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Overview

FACTS Purchase Order Fields

MFMP Integration

Implementation Timeline

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In 2011 the Legislature amended Section 215.985, F.S., making DFS responsible for the development and maintenance of a contract reporting system.

In March 2012 Florida Accountability Contract Tracking System (FACTS) came online.

FACTS Project Phases:

Phase 1 – Web-based application for Contracts (Complete)

Phase 2 – Budget and Disbursements (Complete)

Phase 3 – Compliance/Audit Reporting (Complete)

Phase 4 – Contract Images (Planning)

Phase 5 – Grant Agreements (Design)

Phase 6 – Purchase Order Information (Design)

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Purchase Order (PO) - A buyer-generated document that authorizes a purchase transaction. When accepted by the seller, it becomes a contract binding on both parties. A purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, and identifies a specific seller.

All agreements meeting the Purchase Order definition and criteria below will be recorded in FACTS.

◦ Any POs issued on or after July 1, 2013

◦ Any POs issued prior to July 1, 2013 where payment is made

after July 1, 2013.

Agencies using MyFloridaMarketPlace (MFMP) - No manual input will be needed in FACTS

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Purchase Order (Main Information Fields)

Agency OLO

Purchase Order Number

Purchase Order Title

Total Purchase Order Amount

FACTS Purchase Order Fields – Main Information

FACTS will account for the different MFMP PO numbers: 1. Encumbered POs (“A” prefix

and 6 characters) 2. Release orders off MFMP

Contracts (Contract number – release number)

3. Unencumbered POs (“PO” and 7 digits)

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Purchase Order (Main Information Fields)

Ordered Date

PO Start Date

PO End Date

Purchase Order Status

FACTS Purchase Order Fields – Main Information

FACTS will display the MFMP Purchase Order Status:

• Ordered • Received • Receiving • Canceled

Fields not populated in

MFMP will display as blank in FACTS.

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Purchase Order (Vendor Fields)

Vendor ID Number

Vendor Name

Vendor City, State & Zip

Minority Vendor Designation

FACTS Purchase Order Fields – Vendor Information FACTS will receive the Vendor ID from MFMP.

Vendor Name and Address are system generated based on

information in the Statewide Vendor File.

FACTS will display FLAIR Statewide Vendor File Name contained in Lines 1 and 2.

FACTS will display Vendor’s Minority Designation populated from the FLAIR Statewide Vendor File.

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Purchase Order (Line Item Information Fields)

Line Item Number

Line Item Description

Quantity Ordered

Price per Unit/Qty

Line Item Total Amount

Commodity / Service Description

Method of Procurement Description

State Term Contract Number

Agency Solicitation Number

FACTS Purchase Order Fields – Line Item Information

FACTS will display PO line item information located at the MFMP Line Item level.

FACTS will display the description for Method of Procurement and Commodity Code.

FACTS will display the MFMP Reference Number as Agency Solicitation Number.

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Purchase Order (Line Item - Split Accounting Information Fields)

Split Accounting Line Number

FLAIR Contract ID

Split Amount

FLAIR 29 Digit Account Code

Organization Code and Description

Object Code and Description

FACTS Purchase Order Fields – Line Item Information

FACTS will display line item information located at the MFMP split accounting level.

MFMP calculates Split Amount by (Qty, %, or $) and sends FACTS the Split Amounts associated with the line item.

FACTS Purchase Order Fields – Budget Information

FACTS receives the Fiscal Year from the MFMP PO and Account Codes (FLAIR 29-digit Account Code) from the MFMP line items.

FACTS will calculate the total Budgetary Amount for each FLAIR 29-digit account code associated to the PO.

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Purchase Order (Budget Fields)

Budgetary Amount

Account Code

Fiscal Year

FACTS will display the Budgetary Amount as a roll-up by Account Code and Fiscal Year.

FACTS will not correlate a PO’s 29-digit account codes with FLAIR.

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Purchase Order (Payment Information Fields)

Agency OLO

Purchase Order Number

Fiscal Year

Statewide Document Number

Agency Document Number

Vendor Name

Payment Amount

Account Code (FLAIR 29-digit)

Warrant Issue Date

FACTS Purchase Order Fields – Payment Information:

If the Pcard indicator is set to ‘Yes’ in MFMP, FACTS will display a message on the Payment Tab that this PO was paid with Pcard.

