OBJECT CODE STANDARDIZATION PROJECT Impact Statement Form

Transcription

1 Form DOC 1. Agency ame Florida Department of Corrections OBJECT CODE STADARDIZATIO PROJECT 2. Contact ame 3. Contact Mike Deariso deariso.michael@mail.dc.state.fl.us 4. Contact Title o 5. Contact Phone umber Chief, Finance and Accounting (850) Impact to agency if request is not approved: X X Expenditure Reporting Business System Impact - ames of System(s): Other Please explain: 7. Impact Statement (Explanation of Impact to the agency include any concerns on timeline) 1. (2510xx, 3100xx, 4991xx) The Department of Corrections uses Statistical Analysis System (SAS) software to develop monthly management reports for each division within the agency. Additionally, the software is used to develop unique reports to track specific areas of interest as identified by management and other end users. The program uses data downloaded from Information Warehouse to organize and display the information in a manner that is easy for non-financial managers (Wardens and other department chiefs) to understand. The Department has developed numerous SAS reports, all of which heavily rely on object codes to ensure that expenditures are grouped correctly on the reports. The loss of certain unique object codes will create a significant burden in the re-code of the SAS reports as the current design does not acknowledge fields such as OCA, commodity code, external object codes, etc. Response: Agencies have the option to use other FLAIR fields to track additional details for expenditures (OCA, External Category, External Object, External GL, etc.). DFS will offer training related to reporting and the use of these codes. DFS is also working to include these fields in commonly used FLAIR standard reports and the FLAIR information warehouse. Agencies have ability to create variations of the standard reports with different sort functionality for agency specific reporting needs. Please see #8 below for the response to each requested 2. (51xxxx) The Department of Corrections and many other agencies utilize this series of object codes in order to drive non capitalized equipment to property pending (guns, cell phones) or ensure that non-capitalized equipment obligations are not paid out of capital categories and GL s. Equipment needs to be identified as such regardless of the capitalization requirements. The proposed alternative would require too many combinations of ORG and EO for this agency and others we have talked with to effectively manage. Response: The Statewide Expenditure Object Code List classifies expenditures related to purchases of property primarily based on the type of property items. Property items over the inventory threshold should be recorded using Object Code 51**** (Tangible Personal Property) as appropriate whereas items under the inventory threshold should be recorded using Object Code 34**** (Supplies) as appropriate. The statewide Object Code list includes an object code in the 5***** series for property attractive items to allow agencies to record property items under the inventory threshold that the agencies would like to track. As a result of these changes, agencies should provide proper training to staff responsible for recording and accounting of property items. 1

2 OBJECT CODE STADARDIZATIO PROJECT 3. We respectfully request the following items be assigned unique object codes. Response: Please see #8 below for the response to each requested 2

3 OBJECT CODE STADARDIZATIO PROJECT 8. Request for Statewide Object Codes (if applicable) Object Code Short Title Long Title Definition Justification Off Drug Offender Drug Treatment contracted community-based program costs that provide outpatient mental health/sex offender treatment services to felony offenders that outpatient programs that are court ordered for offenders under the department s supervision. The department will be unable to track this cost if it is not identifiable. Approved Y/ DFS Comments to Care/Subsistence - Medical - Vendor - Drug Trtmnt or Care/Subsistence - Medical - Client - Drug Trtmnt and consider using a different field in FLAIR to track expenditures Drug Facility Contracted Drug Facilities community-based residential prison diversion programs that provide a sentencing alternative for inmates and probationers attempting to reintegrate into society. Programs vary from nine to 28 months, depending on type of program participant. programs that are court ordered for the offender population which are under the department s supervision for inmates that are nearing release. The department will be unable to track this cost if it is not identifiable. to Care/Subsistence - Medical - Vendor - Drug Trtmnt or Care/Subsistence - Medical - Client - Drug Trtmnt and consider using a different field in FLAIR to track expenditures Drug on-secure Contract Drug substance abuse treatment of probationers attempting to reintegrate into society. These are short term residential substance treatment beds; six to eight months. short-term (non-secure) residential substance abuse treatment programs that are court ordered for offenders under the department s supervision. The department will be unable to track this cost if it is not identifiable. to 25xxxx Care and Subsistence proposed codes. 3

