Jeff Atwater | CFO

Functional Collaboration

The Project uses highly interactive meetings, workshops, and workgroups to engage and collaborate with Project stakeholders (e.g., Agency Coordinators and Subject Matter Experts). The goal of the Project’s functional collaboration efforts is twofold:

  1. The development of the Standardized Business Process Models which include Process Flows and Narratives; and
  2. The identification of Functional Business Requirements for Florida PALM.

Links to documents and meeting information can be found below. Meetings are listed chronologically starting with the most recent event.

Select the event date to view associated documents and information.

2016

June 2016 – Level 2 Payroll Process Model and Business Requirements Workshops

To support the agency review period for the Florida PALM’s draft Cycle 3 Payroll Business Requirements and Level 2 Standardized Business Process Model – Version 2.0, the Florida PALM Project hosted optional Workshop Meetings. These interactive meetings were an opportunity for agency payroll and accounting staff to learn about the proposed future Payroll business processes and to ask questions about the material posted on the Florida PALM web site in advance of this meeting.

Workshop Summary Report | Attendee Survey Summary Report

Wednesday, June 1, 2016
9 – 11 a.m.
Presentation

Thursday, June 2, 2016
1:30 – 3:30 p.m.
Presentation

March through June 2016 – Cycle 3 Business Requirements Workgroups

During the Cycle 3 Requirements Workgroups, the Florida PALM Project Team conducted a series of meetings and activities within the Budget and Payroll Process Areas. These activities were focused on developing the Cycle 3 Business Requirements, along with collaborating with stakeholder groups to standardize and update both the Budget and Payroll Process areas.

Workgroup Summary Report

 

2015

November 19, 2015 – Functional Requirements Office Hours

The Florida PALM Project held Functional Requirements Office Hours for state agencies, where all agency coordinators and subject matter experts could collaborate with Project Team members directly on questions related to the functional portion of the Cycle 1 Business Requirements. All state agencies were invited to participate in this virtual event.

Meeting Summary

November 12, 2015 – Functional Requirements Office Hours

The Florida PALM Project held Functional Requirements Office Hours for state agencies, where all agency coordinators and subject matter experts could collaborate with Project Team members directly on questions related to the functional portion of the Cycle 1 Business Requirements. All state agencies were invited to participate in this virtual event.

Meeting Summary

October/November 2015 – Functional Requirements Workgroup Meetings

To continue supporting the agency review period for Florida PALM’s functional Cycle 1 Business Requirements, the Florida PALM Project hosted optional Requirements Workgroup Meetings. These highly interactive meetings were an opportunity for functional coordinators and agency personnel involved in the functional requirements review process to get their questions answered from the Project Team. The financial management process area and business requirements categories covered in the meetings are listed below.

Cycle1 Business Requirements Categories | Workgroup Summary Report | Attendee Survey Summary Report

Record to Report (R2R)
General Ledger
Monday, Oct. 26, 2015
9 a.m. – 12 p.m.
Presentation Meeting Summary

Budget Preparation to Reversion (BUD)
Budget Management
Tuesday, Oct. 27, 2015
1:30 – 4:30 p.m.
Presentation Meeting Summary

Procurement to Payment (P2P) – Part 1
Accounts Payable, Contracts, and Travel
Wednesday, Oct. 28, 2015
9 a.m. – 12 p.m.
Presentation Meeting Summary

Procurement to Payment (P2P) – Part 2
Accounts Payable, Contracts, and Travel
Tuesday, Nov. 3, 2015
9 a.m. – 12 p.m.
Meeting Summary

Grant Application to Closeout (GAC)
Grants
Thursday, Oct. 29, 2015
9 a.m. – 12 p.m.
Presentation Meeting Summary

Asset Acquisition to Disposal (A2D)
Asset Management
Monday, Nov. 2, 2015
9 a.m. – 12 p.m.
Presentation Meeting Summary

Accounts Receivable/Billing to Receipt (ARB), Cash Inflow to Outflow (CSH), and Treasury Management (TRM)
Accounts Receivable and Billing, Cash Management, and Treasury Management
Wednesday, Nov. 4, 2015
1:30 – 4:30 p.m.
Presentation | Meeting Summary

