Meeting Agenda and Notes Department of Financial Services FACTS-MFMP Workgroup

Transcription

1 Meeting Name: Meeting Date: December 7, 2012 Time: 2:30 pm Location: 4050 Esplanade Way, Conference room 101 Agenda: I. Introductions - All II. Work Group Objectives Christina Smith III. Review of FACTS Field Mapping to Modules Danielle Kosberg IV. Recap of Unresolved Issues Danielle Kosberg V. Questions and Answers - All VI. Next Steps Christina Smith Meeting tes: Christina Smith opened the meeting to set the objectives for the workgroup. Christina told the group that DFS and DMS are working together to understand if redundancy of entering information into and FACTS exists. If redundancy is an issue for the agencies, DFS and DMS can work towards a short term and long term solution to help reduce workload. Christina mentioned that the workgroup objective is to help determine a potential short term solution. DMS and DFS have discussed the opportunity to share information between the two systems. Christina said DMS is looking at a long term solution, which could include a more robust contract management solution. Christina said that depending on the contract solution, DMS could in the long term be the source for all non-grant and non-revenue generating contracting information. Christina mentioned that FACTS will likely continue to exist in a long term solution for public transparency, because of the requirements for grants and revenue generating contracts. Cliff Chroust invited the workgroup participants to the Ariba Contract Workbench demo scheduled for December 18 th. Danielle Kosberg led the group through the mapping of the existing FACTS fields to POs and Contracts. A summary of the analysis discussed is below: 1 of 30

2 FACTS Category # FACTS Fields POs Mapped Contracts Mapped Login Screen Main Contact Procurement Contract Manager General Description Outsourcing/Capital Improvements Budgetary Amount Vendor Deliverables Add Contract Change CFDA/CSFA TOTAL Number of Fields Comments: The FACTS Contract Manager Name and could map to fields for agencies who assign the Contract Manager as either the Contact of an Contract or On Behalf Of of an PO. utilizes PUI for agencies to indicate the area within their organization. In FACTS the Agency Service area is a free text field and could be used by some agencies to enter in a PUI. has the ability to make changes to contracts through electronic change orders. The workgroup did not believe the way handles and displays change orders maps to the amendment section in FACTS, so the 8 Contract Change fields were listed as a on the worksheet. Method of Procurement and Commodity/Service codes need to be updated to match the values in FACTS. Questions for follow-up: /State Purchasing 2 of 30

3 What is the character limit in the line item description field? The description for noncatalog requisition line items is limited to 2,000 characters. 2. When does State Purchasing decide to create a line item catalog for Services? State Purchasing leverages a Catalog Decision Tree to determine the best catalog solution for each contract. Line item catalogs are typically created for contracts that do not require quotes, are not configured, have less than 3,000 line items and do not experience frequent price changes. 3. How do you recommend that agencies handle (or enter) $0 deliverables, performance metrics or deliverables with a $ value range in? recommends creating contracts with $0 line items for $0 deliverables. Performance metrics and deliverables with price ranges can be entered as line items with text in the description field to note the price range. The agency can specify the actual amount on the invoice created against the contract in. 4. Does the account code in the Details section match the FACTS account code?, The 29-digit account code is composed of the following elements: o OLO (2 characters) o GAAFR (2 characters) o State Fund (1 character) o Fund Identifier (6 characters) o Budget Entity (8 characters) o Int Budget Indicator (2 characters) o Category (6 characters) o Category Year (2 characters) 5. What is the maximum number of line items allowed in? recommends less than 100 line items for encumbered purchase orders. will need to evaluate recommendations for the number of contract line items. FACTS What is the difference between the number of vendors in and FACTS? All vendors are available in FLAIR. The number of vendors differs between the two systems, due to historical information and due to agencies manually adding vendors directly to FLAIR. 3 of 30

4 Christina discussed next steps. The FACTS and team will map the available fields in the Contract module to FACTS and schedule a meeting with the work group the week of December 17 th to review the results. 4 of 30

