HOW TO USE and FMS EXPENSE SUMMARY

Step 1: Enter FMS ID

Step 2: Enter Baseline Budget (see Baseline Budget FAQ for more information)

Step 3: In the FMS Expense Summary tab, PM can view the expenses for their project by selecting the appropriate FMS Status and FY. For example, a PM can see the status 2&3 for FY 2019-2020 by clicking the FMS Status drop down and the Expense drop down. From there, they could print a report to provide the status 2&3 report for the FY 2019-2020.

FUNDS ALLOCATION TAB

The Fund, Appn #, Appn Name, and RC will be populated based on the FMS ID provided. Either the PM or the Analyst will enter the allocated Total Appn Amount and Amount for Contract which can be located by clicking the Allocate button. This is typically where the award amount is entered and if entered before creating Director's award then it can be auto-filled in the memo builder. This information is located in either the Council or Director's Award and can be provided by your Analyst.

VENDOR TRANSACTIONS TAB

Provides all the transactions and payments paid to vendors i.e. Contractors, Consultants etc. PM can generate a report with the information shown by clicking "Vendor Combined Transaction History". Any specific vendor details can be located by clicking "View History" under each vendor.

DEFINITIONS

FMS - Funding Management Source????

Status 2 - Funding that has not physically left the City's account but is planned expenses

Status 3 - Funding that has physically left the City's account

REPORTS

FMS Cost to Date Report - Report that provides Total, Encumbrance, Cost to Date, and Costs for Each FY for each Phase

Labor Report - Provides a breakdown cost for each Resp Center, Section, and individual in each section from each phase of the project.

Generate Expenses Across All FY Report - Raw data only for Suzanne/Analysts