Greetings! you are receiving this information as your organization’s Agency Liaison for Florida PALM. The Florida PALM Team will be sharing Project information with you on a regular basis. Please make sure this information is shared within your organization as appropriate (e.g., newsletters, targeted communications, meetings). The channel and timing of message dissemination up to you, however, it may be helpful to distribute different components of the message throughout the quarter.
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All in, Every Wave,
Every Agency!
Florida PALM’s implementation approach has been re-imagined. We will transition to Florida PALM in a series of waves to replace financial management functions. In 2021, all agencies will use Florida PALM for cash management system (CMS) functionality; in 2022, all agencies will use Florida PALM for Central FLAIR functionality; in 2024, all agencies will use Florida PALM for payroll (January) and Departmental FLAIR (July) functionality. The State will have a total of four waves to replace the 1) CMS, 2) Central FLAIR, 3) Payroll, and 4) Departmental FLAIR functions. This shift in approach and schedule is a positive change for the State and will provide us with additional time to prepare for and complete our internal operational changes and activities. If you have suggestions about what needs to change in order to prepare ourselves for Florida PALM, contact one of our Change Champions and share your ideas!
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Open House
Our agency attended the Change Champion Network Open House in January. We met the Florida PALM Team, saw software demonstrations, and learned how other agencies are communicating about Florida PALM. We also met Deputy CFO and Executive Project Sponsor, Scott Fennell, and Project Director, Melissa Turner to hear about the revised implementation approach for the Solution. Let the Change Champion Network know if you have questions. We can fill you in. We toured the Florida PALM offices; it was great to see and experience the collaborative nature and excitement from the Florida PALM Team.
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PALMcast Episode #1
Florida PALM is providing a new way to stay in touch with the Project. A brand-new podcast series is available on the Florida PALM website. “PALMcast” will host guest speakers to discuss their perspective and experience on a variety of financial management and Project-related topics. The first episode is available on the
Project’s website
and features Scott Fennell, Deputy CFO and Florida PALM Executive Project Sponsor.
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Training Approach
The Florida PALM approach for training is to plan, create, and deliver training that includes input from state agencies. We may be asked to provide input and feedback on Florida PALM training materials as they design and create content. That time frame will be planned for summer 2020. End user training will begin in April 2021 and will continue after go-live as we use Florida PALM. Our agency will supplement Florida PALM training materials to address our specific training needs, answer questions specific to our agency, as well as train end users on the use of Chart of Accounts values.
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Working in Parallel
While our agency is transitioning to Florida PALM in 2021 for cash management system (CMS) functionality, we will continue to collaborate with the Florida PALM Team on design and implementation tasks for subsequent waves. This means, we may be asked to give input on functionality that will be implemented in the Central, Payroll, and Departmental Waves. Thank you in advance for working on and planning for the State’s successful transition. If you are not clear on requests from Florida PALM, please reach out to me as our Change Champion Network Agency Liaison.
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CMS Wave Office Hours
CMS Wave Office Hours are being held to share high-level information about the CMS Business Processes, related interfaces, and configurations. This is an opportunity to ask questions about the CMS business processes, their identified interfaces, and configurations. The Florida PALM Team, in collaboration with DFS partners, will be migrating data from the Treasury cash management applications and thus, there are no conversion activities for agencies during the CMS Wave. Materials for the Office Hours are posted on the
Project’s website
.
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Updating Processes and Procedures
We are participating in an important step towards our transition to Florida PALM by reviewing our agency’s procedure materials used to on-board, train, and support users in Florida PALM. Prior to our transition in 2021, we will create an inventory of procedure documents that will need updating to reflect our use of Florida PALM for cash management functions. In addition, the Florida PALM Team will be hosting Change Impact Workshops to help us identify and understand how transitioning to the new system may impact our current cash management processes and procedures.
(Agency CCN to insert how they plan to do their inventory and review, who will be involved, when, etc.)
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For over a year, we have partnered with the Florida PALM Team to create a new statewide Chart of Accounts (COA). The COA is the accounting structure that replaces the current 29-digit Account Code in Central FLAIR, as well as data elements such as Other Cost Accumulator (OCA) in Departmental FLAIR. In Florida PALM, the COA will be a single accounting structure with both statewide and agency-specific ChartFields. The COA has a statewide impact and is a major configuration element of Florida PALM. The COA Structure Overview can be found on the
Solution page on the Project’s website.
(Agency CCN to add their approach to communicate the COA changes to their agency)
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Interface Activities
Interfaces are connections through which systems exchange data. We are in the process of identifying interfaces that will connect with Florida PALM to support our cash management transactions when we transition in July 2021. Florida PALM
Interface layouts have been provided to our agency so we can begin to design, document, build, and internally test our agency’s interfaces for the upcoming waves. We will be invited to participate in interface meetings planned for spring 2020. The goal of the interface activities is to have our cash management interfaces ready for testing with Florida PALM by fall
2020.
(Agency CCN to add how they are sharing the interface list within the org, or who to contact to find out more)
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Configuration Activities
Florida PALM will be configured for the State of Florida with statewide and agency-specific information prior to go-live. We will be working with the Florida PALM team to make sure the information we use will be available for each wave. Configuration activities will define our agency-unique Chart of Account values in the Payroll and Departmental Waves. We were invited to participate in CMS Wave Office Hours scheduled for April 1-8. During these office hours, our agency learned about the available CMS Wave configuration items. The outcome of configuration activities is a list of proposed agency-specific values for configurable items in Florida PALM
.
(Agency CCN to add how they will share the final config values to knowledge across the organization.)
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Thank you,
Florida PALM Project
Florida Department of Financial Services
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Download
CFO Patronis’ Hurricane Financial Preparedness Toolkit
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