Jeff Atwater | CFO

Business Case for Maintaining Agency Business Systems

In accordance with Proviso language in section 2317A of the 2016 General Appropriations Act (GAA), the Department of Financial Services (Department) contracted with a third party consulting firm to complete the business case for maintaining any of the agency business systems identified in Attachment 2 of the March 31, 2014, Florida Department of Financial Services FLAIR Study, version 031, after the Florida Accounting Information Resource (FLAIR) subsystem and the Cash Management Subsystem (CMS) are replaced. Upon completion, the business case was submitted on November 1, 2016 to the Executive Office of the Governor, the President of the Senate, and the Speaker of the House of Representatives per Proviso.

At a minimum, the business case shall include:

  • A detailed description of the functionality provided by the agency business system;
  • Confirmation that the agency business system’s functionality is not planned to be included in the replacement of the FLAIR subsystem and CMS; and
  • Documentation including federal and state law, rule, or policy, which validates that the agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes.

Finalized Business Case Documents

Agency Resources

Sample (PDF) Agency Business System Functionality Profile

Meetings

July 21, 2016 - Agency Kickoff Meeting

Frequently Asked Questions During the Business Case

How can I get more information regarding the Business Case?

We recommend that you review and stay current with the content on the Florida PALM Project website’s Business Case page. This page will be updated as the Business Case initiative progresses. Here you can review these frequently asked questions, and see a copy of the Kickoff meeting presentation. Additionally, you may contact the Florida PALM Project Business Case team via email at Businesscase.Floridapalm@myfloridacfo.com.

What is the email address to contact the Florida PALM Business Case team for more information?

Contact the Florida PALM Business Case team via email at Businesscase.Floridapalm@myfloridacfo.com.

What are the Agency Expectations?

Originally presented in the Kickoff meeting presentation, agencies are expected to:

  • Review and reply to the Agency Business System Functionality Profile (the “Profile”).
  • Coordinate with the appropriate agency resources for agency interviews.
  • Collaborate throughout the process to participate in additional follow-up and reviews.
What is the purpose of the Business Case effort?

As provided in the Kickoff meeting presentation, Proviso Language in the 2016 GAA requires the Florida PALM Project to complete a Business Case for maintaining any of the agency business systems identified in the Florida Department of Financial Services Florida Financial Accounting and Information Resource (FLAIR) Study, version 031, after the FLAIR subsystem and the Cash Management System (CMS) are replaced.

The Business Case shall include:

  • A detailed description of the functionality provided by the agency business system;
  • Confirmation that the agency business system’s functionality is not planned to be included in the replacement of the FLAIR subsystem and CMS; and
  • Documentation including federal and state law, rule, or policy, which validates that the agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes.

The information collected as part of this process will be used to create the Business Case for Maintaining Agency Systems. This document will be distributed to the House, Senate, and the Executive Office of the Governor by November 1, 2016.

How do I complete the Profile?

Instructions for completing the Profile have been provided as part of the Profile document in the first tab of the spreadsheet.

Where can I find definitions for specific terms?

The Florida PALM Project (Project) has provided a Glossary of terms that can be accessed from the Project website’s Resources page or directly here by clicking on the provided Glossary link.

How will data collected be used?

The information collected as part of this process will be used to create the Business Case for Maintaining Agency Systems. This document will be distributed to the House, Senate, and the Executive Office of the Governor by November 1, 2016.

What will not be part of the Business Case?

The activities for the Business Case will not include:

  • A determination of the feasibility to keep, replace, or remediate any agency business system.
  • A recommendation to keep, replace, or remediate any agency business system.
  • An effort to gather additional Florida PALM Business Requirements.
Is the Business Case interested in system impacts?

Consideration of potential impacts to agency systems is not part of the Business Case scope.

What is the purpose of the interview process?

The Agency Business System Functionality Profile (the “Profile”) is designed to gather as much information as is necessary to meet the requirements of the Business Case. However, there may be instances where more information, or clarification of information submitted may be necessary. In these situations, an interview with the agency provides the best opportunity to identify additional information and clarify information already submitted in the most efficient way possible. During an interview, agencies may expect to provide a more detailed description of the functionality provided by the system(s) and processes.

Is the agency's responsibility to identify only those systems that interface with FLAIR directly or indirectly?

Both will be needed.

What information will be provided to agencies as a result of the interview process?

The Florida PALM Business Case team will share any updates to an agency’s Profile with the agency throughout the interview process as needed and once the interview process has concluded.

What is the Business Case interview schedule?

Agencies were contacted individually to establish meeting schedules. For support on any questions regarding the schedule, please contact the Florida PALM Business Case team via email at BusinessCase.Floridapalm@MyFloridaCFO.com.