1. NOAA Research Financial Data Management System Nancy Soreide and Cindy Loitsch OAR/PMEL NOAA Tech 2002, Oct 23-25, 2001, Silver Spring, MD

2. 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. ARL Field Offices

3. 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

4. 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

5. 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

6. 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

7. 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 UNITSPROJECT 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

8. Screen Snapshots

9. FDMS UNIT STRUCTURE Form for Project data entry

10. Convenient pop-up menus simplify data entry

11. FDMS Reports TOTAL NUMBER OF REPORTS: 44+ Yes 4Leader Reports Yes 16Budget Monitoring Yes Unlimited Queries NoYes2General Administrative NoYes4Variance Reports Yes 18Management Reports Super FDMS FDMSNumberCategory

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

13. Summary report showing estimated and actual local commitment data

14. Report showing Obligated Expenses (Strategic Plan) by State

15. FDMS Implementation 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

16. FDMS Deployment 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

17. 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

18. SuperFDMS 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 AL AOML SGCP ARL HQ CDC CMDL ETL FSL GFDL GLERL NSSL NURP OAR HQ OGP PMEL SEC

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