FRSFinancial Records System

Controller’s OfficeTraining Presentation Updated August 2013

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Objectives Of This Presentation

Review how to access the FRS system and its screens

Provide useful FRS tips to maneuver around screens

Review additional access available for menus such as Sponsored Programs & administrative 500 level screens

Review a few FRS “Frequently Asked Questions”

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FRS Menu Access On PIDMS

Getting Into FRS SystemPop Up Bulletin Board For System Closing DatesFRS Main Menu With Screens Available To UsersUseful Tips Additional SPM (Sponsored Programs Menu) Screens - Sponsored Awards, ProposalsAdditional Access To 500 Level Administrative Screens

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Accessing the FRS System

If you have access to DMAS, you already have access to FRS

FRS icon

Location on your computer: C:\Program Files\Ericom Software\

Power Term Enterprise

Your User ID and Key Word are the same as used for DMAS

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PIDMS-FRS.lnk

Double Click On FRS Icon Then Enter PIDMS On This Screen

U U M M (TCP/IP z/OS V 1.9)• U U MM MM ---------------------• U U OF M MM M Information Technology• U U M MM M• UUUU M MM M• Date/Time: 08/12/13 12:23:13• LUNAME: TCP00449• IP ADDRESS: 10.176.6.65• • *********************************************• * These applications are available: => *• * CA7 OMEGAMON ROSCOE TSO *• * EASY CICSPROD ROSTEST EVTMAIN *• * PIDMS TIDMS TIDMS *• * *• * You must have special authority to *• * access any of the above applications *• * Contact your administrator for access *• *********************************************•

• Enter System / Application name below:• ======> PIDMS

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PIDMS-FRS.lnk

FRS Sign On Screen • MMMMMMM MMMMMMM U N I V E R S I T Y O F• MMM MMM MM MMM• MMM MMM MM MMM IIII AAAAAAAA MMMMMMMMMMMMMMMM IIII 8/12/2013• MMM MMM MM MMM III AAA MMM MMM MMM III• MMM MMM MM MMM III AAAAAAA MMM MMM MMM III 12:42:41• MMM MMMMM MMM III AAA AAA MMM MMM MMM III• MMMMM M MMMMM IIIII AAAAAAAAA MMMMM MMMMM MMMMM IIIII TCP00529• ============================> P I D M S <=================================• PLEASE BE ADVISED THAT PIDMS AND THE UMAPPS WEB APPLICATION ARE SOMETIMES• UNAVAILABLE ON SUNDAYS DUE TO MAINTENANCE. IF YOU FIND YOU WILL NEED THE• SYSTEM THEN, PLEASE CALL THE SCHEDULER AT 284-3440 NO LATER THAN THURSDAY.• SSAGES

• THE INFORMATION AVAILABLE THROUGH THIS SYSTEM IS THE• SOLE PROPERTY OF THE UNIVERSITY OF MIAMI. ALL PLEASE ENTER• INFORMATION OBTAINED WILL BE KEPT CONFIDENTIAL, AND SIGNON INFORMATION:• MAY NOT BE MODIFIED, COPIED, DISCLOSED, OR MADE• AVAILABLE TO OTHERS WITHOUT PRIOR WRITTEN CONSENT FROM USER ID : ___________• THE DATA CUSTODIAN RESPONSIBLE FOR THAT INFORMATION. KEYWORD : _________• DC910309 PLEASE ENTER YOUR USER ID AND KEYWORD AND PRESS ENTER.

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FRS Bulletin BoardLists Important Dates

FRS Sign On Screen And Bulletin Board

Information about financial policies, accounting system, chart of accounts, forms, and a lot more can be found at http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/

ACCOUNTING SYSTEM CLOSING DATES July Aug Sep Journal Entries: With payroll to Spon Prog for processing 7/12 8/12 9/9 No payroll, with sponsored accts-ONLINE 7/31 8/30 9/30 No payroll, no spon acts to Contrl's off for input 7/26 8/27 9/25 No payroll, no spon acts - ONLINE 8/5 9/5 10/3 End of month sponsored overhead (F&A) runs on 7/31 8/31 9/30 Accounting system month end closing 8/5 9/5 10/4 Reports-via RDS - Labor distrib & report 90's 8/6 9/6 10/4 Purge-transactions removed from FRS screens-see DMAS 8/9 9/6 10/4

Bulletin board updated by the Controller's Office.

