1. Communicate General Fund Enterprise Business System ( GFEBS ) Navigation
Show Slide #1: Communicate General Fund Enterprise Business System (GFEBS) Navigation
Title: Communicate General Fund Enterprise Business System (GFEBS) Navigation
References:
AR1-1 – Planning, Programming, Budgeting, and Execution System
DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation
DFAS-IN MANUAL FY, The Army Management Structure
GFEBS Performance Support Website (PSW)
SECTION I. ADMINISTRATIVE DATA
Academic Hours / Methods
8 hrs / Large group Instruction
8 hrs / 00 min Total Hours
SECTION II. INTRODUCTION:
Method of Instruction. Conference / Discussion
Instructor to Student Ratio: 1:25
Time of Instruction 8 hrs 00 mins
Media: Small or Large Group Instruction
Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, and a summary sheet containing the noted references.
Learners Material: Learners should possess course handouts, access to all systems for exercises, summary sheet containing the above noted references portable laptop, and standard classroom supplies.
Note: "All required references and technical manuals will be provided by the local Command
Motivator: In today’s Army, we define ourselves as being the best trained, equipped and the best led Army that the United States has ever known. So to keep this image we as Financial Leaders and Managers have to become the best at financially supporting our Soldiers and being stewards of taxpayer dollars. Knowing this we have embraced Standard Financial Information System (SFIS) and the General Fund Enterprise Business System (GFEBS) in that it provides our Army decision makers with accurate, reliable, timely business and financial information to keep our War Fighters within their fiscal responsibilities. 1

2. Terminal Learning Objective
Action: Communicate General Fund Enterprise Business System (GFEBS) Navigation
Conditions: As a new FM Soldier in a classroom environment using doctrinal and administrative publications, practical exercises, handouts, and discussion.
Standard: With at least 75% accuracy learners must demonstrate proficiency with:
Communicate General Fund Enterprise Business System (GFEBS) Navigation
Demonstrate how System Application Products (SAP) provides the platform for GFEBS
Show Slide #2: Terminal Learning Objective
Facilitator’s Note: Read/State TLO
Inform the learners of the following learning objective requirements. At the completion of this lesson, the learner will have an understanding and know the importance of General Fund Enterprise Business System (GFEBS)
1. TERMINAL LEARNING OBJECTIVE
Action: Communicate General Fund Enterprise Business System (GFEBS) Navigation
Conditions: As a new FM Soldier in a classroom environment using doctrinal and administrative publications, practical exercises, handouts, and discussion.
Standard: With at least 75% accuracy learners must demonstrate proficiency with:
- Communicate General Fund Enterprise Business System (GFEBS) Navigation
- Demonstrate how System Application Products (SAP) provides the platform for GFEBS
Learning Domain - Level: Cognitive / Understanding
Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation
Risk Assessment: Low
Environmental Considerations:
Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
Evaluations: This lesson will test your ability to properly log into GFEBS. Students must attain a “Go” on the practical exercise.
Instructor Lead-in : Financial Management Technicians are obligated with the task of ensuring our input data is accurate, reliable, and useful to others. Knowing all particular requirements and methods utilized in GFEBS will keep technicians and commanders safe. It is important that we understand GFEBS, how to navigate within GFEBS, how to research transactions and job aids and to understand the different fields of the GFEBS system. During this lesson you will gain and understanding of GFEBS and learn how to research information in order for you to be successful in your job position (user role assigned).
2. TRAINING AIDS
This lesson is taught in a large group classroom setting with personal computer systems, Panasonic projection televisions, Mr. Podium MP42 Lectern, indoor speakers, Touch panel TPS-3100I Crestron, Ceiling mountable projector, and internet access. 2

3. Concepts What is General Fund Enterprise Business System (GFEBS)?
A web-based financial, asset, and accounting management system that provides the Army relevant, reliable, and timely financial information
GFEBS is deployed to over 200 locations, support more than 79,000 end-users
GFEBS integrates several different modules to access the same database and use the same master data. Master data includes vendors, functional locations, etc.
Show Slide #3: Concepts
Learning Step / Activity 1. Communicate General Fund Business System (GFEBS) Navigation
Method of Instruction: Discussion (Large or Small Group)
Facilitator's to Learner Ratio: 1:25
Time of Instruction: 03 hrs. / 40 min.
Media: Printed Reference Material, Computer Assisted Instruction, Conference, Demonstration, Slides
Facilitator's Note: Select students to read the slide.
Question: What is General Fund Enterprise Business System (GFEBS)?
Answers:
-A web-based financial management system that provides the Army relevant, reliable, and timely financial information.
-GFEBS results in a multitude of benefits for the Army’s financial professionals. Currently, the Army spends a large percentage of its efforts processing transactions, controlling interfaces and generating reports.
-With GFEBS, the Army’s financial professionals are now able to devote more time to financial analysis and reduce the amount of time spent on processing transactions. 3

