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Overview

FACTS Grant Agreements Approach

Grant Disbursement Agreements Demo

Timeline

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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.

Project Phases:

Phase 1 – Develop the web-based application (Complete)

Phase 2 – Budget and Disbursements (Complete)

Phase 3 – Compliance/Audit Reporting (Complete)

Phase 4 – Contract Images (Testing Phase)

Phase 5 – Grant Agreements (Design Phase)

Phase 6 – Purchase Order Information (Testing Phase)

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Grants Policy Workgroup established March 2013

Policy Workgroup Meetings held March 2013– May 2013

Policy Workgroup – Agencies Represented:

◦ Agencies for Persons with Disabilities

◦ Dept. of Agriculture

◦ Dept. of Health

◦ Dept. of Transportation

◦ Dept. of Law Enforcement

◦ Dept. of Financial Services

◦ Dept. of Environmental Protection

◦ Dept. of Juvenile Justice

◦ Dept. of Elder Affairs

◦ Dept. of Revenue

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◦ Div. of Emergency Management

◦ Dept. of Economic Opportunity

◦ Dept. of Education

◦ Dept. of Legal Affairs

◦ Dept. of State

◦ Fish and Wildlife Commission

◦ Dept. of Corrections

◦ Dept. of Children and Families

◦ Dept. of Management Services

Policy Workgroup discussed the fields needed in FACTS and FLAIR to support grant awards and grant disbursement agreements.

Policy Workgroup identified policy decision points to support grant information in FACTS and FLAIR

Policy Workgroup Guiding Principles:

◦ Reduce/ Eliminate the need for duplicate entry between FLAIR and FACTS

◦ Create a process that is easy to use and your agency is familiar with today

◦ Utilize new tools

◦ Maintain data integrity

◦ Support agency reporting requirements

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Policy Workgroup confirmed Grant definitions:

Grant Award Agreements - The receipt of grant dollars by a reporting entity that are either federal or state financial assistance, local governments, or grant funding by a non-governmental entity.

Grant Disbursement Agreements – Contracts for the expenditure of funds associated with either a Catalog of Federal Domestic Assistance (CFDA) number; a Catalog of State Financial Assistance (CSFA) number; or a grant from a local government, or a non-governmental entity to a recipient or sub-recipient by the reporting entity. These contracts are identified using the vendor checklist to classify them as sub recipients.

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Held Agency Grants Workshop June 21, 2013

Posted draft Grants Functional Requirements Document June 2013

Met with agencies and responded to Agency Impact Statements July – August 2013,

New Functional Requirements for Grant Awards include:

◦ New Reference Number Field for Grant Awards

◦ New Security restrictions for FACTS Grant Award users

View Final Grants Functional Requirements document online at http://www.myfloridacfo.com/division/AA/FACTSReporting/FloridaAccountabilityContractTrackingSystemFACTSProjectDocumentation.htm

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September 2013 Policy Workgroup confirmed a implementation approach for Grant Awards and Disbursements

Only a few changes are needed to support agencies entering Grant Disbursements Agreements in FACTS

Agencies have over 9,000 Grant Disbursement Agreements in FACTS today

Phase 5 Grants split into two parts:

◦ 5A – Grant Disbursement Agreements

Go-live October 2, 2013

◦ 5B – Grant Award Agreements

Go-live 2014

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Grant Disbursement Agreements

All agreements meeting the Grant Disbursement Agreement definition and in accordance with F.S. 215.985 will be maintained in FACTS

Use the Existing FACTS Contract Fields to record Grant Disbursement Agreements in FACTS.

Use the vendor checklist to identify vendors as sub-recipients. http://www.myfloridacfo.com/Division/AA/Forms/DFS-A2-NSFSAAChecklist-NonState.docx

Use the Existing FACTS file layout for upload and batch process

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Grant Disbursement Agreements:

Field not editable once the Contract/Grant Disbursement Agreement is finished or published:

o Date of Execution

Fields will continue to be editable once the Contract/Grant Disbursement Agreement is finished or published:

o Original Contract Amount

o Date of Beginning

o Original Ending Date

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Grant Disbursement Agreements:

Two Recipient Types will be inactivated in FACTS and FLAIR:

o No Sub-recipient (Federal Financial Assistance Only)

o Sub-recipient (Federal Financial Assistance Only)

Two Recipient Types will be added in FACTS and FLAIR:

o K – Private Universities (In or Out of State)

o L – Legislature

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Grant Disbursement Agreements

If Contract Type is Grant Disbursement Agreement (GA) then “Contract Involves State or Federal Financial Assistance” will default to “Yes” on the Main Contract Information page.

Inactivate Administrative Cost Percentage field on the batch file and removed on Main Contract Information entry page.

Agency Contract Manager Phone Number, change from required to optional on the Contract Main Information page

Agency Contract Manager’s e-mail address, change from required to optional on the Contract Main Information page

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Grant Award Agreements – Go-live 2014

Create new fields to support Grant Awards Agreements in FACTS

Create new FLAIR Grant Information file and establish integration with FACTS

New Linking Functions for all agreement types in FACTS

New Security Access for FACTS Grant Award users. Specify Grant Award users from other users in FACTS

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Add a new Contract or Grant Disbursement Agreement from the Dashboard

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Fill in details for your Grant Disbursements

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Manager Phone Number and Email are optional.

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Fields not editable are grayed out

FACTS feeds FLAIR the following fields for Grant Disbursement Agreements:

OLO

Contract ID Number

Short Title

Long Title

Contract Status

CFDA Code (first occurrence)

CSFA Code (first occurrence)

Note: These same fields are sent for Contracts today

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FLAIR feeds FACTS the following information for Grant Disbursement Agreements : Vendor Information from Statewide Vendor files CFDA and CSFA Codes Payment Information:

Statewide Document Number Agency Document number Grantor Name Amount Account code Voucher Date

Note: These same fields are sent for Contracts today.

Grant Disbursement Agreement payments must include a FLAIR Contract ID so that payments are displayed in FACTS

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Next Steps Timeframe

Testing- Grant Disbursement Agreement Changes

September 30, 2013

Agencies utilize new file structure for anything submitted

After October 1, 2013 5:01 p.m.

Go-live October 2, 2013

DFS Training for new Grant Disbursement FACTS Users

October 10, 2013 9:00-11:00 a.m. October 15, 2013 9:00-11:00 a.m.

All Grant Disbursement Agreements in FACTS

January 15, 2014

Auditing will require that all contract summary forms be printed from FACTS

March 3, 2014

Consideration of elimination of the summary form and replacing with the “certification statement” for services rendered.

Fall 2014

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Register for Training at https://apps8.fldfs.com/lms/Home.aspx

Search for “FACTS Grant Disbursement Training”. Training will be held at DFS.

Email FACTS.Info@myfloridacfo.com to request additional training.

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Next Steps Timeframe

Design October

System Development November - January

Policy Workgroup – Conversion Planning Meeting

December

Testing January-March

Workshops for Conversion January-March

Go-live TBD

Additional Questions? Email FACTS.Info@myfloridacfo.com