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State of Florida

Agency for Workforce Innovation

One Stop Management Information System (OSMIS)

AWI Financial Management User Manual

Date: April 14, 2006 Version: 6.2

Agency for Workforce Innovation – One Stop Management Information System AWI Financial Management User Manual – Version - 6.2

HCL Page 1 of 223 (AWI Financial Management User Manual)

Document Change History

# Date Version No. Description By 1 05/26/2002 Draft Document Created Deborah Bellows 2 06/02/2002 1.0 Document Edited Deborah Bellows 3 06/07/2002 1.0 Reviewed Jennifer Grant

4 09/30/2002 2.0 Modified to include Cash approval additional functionality Hashrat Arit

5 02/07/2003 3.0 Modified to include NOO and FLAIR additional functionality. Robin Nadar

6. 07/25/2003 3.0 Reviewed Robin Nadar

7. 08/14/2003 4.0 Modified to include change made in the processes Satish Sabnis

8. 09/25/2003 5.0 Modified to include the changes made in the processes Satish Sabnis

9. 09/25/2003 5.0 Reviewed Robin Nadar 10. 04/07/2006 6.0 Updated Leena Amonkar

11. 04/10/2006 6.1 Formatted Rachana Khatri/ Leena

12. 04/14/2006 6.2 Reviewed Rachana Khatri



Table of Contents

1 INTRODUCTION 8

1.1 Overview 8

1.2 Abbreviations and Descriptions 9

1.3 Objective of the User Manual 12

1.4 Organization of the User Manual 12

1.5 Common Validations and Messages 12

1.5.1 Alert Messages 12

1.5.2 Error Messages 13

2 OSMIS WELCOME PAGE 14

2.1 Login Menu 15

2.1.1 User ID 16

2.1.2 User Password 16

3 FINANCIAL AWI 16

3.1 Screen Layout 16

3.1.1 Header 17

3.1.2 Navigation Bar 19

3.1.3 Navigation Menu 21

3.1.4 Finance Management – Administrator Home Page and Links 22

3.2 Finance AWI Folder 25

3.2.1 Common Headers and Links 25



3.2.2 Grant Management Folder 26

3.2.2.1 Grant Entry – Maintain NOO 27

3.2.2.1.1 Maintain NOO (Search) 29

3.2.2.1.2 New NOO 31

3.2.2.1.3 Modify NOO 34

3.2.2.1.4 Edit NOO 36

3.2.2.1.5 View NOO 37

3.2.2.2 State Allocation 39

3.2.2.2.1 State Allocation (Search) 41

3.2.2.2.2 TR20 FLAIR Transaction State Allocation 43

3.2.2.3 Program Allocation 45

3.2.2.3.1 Program Allocation (Search) 46

3.2.2.3.2 Program Allocation for Partners 48

3.2.2.3.3 TR20 FLAIR Transaction Partner Allocation 51

3.2.2.3.4 List of Partners who have excess Expenditures than the new Allocation amount 53

3.2.2.4 Generate NFA 55

3.2.2.4.1 Generate NFA (Search) 57

3.2.2.4.2 Modify NFA 60

3.2.2.5 Funds Reallocation 62

3.2.2.5.1 Funds Reallocation (Search) 63

3.2.2.5.2 Funds Reallocation 66

3.2.2.5.3 Funds Deobligation 68

3.2.2.5.4 Title Transfer 70



3.2.3 Cash Management Folder 72

3.2.3.1 Cash Requests 73

3.2.3.1.1 Cash Requests (Search) 74

3.2.3.2 Cash Approval 77

3.2.3.2.1 Cash Approval (Search) 79

3.2.3.2.2 TR51 FLAIR Transaction for Approval 82

3.2.3.3 Cash Adjustments 84

3.2.3.3.1 Inter Title Transfers 84

3.2.3.3.2 Inter Title Transfers (Search) 85

3.2.3.3.3 TR58 FLAIR Transaction for Inter Title Transfer 87

3.2.3.3.4 Check Refunds 89

3.2.3.3.5 Check Refunds (Search) 90

3.2.3.3.6 TR58 FLAIR Transaction for Check Refunds 93

3.2.3.4 Change pending Request 96

3.2.3.4.1 Change Pending Request (Search) 97

3.2.3.5 Program Income 99

3.2.3.5.1 Program Income (Search) 100

3.2.3.5.2 View Program Income 101

3.2.3.6 State Matching Funds 103

3.2.3.6.1 New State Matching Funds 104

3.2.3.6.2 State Matching Funds (Search) 106

3.2.3.6.3 Modify State Matching Funds 107

3.2.3.7 Stand In Costs 109

3.2.3.7.1 Stand In Costs (Search) 110



3.2.3.7.2 View Stand In Cost 111

3.2.4 Cash Disbursements Folder 113

3.2.4.1 Lump Sum Cash Disbursement 114

3.2.4.1.1 Lump Sum Cash Disbursement (Search) 115

3.2.4.2 Cost Category Disbursement 119

3.2.4.2.1 Cost Category Disbursement (Search) 121

3.2.4.2.2 New Cost Category Disbursement 123

3.2.4.2.3 Modify Cost Category Disbursement 125

3.2.5 Project Management Folder 128

3.2.5.1 Maintain Projects 129

3.2.5.1.1 Maintain Project (Search) 130

3.2.5.1.2 Maintain Project - New 131

3.2.5.1.3 Level Selection 134

3.2.5.2 Project Cost Category Mapping 136

3.2.5.2.1 Project Cost Category Mapping (Search) 138

3.2.5.2.2 Map Project Cost Category 139

3.2.5.2.3 Edit Project Cost Category Mapping 141

3.2.5.2.4 Maintain Project - Modify 143

3.2.5.3 Project Disbursement Summary 145

3.2.5.3.1 Project Disbursement Summary (Search) 146

3.2.5.3.2 View Project Source 148

3.2.5.3.3 Project Disbursement 150

3.2.5.4 Project Partner Allocation 151

3.2.5.4.1 Project Partner Allocation (Search) 152



3.2.5.4.2 Project Allocation – Partners 154

3.2.5.4.3 Contracts – Direct Charge 155

3.2.5.4.4 Select Partner / Contractor 157

3.2.5.4.5 Select Partner / Contractor (Search) 159

3.2.5.4.6 TR20 FLAIR Transaction Project Partner Allocation 161

3.2.5.5 Project Generate NFA 163

3.2.5.5.1 Project Generate NFA (Search) 164

3.2.5.5.2 Modify NFA 166

3.2.6 Flair Interface Folder 168

3.2.6.1 TR10 FLAIR Transaction 169

3.2.6.1.1 New TR10 171

3.2.6.1.2 TR10 FLAIR Transaction (Search) 174

3.2.6.1.3 Maintain FLAIR Transaction TR10 176

3.2.6.2 Manual TR10 FLAIR Transaction 179

3.2.6.2.1 New TR10 Manual 181

3.2.6.2.2 Manual TR10 FLAIR Transaction (Search) 184

3.2.6.2.3 Modify Maintain FLAIR TR10 186

3.2.6.3 TR11 189

3.2.6.3.1 The New FLAIR Transaction TR11 191

3.2.6.3.2 TR11 (Search) 194

3.2.6.3.3 Maintain FLAIR Transaction TR11 195

3.2.6.3.4 Maintain FLAIR Transaction TR11 View 197

3.2.6.4 TR20 State 199

3.2.6.4.1 TR20 State (Search) 200



3.2.6.5 TR20 Partner 203

3.2.6.5.1 TR20 Partner (Search) 204

3.2.6.6 TR51 206

3.2.6.6.1 TR51 (Search) 207

3.2.6.7 TR58 210

3.2.6.7.1 TR58 (Search) 211

3.2.6.8 TR58 Manual 214

3.2.6.8.1 New TR58 FLAIR 216

3.2.6.8.2 TR58 Manual (Search) 218

3.2.6.8.3 Modify TR58 Manual FLAIR 219

3.2.7 Reports Folder 221

3.2.7.1 General Reports Folder 221



1 INTRODUCTION

The One Stop Management Information System (OSMIS) is a web-based application. As such, OSMIS uses the Internet to communicate between various locations and agencies. This document explains the processes a Financial AWI user would use while accessing the OSMIS application.

1.1 Overview

This document comprises the complete AWI Financial Management User Manual. It is the most comprehensive source of information available; covering all steps an AWI Financial user might use while accessing the OSMIS application including the business rules associated with each process.

This document is organized based on a standard Navigation Menu for the AWI Financial user role in OSMIS. This detail will include:

• Detailed overview

• Screen Shots

• Step-by-Step process detail Details will begin from the first folder or link on the Navigation Menu and continue until the end of the Navigation Menu. This manual does not follow systematic process as how an AWI Finance user deals with managing the grants received and expended.