FISCAL YEAR? 14

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FRS Menu

• 001 FRS MENU FRS/IDMS RELEASE VERSION 3.0

• SCREEN: ACCT:

• Additional Menus 09D UM SL DUR Attrb 043 Suspense Record List• 049 Data Collect 0AT SL/GL Attribute Track 044 GSE Rule Display• 030 SESSION START/END Inquiry - Dollar Info 045 List Assoc SL Account• 500 Departmental Frs 018 List 6 Digit GL 046 Control Record Disply• 601 Sponsored Programs 019 List 6 Digit SL 047 ABR Rule List• Inquiry and Maintenance 020 List 10 Digit SL-OC 048 Chart of Accts Disply• 002 6 Digit GL 021 List OC File 09F SL Rev-Exp Summary• 02A 6 Digit GL - New 022 List SL Budget Data 09G Trans Inq w/o Payroll• 003 10 Digit GL 023 Transaction Inquiry Real Time Update• 004 GL Building Attr 024 Session/Btch Hdr List 010 Budgets• 005 GL Grant/Contract Att 026 Batch Trans Inquiry 011 Encumbrances• 006 6 Digit SL 027 OC List by Reference 012 Receipts• 06A 6 Digit SL - New 031 List 10 Digt OC w/Pay 013 Disbursements• 007 10 Digit SL 032 List OC Records w/Pay 014 Journal Entries• 008 SL Building Attr 033 OC Inq by Ref w/Pay 015 Beginning Balances• 009 SL Grant/Contract Att 034 OC Record w/Payroll 016 Bank Transfers• 09A UM GL Attributes 040 10 Digit GL Snapshot 017 Suspense Update• 09B UM SL Attributes 041 10 Digit SL Snapshot 025 Compound Jrnl Entry• 09C UM GL DUR Attrb 042 OC Record Snapshot FISCAL YEAR: 14

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FRS – Useful Tips & Screens

FRS Sign On Screen and

Bulletin Board

Defaults to current fiscal year

Tab to fiscal year field to change to

previous year

Useful FRS Screens

019 – List 6 digit SL (Most like

DMAS Account Summary)

021 – List OC (Open

Commitment) Records

023 – Transaction Inquiry

06A – Account Attributes

Shortcuts

001 – Gets you back to FRS Menu

SO (Sign Off) gets you back to

PIDMS Application Menu

Scroll Lock – use if the x & stick figure show up

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Screen 019 - List 6 Digit SL Screen(Like DMAS Account Summary Screen)

019 LIST 6 DIGIT SL DATE: 08/12/13 TIME: 12:12:29SCREEN: ACCT: FY: 14

DEPT: SUB: RESP PERSON:MAP CODE: STATUS:

OBJ DESCRIPTION BUDGET ACTUAL ENCUMB AVAIL

1201 PROF&ADMIN PA 0.00 6,759.12 33,795.60 40,554.72-1301 NONEXMPT STAF 0.00 18,247.97 108,311.10 126,559.07-1303 TEMP STF&P/T 0.00 303.44 9,553.32 9,856.76-1309 NONEX STF-O/T 0.00 16.62 0.00 16.62-2015 CFB-ADM/STAFF 0.00 10,028.15 55,847.90 65,876.05-2018 CFB-PART TIME 0.00 21.31 821.58 842.89-3218 CLERICAL SUPP 0.00 0.00 1,530.00 1,530.00-3540 REP&MAINT-NON 0.00 1,735.00 0.00 1,735.00-3811 OTHER OUTSIDE 0.00 124.56 4,406.37 4,530.93-3851 MONTHLY-DATA 0.00 357.20 1,786.00 2,143.20-3852 MONTHLY-LINES 0.00 232.90 1,164.50 1,397.40-3857 ONE-TIME DATA 0.00 144.20 0.00 144.20-3858 MONTHLY-VOICE 0.00 20.60 103.00 123.60-4210 UM TEMP SVCS 0.00 870.80 0.00 870.80-4234 INT DEPT SEVI 0.00 29.00 0.00 29.00-4241 PRE-EMP DRUG 0.00 38.00 0.00 38.00-4313 DUPLICATING S 0.00 28.27 0.00 28.27- * ACCT TOTAL 0.00 38,957.14 217,319.37 256,276.51-

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Sponsored Programs Menu - Highlights

SPM Screens in FRS

• Enter Screen 601 to get to the Sponsored Programs Menu• DMAS - SPM screens found in DMAS also• This additional access is helpful for those with access to 6

accounts with multiple year awards, multiple sub-accounts• Request SPM system inquiry access through Office of

Research Administration – the form is on their website

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Sponsored Programs Menu Screens

