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.