1.2 Abbreviations and Descriptions

The following abbreviations will be used throughout this user manual. Abbreviations Descriptions ADA Americans with Disabilities Act

AFDC Aid to Families with Dependent Children

AMSFW Adult Migrant and Seasonal Farm Workers (replaced by FFWJEP)

AWI Agency for Workforce Innovation

CFDA Catalog of Federal Domestic Assistance

DCF Department of Children and Families

DHHS Department of Health and Human Services

DLES Department of Labor and Employment Security

DMS Department of Management Services

DOA Department of Agriculture

DOE Department of Education

DOL Department of Labor

DOR Department of Revenue

DVOP Disabled Veterans’ Outreach Program

EBT Electronic Benefits Transfer

FLAIR Florida Accounting Information Resource

FSET Food Stamp Employment and Training (Program)

FY Fiscal Year

LTD Life to Date

LVER Local Veterans Employment Representative

MIPS Management Information and Payment System

MSFW Migrant and Seasonal Farm Workers (replaced by FFWJEP)

NFA Notice of Funds Availability

NOO Notice of Obligation



Abbreviations Descriptions OCA Other Cost Accumulator

OSC One Stop Center

OSMIS One Stop Management Information System

OSOS One Stop Operating System

OSP One Stop Operator

OSST One Stop Service Tracking

OSSM One Stop Service Management

PMS Payment Management System

PMT Project Management Team

PY Program Year

REACT Re-Employment and Emergency Assistance Coordination Team

RWB Regional Workforce Board

SCEP Senior Community Employment Program

SFY State of Florida Fiscal Year

SSA Social Security Administration

SSN Social Security Number

TANF Temporary Assistance to Needy Families

TAT Technical Assistance and Training

TCA Temporary Cash Assistance

UC Unemployment Compensation

UI Unemployment Insurance

USA United States of America

USDA U.S. Department of Agriculture

USDOL US Department of Labor

VETS Veteran's Program

VOC-ED Vocational Education

VR Vocational Rehabilitation

WFI Workforce Florida, Inc.



Abbreviations Descriptions WIA Workforce Investment Act

WOTC Work Opportunity Tax Credit

WTP Welfare Transition Program

WTS Welfare Transition Services

WTW Welfare-to-Work

YTD Year to Date



1.3 Objective of the User Manual

The AWI Finance User Manual describes the various options and processes available to finance users while maintaining grants received, expended validating these processes.

1.4 Organization of the User Manual

This manual describes the use of the One Stop Management Information System (OSMIS) as it pertains to AWI Finance Users. AWI Financial User Manual is organized in the same order as the navigation menu, which a staff member sees when signed on to the application.

1.5 Common Validations and Messages

On all forms, mandatory fields are indicated by an asterisk (*) sign. Validations are completed when the form is submitted. This process allows for the verification of all mandatory fields containing data. If any mandatory field does not contain data, the user is prompted with an informative pop-up message such as “Please fill all mandatory fields. (An asterisk indicates all mandatory fields)“. When the staff member selects “OK” on the message prompt, the focus is transferred to the first mandatory field that does not contain data. This process will continue until all mandatory fields contain acceptable data.

1.5.1 Alert Messages Alert Messages Error Description Please enter all mandatory fields. (All mandatory fields are indicated by a *.)

User has to enter or select all Mandatory Fields.

Invalid Entry! Please enter numerical values without '.' or '+' sign. User has to enter numeric values only.

Invalid Entry! Only alphanumeric are accepted

Special characters such as @ # $ % & ( ) : / ; \ / are not allowed.

Invalid Entry! Please enter positive values Negative numbers cannot be entered. Alert Messages Error Description Invalid Entry! Only Characters are accepted

Only characters can be entered. Numeric numbers cannot be entered.

Invalid Entry! Please enter the date in mm/dd/yyyy format

The date should be entered only in the mm/dd/yyyy format, or the user can choose date from the calendar.



Invalid Entry! Year should be later than 1900

The system does not accept dates which are earlier than 1900. The user has to enter dates, which are after 1900.

Invalid Entry! Please enter the start time lesser than the end time

The End date should always be greater than the Start Date.

Invalid Entry! Value must be greater than zero The value entered must be greater than 0.

1.5.2 Error Messages Error Code Error Messages Error Description

755 A critical error has occurred while processing your request. Please log off and try.

User needs to log off, re-login, and try again. If the Error persists, the user may contact the System Administrator.

552 Error while locating the remote resource.

The user needs to save the data after few minutes. If the Error persists, the user may contact the System Administrator.

758 Record modified by another user Another user has already modified and saved the record. Refresh the page and try again.

750 An error occurred while processing your request; Please try again.

The user should wait for a few minutes and try his or her request again. If the Error persists, the user may contact the System Administrator.

000 Error in retrieving data, Please try again.

The user needs to retry retrieving data after sometime. If the Error persists, the user may contact the System Administrator.

759 No Records Found The search criteria specified does not have any matching record. The user can try searching with different criteria.

603 Error while Querying the Database.

Improper Database connection. If the Error persists, the user may contact the System Administrator.

553 Error while connecting to remote resources.

The user needs to save the data after few minutes. If the Error persists, the user may contact the System Administrator.



2 OSMIS WELCOME PAGE

The OSMIS Welcome Page is the first screen any user of the OSMIS application will see.



2.1 Login Menu

On the left side of the OSMIS Welcome Page is a Login Menu, which contains:

• Text box to enter User ID

• Text box to enter User Password

• Login Help

• One Stop Center Locator All users of the OSMIS application will use this section to gain access to their individualized Home Page.



2.1.1 User ID

All users will use this text box to enter their User ID. The User ID may contain both letters and numbers in any combination. Once the user enters the User ID, they will select the tab key, on the keyboard, to enter text in the password text box. If a customer creates their User ID while registering, the User ID must be at least six characters long

2.1.2 User Password

All users will use this text box to enter their password. The password may contain both letters and numbers in any combination. Once the user enters their password, they will press the ENTER button on their keyboard, or they will select

the button. If the User ID and password are valid, the user is directed to the assigned Home Page.

3 FINANCIAL AWI

The Financial Management module in the OSMIS application provides for the management of all grants received, allocated, approved and expended by the Partners on various Programs. This manual will cover financial management module screens used by the Financial AWI user in the OSMIS application.

The goal of this manual is to provide FM AWI Users with descriptions of each of the financial management screens, which will in turn make for straightforward management of a various grants received, allocated, approved and expended by the Partners on various Programs and includes the business rules.

3.1 Screen Layout

Each OSMIS screen comprises of the following sections:

• Header

• Navigation Bar

• Navigation Menu

• Finance – AWI Home Page & Links Each of these screen sections are described in the following sections.



3.1.1 Header

Each OSMIS screen has a Header. The Header is located between the Internet Explorer Toolbar and the OSMIS Navigation Bar.



The OSMIS Header contains the following information:

• OSMIS logo – located in the far left hand corner.

• OSMIS version number – located just beneath the logo; this is the version number of the application being used.

• Application Name – the One Stop Management Information System; this is located at the top of the Header and will be centered over the application.

• Sponsor Name – the Agency for Workforce Information; this is the name of the agency overseeing the application development, design, and management.

• User Name – the name of the Finance Administrator, Region administrator, Region user or AWI users logged into the application; this information has been shaded to prevent any confusion while viewing screen shots in this document.

• User ID – the User ID of the Finance Administrator, Region administrator, Region user or AWI users logged into the application; this information has been shaded to prevent any confusion while viewing screen shots in this document.

• User Type – the type of user logged into the application; this information is displayed with the Region Administrator, Finance Administrator or Region user or AWI user level.



3.1.2 Navigation Bar

Each OSMIS screen has a Navigation Bar. The Navigation Bar is located below the Header and above the Navigation Menu and the Finance Management Bar.



The OSMIS Navigation Bar contains the following information:

• Navigation Menu Title – located in the far left hand corner; this is the title for the Navigation Menu located below.

• Contact Us link – this link will open another Internet Explorer window, which will contain contact information for users who may encounter problems with the application.

• About Us link – this link will open another Internet Explorer window, which will contain information about the Agency for Workforce Innovation.

• Home link – this link will redirect staff to their home page from any point in the application. It is important for staff to remember that selecting this link will not automatically save the material on their current page before redirecting them. Staff will need to remember to save their work before selecting this link.

• Log Out link – this link will redirect staff to the OSMIS Welcome Page from any point in the application. It is important for staff to remember that selecting this link will not automatically save the material on their current page before redirecting them. Staff will need to remember to save their work before selecting this link.

