To Be Workshop Reportouts

1

• To Be Workshop Report-outs

Grants/Projects March 18, 2004
2
Agenda

• Grant/Project Processes
• Process Description
• Overall Structure
• Process Flows
• Critical PeopleSoft Screens
• Major Open Issues
• Wrap-up
• QA

3

• Overall Structure

4
Grant/Project Modules
Grants, Award
Revenue Contracts, Contract
Projects, Project
Billing
Contract Award
Accounts Receivable
5
Grant/Project Costing

Business System
Grants/Contracts
GL
Project Resource Table
Billing
AR
AP
6
Award Initiation Project Setup
Will be set up depending on complexity of
agencys grant/project structure
7
Example Project Setup

Highway 123
Project ID
Local, State or Federal
Activity ID
Soil Survey
Resource Type
County
Category
8

• Process Flows

9
Process Flows

• Grants
• Create Grantor File
• Create Award
• Add Projects
• Create Award Budgets
• Calculate Indirect Cost Recoveries
• Retrieve Costs from Other Modules

10
Process Flows, cont.

• Process Flows that were Reviewed During To Be
  Workshops, cont.
• Matching/Federal Financial Participation (State
  vs. Federal Portion)
• Front-End
• Back-End
• Create Worksheet to Bill Grantor
• Apply Payments to Deposits
• Close Award
• Interagency Activity

11
Process Flows, cont.

• Projects
• Setting Up Projects
• Project Hierarchy
• Retrieve Costs from Other Modules
• Identify Assets to send to Asset Management

12
Process Flows, cont.

• The remaining process flows are located on the
  website at http//aspire.dfs.state.fl.us/

13

• Critical PeopleSoft Screens

14
Setting Up a Revenue Contract in the Contract
Module
15
Setting Up a Project Related to Grant
16
Projects Module-Relating the Project to Contract
17
Award Automatically Created in Grant Module
Contract Award
18
Setting Up an Award Attributes in Grant Module
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• Major Open Issues

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Major Open Issues

• Statewide Issues
• Account for grants on an accrual basis-SBI 1
• Capitalization thresholds of personal
  property-SBI 1
• Budget adjustments processed timely-SBI 2
• Project/Grant ID numbering scheme and
  definitions-SBI 25
• Re-analyze agency transferring authority-requires
  constitutional change

21
Major Open Issues, cont.

• Overview
• An Excel file of all the open issues has been
  compiled and sent to the agencies
• Agencies to rank most important issues for their
  operations
• Request for Grantor information to determine size
  of the Grantor (Customer) File for Grants
• Issues are defined as business process changes,
  potential policy changes, or system modifications

22
Major Open Issues, cont.

• Outstanding Issues from As-Is Workshops and
  Individual Interviews
• Set up operation of grants vary
• Interagency reporting
• Moving the cash across agencies
• Shadow systems
• Must bring into Aspire a certain level of data
  from all agencies to issue valid data to
  Legislature

23
Major Open Issues, cont.

• New Issues from To Be Workshops
• Customer file-Central or agency maintained
  (Possible SBI)
• Indirect cost calculations-calculation of
  accounting entries
• Capturing in-kind (local) matches-cash or
  informational only
• Approximately 20 system modifications
• Range from simple to complex

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Major Open Issues, cont.

• New Issues from To Be Workshops, cont.
• Commitment control and grant accounting
  integration
• MyFloridaMarketPlace concerns
• Capture Project ID Activity ID
• Overmatching state portion of federal grants
• On-going historical data maintained in Aspire
• Glossary of terms
• Program income (interest) reducing billable
  charges

25

• Wrap-up

26
Wrap-up

• Commitment Control Grant Budgeting Workshop -
  March 24, 830 am-1200 pm
• All agencies invited, recommending agencies
• Send one person from budget section who has been
  involved with Record to Report Workshops
• Send one person from grants section who has been
  involved with Grant/Project Workshops

27

• QA