# Presentation: 199109

## 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**

## FDMS UNIT STRUCTURE

**Allowance Advice (OR&F Commitment) Unit:** Addresses the movement of Congressionally appropriated NOAA funds into FMCs and between projects in each FMC

**Reimbursables (A&R):** Tracks the allocation of non-NOAA funds for specific projects

***FUNDING***

**Employee Unit:**  Contains employee-related information for use in other Units

**Maintenance Unit:** Contains FMC-specific information for use in other Units

**COMMITMENT UNITS**

**Reports Unit:** Contains printable reports with data from both individual Units and combined data from more than one Unit

**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

**Shop Charges:** Entry of shop staff charges for Engineering Services. NOTE: This unit may not be needed in all Labs.

**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.

**Query Tool:** Allows User to query FDMS database and CAMS data to create ad hoc reports not included in Reports Unit.

**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

**MAINTENANCE UNITS**

**PROJECT FUNDING UNITS**

**PROJECT UNITS**

**REPORTING UNITS**

**Credit Card:** Tracks credit card spending)

**Projects:** Allows user to set up new OR&F / Overhead and Reimbursable Projects

**Groups Unit:** Allows admin staff to set up FDMS Unit Groups and select which Units a User can access

**Historical FIMA Reports:** Contains historical FIMA data from 1991 to 2002

**Travel:** Tracks employee travel expenses

**Other Objects Notes Unit:** Used in conjunction with Reports Unit

**Other Objects Viewer:** Allows user to view CAMS data (other than Labor)

**MISCELLANEOUS UNITS**

**Quarterly Budget Monitor:** Allows users to track spending for specific Line Items.

**TOOLS UNITS**

**Labor Overhead Edit Unit:** Allows User to adjust Overhead Rates and re-calculate Employee Labor data

**FDMS UNIT STRUCTURE**

**Download viewer:** Allows users to view when new data has been downloaded from CAMS

## 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

## 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

## 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).

## 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).

## 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

## 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

## 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)

## 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

## 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

## 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

## 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

## 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

## Historical Reports

- Users have access to historical FIMA data through this report
- Enables users to pull up FIMA document histories through 9/30/02

## 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

## 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