• Directory link – this link will not function for FM users. However, for other OSMIS users, this link will redirect staff to the OSMIS Directory Search Page from any point in the application. It is important for staff to remember that selecting this link will not automatically save the material on their current page before redirecting them. Staff will need to remember to save their work before selecting this link. Staff will use this link to search for phone numbers and email addresses for Staff or Job Seekers. o Staff – staff are required to enter a Region number (at a

minimum) for the staff they are searching. o Job Seeker – staff are required to enter either the first name or

the last name of the job seeker they are searching.

• Date text – this is a system generated date, representing today’s date. The system date is displayed with the day of the week following by the month, day, and year.



3.1.3 Navigation Menu

Each OSMIS screen has a Navigation Menu. The Navigation Menu is located below the Navigation Menu Text on the Navigation Bar.

The Navigation Menu will contain folders and links, which staff can select to perform additional finance management activities.



3.1.4 Finance Management – Administrator Home Page and Links

The main OSMIS home page of a Financial Management AWI user contains commonly used links for faster navigation to the desired process.



The OSMIS Finance AWI Home Page contains the following information:

• Cash Analysis – this link will take the AWI user to the Cash Analysis screen where the AWI Financial can generate the Cash Analysis Report and determine if there is excessive cash on hand.

• Financial Report Summary (Youth) – this link will take the AWI Financial user to the Financial Report Summary (Youth) screen where the AWI Financial Administrator can generate the Financial Report Summary (Youth) which, calculates and displays information pertaining to Total Accrued Expenditures by Cost Category for the Program WIA and Program Title YOUTH. This information is calculated from data that is inputed by the Region in the cash management process.

• Notice of Funds Available (NFAs) – this link will take the AWI Financial user to the Notice of Funds Available screen where the NFAs Reports can be generated. The Notice of Funds Available (NFAs) reports provide information about the amount of funds allocated for all Program Titles and Program periods.

• Partner History (Cash Disbursement/Categories) – this link will take the AWI Financial user to the Partner History (Cash Disbursement with Categories) screen where the AWI Financial user can generate the Partner history reports. The Partner History (Cash Disbursement/Categories) provides information regarding the Disbursements entered by the Regions.

• Partner Rollup – this link will take the AWI Financial user to the Partner Rollup screen where the AWI Financial user can generate the Partner Rollup Report, which displays a Cost Category breakdown of funds for all Regions.

• Financial Report Summary – this link will take the AWI Financial user to the Financial Report Summary screen where the AWI Financial user can generate the Financial Report Summary. The Financial Report Summary calculates and displays information pertaining to Total Accrued Expenditures by Cost Category. This information is calculated from data that is inputed by the Region in the cash management process.

• Financial Management Reconciliation – this link will take the AWI Financial user to the Financial Management Reconciliation screen where the AWI Financial user can generate the Financial Management Reconciliation report, which provides information calculated by the system to reconcile contracts on a monthly basis.



• Partner History (Cash Advance) – this link will take the AWI Financial user to the Partner History (Cash Advance) where the AWI Financial user can generate Partner History (Cash Advance) reports, which provides a historical view of cash advances by the week.

• Partner History (Cash Disbursement) – this link will take the AWI Financial user to the Partner History (Cash Disbursement) where the AWI Financial user can generate Partner History (Cash Disbursement) reports.

• Program Income Rollup – this link will take the AWI Financial user to the Program Income Rollup screen where the AWI Financial user can generate the Program Income Rollup Report, which displays Program income incurred for a specific Program and Program Year.



3.2 Finance AWI Folder

The Financial AWI folder contains the links to the various processes, which allow the AWI Financial Administrator to maintain all functionality of receiving grants, allocation, adjustment, approval, and Disbursement information. Clicking on the link will enable the user to be redirected to the respective process.

3.2.1 Common Headers and Links

Each process will have a common Header, which will contain the following:

• Process Name – the name of the process screen will be displayed.

• Save Comments – this link allows the user to save any comments entered or modified by the user. this link is not available for all the screens in the AWI Finance folder and is only available on those pages where the user may enter or modify comments. If the save comments is clicked without entering anything in the comments box, a pop up message “Please enter Comments” “You can enter only maximum of 500 Characters”. This message is displayed when comments box contains more than 500 characters. The user has to reduce the text to less than or equal to 500 characters.

• Save – the link allows the user to save the entered or modified records.

• Clear – this link allows the financial user to reset / clear details entered on the page.

• Back – this link takes the user back to the previous page.

• Print – this link enables the user to print the current page.

• Help or – this link will open another window, which will contain online help for that particular screen or field on the screen.

Agency for Workforce Innovation – One Stop Management Information System AWI Financial Management User Manual – Version 6.2


3.2.2 Grant Management Folder

This process provides AWI to record NOO (Notice of Obligation), make State and Program allocation, generating NFAs and reallocation of funds.



3.2.2.1 Grant Entry – Maintain NOO

This process allows the AWI user to create and edit the NOO received from the Grantor. When AWI receives funds from Grantors (federal agencies and/or state agencies), funds are tracked through this process. Funds will be allocated to different Program Titles.

Field Description Grantor The user may select the Grantor from the drop down list. Program The user may select the Program from the drop down list.

Program Year The user may select a Program Year from the drop down list. This drop down list is populated according to the Program selected.

NOO Number The user may select the NOO Number from the drop down list.

Status The user may select the appropriate NOO status from the drop down list.

Number of records per page

The number of records to be displayed that can be entered, which by default, will be five. The user can also change the number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of records per page should not exceed more than 100” is displayed.

New User can select the New link to enter a New NOO record.



Field Description Details of this link are described in the New NOO section.

Search

Based on the search criteria specified, the records would be displayed. If this link is selected without any criteria specified, a general search will be conducted and all records will be displayed. Details of this link are explained in the Maintain NOO (Search).

Comments This field allows the User to enter comments, if any.



3.2.2.1.1 Maintain NOO (Search)

NOO means Notice of Obligation. The NOO process will allocate the proposed amount for a given Program Year. Based on the search criteria specified, the records would be displayed. Program Year is populated based on Program selected. NOO Number is populated based on Program Year selected. If search link is selected without any criteria specified, a general search will be conducted and all records will be displayed.

Field Description Grantor The Grantor name. Program The Program name. Program Year The year in which the Program was created. NOO Number The NOO Number. NOO Amount $ The NOO Amount. NOO Date The NOO date. Date Format is mm/dd/yyyy.

Edit / View

The user can modify a particular NOO record by selecting the Edit link. Details of this link are explained in the Modify NOO section. If the User deletes a particular NOO record then that record will



Field Description be in read-only mode. Details of view link explained in the View NOO section.

Select The user can select multiple records to be deleted by using this checkbox.

Comments

This field allows user to enter comments. The comments entered are common for all NOO entries. The text in the Comments cannot be null and a maximum of 500 characters for the text is allowed.



3.2.2.1.2 New NOO

This process allows user to create a new Notice of Obligations received from the Grantors. The AWI allocates the NOO amount to different Program Titles. One of the pre-requisite for this process is that the pools must be already defined. This has to be done by using AWI fund allocation process. This process is only available to Financial Administrator users. Please refer Financial Administrator user manual for more details on this process.



Field Description Program The user must select the Program from the drop down list.

Program Year

The user must select the Program Year from the drop down list. This drop down list is populated based on the Program selected. If the NOO is already for the selected year, a message is displayed on the screen as “NOO Number already exists for the selected Program and Program Year combination. (Message Code:771).”

Program Match Requirement

The user may state whether the Program should be available for matching with the State Matching Funds by selecting the radio button.

NOO Number The user must enter the NOO Number. The text entered must not exceed 25 characters

NOO Start Date This date indicates the effective date of the NOO. The user must enter the date in mm/dd/yyyy format or select the date from the calendar provided.

NOO End Date

This date indicates the date through which the NOO is active. The user must enter the date in mm/dd/yyyy format or select the date from the calendar provided. By default, the end date is calculated based on the Program period as defined in the Program Master.

Grantor The user must select a Grantor from the drop down list. Grant Number (Local Admin)

The user may enter the Grant Number (Local Admin). The Grant Number should not exceed 5 characters.

Note: On selection of Program and Program Year, fields following fields are displayed. Program Title Displays the list of Program Titles within a particular Program.

Allocation Amount

The user must enter the allocation amount for each Program Title. This amount is the sum total of all the allocation amounts for the Program Titles.

Sub Account Titles The user may enter a sub account title.

Grant Number

The user may enter the Grant Number for each Program Title The Grant Number is the number assigned by the Grantor for the NOO. The Grant Number should be at least 5 characters, if not so then, an alert message “Please enter minimum 5 digit of Grant Number”

NOO Amount The Amount is displayed as the sum of the amounts allocated for each Program Title.

