March 18, 2015

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Statewide Object Code Conversion Updates

Conversion Approach DEO Activities and Lessons Learned MyFloridaMarketPlace Conversion Next Steps

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Statewide Object Code Conversion Updates

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Conversion Activities Object codes were loaded successfully in Title

Files on February 2 Crosswalks As of February 23rd, 10 agencies had input

crosswalk data in FLAIR Set Files 28 agencies have added statewide object codes

(SWOCs) in Agency Expansion Set Files

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Statewide average of agency unique object codes (AUOCs) remaining in agency FLAIR files as of March 4, 2015: 5

Expansion Set 59.4%

Encumbrance-FLAIR 44.5%

Encumbrance-MFMP 41.0%

Accounts Payable 24.7%

Revolving Fund and Prior Years - 50.1%

Accounts Receivable 10.3%

Cash Receipts-Clearing Funds - 2.5%

Property Pending 28.5%

Property Master 44.4%

Grant Master 40.7%

GL Master 52.4%

PCard Distribution 52.6%

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:

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Overview (4 Modules)

Disbursements (4 Modules)

Expenditure Refunds (3 Modules)

Revolving Fund

(1 Module)

Property (1 Module)

Master Files

(1 Module)

912 298 50 12 28 22

Recent Updates and Revisions AA Memo #22 (2014-2015) – Revised Statewide

Expenditure Object Code List AA Memo #26 (2014-2015) – Revised Statewide

Expenditure Object Code List and Tax Reportable Requirements AA Memo #27 (2014-2015) – MFMP Commodity To

Object Code Crosswalk AA Memo #30 (2014-2015) – Object Code

Standardization Project Conversion Window Request Notification AA Memo #31 (2014-2015) - Request to Add or

Update Statewide Expenditure Object Codes

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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:

http://www.myfloridacfo.com/Division/AA/Forms/DFS-A1-2145-ObjectCodeAdd-UpdateRequest2.pdf

Request must be certified by the agency’s chief fiscal officer or equivalent

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Email completed form to: newaccountcode@myfloridacfo.com

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

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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

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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

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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

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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

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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

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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

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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

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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

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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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DFS will provide four conversion windows with the first to begin April 22nd

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, 2014-2015, Object Code

Standardization Project Conversion Window Request Notification

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Agency Crosswalk Expansion Set Files Agency staff communication and training Encumbrance Records FLAIR Encumbrances MFMP Encumbrances

YTD Balances AUOCs marked for deletion

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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

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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

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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

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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

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MyFloridaMarketPlace

(MFMP) Conversion

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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 19th 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

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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

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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:

MFMP will use this file to update the associated POs

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Encumbrance Number OCA Encumbrance Line Number External Category AUOC External Object “New” SWOC External General Ledger

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

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To participate in the conversion of unencumbered POs, the agency Purchasing or F&A Director must send an email to the MFMP Inbox, MyFloridaMarketPlace@dms.myflorida.com, 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

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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

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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

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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

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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 1st

MFMP will not delete any requisition or order as part of this conversion

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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

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Next Steps

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Date Activity

March 27, 2015 Deadline for conversion date request

April 3, 2015 Publish final conversion schedule

April 22, 2015 Agency conversion begins

June 5, 2015 Agency conversion completed

Resources

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Object Code Standardization Project: www.myfloridacfo.com/Division/AA/ObjectCodeProjectDocs.htm

Object Code Conversion Dashboard: www.myfloridacfo.com/Division/AA/ObjectCodeDashboard.xlsx

Conversion Guide: http://www.myfloridacfo.com/Division/AA/ObjectCodeConversi

onGuideDraft04-16-14-postedforworkshop.pdf

Object Code Crosswalk Batch Upload Format and Requirements:

http://www.myfloridacfo.com/Dishelpdesk/FLAIR/FileLayoutDisplay.asp?myGUID=%7B877848E6-8A68-4B17-938F-

626361702518%7D

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Object Code Standardization Project: Re-titled Object Codes:

www.myfloridacfo.com/Division/AA/ObjectCodeRetitlingv3.xlsx

Information Warehouse: https://flair.dbf.state.fl.us/iwpapps/iwhome.shtml

Handouts: http://www.myfloridacfo.com/Division/AA/ObjectCode

Meetings.htm#.VL_5_9LF_as

MyFloridaMarketPlace Projects Page: http://www.dms.myflorida.com/mfmp/projects

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Object Code Project Questions Objectcodeproject@myfloridacfo.com

MyFloridaMarketPlace Buyers Help

buyerhelp@myfloridamarketplace.com

New Object Code Request or Updates newaccountcode@myfloridacfo.com

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