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New DMS Commodity Codes July Enhancements

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Commodity Code Project: In July, the Department of Management Services

(MyFloridaMarketPlace) is transitioning commodity codes from 6 digits to 8 digits to adopt the UNSPSC (United Nations Standard Products and Services Code®) Codes

FACTS and the FLAIR PCard Module are the only DFS systems that utilize the commodity codes

In June, commodity codes will be disabled in the FLAIR Pcard Module

In July, FACTS will incorporate the new commodity codes, but will not convert codes on any agreements

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In July, FACTS will incorporate the new 8 digit UNSPSC commodity code

FACTS Users that manually enter agreements will be required to use the new codes at go-live

FACTS Batch users will be able to send new or old commodity codes until December 2014

For search purposes the old commodity codes will be crosswalked to the new commodity codes in FACTS. Users will search for the new codes or categories and results will be returned for contracts that contain either old or new codes

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Search and Display

FACTS will add the crosswalk of new commodity codes to existing agreements using a MFMP provided crosswalk file

FACTS will store both the old and the corresponding new codes for all existing agreements for searching purposes only

The Deliverables Tab on Contracts, Grant Disbursements Agreements, and Purchase Orders Details page will display the actual entered Commodity/Service Type Code (new or old) and description

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Search and Display Continued

The FACTS Main and Advanced Searches will allow you to search only by the new codes, but search results will return both new or old codes that match or crosswalk to the selected category/codes

FACTS Basic Search will provide a drop down option to

choose from the 50+ MFMP code categories FACTS Advanced Search will provide a search box to

type in the new code if known

A new pop-up search window will allow users to search for new codes by name or number. The pop-up search box will allow users to select multiple codes

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FACTS Batch Processing The FACTS agency batch files will continue to provide

commodity code in the same field

FACTS will accept either the new or the old codes until December 2014

Commodity Code 999999 Contract Wide Consequences is being changed to 00000000 – Contract Wide Consequences

Agencies can request access to DMS FTP site to receive the commodity code file

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FACTS Manual Processing After go-live, FACTS web interface will allow only the

new commodity codes to be used on new Contracts and Grant Disbursement Agreements

Updates to the existing Contracts and Grant Disbursement Agreements deliverables will require the new commodity codes

*Reminder: Batch processing will continue to allow either old or new codes until December 2014

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MFMP Purchase Orders FACTS will continue to display the commodity codes as they are sent by MFMP

MFMP Resources: Commodity Code Project website

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/current_projects/myfloridamarketplace_commodity_code_standardization_project

Email myfloridamarketplace@dms.myflorida.com

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◦ New End Date Field ◦ Amendment Order Field ◦ Skip to the End Button on Edit Pages ◦ Account Code Search Function on the Budget

Page ◦ Agency Inquiry Only Role

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Currently Agencies enter a New Ending Date on Amendment Records in FACTS

FACTS is systematically calculating the end date based on the last amendment record

Agencies need the ability to record an end date and continue to enter additional Amendment Records without affecting the end date of the contract.

In July, Agencies can enter a New End Date in the Main Information section just below the Original End Date field

When an agency amends an agreement’s end date the New End Date field will need to be updated

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FACTS online users will see a reminder displayed on the agreement’s (amendment) Contract/Grant Disbursement Change page to update the New End Date field

FACTS batch users - The New End Date field is being added to the end of the FACTS Contract-Grant Disbursement Main Record Info Batch Upload File Format

FACTS Reports will use the New End Date field for the “View Contracts/Grant Disbursement with Past End Date” report and “Contract Summary Form”

At go-live FACTS will populate (a one time occurrence) the end date for all active contracts and grant disbursement agreements with the largest end date on the original end date or amendment records into the New End Date field 17

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Amendment Order field is being added to both the Contract and Grant Disbursement Change pages

This field will be used to order the amendments display on the webpage and the “Contract Summary Form”

FACTS Batch –Amendment Order data element will be added to the end of the existing Contract Change Record (Record Type = “CTCH”) ◦ This should be a whole number (integer) and is optional. ◦ The existing feed will continue to work ◦ If provided, FACTS will utilize this field to order the

Contract Change records for display on Contract Details page and on the Contract Summary Form for agency use

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FACTS is adding a “Skip to the End” button on all edit pages

When a FACTS user is editing data on a page, clicking

the “Skip to the End” button would save the data and return the user to the “View to Finish” page without having to go through all of the other data edit pages

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FACTS is adding an Account Code Search function the Budget Page

FACTS user will be able to search for and select their

agency’s valid account codes

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FACTS is adding an Agency Inquiry Only role will allow view only access (without add/update) to pending contracts, grant disbursement agreements and grant award pages

This role will also have access to: ◦ View Unfinished Contract/Grant Disbursement Entries ◦ View Active Contract/Grant Disbursement with Past Due Date ◦ View Contract/Grant disbursement with Inactive Vendor ◦ View Unfinished Grant Award Entries ◦ View Grant Award with Past Due Date ◦ View Active Grant Award with Inactive Grantor reports ◦ View agency agreements marked ‘do not display on website’ ◦ Print the Contract Summary Form

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Agencies must review the list of current FACTS users at least quarterly and determine what level of access is needed for these users

To request changes/new user access complete the DFS-A0-2101 FACTS User Account Request Form

Email Completed forms to FACTS.Info@myflordacfo.com

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Email: FACTS.Info@myfloridacfo.com Website:

http://www.myfloridacfo.com/division/AA/FACTSReporting/default.htm

Next Steps: Disable commodity code in FLAIR Pcard - June 20, 2014 FACTS Enhancements go-live – July, TBD (AA Memo) All FACTS changes will continue to be communicated

through the FACTS Release Notes

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