Save The user can click on the save link to save the new record.



Field Description The State Allocation screen and a message “NOO Created Successfully” are displayed. If saved without entering any amount, an alert message “NOO Amount should be greater than 0” is displayed.



3.2.2.1.3 Modify NOO

The user can modify a previously entered NOO record using this process.

Field Description Program The Program name. This is a display field.

Program Year The Program Year falling within NOO effective dates. This is a display field.

Program Match Requirement

The user can select the indicator if the Program should be available for the State Matching Funds.

NOO Number The NOO Number assigned.

NOO Start Date The effective start date of the NOO. The date should be entered only in the mm/dd/yyyy format, or the user can choose date from the calendar.

NOO End Date This date indicates the date through which the NOO is active. The date should be entered only in the mm/dd/yyyy format, or the user can choose date from the calendar.

Grantor The name of the NOO funding source is displayed (e.g. USDOL, etc.)

Grant Number (Admin local) The user may enter the Grant Number (Local Admin).



Field Description

Program Title The Program Title i.e. a sub category of the primary Program is displayed (e.g. WIA – Dislocated Worker).

Allocation Amount The user can enter Allocation Amounts for the Program Titles. Sub Account Title The user may enter a sub account title.

Grant Number

The user may enter the Grant Number. The Grant Number should be at least 5 characters it not then an alert message “Please enter minimum 5 digit of Grant Number”

Pools

The pools are dynamically selected based on the pools created for this Program and Program Year in the AWI Fund allocation process. This process is available only for the Financial Administrator user. For more detail of this process, refer Financial Administrator user manual. For e.g. in the above screen shot, user can see that there are three pools defined Pass Through, Set Aside and Rapid response for this Program and Program Year.

NOO Amount The total of NOO Amount is displayed.

Save

The user can save the details by clicking on this link. The user will be taken to the Grant Entry – Maintain NOO screen and a message “NOO is updated successfully” will be displayed. If User changes the Allocation amount and clicks this link, User will be taken to the Edit NOO screen and a message “NOO is updated successfully” will be displayed. If User saves without entering any amount or any title that is NOO Amount is 0, then an alert message appears “NOO Amount should be greater than 0”



3.2.2.1.4 Edit NOO The user can view all Program Title records if amount is increased or reduced. The user can do the State allocation, then Program allocation, and modify a previously entered NOO record through this process.

Field Description Program The Program name. Program Year The Program Year. NOO Number The assigned NOO Number. Sr No The serial number.

Program Title The list of Program Titles for a particular Program is displayed.

Program Title Amount The Program Title Amount.

Allocation Status The Allocation Status of the NOO is displayed.

Allocate Depending on the Allocation Status, user will be taken to the State Allocation screen.



3.2.2.1.5 View NOO

The user can view NOO record details.

Field Description Program The Program name. Program Year The Program Year within NOO effective dates. Program Match Requirement

The indicator if the Program should be available for matching with the State Matching Funds or not.

NOO Number The assigned NOO Number. NOO Start Date The effective date of the NOO. NOO End Date This date indicates the date through which the NOO is active.

Grantor The name of the NOO funding source is displayed (e.g. USDOL, etc.)

Grant Number (Local Admin) The Grant Number (Local Admin).

Program Title The Program Title i.e. a sub category of the primary Program is displayed (e.g. WIA – Dislocated Worker).

Allocation Amount The Allocation Amounts for the Program Titles. Sub Account Title The sub account title. Grant Number The Grant Number.



3.2.2.1.5.1 Error Message Error Code Error Messages Error Description

771 NOO Number already exists for the selected Program and year combination

Change the Program Year or the Program as there can be only one NOO for a particular Program and Program Year

772 The criteria selected did not match any NOOs. Please re-enter the selection criteria

NOO is not entered for the selected criteria. Select different search criteria or do a general search

Alert All AWI pools are of type "=“. Contact System Administrator to change the amount

Business rule is that, if all the pools for a particular title have pool type as = in AWI fund allocation, then title amount should be equal to the pool amount defined.



3.2.2.2 State Allocation

This process allows the AWI Financial user to view the NOO amount and split the NOO amount into the various pools based on AWI fund allocations. The user can also define the Regional Administration amount with this process. This process will allow the users to allocate the NOO received from the Grantor against the various pools defined in the AWI fund allocation for the respective Program and Program Year. AWI fund allocations must be completed before any State allocation can be made. By default, 10% of the Pass Through amount goes to the Regional Administration. Funds allocated to Regional Administration will always be calculated based on the “PASS THROUGH” pool. The allocations are determined based on the priorities defined in the AWI fund allocation. The pool allocations is non-editable, with the exception of Regional Administration Percentage and combine NFA flag fields. The Regional Administration Percentage and Combine NFA flag may be modified as long as the Program allocation are not completed. Once the Program allocation are completed, the Regional Administration Allocation and Combine NFA flag cannot be modified.



Field Description Program The user must select the Program from the drop down list.

Program Year The user must select the Program Year within the NOO effective dates from the drop down list. This drop down list is populated according to the Program selected.

Program Title The user must select the Program Title from the drop down list. (e.g. WIA – Dislocated Worker). This drop down list is populated according to the Program selected.

NOO Number

The user must select the NOO Number from the drop down list. By default, all the NOO Numbers will be listed in the drop down box. This drop down list is populated based to the Program selected.

Search

Based on the search criteria specified, the records would be displayed. Details of this link are explained in the State Allocation (Search) section.

Comments This field allows the user to enter comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all entries.



3.2.2.2.1 State Allocation (Search)

Based on the search criteria specified, the records would be displayed.

Field Description Program The Program name. Program Title The title of the Program. Program Year The Program Year. Grant No The Grantor number. Grantor The Grantor name. Program Title Amount The Program Title Amount.

NOO Number The NOO Number. NOO Amount The NOO amount. Allocation Status The Allocation Status.

Combine NFA The indicator if the NFA is combined or not. If Combine NFA is made “Yes”, then Regional Admin percentage and Regional Admin amount is made 0 by the system.

SET ASIDE Percentage (%) The Set Aside Percentage.



Field Description SET ASIDE Amount ($) The Set Aside Amount.

RAPID RESPONSE Percentage (%)

The Rapid Response Percentage.

RAPID RESPONSE Amount ($)

The Rapid Response Amount.

PASS THROUGH Amount ($) The Pass Through Amount.

Regional Admin %

The Regional Administration percentage. If Combine NFA is true and the amount is entered in Regional Admin as percentage, alert message is displayed “For Regional Admin allocation Combine NFA status should be No” this means user cannot enter percentage if combine NFA is Yes.

Regional Admin Amount

Regional Administration amount is calculated based on the Regional Admin percentage entered. Percentage calculation is made based on PASS THROUGH Pool Amount.

Pass Through Formula Amount ($)

The user can enter the pass through formula amount.

Save

The user can save the current details and the entire pool amount by selecting this link. Details of this link are explained in TR20 FLAIR Transaction State Allocation -New section. If allocation is not proper, that means if Pass Through Formula Amount is less than or equal to 0, then a message “Allocation is not proper” is displayed. However, there is a business rule, if Program is Wagner Peyser, any of the pools has 100% allotment, and Pass Through Formula Amount is 0, then no message is displayed and system allows user to save. If Program Allocation is already done for the selected record, and user tries to save it, then a pop up message “Program Allocation already done, cannot update” is displayed.



3.2.2.2.2 TR20 FLAIR Transaction State Allocation

This process allows the AWI Financial user to modify the TR20 FLAIR Transaction State Allocation details. If the SET aside has 100% only for WAGNER PEYSER PROGRAM then user will be taken to Search page of State Allocation otherwise it will go to the Program Allocation page.

Field Description Program The Program name is displayed Program Year The Program Year is displayed Program Title The Program Title name is displayed NOO Number The NOO Number is displayed DCO-NO The user will enter document number LINE The line number. Expansion Option (EO) The Expansion Option Indicator of the Program is displayed.

Version (EO_VER) The user has to select Version (EO_VER) value from the drop down list box.

Batch The user has to select batch value from the drop down list box.



Field Description

Prior Period (PPI) The user has to select Prior Period (PPI) from the drop down list box.

Product Identifier (PID)

The user has to select product Identifier (PID) value from the drop down list box.

Amount The Amount will be displayed. Description The user has to enter the description.

Flow Through (FT) The user has to select the Flow Through (FT) from the drop down list box.

Category Category Number of the Program is displayed Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed

Year Indicator The Year Indicator will be displayed. Grant The Grant Number will be displayed

Contract Year (CY) The user has to select the contract year from the drop down list box.

Other Cost Accumulator The Other cost accumulator will be displayed.