4. User Roles
A role is defined as a major grouping of activities that reflect a specific aspect of a person’s job. While a role may have several activities aligned to it, an activity can only be aligned with one role.
Show Slide #4: User Roles
A user role is defined as a major grouping of activities that reflect a specific aspect of a person’s job. While a role may have several activities aligned to it, an activity can only be aligned with one role.
GFEBS roles determine what activities an end user performs when using the system, what sections of the system an end user has access to, and what training an end user needs to perform their new roles successfully.
A person may be assigned one or more roles, and roles can be assigned to one or more persons.
Note: There should be a separation of duty amongst the roles to prevent fraud and abuse, etc. For example: A processor should not have the role of a certifier or approver. 4

5. General Fund Enterprise Business System Overview
Two primary types of data exist in GFEBS
Master data is information about a person or an object, such as a cost object, vendor, or General Ledger (GL) account.
Transactional data is transaction-specific data that is associated with master data. Transactional data is created from a single business event such as a purchase requisition or a request for payment.
Show Slide #5: GFEBS Overview
Master data: A vendor master record contains the vendor’s name, address, and payment terms. Using master data helps users to avoid data redundancy. Integrating master data through a single source like GFEBS eliminates data redundancy and conflicting information, and provides a single view of master data information. There are many types of master data, including vendor master data, billing master data, asset master data, and customer master data.
Transaction data: When you create a requisition, GFEBS will create an electronic document for the transaction. 5

6. GFEBS Overview Cont. BI 6 Transactions
Active Army
Army
National Guard
Army Reserve
Transactions
GFEBS is organized for reports, analysis and development activities into 6 functional areas.
All users across the Army draw common data from and record transactions in the Enterprise Central Component (ECC) (Real-Time).
Periodically, data is transferred from the real-time ECC to the business warehouse, Business Intelligence (BI), which also includes analytic and reporting capabilities.
Show Slide #6: GFEBS Overview Cont.
GFEBS organized analysis and development activities into 6 functional areas.
All users across the Army draw common data from and record transactions on the central ERP. All input from transactions is simultaneously available to all related actions.
All data are available in the Business Intelligence module for analyses – and support decision-making across the staffs and the Army.
FI - Finance
FM - Funds Management
SC - Spending Chain
CM - Cost Management
RM - Reimbursables
EA - Equipment and Assets
RP - Real Property
PM - Plant Maintenance
PS - Project Systems BI 6
As of 20 May 2009

7. Prerequisites for Provisioning
GFEBS Essentials
GFEBS Overview
Integrated Process Overview
GFEBS Navigation and Reports
NOTE: You should complete all of the prerequisite computer based training (CBT) courses within your intended business process area specialization, along with the 3 courses listed above.
Show Slide #7: Prerequisites for Provisioning
Facilitator's Note: Inform the students that they must complete the required course to be provisioned in GFEBS.
You must have the following to gain access to GFEBS.
AKO account
Common Access Card (CAC). You will also need your EDIPI which is located on the back of your ID card.
3 Computer Based Training (CBT) courses 7 7

8. 1 8 Show Slide #8: AKO Home Screen
Facilitator’s Note: Navigate learners through AKO to enroll in ALMS and to the GFEBS homepage using the slide
Click I Accept. 1 8

9. 2 3 9 Show Slide #9: AKO Search Box
Facilitator’s Note: Have learners type in GFEBS in the search box and click the search tab. 9

10. 4
Show Slide #10: AKO Recommends General Fund Enterprise Business System
Facilitator’s Note: Have learners select “AKO Recommends General Fund Enterprise Business System” 10

