Statewide Object Code Conversion Updates Conversion Approach DEO Activities and Lessons Learned MyFloridaMarketPlace Conversion Next Steps

Transcription

1 March 18,

2 Statewide Object Code Conversion Updates Conversion Approach DEO Activities and Lessons Learned MyFloridaMarketPlace Conversion Next Steps 2

3 Statewide Object Code Conversion Updates 3

4 Conversion Activities Object codes were loaded successfully in Title Files on February 2 Crosswalks As of February 23 rd, 10 agencies had input crosswalk data in FLAIR Set Files 28 agencies have added statewide object codes (SWOCs) in Agency Expansion Set Files 4

5 Statewide average of agency unique object codes (AUOCs) remaining in agency FLAIR files as of March 4, 2015: Expansion Set 59.4% Accounts Payable 24.7% Cash Receipts-Clearing Funds - 2.5% Grant Master 40.7% Encumbrance-FLAIR 44.5% Revolving Fund and Prior Years % Property Pending 28.5% GL Master 52.4% Encumbrance-MFMP 41.0% Accounts Receivable 10.3% Property Master 44.4% PCard Distribution 52.6% 5

6 31 agencies have completed online training modules 383 individuals registered for training 93% participants surveyed found online training modules useful Total modules completed by topic: Overview (4 Modules) Disbursements (4 Modules) Expenditure Refunds (3 Modules) Revolving Fund (1 Module) Property (1 Module) Master Files (1 Module)

7 Recent Updates and Revisions AA Memo #22 ( ) Revised Statewide Expenditure Object Code List AA Memo #26 ( ) Revised Statewide Expenditure Object Code List and Tax Reportable Requirements AA Memo #27 ( ) MFMP Commodity To Object Code Crosswalk AA Memo #30 ( ) Object Code Standardization Project Conversion Window Request Notification AA Memo #31 ( ) - Request to Add or Update Statewide Expenditure Object Codes 7

8 Complete Object Code Add or Request Form (DFS-A1-2145) to request an update or add to SWOC list to include: New SWOC request Propose change to definition, title, or Form 1099 Form location: S-A ObjectCodeAdd-UpdateRequest2.pdf Request must be certified by the agency s chief fiscal officer or equivalent 8

9 completed form to: Requests are routed to Accounting and Auditing and Division of Information Systems within DFS to evaluate for possible impacts Once approved, agency addressed memorandum will be sent notifying the agencies of the change 9

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11 Create an agency crosswalk - required Add SWOCs to Expansion Set Files required Educate staff about conversion required Month must be closed prior to conversion - required Expenditure object codes scheduled for deletion will be marked for deletion prior to agency conversion 11

12 Monitor Conversion Readiness Dashboard reports and update Subsidiary Records as appropriate Begin using SWOC in transactions Process all outstanding expenditure payments (includes journal transfers) and expenditure refund receipts DFS will assist in clearing all pending vouchers submitted 5 days prior to conversion 12

13 All required pre-conversion activities must be complete Agency crosswalk must be submitted to DFS by noon or input into FLAIR no later than 5:00 pm AUOC titles and expansion set records with AUOCs will be marked for deletion during overnight processing 13

14 Crosswalks will be locked AUOCs marked for deletion are no longer available for use DFS contingency crosswalk will be used if AUOC is not included on agency crosswalk FLAIR will be available for agency transaction processing during conversion 14

15 Lines with Final Payment Indicator (FPI) = C or blank, will be converted Lines marked with D (Deleted) or F (Final Payment) in FPI field will not be converted Lines with AUOCs or state standard object codes marked for deletion will be converted to the equivalent SWOC Includes expenditure object code and benefitting object code Program will generate TR61s or TR80s All transactions will be posted to the History and GL Master Files 15

16 Vouchers with any detail lines containing AUOCs or state standard object codes marked for deletion will be deleted with a TR59 Records with no indicator (blank) in RVI field will be converted TR58s will be created to offset the Operating Fund All transactions will be posted to the History and GL Master Files 16

17 PCard Distribution records with AUOCs and state standard object codes marked for deletion not approved by Level 8 (Fiscal Office) approver will be converted to SWOCs Agencies can process charges as usual after conversion No post conversion report will be available for converted records 17

18 Lines with AUOCs and state standard object codes marked for deletion will be converted to SWOCs TR90s or TR91s will be generated All transactions will be posted to the History and GL Master Files 18