Transmit The user will select the Transmit radio button. If user selects Yes, then it will be considered as ready for Transmission otherwise it will be treated as Transaction done.

Save

The user can save the current details and all the FLAIR details. Then user will be taken to the Program Allocation page except if the SET Aside has 100% for WAGNER PEYSER PROGRAM then User will be taken to Search page of State Allocation.

3.2.2.2.2.1 Error Message

Error Code Error Messages Error Description

786 The criteria selected did not match any existing or new State allocation. Please re-enter the selection criteria

There is no data available in the system matching with the search criteria selected.

785 Pool not available for this Program and year, contact Financial Administrator

For the Program, Program Title and year selected, pool is not defined in AWI Fund Allocation.

Alert Program Allocation already done, cannot update

This message direct the user that the Program Allocation is already done for the selected record hence cannot be saved.



3.2.2.3 Program Allocation This function allows the AWI Financial user to view and allocate funds at the Program level for each Region. Allocations can be performed manually or based on a formula. The allocation amount will be shared between Pass-thru and Administration amount. If the Combine NFA is yes then it will be allocated to both Pass-thru and Administration, otherwise it will be allocated to Pass-thru only.

Field Description

Program The user may select the name of the Program from the drop down list.

Program Year The user may select a Program Year from the drop down list. This drop down list is populated depending on the Program selected.

Program Title The user may select the Program Title for the particular Program from the drop down list.

NOO Number The user may select a NOO Number from the drop down list. Grantor The user may select a Grantor from the drop down list.


The number of records to be displayed that can be entered, which by default, will be five. The user can also change the number. If user enters number of records per page as more than 100, then an alert pop up message “Invalid Entry! Number of records per page should not exceed more than 100” is



Field Description displayed.

Search

Based on the search criteria specified, the records would be displayed. If the search link is selected without any criteria specified, a general search will be conducted and all records, with no filter criteria, will be displayed. Details of this link are explained in Program Allocation (Search) section.

Comments The user can enter comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the text. This field is common for all entries.

3.2.2.3.1 Program Allocation (Search)

Based on the search criteria specified, the records would be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed.

Field Description Program The Program name Program Year The Program Year Program Title The Program Title



Field Description Grantor The Grantor name NOO Number The NOO Number PASS THROUGH Formula Amount ($)

The PASS THROUGH Formula Amount

Admin Amount The Administration amount Combine NFA The indicator whether the NFA is combined or not. Formula The indicator whether the formula is created or not. Status The indicator whether the Program Allocation is made or not.

Allocate

The user can view the details of a particular record by clicking this link. The user will be taken to the ‘Program Allocation For Partners’ screen. Details of this link are explained in the Program Allocation For Partners screen.



3.2.2.3.2 Program Allocation for Partners

The Pass Through and Administration amounts are distributed among the Regions. If the allocated amount is not equal to the Total Pass Through and Administration amount, a pop up message appears notifying the user. The record can be saved only after the Total Allocation is completed. Once this allocation is completed and the record is saved, the Allocate link is replaced by a View link in the Search result set. If the combine NFA is YES then the Pass Through and Administration amounts are distributed among the Regions, otherwise Pass-thru amount only will be distributed. The Administration amount has to be lesser than pass-thru amount. The user cannot allocate Administration amount without pass-thru amount.

Field Description Program The name of the Program Program Title The Program Title Program Year The Program Year NOO Number The NOO Number Pass Through Formula Amount The amount to be passed to the Partners is displayed

Administration The amount used for administrative purposes



Field Description Amount

Combine NFA The indicator if the Through Formula Amount and Administration Amounts are to be combined in a single NFA or not is displayed.

Formula Flag The Indicator, if the Program has a formula for allocation. Partner The name of the Partner is displayed

Pass Through Formula Amount

The amount to be passed to other Regions. The Formula Amount can be edited only if the Formula Flag is No.

Administration Amount

The amount to be used for administrative purposes is displayed The Administration Amount can be edited only if the Formula Flag is No. If Administration amount is entered without entering Pass through amount, a pop up message directs user to also allocate amount for Pass Through Formula. The user has to first enter pass through amount and then enter admin amount for that Partner.

Total The sum of all the allocated Administration and Pass Through Formula Amounts for the different Regions is displayed.

Save

The user can view the details TR20 FLAIR Transaction by clicking this link. Details of this link are explained in TR20 FLAIR Transaction Partner Allocation screen. Business rule is the total allocation amount should match the funds allocated. If Total Administration Allocation Amount is not equal to Administration Amount then a pop up message “Admin Amount should be equal to Administration Allocated Amount” is displayed. If Total Pass through Allocation Amount is not equal to Pass through Amount then a pop up message “Pass through Amount should be equal to Pass through Allocated Amount” is displayed.



3.2.2.3.2.1 Error Messages Error Code Error Messages Error Description

Alert You should allocate amount for Pass Through Formula Amount also

This message is displayed if the user allocates administrator amount without allocating the pass thru amount, this message is displayed. The user has to first enter pass thru amount, then enter the admin amount.

Alert Admin Amount should be equal to Administration Allocated Amount

This message is displayed if the if Total Administration Allocation Amount is not equal to Administration Amount. The user has to enter the total allocation amount.

Alert Formula Amount should be equal to <Allocated Pass through Amount>

This message is displayed if the if Total Pass through Allocation Amount is not equal to Pass through Amount. The user has to enter the total allocation amount.



3.2.2.3.3 TR20 FLAIR Transaction Partner Allocation

This process allows the AWI Financial user to modify the TR20 FLAIR Transaction Partner Allocation details. This screen displays all the FLAIR details i.e. Partner Name, Document Number, Batch Indicator etc. If the user clicks the save button, then the user will be taken to Generate NFA screen. If the user does not create new NOO, he/she will be taken to the screen showing List of Partners who have excess Expenditures than the new Allocation amount. This screen also displays New NFA amount, Old NFA amount, Cost Category Disbursement amount and the amount to be adjusted against already issued Disbursement amount.

Field Description Program The name of the Program is displayed Program Title The Program Title is displayed Program Year The Program Year is displayed NOO Number The NOO Number is displayed

Save

The user will be taken to the List of Partners who have excess expenditures than the new Allocation amount screen. Details of this link are explained in the List of Partners who have excess expenditures than the new Allocation amount screen.

Document No The user will enter document number.



Field Description (Doc_No) Line The line number. Organization The organization code of the Partner. Expansion option (EO) The Expansion Option Indicator of the Program is displayed. Version (EO_VER) The user can select the Version in the drop down list box. Batch The user can select the Batch in the drop down list box.

Prior Period (PPI) The user can select the Prior Period (PPI) in the drop down list box.

Product Identifier (PID) The user can select the Product Identifier (PID) in the drop down list box.

Amount Flair Transaction Amount will be displayed. Description The user will enter Description.

Flow Through (FT) The user can select the Flow Through (FT) in the drop down list box.

Category The Category Number of the Program is displayed. Certified Forward (CF) The Certified Forward (CF) of the Program Title is displayed. Year Indicator The Year Indicator value is displayed. Grant The Grant Number will be displayed.

Contract Year (CY) The user can select the expansion option in the drop down list box.

Other Cost Accumulator The Other Cost Accumulator value is displayed

Transmit There can be either yes or no for this option. If selected as Transmitted Yes, then the data is available for Transmission to FLAIR.



3.2.2.3.4 List of Partners who have excess Expenditures than the new Allocation amount

The user can view all the Partners who have excess expenditures than the new allocation amount. It will displays old NFA amount, New NFA amount, Cost category Disbursement amount and the difference amount for which user has to make an adjustment if it is negative amount. This will be displayed only when user does the NOO amendment.

Field Description Program The name of the Program will be displayed Program Title The Program Title will be displayed Program Year The Program Year will be displayed NOO Number The NOO Number will be displayed Pass Through Formula Amount – Old NFA Amount

Old NFA amount for Pass Through will be displayed



Pass Through Formula Amount – New NFA Amount

New NFA amount for Pass Through will be displayed

Pass Through Formula Amount – Cost Category Disbursement

Cost Category Disbursement for Pass Through will be displayed

Pass Through Formula Amount – Difference

Difference of New NFA Amount and Cost Category Disbursement will be displayed

Administration Amount – Old NFA Amount

Old NFA amount for Administration will be displayed

Administration Amount – New NFA Amount

New NFA amount Administration will be displayed

Administration Amount – Cost Category Disbursement

Cost Category Disbursement for Administration will be displayed

Administration – Difference

Difference of New NFA Amount and Cost Category Disbursement will be displayed



3.2.2.4 Generate NFA This process allows the user to generate an NFA by Region for a select Program, Program Year and Program Title. There should be an entry in Program allocation. Multiple NFAs can be generated simultaneously against an allocated amount until it is completely exhausted. NFAs are generated for project in the Project List process. The NFA number will be generated automatically. The AWI cannot allocate more NFA amount than the total Allocation Amount available. If the NFA is less than allocation amount, then the AWI cannot reduce the NFA amount later. Upon completing this process, notifications indicating that NFAs have been generated are sent by e-mail to all Regions. Once an NFA is generated, Regions can request funds from AWI through the cash request process.