11. Note: The Production Portal is used for actual (live) GFEBS input.
Show Slide #11: GFEBS System Section
Facilitator’s Note: (Facilitate discussion on areas below using the slide)
GFEBS SYSTEM SECTION
GRC Access (for Provisioning) – used to give people access to the training data base and the live system.
Portal Product (Live system)
Self Service Home (helpdesk request, self-service ticket) – this is used for remedy tickets. When you log in “BMC Remedy AR System” will show on the screen. You have the ability to change your password. It also list, can change your password. Self-Help information is listed for the top 10 solutions currently in GFEBS. There are additional selections but you must have approval from the administrator
Training Portal (training data base, similar to actual production) – give you access to the TED357 the training data base we use for training.
1.4 Questions and Answers (History of Questions and Answers) – must have a password to enter.
Note: The Production Portal is used for actual (live) GFEBS input. 5 11

12. 6
Show Slide 12: ERP Tab
Facilitator’s Note: (Facilitate discussion on areas below using the slide)
Explain to the students that this is how the screen will appear when using the live system. To use the system click on the ERP tab. To retrieve reports click on the Business Intelligence tab.
The Welcome to GFEBS! Box displays current alerts and/or messages.
The Available Resources list the Performance Support Website (PSW), ALMS etc.
Support section list numbers, , and hours of operation for the support section.
The Upcoming DCOs/Hotlines give information of future training and current hot topics or issues.
Have the students return to the GFEBS home page in preparation for the next session of the class. 12

13. 7 13 Show Slide #13: Institution Tab
From the GFEBS home page click on the Institution Tab. This will bring you to the TED357.
This screen will appear if you are in the training data base, if you are provisioned you should be able to log into the training data base.
For training purposes we use Army Financial Management School (AFMS) Training. 13

14. LSA #1 Check on Learning
Q1: What maintains a running list of all work items assigned to a particular user at a particular time? A1: The work list maintains a running list of all work items assigned to a particular user at a particular time. Q2: Which type of data is created from a single business event such as a purchase requisition or a request for payment? A2: Transactional data is created from a single business event such as a purchase requisition or a request for payment.
Show Slide #14: LSA #1 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Note: The answer to each question will appear when you hit enter.
Q1: What maintains a running list of all work items assigned to a particular user at a particular time?
A1: The work list maintains a running list of all work items assigned to a particular user at a particular time.
Q2: Which type of data is created from a single business event such as a purchase requisition or a request for payment?
A2: Transactional data is created from a single business event such as a purchase requisition or a request for payment. 14

15. LSA #1 Summary Show Slide #15: LSA #1 Summary
Facilitator's Note: In this lesson we discussed General fund enterprise business system overview.
“Or”
Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group. 15

16. 8
Show Slide #16: Demonstrate how SAP provides the platform for GFEBS
Learning Step / Activity 1. Interpret the Purpose and Types of Reimbursable Sales Orders.
Method of Instruction: Discussion (Large or Small Group)
Facilitator's to Learner Ratio: 1:25
Time of Instruction: 04 hrs. / 00 min.
Media: Printed Reference Material, Computer Assisted Instruction, Conference, Demonstration, Slides
Have the learners follow along in GFEBS as you walk through the slides. The Menu Button can be used to
drill down to different areas within the system.
Click on the arrow, this will allow you to input a transaction code in the command field. 16

17. 9 17 Show Slide #17: Easy Access
VA01 9
Show Slide #17: Easy Access
Transaction code VA01 is used to do what type of transaction?
Create a Sales Order. The students can research this through the PSW or Milwiki. 17

18. Transactions Codes (T-Codes)
To access various transactions within GFEBS, users must enter transaction codes in the Command Field
T- Codes are a sequence of characters that identifies a transaction or function in GFEBS
Basically, T-Codes allow the user to perform their various job functions in GFEBS 10
Show Slide #18: T Codes
Transaction codes and command codes are slightly different:
o A transaction code is a unique identifier attached to each transaction in SAP.
o A command code is the text typed into the command field in order to access a
transaction. It consists of the transaction code when the user is on the home screen
(the SAP Easy Access Menu), or the transaction code and a prefix if the user is
currently working within a transaction. 18

19. Command Codes in GFEBS
T-Codes allow the user roles to perform some of the following functions:
Create (01)
Change (02)
display (03)
Run reports
These functions allow the flexibility of daily tasks performed and is also instrumental in Job Role Mapping
Show Slide #19: Command Codes in GFEBS
Example: VA01 Create a sales order, a VA02 change a sales order
VA represents Sales order and the 01/02 represent a create and change 19