19 Deposits with detail lines containing AUOCs or state standard object codes marked for deletion not yet cleared will be converted TR31s will be generated All transactions will be posted to the History and GL Master Files 19

20 Unverified deposits with any detail lines containing AUOCs and state standard object codes marked for deletion will be deleted Lines containing AUOCs will be reversed with TR79 Lines containing revenue object codes will need to be reversed by agency All transactions will be posted to the History and GL Master Files 20

21 DFS will provide MFMP with Conversion Files Once the conversion for an OLO is complete in FLAIR, a file of converted encumbrances will be provided to MFMP MFMP purchase orders will be updated with the same object code, OCA, or external codes that are on the FLAIR record 21

22 Property Master File Records with AUOC will be converted AUOC will be replaced with the SWOC from agency crosswalk No transactions will be generated Property history records will reflect the change Property Pending File Records with AUOCs or state standard object codes marked for deletion will be deleted There will be a post-conversion report available on the IW website 22

23 Departmental FLAIR conversion program will identify all Grant Master File records that have AUOCs and state standard object codes marked for deletion will be converted to SWOCs Must have a non-zero balance in the YTD or LTD fields A TR10 (General Accounting) will be created to adjust the LTD and YTD balances 23

24 A TR11 (Master File LTD Adjustments) will be created to adjust the remaining LTD balance Any records found during conversion with an object code not included in the agency crosswalk will be converted to a default statewide object code Rows with old object codes will continue to have balances into Fiscal Year 2016 until purged from FLAIR 24

25 Departmental FLAIR conversion program will identify all GL Master File records that have AUOCs or state standard object codes marked for deletion will be converted to SWOCs Must have non-zero balance in the YTD or LTD fields A TR10 (General Accounting) will be created to adjust YTD balances on the original GL Master File record 25

26 If a record has LTD balance not equal to the YTD balance, a TR11 (Master File LTD Adjustments) will be created to adjust the LTD balances the statewide object code according to the agency crosswalk Any records found during conversion with an object code not included in the agency crosswalk will be converted to a default statewide object code Rows with old object codes will continue to have balances into Fiscal Year 2016 until purged from FLAIR 26

27 The conversion program will make some corrections for you TR59/TR58 for Revolving Funds deleted TR10 and TR11 for LTD and/or YTD balances TR79 for Unprocessed Cash Receipt records See DFS trainings and Conversion Guide for guidance regarding how to correct deleted transactions 27

28 Reports available to monitor conversion: Daily transaction files will display current and conversion transactions. Users can isolate transactions with the following FLAIR Terminal IDs: OBCV (Generated Transactions) DLOB (Deleted Object Code Titles) Encumbrance Subsidiary File Accounts Payable Subsidiary File Aged Accounts Receivable Report Property Master File Property History Report 28

29 The following post conversion reports will be provided by DFS on the Information Warehouse webpage for deleted records: Deleted Property Pending Report Deleted Unprocessed Deposits Report Deleted Revolving Fund Report Separate Encumbrance and Accounts Payable report for converted records with C (Closed) in FPI field 29

30 DFS will provide four conversion windows with the first to begin April 22 nd Conversion is a three day process (Wed. Fri.) Conversion windows will be scheduled every other week DFS will post the conversion schedule on the project website See AA Memo #30, , Object Code Standardization Project Conversion Window Request Notification 30

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32 Agency Crosswalk Expansion Set Files Agency staff communication and training Encumbrance Records FLAIR Encumbrances MFMP Encumbrances YTD Balances AUOCs marked for deletion 32

33 Built and loaded agency crosswalk into FLAIR Updated all Set Files Agency staff were notified of update Copy of crosswalk was loaded on agency s intranet site as a reference 33

34 Converted all encumbrance records MFMP encumbrances updated; matched original commodity code to the crosswalk of the new SWOC Monitored pending PCard items; updated new items as they reached status 8 Notified staff of lower PCard approval level to prepare for resolution of errors Inactivated set records containing old codes 34

35 Reversed all YTD transactions Codes made obsolete by project and reposting them using new values in the crosswalk All YTD balances on Master Files in obsolete codes now zero Adjustments to prior year balances will be handled through conversion process Requesting original AUOCs become inactive after last of internal adjustments are made 35

36 All transactions were built on one large file Lesson learned; if built on smaller files various issues could be addressed away from larger file Records with inactive vendors Records with inactive grants/contracts Records which were deposited with no vendor Main future challenge: training and monitoring staff using new SWOCs 36

