NOAA Research Financial Data Management System

1. NOAA ResearchFinancial Data Management System Nancy Soreide and Cindy Loitsch OAR/PMEL NOAA Tech 2002, Oct 23-25, 2001, Silver Spring, MD

2. ARL Field Offices NOAA Research Financial Data Management System (FDMS) • Designed to meet the financial data management needs of NOAA Research laboratories and program offices located throughout the country.

3. FDMS 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

4. Features for Managers and Administrative 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

5. Features 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

6. Features for NOAA 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

7. FDMS UNIT STRUCTURE PROJECT UNITS ADMINISTRATIVE UNITS PROJECT FUNDING UNITS Projects: Allows user to set up new Allowance Advice / Overhead and Reimbursable Projects Employee Unit: Contains employee-related information for use in other Units 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 FUNDING Maintenance Unit: Contains lab-specific information for use in other Units ACC Projects Unit: Allows User to quickly enter multiple projects Groups Unit: Allows admin staff to set up FDMS Unit Groups and select which Units a User can access Reimbursables (A&R): Addresses the movement of non-NOAA funds for specific projects COMMITMENT UNITS Requisitions: Tracks creation of Requisitions to purchase goods or services not procured by BPO, Credit Card, etc. MISCELLANEOUS UNITS Blanket Purchase Orders (BPO): Tracks creation of Blanket Purchase Orders to purchase goods and services associated with specific projects REPORTING UNITS FIMA Other Objects Viewer: Allows user to view FIMA data (other than Labor) FDMS Reports Unit: Contains printable reports with data from both individual Units and combined data from more than one Unit FIMA Other Objects Notes Unit: Used in conjunction with Reports Unit Shop Charges: Tracks shop staff charges for the Engineering Division. NOTE: This unit may not be needed in all Labs. 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 Quarterly Budget Monitor: Allows users to track spending for specific projects. 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. ADMINISTRATIVE UNIT Historical FIMA Reports: Contains historical FIMA data from 1991 to 1999 Labor Overhead Edit Unit: Allows User to adjust Overhead Rates and re-calculate Employee Labor data Query Tool: Allows User to query FDMS Operating Units to create ad hoc reports not included in Reports Unit. Credit Card: Tracks credit card spending and line item approval Travel: Tracks employee travel expenses

8. Screen Snapshots

9. Form for Project data entry FDMS UNIT STRUCTURE

10. Convenient pop-up menus simplify data entry

11. Category Number FDMS SuperFDMS Management Reports 18 Yes Yes Variance Reports 4 Yes No General Administrative 2 Yes No Queries Unlimited Yes Yes Budget Monitoring 16 Yes Yes Leader Reports 4 Yes Yes TOTAL NUMBER OF REPORTS: 44+ FDMS Reports

12. Variance report used by an administrative officer to compare local data with NOAA FIMA data

13. Summary report showing estimated and actual local commitment data

14. Report showing Obligated Expenses (Strategic Plan) by State

15. AL AOML ARL HQ CDC CMDL ETL FSL GFDL GLERL NSSL NURP OAR HQ OGP PMEL SEC SGCP Schematic diagram FDMS Implementation • Implemented in Microsoft Access Access database installations for all OAR Operating Units

16. AL AOML ARL HQ CDC CMDL ETL FSL GFDL GLERL NSSL NURP OAR HQ OGP PMEL SEC SGCP Schematic diagram FDMS Deployment • Hosted on Seattle campus server • Used through CITRIX Metaframe Access database installations for all OAR Operating Units

17. FDMS 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

18. AL AOML ARL HQ Consolidated SQL Server database CDC CMDL ETL FSL GFDL SuperFDMS at PMEL GLERL NSSL NURP OAR HQ Secure Web access to Client Reports OGP PMEL SEC SGCP SuperFDMS Schematic Diagram Consolidated view across all NOAA Research Access databases Installations of FDMS for all OAR Operating Units

19. FDMS is a networked solution Designed to meet the financial data management needs of NOAA Research laboratories and program offices throughout the country.