5 FACTS to Map FACTS Data Element FLAIR Agency Identifier FLAIR Contract Id Short Title Long Title Agency Contract ID FACTS Required on POs? in Contracts? OLO 5 digits alphanumeric. Agency specified, unique to OLO. t system generated. up to 10 digits alphanumeric populates the FLAIR Title file up to 60 digits alphanumeric populates the FLAIR Title file up to 50 digits alphanumeric. Agency assigned agreement identifier Comments / Suggestions OLOs display on POs. OLO is associated with all user profiles The FLAIR Contract ID is selectable on PO and Contract - section Contract and PO has one title field POs - Agencies list solicitation number by MOP, Contract - Agencies Comments From Workgroup Meeting in December 5 of 30

6 FACTS to Map FACTS Data Element Original Contract Amount Contract Type Contract Status Date of Execution Date of Beginning Original End Date FACTS Required up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place Drop down choice in FACTS (MA, GA, MO, MP, etc.) Drop down choice in FACTS (A, C, D) 8 digits numeric (mm/dd/yyyy format) 8 digits numeric (mm/dd/yyyy format) 8 digits numeric (mm/dd/yyyy format) on POs? in Contracts? Comments / Suggestions use Contract ID field POs and Contracts are open or closed has the date a contract request is created and the effective date has effective date has expiration date on all versions Comments From Workgroup Meeting in December 6 of 30

7 FACTS to Map FACTS Data Element Contract's Statutory Authority Contract Involve State or Federal Financial Assistance Recipient Type Agency Service Area Provide Administrative Cost Administrative Cost Percentage Provide for Periodic FACTS Required l per # 12 l per # 15 up to 60 digits alpha numeric recommended numeric citation Check box (/) Defaults to NO Drop down choice in FACTS (not for profit, local government, Federal, for profit) up to 5 digits alphanumeric, internal districts, regions / radio button Defaults to NO up to 6 digits alphanumeric / radio button Defaults to on POs? in Contracts? Comments / Suggestions Vendors register with business designation in VIP has PUIs displayed on Pos and can be derived from user Profile Comments From Workgroup Meeting in December PUI is associated with User's Profile and may not work for the Agency Service Area 7 of 30

8 FACTS to Map FACTS Data Element Increase FACTS Required NO on POs? in Contracts? Comments / Suggestions Comments From Workgroup Meeting in December Periodic Increase Percentage Authorized Advance Payment Method of Procurement Method of Procurement Full Description State Term Contract Id Contract's Exemption Justification l per # 16 - System generated based on the selection of # 20 l per # 20 (A,B, D) l per # 20 up to 6 digits alphanumeric / radio button Defaults to NO 2 digit (drop down choice in FACTS) up to 50 digits alphanumeric. up to 1000 characters alphanumeric POs can be marked with an advanced payment indicator (checkbox) needs to be updated to include additional MOPs needs to be updated to include additional MOPs Lists need to match 8 of 30

9 FACTS to Map FACTS Data Element Agency Reference Number Business Case Study Done Business Case Date Legal Challenges to Procurement Legal Challenge Description Agency Manager Name FACTS Required l per # 24 l per # 27 up to 50 characters alphanumeric - use to identify RFP, ITN, etc. / radio button 8 digits numeric (mm/dd/yyyy format) / radio button up to 1000 characters alphanumeric up to 31 characters alphanumeric on POs? in Contracts? Phone Number 10 digits numeric Comments / Suggestions Agencies designate a solicitation # on noncatalog items on requisitions On Behalf Of on PO or Contact on Contracts Phone number is associated with the users profile and is not a Comments From Workgroup Meeting in December Agencies with field offices this may not work because On the behalf of is connected to the work flow. "Contact" is included in workflow for Irs. 9 of 30

10 FACTS to Map FACTS Data Element General Overview of the Contract Was the Contracted Functions Previously Performed by the State? Was the Contracted Functions Considered for Insourcing Back to the State? Did the Vendor Make Capital Improvements on State Property? Capital Improvement Description FACTS Required l per # 35 up to 50 characters alphanumeric up to 1000 characters alphanumeric / radio button Defaults to NO / radio button Defaults to NO / radio button Defaults to NO up to 1000 characters alphanumeric on POs? in Contracts? Comments / Suggestions required field Description field on Contract. Line level description on Pos Comments From Workgroup Meeting in December Associated with User profile in. 10 of 30

