FMS Inventory Training

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FMS Inventory Training

• White House Conference Center
• July 29, 2005
• Presented by Bruce Troutman 202-460-8020
  bruce.troutman_at_8020data.com

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FMS Inventory Training

• The FMS Inventory system collects details of each
  agencys financial management systems.
• The Internet is used to provide easy access
  across all agencies.
• POCs and Reporters can access and update
  information from any browser.

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1. Where is the FMS Inventory site?

• The financial management system inventory web
  site is found at
• http//fido.gov/fmsi

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2. What is a POC?

• Each agency has one or more points of contact
  (POC). POCs are responsible for
• The information entered into the FMS Inventory
  system.
• Management of the agency's reporters.

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3. What does the FY link do?

• The FY link allows you to look at data reports in
  various Fiscal Years.
• For example, assume that FY 2003 is the current
  reporting year. It would be the default FY after
  you login in. If you wanted to see data reported
  in 1999, then click FY and select 1999. Now all
  data will be from 1999.

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4. What is the Mail link all about?

• The FMS system has a simple built-in mail feature
  allows you to send email while in the system.

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5. What is the FAQ link for?

• The FAQ link provides answers to the most common
  questions asked about the system.

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6. What is the Help link for?

• The Help link provides access to the Guidance for
  the Current FY's report and POC, Reporter and
  Administrator Information.

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7. What is the Score300 link all about?

• The Score 300 report allows everyone to see how
  they are doing in comparison to other agencies.
• When all reports are validated and marked
  complete for all systems, then the agency get the
  maximum score of 300 points.

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8. What does Not Logged On and FY200x in green
mean?

• The red labels on either end of the Menu links
  represent visual clues to the user.
• For example, once a user logs on his/her name
  shows on the left. The current fiscal year shows
  on the right. If the user changes FY then the
  right visual clue will be the FY chosen.

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9. What do I need to logon to the system?

• You need a valid logon. This is normally a valid
  email address.
• You also need a valid password.
• If you think that you should be able to logon
  and can't, then contact your POC for direction.

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10. Oops! I forgot my password. What do I do?

• Go to the web site http//fido.gov/fmsi and click
  logon. Enter your correct email address and click
  I forgot my password, then click Continue. Your
  password will be emailed to you.
• If you don't have the correct email then contact
  your POC. The POC can look up your information
  from the system and help you. If you don't know
  your POC, then click Logon and then Agency Points
  of Contact.

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11. There does not seem to be a Logoff option.
Did I miss something?

• On the Internet there is no need to log off. Just
  save your changes and close your browser or go to
  another web site.
• The system will automatically disconnect you
  after 2 hours of inactivity.

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12. I need to be added to the system. Who do I
contact?

• Contact your agency's POC. He/she has the ability
  to add you to the system.
• If you are a member of the public or need global
  access, please use the Mail link to contact the
  Administrator and make your request.

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13. I'm a POC and would like to delegate the some
of the reporting.

• A POC can create any number of users for the
  agencies systems. These users can be given
  limited access to the Agency and Bureau of
  choice.
• For example,  USDA wants to create an account for
  Bill, who can access the APHIS systems and an
  account for Mary, who can access the ARS systems.
  Bill and Mary should not see each others systems.
• The POC for USDA logs on and clicks the
  Add/Update users link and then clicks the Add
  button. "--New" dummy information is created and
  then displayed. The POC changes the information
  to Bill's information and - IMPORTANT - puts
  USDA/APHIS in Bill's Agency Column. This will
  imit Bill to APHIS systems only. The POC does the
  same for Mary, but puts USDA/ARS is her Agency
  column. The POC then clicks the SAVE button.

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14. How long before a newly added person can
logon without an error?

• After the POC saves a change the database is
  updated instantly. No delays. The new person must
  enter the email and the password correctly and
  will be shown the information about Agency/Bureau
  that they were assigned. 

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15. How do I remove one of my users from the
system?

• Because the system keeps track of logons and who
  makes changes throughout all fiscal years, we
  don't remove users. We make them inactive.
• To do this the POC logs on and clicks on
  Add/Update Users link. Once the user is found,
  the POC changes the Active field to No. At this
  point the person will not be able to logon to the
  system.

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16. How do I add a new financial system /
application?

• New systems can be added by a POC or any other
  agency reporter.
• To do this logon and click on Add a New System
  /Application, fill in the fields and Save
  Changes. The System will now show up in your
  systems list.

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17. What do the buttons mean on every system's
information page.

• SAVE button - Always saves your changes. It does
  not validate.
• REPORT button - Displays the system information
  in a printable format. It also shows the changes
  from the previous fiscal year's report.
• VALIDATE button - Checks all saved data against
  the validation rules. If something is incorrect,
  you a told about the error. When everything is
  correct, you can Mark the system information
  Complete. An email will be sent to the POC,
  Score300 will be updated and the information will
  be locked for all users.
• EMAIL REPORT button - Allows you to send copies
  of the system's information to other's for their
  review and comments. (Note This button has been
  moved under the REPORT button above.)
• ALWAYS CLICK THE SAVE BUTTON - The Back Button
  does not Save.

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18. I am finished with my report. How do I mark
it complete?

• Click on the Validate button. If their are any
  errors, fix them and click Validate again.
• When everything is correct, you can Mark the
  system information Complete. An email will be
  sent to the POC, Score300 will be updated and the
  information will be locked for all users.

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19. I clicked Marked Complete and now I need to
make a change. What do I do?

• Contact your POC. A POC can unmark the system
  complete.

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20. I entered some information into the form,
then went tolunch without saving. When I
returned, I tried to save but the information was
lost. What happened?

• The system automatically disconnects you after 2
  hours of inactivity.
• A good tip is to save often. This will prevent
  these problems.

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21. I would like to download all of the data that
I am responsible for. How do I do it?

• Logon and click the GET ALL DATA link. The data
  will be loaded into your browser and you will be
  able to download it to a Spreadsheet or in XML or
  ASCII formats.

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22. The All Reports link shows all reports in the
browser. How can I make it look nicer?

• Go to the browser. Hold the CTRL key down and
  press A. Then hold the CTRL key down and press C.
  This will select all the text and copy it to
  memory. Open a new Word document and hold the
  CTRL key down and press V. This will copy
  everything and you can now edit it.