Transcript DEPARTMENTAL MANAGEMENT ACCOUNTING SYSTEM DMAS

FRS
Financial Records System
Controller’s Office
Training Presentation
Updated August 2013
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Objectives Of This Presentation
Review how to access the FRS system and its screens
Provide useful FRS tips to maneuver around screens
Review additional access available for menus such as
Sponsored Programs & administrative 500 level screens
Review a few FRS “Frequently Asked Questions”
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Getting Into FRS System
Pop Up Bulletin Board For System Closing Dates
FRS Main Menu With Screens Available To Users
Useful Tips
Additional SPM (Sponsored Programs Menu) Screens - Sponsored Awards, Proposals
Additional Access To 500 Level Administrative Screens
FRS Menu Access On PIDMS
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Accessing the FRS System
If you have access to DMAS, you
already have access to FRS
FRS icon
Location on your computer:
C:\Program Files\Ericom
Software\Power Term Enterprise
Your User ID and Key Word are
the same as used for DMAS
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Double Click On FRS Icon
Then Enter PIDMS On This Screen
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M M (TCP/IP z/OS V 1.9)
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U U OF M MM M Information Technology
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Date/Time: 08/12/13 12:23:13
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LUNAME: TCP00449
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IP ADDRESS: 10.176.6.65
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* These applications are available: => *
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* CA7
OMEGAMON ROSCOE TSO
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* EASY CICSPROD ROSTEST EVTMAIN *
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* PIDMS TIDMS TIDMS
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* You must have special authority to
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* access any of the above applications *
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* Contact your administrator for access *
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Enter System / Application name below:
======> PIDMS
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FRS Sign On Screen
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MMMMMMM MMMMMMM U N I V E R S I T Y O F
MMM MMM MM MMM
MMM MMM MM MMM IIII AAAAAAAA MMMMMMMMMMMMMMMM IIII
8/12/2013
MMM MMM MM MMM III
AAA MMM MMM MMM III
MMM MMM MM MMM III AAAAAAA MMM MMM MMM III
12:42:41
MMM MMMMM MMM III AAA AAA MMM MMM MMM III
MMMMM M MMMMM IIIII AAAAAAAAA MMMMM MMMMM MMMMM IIIII
TCP00529
============================> P I D M S <=================================
PLEASE BE ADVISED THAT PIDMS AND THE UMAPPS WEB APPLICATION ARE SOMETIMES
UNAVAILABLE ON SUNDAYS DUE TO MAINTENANCE. IF YOU FIND YOU WILL NEED THE
SYSTEM THEN, PLEASE CALL THE SCHEDULER AT 284-3440 NO LATER THAN THURSDAY.
SSAGES
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THE INFORMATION AVAILABLE THROUGH THIS SYSTEM IS THE
SOLE PROPERTY OF THE UNIVERSITY OF MIAMI. ALL PLEASE ENTER
INFORMATION OBTAINED WILL BE KEPT CONFIDENTIAL, AND SIGNON INFORMATION:
MAY NOT BE MODIFIED, COPIED, DISCLOSED, OR MADE
AVAILABLE TO OTHERS WITHOUT PRIOR WRITTEN CONSENT FROM
USER ID : ___________
THE DATA CUSTODIAN RESPONSIBLE FOR THAT INFORMATION.
KEYWORD : _________
DC910309 PLEASE ENTER YOUR USER ID AND KEYWORD AND PRESS ENTER.
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FRS Bulletin Board
Lists Important Dates
FRS Sign On Screen And Bulletin Board
Information about financial policies, accounting system, chart of accounts,
forms, and a lot more can be found at http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/
ACCOUNTING SYSTEM CLOSING DATES
July Aug Sep
Journal Entries:
With payroll to Spon Prog for processing
7/12 8/12 9/9
No payroll, with sponsored accts-ONLINE
7/31 8/30 9/30
No payroll, no spon acts to Contrl's off for input 7/26 8/27 9/25
No payroll, no spon acts - ONLINE
8/5 9/5 10/3
End of month sponsored overhead (F&A) runs on 7/31 8/31 9/30
Accounting system month end closing
8/5 9/5 10/4
Reports-via RDS - Labor distrib & report 90's
8/6 9/6 10/4
Purge-transactions removed from FRS screens-see DMAS 8/9 9/6 10/4
Bulletin board updated by the Controller's Office.
