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OFFICE OF THE CONTROLLER TRAINING PRESENTATION UPDATED OCTOBER 18, 2010 1 FRS FINANCIAL RECORDS SYSTEM.

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Presentation on theme: "OFFICE OF THE CONTROLLER TRAINING PRESENTATION UPDATED OCTOBER 18, 2010 1 FRS FINANCIAL RECORDS SYSTEM."— Presentation transcript:

1 OFFICE OF THE CONTROLLER TRAINING PRESENTATION UPDATED OCTOBER 18, FRS FINANCIAL RECORDS SYSTEM

2 OBJECTIVES OF THIS PRESENTATION 2 Review getting into the FRS system and its screensProvide useful FRS tips to maneuver around screens Review additional access available for menus such as Sponsored Programs and Administrative level screens Review some FRS Frequently Asked Questions

3 FRS MENU ACCESS ON PIDMS 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 3

4 GETTING TO FRS ON YOUR COMPUTER 4 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

5 DOUBLE CLICK ON FRS ICON THEN ENTER PIDMS ON THIS SCREEN 5 U U M M (TCP/IP z/OS V 1.9) U U MM MM U U OF M MM M Information Technology U U M MM M UUUU M MM M Date/Time: 08/04/10 12:23:13 LUNAME: TCP00449 IP ADDRESS: ********************************************* * These applications are available: => * * CA7 OMEGAMON ROSCOE TSO * * EASY CICSPROD ROSTEST EVTMAIN * * PIDMS TIDMS TIDMS * * * * You must have special authority to * * access any of the above applications * * Contact your administrator for access * ********************************************* Enter System / Application name below: ======> PIDMS

6 SIGN ON SCREEN IN FRS 6 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 8/04/2010 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 NO LATER THAN THURSDAY. SSAGES 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 : _________ DC PLEASE ENTER YOUR USER ID AND KEYWORD AND PRESS ENTER.

7 FRS BULLETIN BOARD Lists Important Dates 7 FRS SIGNON SCREEN AND BULLETIN BOARD Information about financial policies, accounting system, chart of accounts, forms, and a lot more can be found at ACCOUNTING SYSTEM CLOSING DATES July Aug Sep Journal Entries: With payroll to Spon Prog for processing --- 8/16 9/20 No payroll, with sponsored accts-ONLINE --- 8/31 9/28 No payroll, no spon acts to Contrl's off for input --- 8/26 9/24 No payroll, no spon acts - ONLINE 8/4 9/03 10/05 End of month sponsored overhead (F&A) runs on --- 8/31 9/28 Accounting system month end closing 8/4 9/03 10/5 Reports-via RDS - Labor distrib & report 90's 8/5 9/07 10/6 Purge-transactions removed from FRS screens-see DMAS 8/7 9/04 10/9 Bulletin board updated by the Controller's Office. FISCAL YEAR? 11

8 FRS MENU FRS MENU FRS/IDMS RELEASE VERSION 3.0 SCREEN: ACCT: Additional Menus 09D UM SL DUR Attrb 043 Suspense Record List 049 Data Collect 0AT SL/GL Attribute Track 044 GSE Rule Display 030 SESSION START/END Inquiry - Dollar Info 045 List Assoc SL Account 500 Departmental Frs 018 List 6 Digit GL 046 Control Record Disply 601 Sponsored Programs 019 List 6 Digit SL 047 ABR Rule List Inquiry and Maintenance 020 List 10 Digit SL-OC 048 Chart of Accts Disply Digit GL 021 List OC File 09F SL Rev-Exp Summary 02A 6 Digit GL - New 022 List SL Budget Data 09G Trans Inq w/o Payroll Digit GL 023 Transaction Inquiry Real Time Update 004 GL Building Attr 024 Session/Btch Hdr List 010 Budgets 005 GL Grant/Contract Att 026 Batch Trans Inquiry 011 Encumbrances Digit SL 027 OC List by Reference 012 Receipts 06A 6 Digit SL - New 031 List 10 Digt OC w/Pay 013 Disbursements Digit SL 032 List OC Records w/Pay 014 Journal Entries 008 SL Building Attr 033 OC Inq by Ref w/Pay 015 Beginning Balances 009 SL Grant/Contract Att 034 OC Record w/Payroll 016 Bank Transfers 09A UM GL Attributes Digit GL Snapshot 017 Suspense Update 09B UM SL Attributes Digit SL Snapshot 025 Compound Jrnl Entry 09C UM GL DUR Attrb 042 OC Record Snapshot FISCAL YEAR: 11

