Post on 13-Jan-2016
NOAA ResearchNOAA ResearchFinancial Data Management SystemFinancial Data Management System
Nancy Soreide and Cindy Loitsch
OAR/PMEL
NOAA Tech 2002, Oct 23-25, 2001, Silver Spring, MD
NOAA Research Financial Data NOAA Research Financial Data Management System (FDMS)Management System (FDMS)
Designed to meet the financial data management needs of NOAA Research laboratories and program offices located throughout the country.
ARL Field Offices
FDMS OverviewFDMS Overview
Administrative staff input budget and administrative information using forms
NOAA-level FIMA and CAMS financial systems are integrated through automated downloads
Data and reports are available on-line in realtime
Features for Managers and Features for Managers and Administrative OfficersAdministrative Officers
Supports NOAA Research business practices
Obligation data available in realtime• For budget and program planning within an Office
FDMS Queries• Reports can be customized by the user• Data can be searched and sorted
– by organization code, FMC#, PPA, Line Item, Project No, etc.
• Questions answered on-line with reports and queries
Features for Administrative staffFeatures for Administrative staff Data entry is streamlined
• Screens intuitive and easy to navigate• Defaults selectable from popup menus, etc.• Twenty-two functional units
– Commitment data (Travel, Requisitions, Credit Cards, BPO), Project funding functions, Labor, FIMA reconciliation
Documentation and support • User handbooks and on-line documentation• Email help desk via web form• Up-to-date web site with status, documentation, help, etc.
Forms• Travel orders, requisitions, etc. generated in hardcopy for
signature as information is entered
Data queries• Data sorts, searches and queries for each module
Features for Features for NOAA Research ManagersNOAA Research Managers Utilizes off-the-shelf software
• Microsoft Access / SQL Server database• Facilitates software maintenance and upgrades
Enhancements • Enhancements can be made easily • Enhancements will be approved by the OAR AO Council
SuperFDMS• Consolidates financial data for all Operating Units• Handles many queries that HQ previously tasked the
Offices with• Accessible through secured web pages
Allowance Advice (OR&F) and Overhead: Addresses the movement of Congressionally appropriated NOAA funds into Labs and between projects in the Labs, as well as the movement of funds for fixed overhead costs
Reimbursables (A&R): Addresses the movement of non-NOAA funds for specific projects
FUNDING
Employee Unit: Contains employee-related information for use in other Units
Maintenance Unit: Contains lab-specific information for use in other Units
COMMITMENT UNITS
FDMS Reports Unit: Contains printable reports with data from both individual Units and combined data from more than one Unit
Requisitions: Tracks creation of Requisitions to purchase goods or services not procured by BPO, Credit Card, etc.
Blanket Purchase Orders (BPO): Tracks creation of Blanket Purchase Orders to purchase goods and services associated with specific projects
Shop Charges: Tracks shop staff charges for the Engineering Division. NOTE: This unit may not be needed in all Labs.
VAX Charges: Tracks costs associated with use of the central computer (VAX). This unit may not be needed in all Labs.
Miscellaneous Expense: Allows entry of documents from a source other than the FIMA download or other FDMS Units.
Query Tool: Allows User to query FDMS Operating Units to create ad hoc reports not included in Reports Unit.
FDMS Division Reports Unit: Contains printable reports with data for a User’s Division from both individual Units and combined data from more than one Unit
ADMINISTRATIVE UNITS PROJECT FUNDING UNITS PROJECT UNITS
REPORTING UNITS
Credit Card: Tracks credit card spending and line item approval
Projects: Allows user to set up new Allowance Advice / Overhead and Reimbursable Projects
Groups Unit: Allows admin staff to set up FDMS Unit Groups and select which Units a User can access
ACC Projects Unit: Allows User to quickly enter multiple projects
Historical FIMA Reports: Contains historical FIMA data from 1991 to 1999
Travel: Tracks employee travel expenses
FIMA Other Objects Notes Unit: Used in conjunction with Reports Unit
FIMA Other Objects Viewer: Allows user to view FIMA data (other than Labor)
MISCELLANEOUS UNITS
Quarterly Budget Monitor: Allows users to track spending for specific projects.
ADMINISTRATIVE UNITLabor Overhead Edit Unit: Allows User to adjust Overhead Rates and re-calculate Employee Labor data
FDMS UNIT STRUCTUREFDMS UNIT STRUCTURE
Screen SnapshotsScreen Snapshots
FDMS UNIT STRUCTURE
Form for Project data entry
Convenient pop-up menus simplify data entry
FDMS ReportsFDMS Reports
TOTAL NUMBER OF REPORTS: 44+
YesYes4Leader Reports
YesYes16Budget Monitoring
YesYesUnlimitedQueries
NoYes2General Administrative
NoYes4Variance Reports
YesYes18Management Reports
SuperFDMS
FDMSNumberCategory
Variance report used by an administrative officer
to compare local data with NOAA FIMA data
Summary report showing estimated and actual local
commitment data
Report showing Obligated Expenses (Strategic Plan)
by State
FDMS ImplementationFDMS ImplementationSchematic diagram Schematic diagram
Access database installations for all OAR Operating Units
Implemented in Microsoft Access
AL
AOML
SGCP
ARL HQ
CDC
CMDL
ETL
FSL
GFDL
GLERL
NSSL
NURP
OAR HQ
OGP
PMEL
SEC
FDMS DeploymentFDMS DeploymentSchematic diagram Schematic diagram
Access database installations for all OAR Operating Units
AL
AOML
SGCP
ARL HQ
CDC
CMDL
ETL
FSL
GFDL
GLERL
NSSL
NURP
OAR HQ
OGP
PMEL
SEC Hosted on Seattle campus server Used through CITRIX Metaframe
FDMS Security LayersFDMS Security Layers
Desktop system/network login security
CITRIX security– Specification of IP addresses– User account and login– System and network security
FDMS/Microsoft Access security– User verification– Verification at user and group level
SuperFDMS Schematic DiagramSuperFDMS Schematic Diagram
Installations of FDMS for
all OAR Operating
Units
Access databases
Consolidated SQL Server
database
SuperFDMS at PMEL
Secure Web access to
Client Reports
Consolidated view across all NOAA Research Consolidated view across all NOAA Research AL
AOML
SGCP
ARL HQ
CDC
CMDL
ETL
FSL
GFDL
GLERL
NSSL
NURP
OAR HQ
OGP
PMEL
SEC
FDMS is a networked solution Designed to meet the financial data management
needs of NOAA Research laboratories and program offices throughout the country.