Field Description

Partner The user may select the name of the Partner from the drop down list. Partner can be created using Maintain Partner option.

Program The user may select a Program from the list. Program is created in System Admin module.

Program Year

The user may select a Program Year from the list. This list is populated depending upon the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process. e.g. 2002, 2003, 2004 etc.



Field Description

Program Title The user may select a Program Title from the list. Program Title is created in System Admin module.


Project The user may select a project from the drop down list. Project can be created using Maintain Projects option.



Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details of this link refer to Generate NFA (Search) section.



3.2.2.4.1 Generate NFA (Search)

Based on the search criteria specified, the records are displayed. If the search link is selected without any criteria a general search will be conducted and all records will be displayed.

Field Description Program The name of the Program. Program Year The Program Year. Program Title The Program Title. Partner The name of the Partner.



Field Description NOO Number The NOO Number. NFA Number The Notice of Fund Availability (NFA) number. Fund Type The Fund Type. Start Date The Start Date of the Program.

End Date

The End Date of the Program. By Default end date is calculated based on NOO end date. If end date entered is less than Start Date, a message directs user that the Start Date should be earlier than or equal to end date. NFA End Date should be greater than or equal to today’s date. Otherwise alert message ‘NFA Date has already expired. Please extend the End Date before Generating NFA” will be displayed

Allocation Amount The amount allocated for the Program Old NFA Amount The Old Notice of Fund Availability (NFA) Amount

NFA Amount

The Notice of Fund Availability (NFA) Amount. By default, NFA Amount will be equal to Allocation Amount. If NFA Amount entered is more than allocation amount, a message “NFA Amount cannot be more than Allocation Amount” will be displayed.

Edit The user can edit an NFA by clicking on this link. The user will be taken to the Modify NFA screen. Details of this link are explained in the Modify NFA section.

Select The user can check the checkbox to select a particular record for which the NFA has to be generated.

Select All The user can select all the records by clicking on this link.

Select Admin The user can select the records of ‘Fund Type – ADMIN’ by clicking on this link.

Select Formula The user can select the records of ‘Fund Type – FORMULA’ by clicking on this link

Generate

The user can generate the NFA of the selected records by clicking on this link. The system validates to see if the NFA Amount is less or more than the Allocation Amount it not then a pop up message will be displayed.

Comments The user can enter comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all NFA entries.


Alert NFA Amount cannot be more than Allocation Amount.

NFA Amount cannot be greater than the allocation amount.




Alert NFA Date has already expired. Please extend the End Date before Generating NFA

NFA End Date less than Today’s date.



3.2.2.4.2 Modify NFA

The user can make changes to the end date through this screen.

Field Description Partner The Partner name Program This name of the Program Program Year The Program Year Program Title The Program Title CFDA Number The CFDA Number Project The Project name Level The Level NOO Number The NOO Number NFA Number The NFA Number Fund Type The Fund type Allocation Amount ($) The Allocation amount

NFA Amount ($) The NFA amount NFA Balance Amount The Fund Availability from Cash Management.

NFA Change Date The date, when the NFA amount was changed Start Date The Start Date of the NFA .



Field Description

End Date

The End date of the NFA. The date should be entered only in the mm/dd/yyyy format, or the user can choose date from the calendar. End Date should be greater than Start Date

Memo The user can enter any comments for the NFA, if any.

Save

The user can save the changes made in the present record by clicking on this link. The user will be taken to the Generate NFA screen and a message ‘NFA Updated successfully’ will be displayed. If end date is entered as less than Start Date, a pop up message “Please enter the End Date and it should be greater than start Date AND Current Date” will be displayed. If end date is entered as less than System Date, a pop up message “Please enter the End Date and it should be greater than start Date AND Current Date” will be displayed.


Alert New start date can not be greater than Old Start Date

Financial Administrator enter Start Date beyond the Old Start Date



3.2.2.5 Funds Reallocation

This process allows the Financial Administrator and AWI user to reallocate and de-obligate funds between Program Titles for the Partners and Projects. Fund reallocations are allowed only between titles of the same Program.

Field Description

Partner The user may select the Partner name from the drop down list. The Partner can be created using Maintain Partner option.

Program The user may select the Program from the drop down list. Program Title is created in System Admin module.

Program Year

The user may select Program Year from the drop down list. This drop down list is populated depending on the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process.

Program Title The user may select the Program Title from the drop down list. Program Title is created in System Admin module. This drop down list is populated according to the Program.

Project The user may select the project from the drop down list. Project can be created using Maintain projects option.

Fund Type The user may select the Fund Type from the drop down list.



Field Description



Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details of this link refer to Funds Reallocation (Search)

Comments The user can enter comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all entries.

3.2.2.5.1 Funds Reallocation (Search)

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed.



Field Description Program The Program name will be displayed. Project The Project name. will be displayed. Program Year The Program Year will be displayed. Program Title The Program Title will be displayed. Partner The Partner name will be displayed. NFA Number The NFA Number will be displayed. Fund Type The Fund type will be displayed. NFA Amount ($) The NFA Amount will be displayed. Balance NFA Amount ($) The balance NFA Amount will be displayed.

Select

The user can reallocate funds from one Program to another by selecting a particular Program from where the funds are to be allocated as Origin and the Program to which the funds are to be allocated as Destination. Balance NFA Amount of the Origin should be greater than 0. In addition, reallocation is done only amongst Partners.

Comments The user can enter comments, if any. Comments cannot be null and a maximum of 500 characters can be entered in the text field. This field is common for all entries.

Reallocate

After selecting the Origin and Destination Program only, this link will be displayed. The user can reallocate the funds by clicking on this link. The user will be taken to the Fund Reallocation screen. Details of this link are explained in the Fund Reallocation section. The user can not reallocate the amount between two different Programs or Program Years.

Deobligate

After selecting the Origin, the User can de-obligate the funds by clicking on this link. The user will be taken to the Funds Deobligation screen. Details of this link are explained in the Funds Deobligation section. If user clicks on Reallocate link without selecting origin, a pop up message “Please Select origin” will be displayed.

Title Transfer

After selecting the Origin for the Fund Type ADMIN, this link will be displayed. The user can perform a title transfer (i.e. transferring funds from admin to titles) of the funds by clicking on this link. The user will be taken to the Title Transfer screen. Details of this link are explained in the Title Transfer section. If user clicks Title Transfer link without selecting origin, a message “Please Select origin” will be displayed.



3.2.2.5.2 Funds Reallocation

The user can reallocate the Funds from “Origin” to “Destination” through this screen.

Fields Description Select “Origin” from dropdown list under SELECT column heading: NFA Number The Origin NFA Number NFA Amount ($) The Origin NFA Amount Balance NFA Amount ($) The balance NFA Amount of the Origin NFA

Select “Destination” from dropdown list under SELECT column heading: NFA Number The Destination NFA Number NFA Amount ($) The NFA Amount Balance NFA Amount ($) The balance NFA Amount of the Destination NFA

Reallocation Amount ($)

The user must enter the amount that the user wants to reallocate from the Origin NFA to the Destination NFA The amount to be allocated should be greater than 0 and lesser than the Origin NFA.

Comments The user can enter Comments, if any for the present record. Comments cannot be null and a maximum of 500 characters can be entered for the same.

Save The user can save the changes made in the present record by clicking on this link.



Fields Description The user will be taken to the Funds Reallocation screen and a message ‘Reallocation of the Fund done successfully’ will be displayed. If reallocation amount total is more than the available amount of origin, then a pop up message directs user that he/she cannot allocate more amount than available” If the transaction is successfully completed, a verification message will be displayed on the Funds Reallocation page verification message is displayed on the Funds Reallocation page.


