 23, 2013 Demonstration (Webinar) August (Date TBD) Website Go-live September 4,

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25 FACTS Project website: Reporting/default.htm 25