FACTS will display payment details based on information provided by MFMP.

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FACTS will receive three files nightly from MFMP:

1. Purchase Order Data File for POs issued after July 1 2013 – this report will contain the key fields for any of the previous day issued or updated POs.

2. Purchase Order Data File for POs issued before July 1 2013 - this report will contain data for POs issued prior to July 1, 2013 with payments issued after July 1, 2013.

3. Purchase Order Payment Data File– this report will contain key fields for PO payments issued (directly initiated through MFMP) after July 1, 2013.

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Purchase Order Data File for POs issued on/after July 1, 2013: FACTS receives the MFMP file nightly (Monday – Friday) containing

POs issued or updated the previous day prior to 11:59 p.m. ◦ Any POs issued after 11:59 p.m. are included in the next night’s file. ◦ Any POs issued on weekends are included in the Monday night file

received from MFMP.

If changes are made to a PO, FACTS will receive the (complete) newest version from MFMP that night and overlay any PO data in FACTS previously displayed.

FACTS will not maintain version history for Purchase Orders.

FACTS will receive a one time file from MFMP for POs issued July 1, 2013-August 29, 2013.

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Purchase Order Data File for POs issued before July 1, 2013:

To comply with Florida law, FACTS must display PO data for Orders issued prior to July 1, 2013 if a payment is made for that order after July 1, 2013.

FACTS receives the MFMP file nightly (Monday – Friday) containing POs issued prior to July 1, 2013 if a payment was issued after July 1, 2013.

If changes are made to a PO, FACTS will receive the (complete) newest version from MFMP that night and overlay any PO data in FACTS previously displayed.

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Purchase Order Payment Data File:

FACTS receives payment data from MFMP for payments initiated through MFMP.

Any payments made directly in FLAIR for Purchase Orders will not display in FACTS.

Any invoices marked “Paid in FLAIR” in MFMP will not display in FACTS.

Any orders marked as Pcard Orders will display a message on the payment tab stating the payment was made by Pcard.

FACTS will receive a one time file from MFMP for PO payments issued July 1, 2013-August 29, 2013.

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MFMP and DFS Payment Integration Process- Example:

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Day Activity

Day 1 Invoice Reconciliation is approved in MFMP

Day 1 A real-time interface sends the payment request to FLAIR

Day 1 FLAIR processes through Departmental

Day 2 -11 FLAIR processes through Central and Payment is issued (Note: if payment is selected for audit it can take up to 10 days to process through central FLAIR)

Day 3 –12 FLAIR sends MFMP payment information

Day 3 –12 MFMP associates the payment data with the Invoice/PO

Day 4 –13 MFMP sends FACTS the payment details with PO number

Day 4 –13 FACTS displays PO payment data online (New)

MarketView:

The Department of Management Services (DMS) intends to sunset the Purchase Order Information view in MarketView.

Starting in September 2013, once the FACTS purchase order functionality goes live, MarketView customers will be directed to FACTS for PO searches.

Historical PO information will no longer be available through MarketView, however, agencies can access PO information using MFMP System Search features, MFMP Analysis or MFMP Secure Reports.

The public can access historical PO information by completing a public records request.

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Other Considerations:

Agencies will have search/view only access to PO information in FACTS.

DFS will schedule a meeting with agencies not using MFMP to determine the best way to get their purchase order information into FACTS as required by law.

The DFS Auditing team will continue to utilize MFMP to conduct Purchase Order audits.

Review your agency’s transparency contacts list in FACTS to verify the contacts listed will support PO information requests by the public. Email FACTS.Info@myfloridacfo.com by August 5, 2013 with any updates.

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Steps Time Frame

Requirements and Design July 9, 2013

Development July 10, 2013- Aug. 5, 2013

System Test By Aug. 16, 2013

User Acceptance Test By Aug. 23, 2013

Demonstration (Webinar) August (Date TBD)

Website Go-live September 4, 2013

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FACTS Project website: http://www.myfloridacfo.com/Division/AA/FACTSReporting/default.htm

Email:

FACTS.Info@myfloridacfo.com

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