Project Development to Closeout (PJT)
Projects
Thursday, Nov. 5, 2015
9 a.m. – 12 p.m.
Presentation Meeting Summary

September 2015 – Level 2 and Functional Requirements Review Workshops

The Florida PALM Project invited agency personnel to attend a Level 2 and Functional Requirements Review Workshop. The Project Team shared information with state agencies about the State’s proposed future financial management processes through these iterative workshops. During the Level 2 and Requirements Review Workshops, the Project Team:

  • Reviewed updates to the Level 2 process flows and narratives based on agency feedback since the June 2015 Workshops,
  • Discussed common themes received in the Level 2 Process Evaluation Questionnaires completed by agencies in July 2015, and
  • Provided an overview of the planned business requirements review process.

Four sessions of the same workshop were offered:

  • Tuesday, Sept. 22, 2015 from 10:00 a.m. – 12:30 p.m.
  • Wednesday, Sept. 23, 2015 from 1:30 – 4 p.m.
  • Monday, Sept. 28, 2015 from 1:30 – 4 p.m.
  • Tuesday, Sept. 29, 2015 from 10:00 a.m. – 12:30 p.m.

PresentationWorkshop Summary Report | Attendee Survey Summary Report

June 2015 – Level 2 Workshops

DFS sought input on proposed standardized business processes from state agencies through Workshops held in June 2015 and a Process Evaluation Questionnaire. The Workshops were an opportunity for agency personnel to hear an overview and receive necessary information on the proposed future financial management processes to allow them to provide feedback on the proposed future financial management process on behalf of their agency through the PEQ. They were not designed to be training session on the new processes.

Workshop Summary Report | Attendee Survey Summary Report

Draft process narratives and workflows were provided for nine of the Process Areas.

Process Narrative Key Terms

Asset Acquisition to Disposal (A2D)
Process Narrative | Process Workflow

Accounts Receivable / Billing (ARB)
Process Narrative | Process Workflow

Budget Preparation to Reversion (BUD)
Process Narrative | Process Workflow

Cash Inflows to Outflows (CSH)
Process Narrative | Process Workflow

Grant Application to Closeout (GAC)
Process Narrative | Process Workflow

Procurement to Payment (P2P)
Process Narrative | Process Workflow

Project Development to Closeout (PJT)
Process Narrative | Project Workflow

Record to Report (R2R)
Project Narrative | Project Workflow

Treasury Management (TRM)
Process Narrative | Process Workflow

Pre-Workshop materials were provided to give attendees a basic understanding of the Business Process Standardization (BPS) activities completed prior to the Workshop.

Pre-Workshop Presentation

All Workshops were concluded on June 17, 2015 and presentations from the Workshops are available below.

PALM 100 – Payment Processing for Goods and Services (PALM 100 presentation)

Key Topics

  • Establish Accounting Structure
  • Perform Procurement / Establish Obligation
  • Initiate Payment
  • Execute Payment
  • Manage Resources

Process  Areas Discussed

  • General Ledger / Record to Report
  • Budget Preparation to Reversion
  • Procurement to Payment
  • Asset Acquisition to Disposal
  • Project Development to Closeout
  • Grant Application to Closeout
  • Cash Inflows to Outflows
  • Treasury Management
  • Payroll Hire to Separation

PALM 200 – Receipt Processing for Funds Received (PALM 200 presentation)

Key Topics

  • Establish Accounting Structure
  • Perform Services / Identify Amount Owed
  • Receive Funds
  • Manage Resources

Process Areas Discussed

  • General Ledger / Record to Report
  • Budget Preparation to Reversion
  • Accounts Receivable / Billing
  • Project Development to Closeout
  • Grant Application to Closeout
  • Cash Inflows to Outflows
  • Treasury Management
April through May 2015 – Level 2 Workgroups

Subject Matter Experts (SMEs) from state agencies participated in the development and review of the Project’s proposed standardized business processes for the ten process areas below. The meeting summaries from the Level 2 Workgroups are available below.