20. 1 20 Show Slide #20: Create a Sales Order
VA01 1
Show Slide #20: Create a Sales Order
We used VA01 Create a sales order. 20

21. Working with Data in GFEBS
Drilling Down to Add Favorites
Transactions that are frequently used that have been added to the favorites folder.
A Saved Favorite
Show Slide #21: Working with Data in GFEBS
After you have saved the transaction to your favorites, you can edit the name by right clicking on the transaction you want to change. A drop down will appear, select “Change Favorites” and you can personalize your favorite. 21

22. SAP Easy Access Menu Screen Elements
Command Field 1
Add to Favorites Button
Menu Button
Show Slide #22: SAP Easy Access Menu Screen Elements
The Menu Button can be used to drill down to different areas within the system.
Command Field: Used for T-codes and additional codes to maneuver through GFEBS
Add to Favorites: You can save the T-codes you utilize on a regular basis. You are not limited to what you can save in your favorite’s folder. By saving your T-codes you can access your t-codes faster than you can using drill down procedures.
Favorites
Favorites are a saved reference in the form of a link to a particular function, location, or site. To add a favorite, you must locate the transaction you would like to save from the menu path on the GFEBS Portal Home Screen.
Adding Favorites
To add a transaction to your Favorites folder, drill into the menu path on the GFEBS Portal Home Screen. Select and highlight the transaction and click the button. Review the following screen shot that highlights how to add a favorite.
After you have saved the transaction to your favorites, you can edit the name by right clicking on the transaction you want to change. A drop down will appear, select “Change Favorites” and you can personalize your favorite. 22

23. Help / Logging Off General Help and Logging Off F1 Field Explanation
Log off link
Help Link to Access the Performance Support Website
Show Slide #23: Help / Logging Off
Help link will take you to the Performance Support Website (PSW). Logoff – select this button to logoff or close out GFEBS. 23

24. GFEBS Screen Elements Navigation Tabs Fields
Show Slide #24: GFEBS Screen Elements
Navigation Tabs will take you to certain screens that need to be filled based on the T-code and user role you are serving in at that time of input. There are different navigation tabs that display on the screen based on the t-codes or reports you are requesting.
Fields are used to input information needed to support the specific transaction code.
Some Tabs and Fields are not used due to cost effectiveness 24

25. Input Fields Required, Optional and Conditional
For additional Field Information click in the field and press F1
Required Fields
Show Slide #25: Input Fields
There are 3 types of data entry fields:
Required Fields = R
Optional Fields = O
Conditional fields = C
The R/O/C column in the field description table represents the three types of data entry fields in SAP.
·    R is for required fields that must be populated to complete a transaction.
·    O is for optional fields that are not mandatory to complete a transaction.
·    C is for conditional fields that are dependent on population of related fields and specific transactional events. On certain screens you may need to scroll to view additional data fields.
You will see these data entry fields when you utilize the user procedures and job aides within the PSW and Milwiki.
During the GFEBS training we will use only the Required Fields. Your unit policies or supervisor will designate what fields will be used for that location.
Optional Fields
Conditional Fields 25

26. Radio Buttons and Checkboxes
Show Slide #26: Radio Buttons and Check Boxes
Radio buttons offer a single select, while check boxes offer a multiple select
Checkboxes 26

27. Status Bar System Messages
The Status bar is located on the lower left corner of the screen. It displays information such as warning and error messages. There are three different types of status messages. Review the message types listed below.
Message Type Description
Error Message - Messages indicating incorrect entry in the system such as required or inaccurate data. You will not be able to continue with your transaction until these messages are addressed.
Info Message - Affirmative system message or messages displaying information on a transaction.
Warning Message - Messages that identify information that may possibly be an error. These messages may or may not allow you to continue with your transaction, depending on its function within the system.
Show Slide #27: Status Bar Message
Status Bar
The Status bar is located on the lower left corner of the screen. It displays information such as warning and error messages. There are three different types of status messages. Review the message types listed below.
Message Type Description
Error Message - Messages indicating incorrect entry in the system such as required or inaccurate data. You will not be able to continue with your transaction until these messages are addressed.
Info Message - Affirmative system messages or messages displaying information on a transaction.
Warning Message - Messages that identify information that may possibly be an error. These messages may or may not allow you to continue with your transaction, depending on its function within the system. 27

28. GFEBS Screen Elements Status Bar System Messages Message Type Symbol
Error
Information
Warning
Show Slide #28: GFEBS Screen Elements
This chart displays the appearance of the messages. The messages will be located in the lower left corner of the screen. 28

