FDMS modules and units

1. FDMS modules and units FDMS has 22 unique modules Comprising 3 Maintenance units, 7 Commitment units, 4 Report units, 1 Project unit, 2 Funding units, 2 Tool units, 3 Miscellaneous units

2. FDMS UNIT STRUCTURE MAINTENANCE UNITS PROJECT FUNDING UNITS PROJECT UNITS Employee Unit: Contains employee-related information for use in other Units Allowance Advice (OR&F Commitment) Unit: Addresses the movement of Congressionally appropriated NOAA funds into FMCs and between projects in each FMC Projects: Allows user to set up new OR&F / Overhead and Reimbursable Projects FUNDING Maintenance Unit: Contains FMC-specific information for use in other Units Reimbursables (A&R): Tracks the allocation of non-NOAA funds for specific projects Groups Unit: Allows admin staff to set up FDMS Unit Groups and select which Units a User can access COMMITMENT UNITS Requisitions: Creation and tracking of Requisitions to purchase goods or services not procured by BPO, Credit Card, etc. MISCELLANEOUS UNITS Blanket Purchase Orders (BPO): Creation and tracking of Blanket Purchase Orders to purchase goods and services associated with specific projects REPORTING UNITS Other Objects Viewer: Allows user to view CAMS data (other than Labor) Reports Unit: Contains printable reports with data from both individual Units and combined data from more than one Unit Other Objects Notes Unit: Used in conjunction with Reports Unit Shop Charges: Entry of shop staff charges for Engineering Services. NOTE: This unit may not be needed in all Labs. 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 Quarterly Budget Monitor: Allows users to track spending for specific Line Items. VAX Charges: Entry of costs associated with use of the central computer (VAX). This unit may not be needed in all Labs. Miscellaneous Expense: Entry of documents from a source other than the CAMS download or other FDMS Units. TOOLS UNITS Historical FIMA Reports: Contains historical FIMA data from 1991 to 2002 Labor Overhead Edit Unit: Allows User to adjust Overhead Rates and re-calculate Employee Labor data Credit Card: Tracks credit card spending) Query Tool: Allows User to query FDMS database and CAMS data to create ad hoc reports not included in Reports Unit. Download viewer: Allows users to view when new data has been downloaded from CAMS Travel: Tracks employee travel expenses

3. Allowance Advice • Manage resources at FMC level • Not possible in CAMS, as allotments are at LO level • Maintains distinction between permanent and one-time funding • Manage funding so that project allocations do not exceed their FMC’s Line Item/PPA allocation • Readily track project allocation history

4. Commitment data entry modules • Blanket Purchase Order module • Requisition module • Shop module • Miscellaneous expenses unit • Can enter internal documents as well as CAMS documents which are not in other FDMS units • Can project everything from labor costs to proposed grants and/or contracts • Can export data directly from CAMS downloads into this unit • Can create document numbers to reserve funds for specified purposes

5. Download modules • Credit Card data • Travel Manager data • Note: we download travel orders from CAMS • Voucher data is NOT available from CAMS via Travel Manager • Users must edit the travel order data once the vouchers are submitted • Problematic, but stems from CAMS not FDMS • Coming soon: • Travel order data will be downloaded directly from the CAMS Data Warehouse (but Voucher data is still not available from CAMS).

6. Download viewer • System users can quickly see when new data has been downloaded for their FMC • Download history is documented by • Employee labor (data by employee) • Summary labor (summarized at project level) • Other Objects data (nightly) • Credit Card files • Travel • OAR_Down (salary data by employee) • Information includes • Date of download, relevant PP (e.g. for labor files), and file size (e.g., number of records).

7. System maintenance modules • Maintenance module • Allows updating of tables and default values common to FDMS modules • Strategic Plan codes • Sponsors (OR&F and reimbursable funding) • State/Country codes • Type of agreement (MOU, MOA) • Vendors • Appropriations • Custodian (Property) • Default values (Requisitions) • Division codes • Lab/Operating Unit organization codes • Legal Authorities • Line Items • Object Class codes • Procurement categories (EQUIP, HAZD, SOFT, etc.) • Initially populated as part of FDMS initial deployment • Now maintained by each OAR operating unit

8. System maintenance modules • Project module • Used to set up new projects • Used to close projects in FDMS to preclude additional costs from hitting • FDMS does not allow users to reopen projects if management needs so dictate • Projects can be linked to specific organizational divisions for report purposes

9. System maintenance modules • Employee module • Used to maintain a listing of Federal and non-federal staff • Includes data for • Position title • Appointment Type (FTP, PTP, Joint Institute, etc.) • Organization code • SSN • Salary (scale)

10. System maintenance modules • Groups module • Allows system administrators to define FDMS users for their operating unit • Establish their viewing and/or access rights • I.e., assign access to specific modules

11. Tools modules • Other Objects viewer • Powerful tool for querying the CAMS Other Objects database • by FY, Organization Code, Download Date, document type, object class, project number, etc. • Access summary level information • Click on detail to bring up relevant CAMS data by transaction, including General Ledger Account number, CAMS tracking information, etc. • Critical because there is no one place in CAMS to get full document information • Current CAMS query capability forces user to pull data by individual project number or object class or FY, resulting in multiple query results and the potential to overlook relevant data • Data can be copied directly to the FDMS Miscellaneous Expenses unit, saving data entry on the part of system users

12. Tools modules • Quarterly Budget Monitor • Enables users to plan expenditures by line item/PPA by object class • FDMS tracks commitment costs by the budget category to enable users to monitor spending • Facilitates BOP planning and obligation tracking

13. Tools modules • Query tool • Enables users to customize queries for labor, FDMS Other Objects and CAMS Other Objects • Query results can be printed or exported to Excel, Lotus, etc. for use in reports • More powerful Query tool is under development in FDMS

14. Tools modules • Labor OverHead Edit unit • Includes pay period downloads of labor by employee • Users establish the overheads for their FMC, then run the download labor data using the specified overheads • System notifies users when there are labor records requiring the application of overheads

15. Historical Reports • Users have access to historical FIMA data through this report • Enables users to pull up FIMA document histories through 9/30/02

16. Reimbursable module • Allows users to adjust funding levels on non-NOAA funded projects and track the funding history of Reimbursable projects • Contains information relevant to the specific project, • E.g., Legal Authority, Type of Agreement, etc • Allows user to input • Project Summary information, Project Objectives and Research results

17. Reports unit/Division reports • There are 62 reports for managers and administrative users • Report units • Division Report unit • User can pull up reports only for division they are assigned to • Standard Report unit • User can pull up reports for the entire organization (e.g., FMC), for a specific Division, a specific project or a specific project leader • Users can pull up reports from previous FY by changing FY criteria field • Reports provide data at summary and detail levels • Reports were developed in response to user requests since FDMS initial deployment