Florida Department of Financial Services Florida Accountability Contract Tracking System (FACTS)

Transcription

1 Flrida Department f Financial Services Flrida Accuntability Cntract Tracking System (FACTS) Agreement Agency FTP Batch Transmissin User Guide July 2014

2 Table f Cntents Intrductin:... 3 Agency Assumptins:... 3 References:... 3 Agency Batch Transmissin:... 3 Lading:... 4 Batch Imprt File Frmat Tables... 4 Main Infrmatin Recrd... 4 AMND Amendment Infrmatin Recrd... 7 GNTR Grantr Infrmatin Recrd... 8 LOCR Letter f Credit Infrmatin Recrd... 9 CTSH Additinal Cst Sharing Infrmatin Recrd... 9 CSFA CSFA Infrmatin Recrd CFDA CFDA Infrmatin Recrd AGMT Assciated Agreement Infrmatin Recrd Errr File Infrmatin FACTS Cde Validatin Tables /2/2014 4:13 PM 2 f 12

3 Intrductin: Department f Financial Services The Agency Batch Transmissin prcess is used when the agency has a high vlume f grant award recrds (hundreds r mre) and is lking fr a technical FACTS lading slutin. The agency will generate a Batch file in this frmat and with the prescribed file name that an agency can transmit using sftp t FACTS. This requires the agency t request a sftp accunt thrugh FACTS.Inf@MyFlridaCFO.cm. Agency Assumptins: Agencies shuld adhere t the fllwing assumptins. 1. The Agency has identified their Agency s Pint f Cntact (POC) and Technical Pint f Cntact (TPOC) 2. The Agency has secure File Transfer Prtcl (sftp) sftware t retrieve and transmit data files (required fr Agency Batch Transmissin nly). Cntact agency technical staff technical staff if using earlier versins f Micrsft Operating System and sftware r if nt familiar with sftp sftware. 3. The Agency has requested a secure File Transfer Prtcl (sftp) accunt thrugh FACTS.Inf@MyFlridaCFO.cm t retrieve and transmit data, if this ptin is selected fr the agency. References: Agencies shuld utilize the fllwing additinal dcuments t supprt FACTS prcesses. 1. Department f Financial Services FACTS Cde Validatin Tables 2. Department f Financial Services FACTS User Manual Agency Batch Transmissin: FACTS expects the batch data fr infrmatin in ne flat file. The file shuld be a delimited file. The clumn delimiter shuld be (ne pipe) and the new line (carriage return) shuld be rw delimiter. This file shuld cntain the Main recrd (One t One relatinship data nt repeated fr a grant award) and then all the children recrds (One t Many relatinship data may be repeated fr a grant award) just after the Main recrd. The children recrds can be in any rder but shuld be gruped tgether. When updating/adding any f these children recrds (Grantr, Letter f Credit, CFDA, CSFA, Cst Sharing, Assciated Agreement infrmatin), prvide the entire set fr the. Refer t the Batch Imprt File Frmat tables belw fr field/clumn data requirements fr each rw. Rw 1 - MAIN = Recrd Type Rw 2 - AMND = Change/Amendment, if applicable Rw 3 - GNTR = Grantr Inf 7/2/2014 4:13 PM 3 f 12