11 FACTS to Map FACTS Data Element Value of Capital Improvements Value of Unamortized Capital Improvements Amount Amount Type Account Code FACTS Required l per # 35 l per # 35 l per # 39 up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place RE (recurring) /NR (non-recurring) Radio buttons default up to 29 digits numeric. Added and validated with the FLAIR Contract Correlation File on POs? in Contracts? Comments / Suggestions has expenditur e information but not budget. Confirmed the same 29 digit Comments From Workgroup Meeting in December 11 of 30

12 FACTS to Map FACTS Data Element Fiscal Year Effective Date Cost Accumulator Agency Amendment Reference Vendor Id FACTS Required l per # 39 8 digits numeric (mm/dd/yyyy format) up to 60 characters alphanumeric - (OCA, Grant, Project ID ) this is not validated 8 digits alphanumeric - tracks individual budget entities 21 digits alphanumeric - including prefix and sequence. Validated with the SWVF. on POs? in Contracts? Comments / Suggestions code exists in as a combo of fields. has expenditur e information but not budget. OCA, Grant and Project ID are drop down choices in the accounting section. For vendors only Comments From Workgroup Meeting in December one filed in FACTS and Drop down choice in Run some statistics on the mismatch with FACTS and. 12 of 30

13 FACTS to Map FACTS Data Element Name Address City State Zip Code Contract Wide Consequences FACTS Required - system generated from Vendor ID # 45 - system generated from Vendor ID # 45 - system generated from Vendor ID # 45 - system generated from Vendor ID # 45 - system generated from Vendor ID # 45 / radio button Defaults to on POs? in Contracts? Comments / Suggestions For vendors only For vendors only For vendors only For vendors only For vendors only Comments From Workgroup Meeting in December 13 of 30

14 FACTS to Map FACTS Data Element Commodity / Service Type Major Deliverables Method of Payment Major Deliverable Price n-price Justification Source Documentation FACTS Required l per # 51 l per # 51 l per # 51 l per # 51 NO Drop down choice in FACTS (DMS commodity/service code) up to 1000 characters alphanumeric drop down choice within FACTS (1-13) up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place drop down choice (1-6) up to 250 characters on POs? in Contracts? Comments / Suggestions Comments From Workgroup Meeting in December Lists need to match Agencies can designate a line item as a deliverable for Pos and Contracts line items include price Check size of field for. Facts size in 1,000 characters. Is there a cap on the number? FACTS provides an option to attach price sheet when exceeds 100 items. Can catalogs help with this requirement on certain contracts? Copiers vs. It consultants How do you handle a range or no price deliverable? 14 of 30

15 FACTS to Map FACTS Data Element Page Reference FACTS Required alphanumeric on POs? in Contracts? Comments / Suggestions Comments From Workgroup Meeting in December Contract's Performance Metrics Contract Financial Consequences Agency Amendment Reference Change Type Amendment Amount Amendment Effective Date l per # 51 l per # 51 up to 1000 characters alphanumeric up to 1000 characters alphanumeric 8 digits alphanumeric - tracks individual budget entities Drop down choice (A- amendment, E - extension, etc) up to 13 digits numeric to the left of decimal place and 2 digits numeric after the decimal place 8 digits numeric (mm/dd/yyyy format) assigns a version # shows the original amount on the original PO & original Contract. displays the changed amount on the Change order displays the final change 15 of 30

16 FACTS to Map FACTS Data Element Amendment Execution Date Change Date New Ending Date Change Description CFDA Code CSFA Code FACTS Required l per # 61 l per # 12 l per # 12 8 digits numeric (mm/dd/yyyy format) 8 digits numeric (mm/dd/yyyy format) 8 digits numeric - required if extension or renewal (mm/dd/yyyy format) up to 60 characters alphanumeric 6 digit numeric drop down choice in FACTS 6 digit numeric drop down choice in FACTS on POs? in Contracts? Comments / Suggestions order approval date has expiration date on all versions Agencies leverage the comment field on the change order for the description Comments From Workgroup Meeting in December This date is associated with amendments, renewals, extension on the contracts. captures original and new dates on different versions. 16 of 30