• 601 SPONSORED PROGRAMS MENU SCREEN:____

SPONSOR INQ/MAINTENANCE 696 STD EXCLUSIONS BUDGET PREPARATION• 604 AGENCY PROFILE AWARD SETUP 642 BUDGET CREATE/REVISE• 605 SPONSOR PROFILE 620 AWARD MAINTENANCE ACCOUNT INQ/MAINTENANCE• 606 SPONSOR NAME LIST 621 PRINCIPAL INVESTIGTRS 626 ACCOUNT TRANSFER• 608 LOC DRAWDOWN REQUEST 622 REIMBRSMT & REPORTING 650 SPONSORED ACCT CREATE• 609 LOC DRAWDOWN HISTORY 623 CONTACT INFORMATION 652 SPONSORED ACCT UPDATE• PROPOSAL INQ/MAINTENANCE 624 SUB-CONTRACTS 654 ADJUSTING ENTRIES• 610 PROPOSAL TRANSMITTAL 640 RECORD AUTHORIZED AMT 656 ADJUSTED ACCT BALANCE• 611 PRINCIPAL INVESTIGTRS AWARD INQ/MAINTENANCE 694 IDC BASE FOR AN ACCT• 612 BUDGET SUMMARY 625 COST SHARING MESSAGE PROCESSING• 613 PROPOSAL CHECKLIST 629 INCREMNTL FUNDING INQ 660 ADD MESSAGE• 615 LIST PROPOSALS 630 LIST AWARDS 661 MESSAGE INQUIRY• 619 P.I. NAME LIST 631 AWARD STATUS RECONCILIATION• SYSTEM CONTROLS 632 AWARD DETAIL 663 ACCOUNT SUMMARY• 657 BROWSE BDG RANGE CODE 633 SUB-CONTRACT LIST 664 TRANSACTION SCREEN• 658 UPDATE BDG RANGE CODE 643 UNASSIGNED BUDGET DET 665 CORRECTION SCREEN• 691 CONTROL RECORD 670 AWARD FUND BALANCE 667 ENCUMBRANCE SCREEN• 692 IDC-BASE UPDATE 674 AWD/DOCUMENT ACTIVITY 668 INDIRECT COST SCREEN• 695 IDC-BASE LIST 693 IDC BASE FOR AN AWARD 669 AWARD SUMMARY

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Departmental FRS – 500 ScreensNot Available in DMAS

• 500 DFRS MENU

• SCREEN: ACCT:

• 501 List Subobj by Org• 502 Org Account Summary• 503 Fund Subobj Summary• 504 Fund Summary• 505 Fund Account Summary• 506 Current YR Fin Status• 507 Name Search• 508 Batch ID Update• 509 Modify Rollup Flag• 511 Batch ID Browse

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FAQ Section

FRS OverviewComparing FRS and DMAS Screens500 Level Screens

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FRS - Overview

QUESTION• I’ve never had formal FRS

training – could you do a basic overview of the system?

ANSWER• Users automatically have FRS

access if they have DMAS access• Only two years are available –

current and previous fiscal year• Shortcuts on FRS – screen #

– 001 – Gets you back to FRS Menu

– 500 – Departmental FRS Menu– 601 – Sponsored Programs Menu

– SO (Sign Off) gets you back to PIDMS Application Menu

– Scroll Lock – use if the x & little red stick figure show up

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FRS – DMAS Comparison Of Screens

QUESTION• Which FRS screens (summary

and detail) should I use to verify the actual or balance information about an SL (subsidiary ledger) or GL (general ledger) account?

• How do these screens match to those in DMAS?

ANSWER• SL Summary – 019• GL Summary – 018• Account Detail

– With Payroll – 023– Without Payroll – 09G

• Open Commitments – 021

• DMAS – Account Menu Screens– Account Summary – Account History Detail– Open Commitments

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FRS Inquiry Accounts Within A Department

QUESTION• When you are in FRS what is

the command to view all your department accounts with current balances?

• How about all the department accounts I may not have access too?

ANSWER• You would need access to

the FRS 500 level screens (e-mail from Dept. Head to General Accounting area of Controller’s Office)

• Screen 502 lists accounts for a department

• You can only see accounts that you have access to

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Summary

You were given information on where to access the FRS system and sign on

The presentation covered some useful tips on how to maneuver around the FRS screens

There is additional access available to FRS users who work with Sponsored (6) Accounts

There is additional FRS access available to users who would like administrative level screens such as the Fund Summary

An FAQ section was provided for FRS users

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Thank You forReviewing this

Controller’s Office Presentation

Please Visit our Website: http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office

/

for Additional Information

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