FISCAL YEAR? 14
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FRS Menu
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001 FRS MENU
FRS/IDMS RELEASE VERSION 3.0
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SCREEN:
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Additional Menus
049 Data Collect
030 SESSION START/END
500 Departmental Frs
601 Sponsored Programs
Inquiry and Maintenance
002 6 Digit GL
02A 6 Digit GL - New
003 10 Digit GL
004 GL Building Attr
005 GL Grant/Contract Att
006 6 Digit SL
06A 6 Digit SL - New
007 10 Digit SL
008 SL Building Attr
009 SL Grant/Contract Att
09A UM GL Attributes
09B UM SL Attributes
09C UM GL DUR Attrb
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ACCT:
09D UM SL DUR Attrb
0AT SL/GL Attribute Track
Inquiry - Dollar Info
018 List 6 Digit GL
019 List 6 Digit SL
020 List 10 Digit SL-OC
021 List OC File
022 List SL Budget Data
023 Transaction Inquiry
024 Session/Btch Hdr List
026 Batch Trans Inquiry
027 OC List by Reference
031 List 10 Digt OC w/Pay
032 List OC Records w/Pay
033 OC Inq by Ref w/Pay
034 OC Record w/Payroll
040 10 Digit GL Snapshot
041 10 Digit SL Snapshot
042 OC Record Snapshot
043 Suspense Record List
044 GSE Rule Display
045 List Assoc SL Account
046 Control Record Disply
047 ABR Rule List
048 Chart of Accts Disply
09F SL Rev-Exp Summary
09G Trans Inq w/o Payroll
Real Time Update
010 Budgets
011 Encumbrances
012 Receipts
013 Disbursements
014 Journal Entries
015 Beginning Balances
016 Bank Transfers
017 Suspense Update
025 Compound Jrnl Entry
FISCAL YEAR: 14
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FRS – Useful Tips & Screens
FRS Sign On
Screen and
Bulletin Board
Useful FRS
Screens
Shortcuts
Defaults to
current fiscal year
019 – List 6 digit
SL (Most like
DMAS Account
Summary)
001 – Gets you
back to FRS Menu
Tab to fiscal year
field to change to
previous year
021 – List OC
(Open
Commitment)
Records
SO (Sign Off) gets
you back to
PIDMS
Application Menu
023 – Transaction
Inquiry
Scroll Lock – use
if the x & stick
figure show up
06A – Account
Attributes
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Screen 019 - List 6 Digit SL Screen
(Like DMAS Account Summary Screen)
019 LIST 6 DIGIT SL
DATE: 08/12/13
TIME: 12:12:29
SCREEN:
DEPT:
MAP CODE:
ACCT:
FY: 14
SUB:
OBJ
DESCRIPTION
1201
1301
1303
1309
2015
2018
3218
3540
3811
3851
3852
3857
3858
4210
4234
4241
4313
PROF&ADMIN PA
NONEXMPT STAF
TEMP STF&P/T
NONEX STF-O/T
CFB-ADM/STAFF
CFB-PART TIME
CLERICAL SUPP
REP&MAINT-NON
OTHER OUTSIDE
MONTHLY-DATA
MONTHLY-LINES
ONE-TIME DATA
MONTHLY-VOICE
UM TEMP SVCS
INT DEPT SEVI
PRE-EMP DRUG
DUPLICATING S
* ACCT TOTAL
RESP PERSON:
STATUS:
BUDGET
ACTUAL
ENCUMB
AVAIL
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
6,759.12
18,247.97
303.44
16.62
10,028.15
21.31
0.00
1,735.00
124.56
357.20
232.90
144.20
20.60
870.80
29.00
38.00
28.27
38,957.14
33,795.60
108,311.10
9,553.32
0.00
55,847.90
821.58
1,530.00
0.00
4,406.37
1,786.00
1,164.50
0.00
103.00
0.00
0.00
0.00
0.00
217,319.37
40,554.72126,559.079,856.7616.6265,876.05842.891,530.001,735.004,530.932,143.201,397.40144.20123.60870.8029.0038.0028.27256,276.51-
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Sponsored Programs Menu - Highlights
SPM Screens in FRS
• Enter Screen 601 to get to the Sponsored Programs Menu
• DMAS - SPM screens found in DMAS also
• This additional access is helpful for those with access to 6
accounts with multiple year awards, multiple sub-accounts
• Request SPM system inquiry access through Office of
Research Administration – the form is on their website
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Sponsored Programs Menu Screens
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601 SPONSORED PROGRAMS MENU SCREEN:____
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SPONSOR INQ/MAINTENANCE
604 AGENCY PROFILE
605 SPONSOR PROFILE
606 SPONSOR NAME LIST
608 LOC DRAWDOWN REQUEST
609 LOC DRAWDOWN HISTORY
PROPOSAL INQ/MAINTENANCE
610 PROPOSAL TRANSMITTAL
611 PRINCIPAL INVESTIGTRS
612 BUDGET SUMMARY