4 OBJECT CODE STADARDIZATIO PROJECT Drug Inm Std Cl Secure Contract Drug Treatment Inmate Clothing Standard Issue Uniforms Employee Uniforms Uniforms Employee Uniforms PROPC- BOOKS PROP OCAP- BOOKS/LIBRARY RESOURCES substance abuse treatment of probationers attempting to reintegrate into society. These are long term residential substance; more than eight months not to exceed 18 months. standard issue clothing provided to inmates. uniforms purchased by the Department to provide to new employees. uniform and shoe allowances provided by the Department to employees. books and library resources that do not meet the capitalization threshold long-term (secure) residential substance abuse treatment programs that are court ordered for offenders under the department s supervision. The department will be unable to track this cost if it is not identifiable. clothing use to inmate population. The department will be unable to track this cost if it is not identifiable. uniform purchases for newly hired certified staff. The department will be unable to track this cost if it is not identifiable. uniform and shoe allowances per department s policy. The department will be unable to track this cost if it is not identifiable. Accommodating OCO/expense category and property/expense GL requirements will necessitate numerous expansion options to be created (one for each org/fund/be combination) which will serve to confuse data entry processors. to Care/Subsistence - Medical - Vendor - Drug Trtmnt or Care/Subsistence - Medical - Client - Drug Trtmnt and consider using a different field in FLAIR to track expenditures. to Clothing/Uniform - on Employee. to Clothing/Uniform and Clothing/Uniform - on Employee. to Perquisites - Clothing/Uniform. to Supplies - Books. Agency can add a property item into the property system by assigning a property ID while using any object code. 4

5 OBJECT CODE STADARDIZATIO PROJECT PROPC- FEGE PROP OCAP- FURITURE/ EQUIPMET - GEERAL general furniture and PROPC- FEPHO PROP OCAP- FURITURE/ EQUIPMET - COMMUICATIO/ PHOE communications and phone system furniture and to 22xxxx Communications series. Agency can add a property item into the property system by assigning a property ID while using any object code PROPC-FOOD PROP OCAP- FURITURE/ EQUIPMET - FOOD SERVICE food service furniture and 5

6 OBJECT CODE STADARDIZATIO PROJECT PROPC-MAI PROP OCAP- FURITURE/ EQUIPMET - MAITEACE maintenance furniture and PROPC-A/V PROP OCAP- FURITURE/ EQUIPMET - AUDIO/VIDEO audio/video furniture and to Supplies - Audio/Visual. Agency can add a property item into the property system by assigning a property ID while using any object code PROPC-EDUC PROP OCAP- EDUCATIOAL educational furniture and 6

7 OBJECT CODE STADARDIZATIO PROJECT PROPC-MED PROP OCAP- MEDICAL medical furniture and PROPC-AGRI PROP OCAP- AGRICULTURAL agricultural equipment that does not meet the capitalization threshold PROPC-ITGE PROP OCAP- IFORMATIO TECHOLOGY - GEERAL information technology furniture and equipment of a general nature that does not meet the capitalization threshold to Supplies - Information Tech and Supplies - Information Tech Equip. 7

8 OBJECT CODE STADARDIZATIO PROJECT PROPC- ITCOM PROPC-ITSER PROPC-ITPC PROP OCAP- IFORMATIO TECHOLOGY - COMMUICATIOS PROP OCAP- IFORMATIO TECHOLOGY - SERVERS PROP OCAP- IFORMATIO TECHOLOGY - PERSOAL COMP communications equipment that does not meet the capitalization threshold servers that do not meet the capitalization threshold personal computers that do not meet the capitalization threshold to Supplies - Information Tech and Supplies - Information Tech Equip. to Supplies - Information Tech and Supplies - Information Tech Equip. to Supplies - Information Tech and Supplies - Information Tech Equip. 8

9 OBJECT CODE STADARDIZATIO PROJECT PROPC- MVFIRE PROP OCAP- MOTOR VEHICLE - FIREFIGHTIG law enforcement vehicles that do not meet the capitalization threshold to Supplies - Vehicles. Agency can add a property item into the property system by assigning a property ID while using any object code PROPC-LAB PROPC-LE PROP OCAP- LABORATORY PROP OCAP- LAW EFORCEMET laboratory furniture and law enforcement furniture and 9

10 OBJECT CODE STADARDIZATIO PROJECT PROPC-ART PROP OCAP- ART WORK art work that does not meet to Supplies - Office - on-consumable. THE FOLLOWIG CERTIFICATIO MUST BE COMPLETED BY THE AGECY S DIRECTOR OF ADMIISTRATIO OR DELEGATE. I hereby certify, to the best of my knowledge, that the information provided above is true and correct. Printed ame: Michael Deariso Signature: Michael Deariso Title: Chief of Finance and Accounting (Delegate for Mark Tallent) Phone umber: Date Signed:5/2/