Workgroup Summary Report | Attendee Survey Summary Report

Accounts Receivable/Billing to Receipt (ARB)
April 30, 2015
Meeting 1 Summary
May 6, 2015
Meeting 2 Summary
May 13, 2015
Meeting 3 Summary
Asset Acquisition to Disposal (A2D)
May 13, 2015
Meeting 1 Summary
May 19, 2015
Meeting 2 Summary
Budget Preparation to Reversion (BUD)
April 27, 2015
Meeting 1 Summary
May 4, 2015
Meeting 2 Summary
May 11, 2015
Meeting 3 Summary
Cash Inflow to Outflow (CSH)
April 22, 2015
Meeting 1 Summary
April 29, 2015
Meeting 2 Summary
May 28, 2015
Meeting 3 Summary
Grant Application to Closeout (GAC)
April 14, 2015
Meeting 1 Summary
April 21, 2015
Meeting 2 Summary
May 14, 2015
Meeting 3 Summary
Payroll Hire to Separation (PAY)
May 19, 2015
Meeting 1 Summary
May 27, 2015
Meeting 2 Summary
Procurement to Payment (P2P)
April 14, 2015
Meeting 1 Summary
April 27, 2015
Meeting 2 Summary
May 7, 2015
Meeting 3 Summary
May 20, 2015
Meeting 4 Summary
Project Development to Closeout (PJT)
April 15, 2015
Meeting 1 Summary
April 22, 2015
Meeting 2 Summary
May 12, 2015
Meeting 3 Summary
Record to Report (R2R)
April 21, 2015
Meeting 1 Summary
April 28, 2015
Meeting 2 Summary
May 5, 2015
Meeting 3 Summary
Treasury Management (TRM)
May 5, 2015
Meeting 1 Summary
May 12, 2015
Meeting 2 Summary
May 20, 2015
Meeting 3 Summary
April 7, 2015 – Level 2 Workgroups Kickoff Meeting

State agencies invited to participate in the Level 2 Workgroups were invited to a Level 2 Workgroup Kickoff Meeting. The meeting introduced the Florida PALM Project to attendees and reviewed the upcoming agency collaboration activities.

Presentation | Meeting Summary

November 2014 through February 2015 – Level 1 Workgroups

Subject Matter Experts (SMEs) from state agencies participated in the development and review of the Project’s proposed standardized business processes for the ten process areas below. The meeting summaries from the Level 1 Workgroups are available below.

Accounts Receivable/Billing to Receipt (ARB)
November 21, 2104
Meeting 1 Summary
December 5, 2014
Meeting 2 Summary
January 8, 2015
Meeting 3 Summary
Asset Acquisition to Disposal (A2D)
November 20, 2014
Meeting 1 Summary
December 4, 2014
Meeting 2 Summary
January 7, 2015
Meeting 3 Summary
Budget Preparation to Reversion (BUD)
January 13, 2015
Meeting 1 Summary
January 21, 2015
Meeting 2 Summary
February 4, 2015
Meeting 3 Summary
Cash Inflow to Outflow (CSH)
December 15, 2014
Meeting 1 Summary
January 7, 2015
Meeting 2 Summary
January 14, 2015
Meeting 3 Summary
Grant Application to Closeout (GAC)
December 2, 2014
Meeting 1 Summary
December 17, 2014
Meeting 2 Summary
January 6, 2015
Meeting 3 Summary
Payroll Hire to Separation (PAY)
January 16, 2015
Meeting 1 Summary
February 6, 2015
Meeting 2 Summary
Procurement to Payment (P2P)
December 1, 2014
Meeting 1 Summary
December 16, 2014
Meeting 2 Summary
January 5, 2015
Meeting 3 Summary
January 13, 2015
Meeting 4 Summary
Project Development to Closeout (PJT)
December 3, 2014
Meeting 1 Summary
December 18, 2014
Meeting 2 Summary
January 9, 2015
 Meeting 3 Summary
Record to Report (R2R)
January 12, 2015
Meeting 1 Summary
January 23, 2015
Meeting 2 Summary
February 5, 2015
Meeting 3 Summary
Treasury Management (TRM)
January 15, 2015
Meeting 1 Summary
January 22, 2015
Meeting 2 Summary