4 Rw 4 - LOCR = Letter f Credit & Sub Accunt Inf, if applicable Rw 5 CTSH = Additinal Cst Sharing Infrmatin, if applicable Rw 6 - CSFA = CSFA Inf, if applicable Rw 7 - CFDA = CFDA Inf, if applicable Rw 8 AGMT = Assciated Agreement Infrmatin, if applicable Each time recrd type f MAIN is encuntered, FACTS recrds ne grant award recrd and its assciated children recrds / rw (AMND, GNTR, LOCR, CTSH, CSFA, CFDA and AGMT). There des nt have t be all the different children recrds /rws fr each MAIN, hwever, all the fields fr each children recrd used must be in the file even if it cntains blanks. Lading: A. Cnfigure the agencies lcal system t exprt data accrding t the frmat in the Batch Imprt File Frmat Tables FACTS File Frmat fr Agencies dcument. Remember t save the file with the prper frmat and naming cnventin, Batch_OLO number_date cde (e.g. Batch_830000_2012_03_31). B. Transmit the batch file with the Agency s sftp client sftware, user name and passwrd prvided by FACTS.Inf@MyFlridaCFO.cm. C. The sftp client will prvide a cnfirmatin that the file was transmitted successfully r a ntificatin that an errr ccurred. If an errr was experienced in saving the Agency Batch data lad, investigate and resubmit prir t 5 PM. D. All Batch data lad files will be prcessed between the hurs f 5:00 PM and 6:45 PM. The infrmatin will be validated and laded int the FACTS website database. If an errr is encuntered it will be written in an utput lg file and placed n the errr screen f the web applicatin. E. Essential infrmatin is passed thrugh as a secnd batch lading prcess t FLAIR. If errrs are encuntered the errrs will be captured in the same utput lg file described in the earlier paragraph. F. Valid data laded under the batch prcess will be in FLAIR within 24 hurs frm the time the web system prcesses the batch file. Lading prcesses are scheduled t run n regular wrking days. G. All errrs encuntered during the batch prcess will be psted by 5 AM the next business day. Batch Imprt File Frmat Tables Main Infrmatin Recrd Recrd Type case f cde Text 4 MAIN Always pass this value fr Main Infrmatin 7/2/2014 4:13 PM 4 f 12

5 case f cde Actin Text 4 ADD When Adding a new Grant Award UPD When Updating an existing NONE - When Updating/Adding an existing Grant Award s children. Required Cmments When NONE, nly FLAIR Agency Identifier (OLO) and Identifier are required. FLAIR Agency Identifier (OLO) Identifier (Grant Number) s Shrt Title s Lng Title Grant Reference Number s Descriptin Original Grant Award Amunt Date f Award Original Funding Start Date Original Funding End Date Text 6 Text 5 Text 10 Text 60 Text 5 N Text 2000 Numeric 13.2 Can be zer, if grant funds nt knwn at the date f award N Grant Type Text 1 F Blck/Frmula Grant P Prject Grant E Entitlement Grant D Discretinary Grant C Cperative Agreement 7/2/2014 4:13 PM 5 f 12

6 Grant Dcument Number Required case f cde Text 50 Grant Status Text 2 A1 Anticipated Award A2 Apprved Award IP Inactive Pending Prperty Actin IR Inactive fr Onging Reprting CL Clsed Agency Grant Manager Name Text 31 Agency Grant Manager Phne Number Agency Grant Manager s address Agency Grant Fiscal Cntact Name Agency Grant Fiscal Cntact Phne Number Text ( ) 10 N Text 50 N Text 31 N Text ( ) 10 N Cmments Agency Grant Fiscal Cntact e- mail address Grant Federal Cntact Name Grant Federal Cntact Phne Number Grant Federal Cntact address Eligible fr Indirect Cst Text 50 N Text 31 N Text ( ) 10 N Text 50 N Text 1 Y N N N Defaults t N 7/2/2014 4:13 PM 6 f 12

7 Indirect Cst Surces - Salary, Wages & Fringe Indirect Cst Surces - Payment t Sub-Recipient Indirect Cst Surces - Direct Cst Indirect Cst - Cmment Revised Funding Ending Date case f cde Text 2 Y N N NA Nt Applicable Text 2 Y N N NA Nt Applicable Text 2 Y N N NA Nt Applicable Text 2000 N Required Cnditinally required Cnditinally required Cnditinally required Optinal Cmments Defaults t NA, hwever if the Eligible fr Indirect Cst field = Y, at least ne Y must be prvided fr the three Indirect Cst Surces fields Defaults t NA, hwever if the Eligible fr Indirect Cst field = Y, at least ne Y must be prvided fr the three Indirect Cst Surces fields Defaults t NA, hwever if the Eligible fr Indirect Cst field = Y, at least ne Y must be prvided fr the three Indirect Cst Surces fields T recrd the Grand Awards Revised Funding Ending Date n the Main Recrd. AMND Amendment Infrmatin Recrd Prvide nly the recrds that need t be added r updated. Fr example if a has three Amendments, and there is an update in the secnd Amendment then the recrd fr that Amendment nly needs t be prvided. Fr any updates, the Agency Amendment Reference must exist fr the. Agency Amendment Reference must be unique fr amendments f a. Recrd Type case f cde Text 4 AMND Always pass this value fr Amendment Infrmatin 7/2/2014 4:13 PM 7 f 12