17 to FACTS Map # Section 0. User Profile 0. User Profile 0. User Profile Field Name Entity PUI Required? tes This field is associated a user's profile (Contact on Contract) This field is associated a user's profile (Contact on Contract) This field is associated a user's profile (Contact on Contract) in FACTS? FLAIR Agency Identifier (OLO) Agency Service Area Title Free-form text field Long Title Description Free-form text field Physical Location Free-form text field Method of Procurement Form of Contract Contract ID Drop down lists available Methods of Procurement Drop down lists Agency Term, State Term, Interagency Contract, Alternate Contract Source (Only DMS can select State Term Contracts) Drop down to select a specific State Term Contract if "Form of General Overview of the Contract Map to Method of Procurement and Method of Procurement Description (these are 2 fields in FACTS) Agency Contract ID/ State Term Contract ID (2 fields in FACTS and 2 Fields in 17 of 30

18 to FACTS Map # Section Field Name Required? tes Contract" was designated as State Term. For all other forms of contract, the Contract ID is a free-form text field. in FACTS? - Based on MOP) 10 Contract Details URL Free-form text field 11 Contract Type Drop down lists the following choices: Commodities - Purchase, Commodities - Lease, Consulting/Services - Actuarial/Auditing/A ccounting, Consulting/Services - Architectural/Landsc ape, Consulting/Services - Engineering, Consulting/Services - IT, Consulting/Services - Janitorial, Consulting/Services - Legal, Consulting/Services - Management, Consulting/Services - Medical/Health, Contract Type choices do not currently match FACTS types 18 of 30

19 to FACTS Map # 12 Section Field Name Professional/Bus iness License Type Required? tes Consulting/Services - Other, Consulting/Services - Security, Consulting/Services - Temporary Help, Consulting/Services - Training/Education, IT - Equipment Sales, IT - Equipment Purchase, IT - Software Escrow, IT - Software License, IT - Maintenance, IT - Outsourcing, Legal - Contract Attorney, Legal - Court Reporters, Legal - Expert Witness, Legal - Governmental/Inter agency, Legal - Other, Real Property - Building/Land Lease, Real Property - Equipment Lease, Real Property - Right of Way Land in FACTS? Free-form text field 19 of 30

20 to FACTS Map # Section Field Name Contact Contract Type Effective Date Expiration Date Required? tes Defaults to person creating the contract request but can be changed as needed via search function. This person will be put in the approval flow of an IR to approve services. Drop down lists Item Level, Commodity Level, and Supplier Level Date field (can be entered or selected from calendar) Date field (can be entered or selected from calendar). Required only for non-evergreen contracts in FACTS? Evergreen Defaults to Supplier Vendor Location for display only; field will populate once Vendor Location is set Clicking select link will allow you to search for and select vendor information Recommends this map to the Agency Contract Manager Name. Date of Beginning Original End Date Vendor Name ( will display the other 4 fields Address, City, State, and zip) Vendor FEIN 20 of 30

21 to FACTS Map # Section Field Name Blanket Purchase Order Contract Encumbrance # Required? tes in FACTS? Check box only Free-form text field Limits Limits ContractEncumb rance Line # Release Required Free-form text field Defaults to. If selected as "", then a purchase order must be released against the contract (and invoice is created against release purchase order). If selected as "", contract is only available for invoicing (no purchase orders can be created). Currency Defaults to US Dollar Distributor? Check box only Historical Spend Minimum Amount If Amount Spent is below (%) Free-form numeric field Free-form numeric field 0-100% 21 of 30

22 to FACTS Map # Section Limits Limits Limits Limits Limits Limits Limits Field Name Send tification (days before contract expires) Maximum Amount Hard Maximum Amount Send tification when Amount is at or below (%) Set Item Limits by Minimum Allowed per Release Maximum Allowed per Release Required? tes Numeric value for the number of days Free-form numeric field Free-form numeric field in FACTS? 0-100% Only on Item Level contract. Choice of Amount or Quantity Free-form numeric field Free-form numeric field Original Contract Amount Limits Release Limit Tolerance (%) 0-100% Limits Additional Approvers Chooser to select individuals Limits Send tification (days before contract expires) Numeric value for the number of days Limits Re-notify every (days) Numeric value for the number of days Limits Send notifications to Chooser to select individuals 22 of 30

