# Presentation: 109579

## NOAA ResearchFinancial Data Management System

- Nancy Soreide and Cindy Loitsch
- OAR/PMEL

- NOAA Tech 2002, Oct 23-25, 2001, Silver Spring, MD

## 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.**

## 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**

## 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**

## 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**

## 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**

## FDMS UNIT STRUCTURE

**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 UNIT**

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

**FDMS UNIT STRUCTURE**

## Screen Snapshots

## FDMS UNIT STRUCTURE

**FDMS UNIT STRUCTURE**

**Form for Project data entry**

## Convenient pop-up menus simplify data entry

**Convenient pop-up menus simplify data entry**

## FDMS Reports

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

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

## Summary report showing estimated and actual local commitment data

**Summary report showing estimated and actual local commitment data**

## Report showing Obligated Expenses (Strategic Plan) by State

**Report showing Obligated Expenses (Strategic Plan) by State**

## FDMS Implementation

***Schematic diagram ***

- Access database installations for all OAR Operating Units

**Implemented in Microsoft Access**

## FDMS Deployment

***Schematic diagram ***

- Access database installations for all OAR Operating Units

**Hosted on Seattle campus server**
**Used through CITRIX Metaframe**

## 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 **

## SuperFDMS Schematic Diagram

- Installations of FDMS for all OAR Operating Units

- Access
-  databases

***Consolidated view across all NOAA Research ***

## FDMS is a networked solution

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