37 MyFloridaMarketPlace (MFMP) Conversion 37

38 MFMP will update the Commodity Code to Object Code mapping on the evening of March 19, 2015 Implementation of this mapping may impact customers creating or changing requisitions Requisition line items created before March 19 th will default to the current mappings Requisition line items created after the mapping has been implemented will default to the new SWOC If the agency Set File has not been established, requester will receive an error message on the accounting details page 38

39 MFMP will work with DFS to support agencies with the object code conversion MFMP data including encumbered and unencumbered purchase orders (POs) with AUOCs are included in the Conversion Manual updates to MFMP POs can be completed by initiating a change order and updating the object code MFMP users with the CO No Workflow permission can update the object code field without re-generating the PO approval flow 39

40 MFMP will coordinate with DFS to convert the remaining encumbered MFMP POs with agency unique object codes DFS will provide a file of converted A encumbrances to MFMP, including: Encumbrance Number Encumbrance Line Number AUOC New SWOC OCA External Category External Object External General Ledger MFMP will use this file to update the associated POs 40

41 To further assist agencies in their conversion, MFMP has identified a way to support agencies with a large number of unencumbered POs At the agency s request, MFMP will update the AUOCs to the new SWOCs on unencumbered POs, based on a provided mapping for all POs (and associated requisitions) with an Ordered Date within the current fiscal year The only field that can be systematically converted through this option is object code; other fields like OCA, External Category, External Object and External GL can not be updated through this conversion This will only update the object code within MFMP since unencumbered orders have no associated FLAIR encumbrance 41

42 To participate in the conversion of unencumbered POs, the agency Purchasing or F&A Director must send an to the MFMP Inbox, requesting MFMP convert these files and providing the required mapping Updates will be made during the same planned MFMP downtime used to convert encumbered POs 42

43 To monitor agency POs: Use the All Open Orders Current FY report to determine which orders will be converted (encumbered PO numbers begin with A ) To monitor Invoice Reconciliations (IRs): Use the IR Last Approver report to review all pending invoice reconciliations prior to conversion DFS will establish a cut-off date to have IRs to DFS Auditors prior to conversion, similar to year-end processing Object codes can be changed by the Exception Handler or the Invoice Manager IRs are not being systematically converted 43

44 To monitor Requisitions (PRs) in Composing or Submitted status: Use the PRs in Submitted Status to review PRs that may contain agency unique object codes A change to the object code can be made by anyone in the approval flow Requisitions that have not yet issued purchase orders are not being systematically converted 44

45 To monitor agency requisitions for next fiscal year: Use the All Open Orders with Delay Purchase Until to review the PR status and determine what PRs have agency unique object codes that need updating PRs in Submitted status can be updated by anyone in the approval flow PRs in Approved status need to be withdrawn by the requester, corrected and resubmitted; these will route back through the approval flow Requisitions that have not yet issued POs are not being systematically converted 45

46 What will be converted: All POs (and associated requisitions) encumbered by MFMP with an A encumbrance prefix Upon request, all unencumbered POs (and associated requisitions) with an Ordered Date within the current fiscal year (POs that begin with PO, C, or MA) What will NOT be converted: Invoice Reconciliations Requisitions that have not become POs, including those that have a Delay Purchase Until date of July 1 st MFMP will not delete any requisition or order as part of this conversion 46

47 MFMP has created several Job Aids specific to the DFS Object Code Project to assist customers with the conversion process The topics include: All Open Orders PRs in Submitted status Change Orders IR Last Approver Commodity Code to Object Code mapping 47

48 Next Steps 48

49 Date March 27, 2015 April 3, 2015 April 22, 2015 June 5, 2015 Activity Deadline for conversion date request Publish final conversion schedule Agency conversion begins Agency conversion completed 49

50 Resources 50

51 Object Code Standardization Project: Object Code Conversion Dashboard: Conversion Guide: onguidedraft postedforworkshop.pdf Object Code Crosswalk Batch Upload Format and Requirements: play.asp?myguid=%7b877848e6-8a68-4b17-938f %7D 51

52 Object Code Standardization Project: Re-titled Object Codes: v3.xlsx Information Warehouse: Handouts: Meetings.htm#.VL_5_9LF_as MyFloridaMarketPlace Projects Page: 52

53 Object Code Project Questions MyFloridaMarketPlace Buyers Help New Object Code Request or Updates 53