23 to FACTS Map # Section Field Name Required? tes in FACTS? Access Control 4. Access Control Supplier Level Supplier Level Supplier Level Supplier Level Supplier Level Commodity Level Editing users Restrict Release Access Full Description Contract Encumbrance # Contract Encumbrance Line # Pricing and Discounts section Bill To Full Description Commodity Code Chooser to select individuals Check box only A pricing term will automatically generate and may be edited as needed Free-form text field Free-form text field Includes selections for ne, Discount Percent, Tiered Pricing (option to define tiers), and Term Based Pricing (option to define terms). Chooser to select bill-to address A pricing term is required to be added for this contract type. Chooser to select available commodity Commodity / Service Type 23 of 30

24 to FACTS Map # Section Commodity Level Commodity Level Commodity Level Commodity Level Commodity Level Commodity Level Commodity Level Commodity Level Field Name Contract Encumbrance # Contract Encumbrance Line # Minimum Amount Maximum Amount Required? tes code in FACTS? Free-form text field Free-form text field Free-form numeric field Free-form numeric field Tolerance (%) 0-100% Pricing and Discounts section Bill To Includes selections for ne, Discount Percent, Tiered Pricing (option to define tiers), and Term Based Pricing (option to define terms). Chooser to select bill-to address 24 of 30

25 to FACTS Map # Section Item Level Item Level Item Level Item Level Item Level Item Level Item Level Item Level Item Level Item Level Field Name Full Description Commodity Code Supplier Part Number Contract Encumbrance # Contract Encumbrance Line # Supplier Auxiliary Part ID Unit of Measure Negotiated Price Set Limits By Minimum Amount Maximum Amount Required? tes Free-form text field; A pricing term is required to be added for this contract type. Chooser to select available commodity code in FACTS? Free-form text field Free-form text field Free-form text field Free-form text field Chooser to select available UOM Free-form numeric field Choice of Amount or Quantity Free-form numeric field Free-form numeric field Commodity / Service Type 25 of 30

26 to FACTS Map # Section Item Level Field Name Required? tes in FACTS? Item Level Item Level Item Level Item Level Tolerance (%) 0-100% Pricing and Discounts section Account Type Bill To Contract Encumbrance Number Contract Encumbrance Line Number Balance Override Indicator Account Code Includes selections for ne, Tiered Pricing (option to define tiers), and Term Based Pricing (option to define terms). Defaults to Expense and is the only available option. Chooser to select bill-to address Populated based on OLO (2 characters), GAAFR (2 characters), State Fund (1 character), Fund Identifier (6 characters), Budget Account Code 26 of 30

27 to FACTS Map # Section Field Name Organization Code Required? tes Entity (8 characters), Int Budget Indicator (2 characters), Category (6 characters), Category Year (2 characters in FACTS? Expansion Opt Opt Version 79 Object Code 80 PriorPeriodIndic ator 81 Budget Entity 82 Int Budget Ind 83 GAAFR Fund 84 External Fund 85 State Fund Fund Identifier Category 27 of 30

28 to FACTS Map # Section Field Name Required? tes in FACTS? Category Year State Program - Standard External Program Grant Other Cost Accum Revolving Fund Contract FLAIR Contract Id Agency Unique Contract Year Grant Year Project ID Ext Category Gen Led 28 of 30

29 to FACTS Map # Section Field Name Required? tes in FACTS? 101 Encumbrance Gen Led Ext Gen Led Encumbrance Ext Gen Led Product ID Ext Object Other Doc Num Grouping Character BPIN Certified Forward Indicator Batch Description Quantity Count 29 of 30

30 to FACTS Map # Section Field Name Required? tes in FACTS? 114 Transaction Fee Exempt 115 Transaction Fee Exemption Reason 116 Sub-Vendor 117 Encumbrance Date 30 of 30