822 Please generate Pass-thru NFA for this Partner


Alert You cannot allocate between two different Program or two different year

Reallocation can be done between same Program, same Partners, same Program Year between different titles. Reallocation can be done between same Program, same Program Title, same Program Year between different Partners



3.2.2.5.3 Funds Deobligation The user can deobligate the Funds from Origin to pools other than Pass-thru or Regions. If user selects the pools then all pools except pass-thru will be displayed and if user selects Partner then all Partners for whom amount has not been allocated still are displayed

Field Description Program The Program name will be displayed Program Year The Program Year will be displayed Program Title The Program Title will be displayed Partner Name The Partner name will be displayed NOO Number The NOO Number will be displayed Fund Type The fund type will be displayed. NFA Number The NFA Number will be displayed NFA Amount ($) The NFA Amount will be displayed Balance NFA Amount ($) The balance NFA Amount will be displayed

Deobligation It displays Pool and Partner radio button Pool Name Name of the Pool NFA Amount The NFA Amount, which has to be deobligated. Save The user can save the changes made in the present record by



Field Description clicking on this link. The user will be taken to the Funds Deobligation screen and a message 'De obligation of Funds done Successfully' will be displayed. If de-obligated amount total is more than the available amount of origin, then a message “You can not allocate more amount than available” will be displayed. If the transaction is successfully completed, a verification message will be displayed on the Funds Deobligation page.


Alert Deobligation can not be performed as Fund Available is less than Deobligation amount

Fund Available is less than Deobligation amount

808 Partners are not available for De obligation

There is no pool available for de-obligation, hence cannot do pool de-obligation



3.2.2.5.4 Title Transfer

The user can transfer the Funds from Origin of Admin Fund type pool to pass-thru fund type. The allocated amount should not exceed to funds available of Admin Fund type.

Field Description Program Name The Program name Program Year The Program Year Partner Name The Partner name will be displayed. NOO Number The NOO Number Fund Type The fund type selected by user . NFA Number The NFA Number will be displayed. Fund Available The NFA Fund Available will be displayed. NFA Amount ($) The NFA Amount will be displayed. Balance NFA Amount ($) The balance NFA Amount will be displayed.

Reallocation Amount The Amount to be deobligated.

Save The user can save the changes made in the present record by clicking on this link. The user will be taken to the Funds



Field Description Reallocation screen and a message 'De obligation of Funds done Successfully' will be displayed. If transferred amount total is more than the available amount of the origin, then a pop up message “You can not allocate more amount than available” will be displayed. If the transaction is successfully completed, a verification message will be displayed on the Funds Reallocation page.


822 Please generate Pass-thru NFA for this Partner


Alert You cannot allocate between two different Program or two different year

Reallocation can be done between same Program, same Partners, same Program Year between different titles. Reallocation can be done between same Program, same Program Title, same Program Year between different Partners



3.2.3 Cash Management Folder

The features available within the Cash Management folder allow the AWI user to directly manage the funds disbursed to the Regions.



3.2.3.1 Cash Requests

This process allows the user to lock the cash request for the Regions.

Field Description

Partner The user must select the name of the Partner from the dropdown list. The Partner can be created using Maintain Partner option.

Program

The user must select the Program name from the drop down list. The Programs populated in the dropdown are those created in the security module. If the user has already selected the project then will not be allowed to select the Program.

Program Title The user may select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc.

Program Year

The user may select the Program Year from the drop down list. Program Year is created when a New entry is made in AWI Fund Allocation process. This list is generated based on the Program selected.

Project The user must select the project from the drop down list. If the user has already selected the Program then will not be allowed to select the project. Project can be created from Maintain



Field Description Projects option.

Week The user may select the week from the drop down list. Cash weeks for which Approval status is yes is populated.



Search Based on the search criteria specified, the records will be displayed. For details, refer to Cash Requests (Search) section.

3.2.3.1.1 Cash Requests (Search)

Based on the search criteria specified, the records will be displayed.



Field Description Cash Week The period (week) for the cash request Program The Program name Program Year The Program Year Program Title The Program Title NFA No. The Notice of Fund Availability Number is displayed Partner The name of the Partner Start Date The start date of the NFA End Date The end date of the NFA is displayed Fund Allocated The NFA Amount for the Region Funds Available ($) The balance fund available for the Partner

Maximum Amount Drawable ($) The maximum amount drawable is displayed.

Cash Request ($) The user can enter the amount for cash request. Pending Request ($)

The pending request will be the sum of the current week’s cash request and any earlier pending request.

Year To Date Advance ($)

The sum of warrant amount from the beginning of the start date.

Life To Date Advance ($)

The sum of warrant amount from the beginning of the cash request to date.

Lock The user can check the checkbox to lock a particular Partner from making cash requests.

Save

The user can save the selected cash request record by clicking this link. If the user clicks save without checking any of the records, a pop up message “No record marked for Lock” is displayed.

Comments The user can enter the comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all Cash Request entries.



3.2.3.2 Cash Approval

Cash Management describes the process of Disbursement of cash against the funds made available to the Region for each Program. This process allows AWI to approve cash requests made by Regions.

Field Description

Partner The user may select the name of the Partner from the dropdown list. Partner is created in the Maintain Partner process.

Program

The user may select a Program from the list. The user can select either a Program or Project. e.g. WIA, RITA etc. Program is created in System Admin module

Program Title The user may select Program Title from the list. This list is populated depending upon the Program. Program Title is created in System Admin module

Program Year The user may select Program Year from the list. This list is populated depending upon the Program. Program Year is created in AWI Fund Allocation process

Project The user may select a Project from the list. The user can select either a Program or Project. Project is



Field Description created in Maintain Project process.

Status The user must select the Status of the cash week from the drop down list. For e.g. Approved, Waiting for Approval, etc.

Week

The current Cash Week .Cash Week for which Approval Date is less than or equal to today’s Date is populate here. The user can modify the approval Date of the Cash Week in Maintain Cash Week process.

Program / Project The indicator, if the Cash Approval is for a Program or Project. Show Zero Pending requests

The user must select the checkbox to view all the records for Region is not request the amount.


The number of records to be displayed that can be entered, which by default will be five. The user can also change the number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of records per page should not exceed more than 100” is displayed.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details, refer to Cash Approval (Search) section.



3.2.3.2.1 Cash Approval (Search)


Field Description Partner The name of the Partner Program The Program name Program Year The Program Year Program Title The Program Title NFA Number The NFA number NFA Date The NFA date Fund Type The fund type Fund Allocated The NFA Amount for the Region



Field Description ($) Funds Available ($) The balance fund available for the Partner

Cash Request ($) The amount for cash request Year To Date Advance ($)

The sum of warrant amount from the beginning of the state Fiscal year until date is displayed.


The sum of warrant amount from the beginning of the cash request until date is displayed.

Pending Request ($) The pending request amount

Allowable Warrant Amount

The maximum warrant amount that is allowed. If 5 cash draws have not been completed by Regions for the NFA.,N/A is displayed in Allowable warrant Amount.

Warrant Amount

The user must enter the warrant amount. If Warrant amount entered is more than the funds available, then a message “Total warrant amount is more than Funds Available” is displayed. If total funds available is less than or equal to 1000, then the user has to enter warrant amount equal to funds available it not then a pop up message “Warrant amount should be equal to funds available amount” is displayed. If total funds available is more than 1000, then user has to enter warrant amount more than 1000 it not then a pop up message, “Warrant amount should be greater than $1000” is displayed. If warrant amount entered is more than allowable warrant amount then a pop up message directs the user that the Warrant amount should be equal to or less than allowable warrant amount. The user can enter a maximum Cash Approval Amount of $9999999. If user enters, a bigger amount an alert message "Amount should be less than $9,999,999" is displayed.

Status The user must select the status of the cash approval from the dropdown list.

Check To Approve Cash Request

The user may approve the cash request of a particular record by checking the checkbox.

Select All The user may approve all the cash requests by clicking on this link.

Approve The user may approve the status of the selected records by clicking on this link and a message ‘Transaction saved



Field Description successfully’ is displayed. Warrant Amount should be less than or equal to Fund Available amount. If 5 cash draws have not been completed by Regions for the NFA., N/A is displayed in Allowable warrant Amount it not then Allowable warrant Amount is displayed. If Cash On Hand Amount is not less than Allowable Cash On Hand, a message "Cash On Hand Amount should be less than Allowable Cash On Hand" will be displayed. If Fund Available is greater than 1000 ,Warrant amount should be greater than 1000. If Warrant Amount less than 1000, and Fund Available is less than 1000, Warrant amount should be equal to Fund Available amount. Warrant Amount should be less than or equal to Allowable Warrant amount. If for the data selected for approval, Approval Amount for the previous month is not equal to zero and LTD_CCD is not equal to the Current NFA amount, then if LTD _CCD less than LTD_Cash Advances and Cost Category Disbursement date of the previous month less than or equal to System date in cash week table (eg) CashWeek Aug27,2004 - Sep02,2004 Cost Category Disbursement date for the CashWeek in July should be less than or equal to Sysdate.LTD_CCD (Life to Date of Cost Category Disbursement and LTD_Cash Advance Life To date of Cash Approval) a message "Not allowed to make Cash Approval, because Cost Category Disbursement has not been made" will be displayed.