29. Wildcard Characters Using Wildcard Characters
Performing wildcard search will increase system performance since fewer records will be pulled from the system. Here are some examples of using a Wildcard search:
Placing the * at the end of a string causes the system to return all records that begin with the letters before the *.
Placing the * at the beginning of a string, the system will find all records that contains the characters at the end.
If you place the * at the beginning and end of the string, the system returns all records that contain the string at the beginning, middle, and/or end.
Show Slide #29: Wildcard Characters
Facilitator’s Note: You can write an example on the board for the students:
Using Wildcard Characters
Performing wildcard search will increase system performance since fewer records will be pulled from the system. Here are some examples of using a Wildcard search:
Placing the * at the end of a string causes the system to return all records that begin with the letters before the *.
Placing the * at the beginning of a string, the system will find all records that contains the characters at the end.
If you place the * at the beginning and end of the string, the system returns all records that contain the string at the beginning, middle, and/or end.
For example if we were looking for Jackson or information with Jackson in it.
You can type in Jac* everything beginning with JAC will appear.
If you typed in *son, this will display all records that contain these characters.
If you type *Jackson*. This will show all records that contain Jackson at the beginning, middle, and/or end. 29

30. Match Codes
Matchcodes allow users to select or search for a value from a list.
Show Slide #30: Match codes
Match codes allow you to search for data that pertains to a particular field or transaction. This data is already in GFEBS and can be chosen as part of the transaction. Match codes generate lists with several possible options they allow users to select or search for a value from a list. Match code search is used in any transaction in GFEBS where a field has the icon .
Matchcode Icon
Wildcard Characters 30

31. LSA #2 Check on Learning Q1: What are 3 types of data entry fields?
A1: There are 3 types of data entry fields:
Required Fields = R
Optional Fields = O
Conditional fields = C
Q2: Radio buttons offer a single select, _________ ________ while offer
multiple selections.
A2: Check Boxes
Q3: What allows users to select or search for a value from a list?
A3: Match Codes
Show Slide #31: LSA #2 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Note: The answer to each question will appear when you hit enter.
Q1: What are 3 types of data entry fields?
A1: There are 3 types of data entry fields:
Required Fields = R
Optional Fields = O
Conditional fields = C
Q2: Radio buttons offer a single select, _________ ________ while offer
multiple selections.
A2: Check Boxes
Q3: What allows users to select or search for a value from a list?
A3: Match Codes 31

32. LSA #2 Summary Show Slide #32: LSA #2 Summary
Facilitator’s Note: In this lesson, we discussed:
• System Application Products (SAP) provides the platform for GFEBS
• GFEBS Screen Elements
• Command and Transaction Codes
“Or”
Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group. 32

33. Questions 33 Show Slide #33: Questions
Facilitator’s Note: Field any questions from the students to ensure the standards of the lesson are understood and have been met. 33

34. TLO Summary
Action: Communicate General Fund Enterprise Business System (GFEBS) Navigation
Conditions: As a new FM Soldier in a classroom environment using doctrinal and administrative publications, practical exercises, handouts, and discussion.
Standard: With at least 75% accuracy learners must demonstrate proficiency with:
Communicate General Fund Enterprise Business System (GFEBS) Navigation
Demonstrate how System Application Products (SAP) provides the platform for GFEBS
Show Slide #34: TLO Summary
Action: Communicate General Fund Enterprise Business System (GFEBS) Navigation
Condition: As a new FM Soldier in a classroom environment working individually and as a member of a small group,
using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises,
handouts, and discussion.
Standard: With at least 75% accuracy learners must demonstrate proficiency with:
- Communicate General Fund Enterprise Business System (GFEBS) Navigation
- Demonstrate how System Application Products (SAP) provides the platform for GFEBS
“Or”
Facilitator’s Note: During this lesson we have discussed the meaning of GFEBS, covered the functional areas,
enrolled in ALMS for course L101E. I have given you an understanding of the program, key milestones, and GFEBS
terminology and concepts. Upon successful completion of the GFEBS Overview, a GFEBS user can transition to more
business area-specific courses in the 200 level curriculums. At this time, do you have any questions?
Facilitator’s Note: Facilitator's at this time, have one learner from each group to explain the most important take away
to them from this lesson. Facilitate a discussion on each answer. 34