8 case f cde Actin Text 3 ADD Adding a new Amendment UPD Updating an existing Amendment Required Cmments Agency Amendment Reference Amendment Effective Date Amendment Amunt Text 8 Numeric 13.2 N Can be a zer, psitive r negative amunt Revised Funding Start Date Revised Funding End Date Change Descriptin Amendment Order N N Text 60 N Numeric 8 N Defaults t zer GNTR Grantr Infrmatin Recrd Recrd Type case f cde Text 4 GNTR Always pass this value fr Grant Award Grantr Infrmatin. s Grantr Id Text 21 This shuld be a valid FLAIR cde n FLAIR s vendr r accunt descriptin file. This will be validated. 7/2/2014 4:13 PM 8 f 12

9 LOCR Letter f Credit Infrmatin Recrd Recrd Type Letter f Credit Number Sub Accunt Number Type Size Allwed values (in case f cde Text 4 LOCR Always pass this value fr Letter f Credit Infrmatin Text 15 Text 15 N CTSH Additinal Cst Sharing Infrmatin Recrd Recrd Type Cst Sharing Surce Maintenance f Effrt Type Size Allwed values (in case f cde Text 4 CTSH Always pass this value fr Additinal Cst Sharing Infrmatin Text 1 F - Federal Gvernment L - Lcal Gvernments S - State f Flrida P - Private (prfit and nnprfit) O - Other State Gvernment(s) Text 1 Y N N N Defaults t N Matching Text 1 Y N N In-Kind Text 1 Y N N N N Defaults t N Defaults t N Additinal Cst Sharing Cmments Text 2000 N 7/2/2014 4:13 PM 9 f 12

10 CSFA CSFA Infrmatin Recrd Recrd Type s CSFA Cde case f cde Text 4 CSFA Always pass this value fr Grant Award CSFA Infrmatin Text 6 Please see the validatin tables fr FACTS fr cde details. This shuld be a valid FLAIR CSFA cde. This will be validated. CFDA CFDA Infrmatin Recrd Recrd Type s CFDA Cde case f cde Text 4 CFDA Always pass this value fr Grant Award CFDA Infrmatin Text 6 Please see the validatin tables fr FACTS fr cde details. This shuld be a valid FLAIR CFDA cde. This will be validated. AGMT Assciated Agreement Infrmatin Recrd Recrd Type Assciated Agreement Type FLAIR Agency Identifier (OLO) case f cde Text 4 AGMT Always pass this value fr Grant Award s Assciated Agreement Text 2 CN Cntract/Grant Disbursement GA - Grant Award Text 6 Infrmatin 7/2/2014 4:13 PM 10 f 12

11 Agreement ID (Cntract ID r Grant ID) case f cde Text 5 Either Cntract ID r Grant ID must be prvided. The Cntract ID must exist in FACTS The Grant ID must exist in FACTS Errr File Infrmatin Upladed files will be prcessed nightly. The results will be returned via an errr lg available either via FTP r the Web interface. Recrds that did nt cntain an errr will nt be placed int the file. Recrds that resulted in an errr will be placed int the file in their entirety with the exceptin f Manager infrmatin which will be blanked ut. Errr lgs will use the fllwing naming cnventin: FilenameRecieved_YYYYMMDD_HHMMSS_GrantAwards_Lg.txt The resulting errr recrd will be frmatted as: Errr: Errr Descriptin Delimited recrd received In cases where the Main recrd results in an errr child, recrds fr that Main recrd will nt be prcessed and will be put int the errr file with the errr descriptin that their Main grant award recrd had errrs. FACTS Cde Validatin Tables Reference the FACTS Validatin Tables fr details. 7/2/2014 4:13 PM 11 f 12

12 Revisin Cntrl Name Actin Date Vivek Natani Initial Draft 1/3/2014 Bill DuBse Revised frmat 1/15/14 Bill DuBse Verified with current frmat 2/3/14 Bill DuBse Include Revised Funding Ending Date n the Main Recrd and Amendment Order n the Grant Award Amendment Infrmatin Recrd 6/12/14 7/2/2014 4:13 PM 12 f 12