613 PROPOSAL CHECKLIST
615 LIST PROPOSALS
619 P.I. NAME LIST
SYSTEM CONTROLS
657 BROWSE BDG RANGE CODE
658 UPDATE BDG RANGE CODE
691 CONTROL RECORD
692 IDC-BASE UPDATE
695 IDC-BASE LIST
696 STD EXCLUSIONS
AWARD SETUP
620 AWARD MAINTENANCE
621 PRINCIPAL INVESTIGTRS
622 REIMBRSMT & REPORTING
623 CONTACT INFORMATION
624 SUB-CONTRACTS
640 RECORD AUTHORIZED AMT
AWARD INQ/MAINTENANCE
625 COST SHARING
629 INCREMNTL FUNDING INQ
630 LIST AWARDS
631 AWARD STATUS
632 AWARD DETAIL
633 SUB-CONTRACT LIST
643 UNASSIGNED BUDGET DET
670 AWARD FUND BALANCE
674 AWD/DOCUMENT ACTIVITY
693 IDC BASE FOR AN AWARD
BUDGET PREPARATION
642 BUDGET CREATE/REVISE
ACCOUNT INQ/MAINTENANCE
626 ACCOUNT TRANSFER
650 SPONSORED ACCT CREATE
652 SPONSORED ACCT UPDATE
654 ADJUSTING ENTRIES
656 ADJUSTED ACCT BALANCE
694 IDC BASE FOR AN ACCT
MESSAGE PROCESSING
660 ADD MESSAGE
661 MESSAGE INQUIRY
RECONCILIATION
663 ACCOUNT SUMMARY
664 TRANSACTION SCREEN
665 CORRECTION SCREEN
667 ENCUMBRANCE SCREEN
668 INDIRECT COST SCREEN
669 AWARD SUMMARY
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Departmental FRS – 500 Screens
Not Available in DMAS
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500 DFRS MENU
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SCREEN:
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ACCT:
501 List Subobj by Org
502 Org Account Summary
503 Fund Subobj Summary
504 Fund Summary
505 Fund Account Summary
506 Current YR Fin Status
507 Name Search
508 Batch ID Update
509 Modify Rollup Flag
511 Batch ID Browse
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FRS Overview
Comparing FRS and DMAS Screens
500 Level Screens
FAQ Section
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FRS
QUESTION
• I’ve never had formal FRS
training – could you do a
basic overview of the
system?
- Overview
ANSWER
• Users automatically have FRS
access if they have DMAS
access
• Only two years are available –
current and previous fiscal year
• Shortcuts on FRS – screen #
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001 – Gets you back to FRS Menu
500 – Departmental FRS Menu
601 – Sponsored Programs Menu
SO (Sign Off) gets you back to
PIDMS Application Menu
– Scroll Lock – use if the x & little
red stick figure show up
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FRS – DMAS
Comparison Of Screens
QUESTION
• Which FRS screens
(summary and detail)
should I use to verify the
actual or balance
information about an SL
(subsidiary ledger) or GL
(general ledger) account?
• How do these screens
match to those in DMAS?
ANSWER
• SL Summary – 019
• GL Summary – 018
• Account Detail
– With Payroll – 023
– Without Payroll – 09G
• Open Commitments – 021
• DMAS – Account Menu Screens
– Account Summary
– Account History Detail
– Open Commitments
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FRS Inquiry
Accounts Within A Department
QUESTION
• When you are in FRS what is
the command to view all
your department accounts
with current balances?
• How about all the
department accounts I may
not have access too?
ANSWER
• You would need access to
the FRS 500 level screens (email from Dept. Head to
General Accounting area of
Controller’s Office)
• Screen 502 lists accounts for
a department
• You can only see accounts
that you have access to
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Summary
You were given information on where to
access the FRS system and sign on
The presentation covered some useful tips on
how to maneuver around the FRS screens
There is additional access available to FRS
users who work with Sponsored (6) Accounts
There is additional FRS access available to
users who would like administrative level
screens such as the Fund Summary
An FAQ section was provided for FRS users
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Thank You for
Reviewing this
Controller’s Office Presentation
Please Visit our Website:
http://www.miami.edu/finance/index.php/treasurer/areas
/controllers_office/
for Additional Information
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