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FDMS Overview FDMS and SuperFDMS Nancy Soreide and Eugene Burger April 23-24, 2003, Silver Spring, MD FDMS Designed to meet NOAA Research financial data management needs Development based upon requirements solicited from all NOAA Research operating units

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FDMS Overview

FDMS and SuperFDMS

Nancy Soreide and Eugene Burger

April 23-24, 2003, Silver Spring, MD

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FDMSDesigned to meet NOAA Research financial data management needs

  • Development based upon requirements solicited from all NOAA Research operating units

    • Administrative staff inputs budget/administrative information

    • CAMS data imported directly from CAMS Data Warehouse

    • Management data available via customized reports or dynamic queries

    • Data and reports available on-line in real-time

    • Supports NOAA business practices

    • Operational since January 2001

  • Support

    • Web site, system status updates, User Documentation, Help Desk

    • Updated to accommodate CAMS changes and user needs

  • Envisioned as the “core” element of the NOAA Research Science Management Information System

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ARL Field Offices



Supporting all NOAA Research Operating Units

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FDMS Technology

  • Microsoft Access based system with database for each laboratory/program office

    • 22 units for entry, management and retrieval of financial information

    • 2 databases: CAMS and FDMS commitment data

  • Users access FDMS through Citrix

  • Security

    • Desktop system/network physical security and login

    • Isolated on a secure network

    • Accessed through CITRIX

      • Specification of IP addresses

      • User account and login

      • System and network security

    • FDMS/Microsoft Access security

      • User verification at user and group level

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Features for AOs & Managers

  • Supports NOAA business practices

    • System updated to accommodate CAMS changes and user needs

  • Budgetary control and oversight

    • through Allowance Advice unit

  • Fiscal control

    • through reports at the Line Item and Project level

    • with labor and Other Objects summarized

  • Units customized for AO, Project Manager

    • Reports provide commonly required information

    • Specific questions are answered using the query capability

  • CAMS

    • AO can verify the data in CAMS

    • Facilitates transition to the new accounting environment

      • All CAMS tracking data, General Ledger account information, etc. is formatted to be consistent with CAMS

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    FDMS – CAMS data loop

    Entries into CAMS Travel ManagerLabor DataBankcard Data

    CAMS Data Warehouse

    CAMS Data Warehousedata downloaded to FDMS

    CAMS data available in FDMS

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    FDMS instrumental in identifying problems… resulting in corrections to CAMS … and savings for NOAA Research

    • Lead to revision of CAMS treatment of prior year downward adjustments

    • Identified that a subsystem_code/trans_source of EA//EA wasn’t reflecting the correct affected document identification - Impacted data for all NOAA LOs

    • Identified that CAMS was not linking PY travel accruals to FY2003 payments, resulting in overstatement of costs ($30K for one OAR FMC alone) - corrected through NOAA Budget Office.

    • Identified large number of records missing from CAMS B&E Query application – CAMS office applied corrective patch.

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    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, CAMS reconciliation

  • Forms

    • Requisitions and Allowance Advices generated in hardcopy for signature as information is entered

  • Data queries

    • Data sorts, searches and queries for each module

  • Support

    • On-line documentation

    • Help Desk and email contact form

    • Web site with status, documentation, help, etc.

    • System updated to accommodate CAMS changes and user needs

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    FDMS Websitehttp://fdms.oar.noaa.gov


    User Documentation

    Common Questions

    Support – Help Desk

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    FDMS team… Responsive to user needs

    “Thanks for the quick service, once again, you guys prove you are the best.”

    “Just wanted to let you know how great I think the Other Objects viewer is – it

    has helped greatly with matching document numbers – it has so much

    information – Thank you”

    “Thank you for all of your help today. I learned a lot.”

    “Thanks so much. This will make the report so much easier to review.”

    “I really appreciate you taking the time you did to help me out and give such a

    detailed explanation as to the exact problem.”

    “It is rare to get such great customer service and a logical reason for

    something happening.”

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    FDMS Usage FY02 – Apr 03

    Based on Logons

    • Some offices have a small number of users

    • Some staff logon for each transaction

    • Some staff logon for a day that includes many individual transactions

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    Consolidated Financial Reports available through Secure Web pages







    Consolidates Financial Data across all of NOAA Research

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    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

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    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


    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


    Requisitions: Creation and tracking of Requisitions to purchase goods or services not procured by BPO, Credit Card, etc.


    Blanket Purchase Orders (BPO): Creation and tracking of Blanket Purchase Orders to purchase goods and services associated with specific projects


    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.


    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

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    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

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    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

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    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).

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    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).

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    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

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    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

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    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)

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    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

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    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

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    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

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    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

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    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

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    Historical Reports

    • Users have access to historical FIMA data through this report

    • Enables users to pull up FIMA document histories through 9/30/02

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    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

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    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