9 FRS – USEFUL TIPS & SCREENS 9 FRS Sign On Screen and Bulletin Board Defaults to current fiscal year Tab to fiscal year field to change to previous year Useful FRS Screens 019 – List 6 digit SL (Most like DMAS Account Summary) 021 – List OC (Open Commitment) Records 023 – Transaction Inquiry 06A – Account Attributes Shortcuts 001 – Gets you back to FRS Menu SO (Sign Off) gets you back to PIDMS Application Menu Scroll Lock – use if the x & stick figure show up

10 SCREEN LIST 6 DIGIT SL SCREEN (Like DMAS Account Summary Screen ) LIST 6 DIGIT SL DATE: 08/04/10 TIME: 12:12:29 SCREEN: ACCT: FY: 11 DEPT: SUB: RESP PERSON: MAP CODE: STATUS: OBJ DESCRIPTION BUDGET ACTUAL ENCUMB AVAIL 1201 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 , , ,

11 ADDITIONAL ACCESS TO SPONSORED AWARDS FOR THOSE WITH SPONSORED ACCOUNT ACCESS 11 Sponsored Programs System Screen 601 – FRS Sponsored Programs Menu DMAS - SPM Screens found in DMAS Helpful for users with multiple year awards, multiple sub-accounts Request SPM system access through Controller’s Office – form on our website

12 SPONSORED PROGRAMS MENU SPONSORED PROGRAMS MENU SCREEN:____ SPONSOR INQ/MAINTENANCE 696 STD EXCLUSIONS BUDGET PREPARATION 604 AGENCY PROFILE AWARD SETUP 642 BUDGET CREATE/REVISE 605 SPONSOR PROFILE 620 AWARD MAINTENANCE ACCOUNT INQ/MAINTENANCE 606 SPONSOR NAME LIST 621 PRINCIPAL INVESTIGTRS 626 ACCOUNT TRANSFER 608 LOC DRAWDOWN REQUEST 622 REIMBRSMT & REPORTING 650 SPONSORED ACCT CREATE 609 LOC DRAWDOWN HISTORY 623 CONTACT INFORMATION 652 SPONSORED ACCT UPDATE PROPOSAL INQ/MAINTENANCE 624 SUB-CONTRACTS 654 ADJUSTING ENTRIES 610 PROPOSAL TRANSMITTAL 640 RECORD AUTHORIZED AMT 656 ADJUSTED ACCT BALANCE 611 PRINCIPAL INVESTIGTRS AWARD INQ/MAINTENANCE 694 IDC BASE FOR AN ACCT 612 BUDGET SUMMARY 625 COST SHARING MESSAGE PROCESSING 613 PROPOSAL CHECKLIST 629 INCREMNTL FUNDING INQ 660 ADD MESSAGE 615 LIST PROPOSALS 630 LIST AWARDS 661 MESSAGE INQUIRY 619 P.I. NAME LIST 631 AWARD STATUS RECONCILIATION SYSTEM CONTROLS 632 AWARD DETAIL 663 ACCOUNT SUMMARY 657 BROWSE BDG RANGE CODE 633 SUB-CONTRACT LIST 664 TRANSACTION SCREEN 658 UPDATE BDG RANGE CODE 643 UNASSIGNED BUDGET DET 665 CORRECTION SCREEN 691 CONTROL RECORD 670 AWARD FUND BALANCE 667 ENCUMBRANCE SCREEN 692 IDC-BASE UPDATE 674 AWD/DOCUMENT ACTIVITY 668 INDIRECT COST SCREEN 695 IDC-BASE LIST 693 IDC BASE FOR AN AWARD 669 AWARD SUMMARY

13 FRS - OVERVIEW QUESTION ANSWER 13 I’ve never had formal FRS training – could you do a basic overview of the system? Users automatically have FRS access if they have DMAS access Only two years are available – current and previous fiscal year Shortcuts on FRS – screen # 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

14 FRS – DMAS COMPARISON OF SCREENS QUESTIONANSWER 14 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? 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

15 FRS ACCOUNTS WITHIN A DEPARTMENT QUESTION ANSWER 15 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? You would need access to the FRS 500 level screens ( from Dept. Head to Cary Sexton in Controller’s Office) Screen 502 lists accounts for a department You can only see accounts that you have access to

16 DEPARTMENTAL FRS – 500 SCREENS DFRS MENU SCREEN: 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

17 THANK YOU from Vivian L. Kaye FOR PARTICIPATING in the CONTROLLER’S OFFICE SESSION the CONTROLLER’S OFFICE SESSION 17


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