Comments The user can enter the comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all Cash Approval entries.


Alert Total warrant amount is more than Funds Available

The Warrant amount entered is more than the funds available

Alert Amount should be less than $9,999,999

The user can enter a maximum Cash Approval Amount of $9999999. If user enters more than the above, an




alert message will be displayed. 3.2.3.2.2 TR51 FLAIR Transaction for Approval

This process allows the AWI Financial user to modify the TR51 & TR58 FLAIR Transaction for Approval. This page displays all the FLAIR details i.e. NFA Number, Voucher Number, Line Number etc. After saving the information changed by clicking on the Save button, user will be taken to Cash Approval screen.

Field Description

NFA Number The NFA Number is displayed. Generated in Generate NFA process.

Voucher Number The Voucher Number is displayed. Line Number The Line Number is displayed.

Contract The Contract Number is displayed. It is created in Maintain FLAIR Codes process.

Amount The Amount is displayed.

Vendor The Vendor ID is displayed. Value is set in Maintain Partner process.

Sub-Vendor ID The Sub-Vendor ID is displayed. Description The Description is displayed.



Field Description Other-Dec The Other description is displayed.

ORG (L1-L5) The Organization. Value can be modified in Maintain Partner process.

Object The Object may be selected from the drop down list. It is created in Maintain FLAIR Codes process.

Invoice The Invoice title is displayed. Grant The Grant Number is displayed.

EO The Expansion Option Indicator. The Expansion Option Value is set in Maintain Program process.

CAT The user can enter the category number. This can be modified in Modify Program Title process in Maintain Program process.

CF The Carried Forward indicator is displayed. It can be modified in Modify Program Title process in Maintain Program process.

OCA The Other Cost Accumulator is displayed. Value can be modified in Maintain Project process.

YR The year is displayed. It is created in FLAIR Codes.

CFDA-NO The Catalogue of Federal Domestic Assistance Number is displayed. Can be modified in Maintain Program process.

GL The general Ledger number is displayed. displayed It is created in Maintain FLAIR Codes process.

AB The user can select the Available Balance Override (AB) from the drop down list. . It is created in Maintain FLAIR Codes process.

BI The Batch Indicator can be selected from the drop down list. . It is created in Maintain FLAIR Codes process.

YR The year can be selected from the drop down list. Value can be modified in Maintain Project process.

B The Batch can be selected from the drop down list. It is created in Maintain FLAIR Codes process.

PID The Product Identifier can be selected from the drop down list. It is created in Maintain FLAIR Codes process.

CY The contract year can be selected from the drop down list.

PPI The Prior Period Indicator can be selected from the drop down list. It is created in Maintain FLAIR Codes process.

Transmit The user will select the Transmit radio button. If the user selects Yes, then it will be considered as ready for Transmission otherwise it will be treated as Transaction done.



3.2.3.3 Cash Adjustments

This process allows the AWI user to do two types of adjustments, viz. Inter Title Transfer and Check Refunds.

3.2.3.3.1 Inter Title Transfers In Inter title transfer user can transfer the approved amount to the other Program Titles or other Program Years completely or partly.

Field Description Inter Title Transfer This field is selected by default.

Check Refunds On selection of this radio button, user is redirected to Check Refunds screen.

Partner The user must select the name of the Partner from the dropdown list. Partner can be created in Maintain Partner process.

Program

The user must select a Program from the list. The user can select either a Program or Project. The Programs populated in the dropdown are those created in the security module. e.g. WIA, RITA etc.

Program Year The user may select Program Year from the list. This list is populated depending upon the Program. Program Year is created



Field Description when a New entry is made in AWI Fund Allocation process.

Week The user must select next Cash Week from list. Cash adjustment should be done for the cash weeks not beyond 14 days from the current cash week.



Search Based on the search criteria specified, the records will be displayed. For details, refer to Inter Title Transfers (Search) section.

3.2.3.3.2 Inter Title Transfers (Search)


Field Description Cash Week The current Cash Week. Program The Program name. Program Year The Program Year.



Field Description Program Title The title of the Program. NFA Number The NFA number. NFA Date The NFA date. Fund Type The fund type. Partner The name of the Partner. Fund Allocated ($) The NFA Amount for the Region. Fund Available ($) The balance fund available for the Partner. Cash Request ($) The amount for cash request. Approved Amount The amount entered as adjustment against a cash request.

Cash Adjustment

The user must enter the amount as adjustment against a cash request. Total of origin and destination Adjustment amount should be 0. Adjustment amount cannot be greater than funds available amount. Adjust amount should not exceed allocation amount. Total funds adjustment should not be greater than fund available amount. Source adjustment amount should be positive value. Destination amount should be negative value.

Pending Requests The pending request amount. Year To Date Advance ($)

The warrant amount sum from the beginning of the state Fiscal year, until date is displayed.


The warrant amount sum from the beginning of the cash request until date is displayed.

Check To Adjust the amount


Save

The user can save selected cash adjustment records by clicking this link and a message ‘Transaction saved successfully’ is displayed. After doing the adjustments the TR51 FLAIR Transaction details are displayed. For details, refer to TR58 FLAIR Transaction for Inter Title Transfer section. If adjusted amount is more than the funds available then a message “Total funds adjustment should not be greater than fund available amount” is displayed. If the difference of adjusted amount transferred from and transferredto is not equal to 0, then a pop up message “Total adjusted amount should equal to 0” is displayed.

Comments The user can enter the comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all Cash Adjustments entries.



3.2.3.3.3 TR58 FLAIR Transaction for Inter Title Transfer

This process allows the AWI Financial user to modify the TR58 FLAIR Transaction for Inter title transfer. This page displays all the FLAIR details i.e. NFA Number, Voucher Number, Line Number etc. If the user clicks on the Save button, then the user will be taken to Cash Approval screen.

Field Description NFA Number The NFA Number is displayed. Voucher Number The Voucher Number is displayed. Line Number The Line Number is displayed. Contract The Contract Number is displayed.

Amount The Amount is displayed. Amount is adjustment amount entered in Cash Adjustment screen.

Vendor The Vendor ID is displayed. Value is taken from Maintain Partner process.

Sub-Vendor ID The Sub-Vendor ID is displayed. Description The Description is displayed. Other-Dec The Other description is displayed.



Field Description ORG (L1-L5) The Organization Object The Object may be selected from the drop down list. Invoice The invoice title is displayed.

Grant The Grant Number is displayed. Value is created in Maintain Program process.

EO The Expansion Option Indicator. Value is created in Maintain Program process.

CAT The user can enter the category number. Value is created in Maintain Program process.

CF The Carried Forward indicator is displayed. Value is created in Modify Program Title in Maintain Program process

OCA The Other Cost Accumulator is displayed. . Value is created in Maintain Project process

YR The year is displayed. Value is created in Maintain Project process

CFDA-NO The Catalogue of Federal Domestic Assistance Number is displayed. Value is created in Maintain Partner process

GL The general Ledger number is displayed. Value is created in Maintain FLAIR Code process

AB The user can select the Available Balance Override (AB) from the drop down list. . Value is created in Maintain FLAIR Code process

BI The Batch Indicator can be selected from the drop down list. . Value is created in Maintain FLAIR Code process

YR The Batch can be selected from the drop down list. . Value is created in Maintain FLAIR Code process

B The Product Identifier can be selected from the drop down list. . Value is created in Maintain FLAIR Code process

PID The contract year can be selected from the drop down list. . Value is created in Maintain FLAIR Code process

CY The Prior Period Indicator can be selected from the drop down list. . Value is created in Maintain FLAIR Code process

PPI The Other Cost Accumulator is displayed. . Value is created in Maintain Project process

Transmit The user will select the Transmit radio button. If the user selects Yes, then it will be considered as ready for transmission otherwise it will be treated as Transaction done.



3.2.3.3.4 Check Refunds

In Check Refunds AWI user do the refunds given by the Regions.

Field Description

Inter Title Transfer On selection of this radio button, user is redirected to Inter Title Transfer screen.

Check Refunds The user selects this field to do the Check Refunds.

Partner The user must select the name of the Partner from the dropdown list. Partner is created in Maintain Partner process.

Program

The user must select a Program from the list. The user can select either a Program or Project. The Programs populated in the dropdown are those created in the security module. e.g. WIA, RITA etc.

Program Title The user may select Program Title from the list. This list is populated depending upon the Program.

Program Year The user may select Program Year from the list. This list is populated depending upon the Program. Program Year is created when a New entry is made in AWI Fund Allocation process.

Project The user may select a Project from the list. The user can select either a Program or Project. Project is created in Maintain Project.

Week The user must select Cash Week from the list.



Field Description



Search Based on the search criteria specified, the records will be displayed. For details, refer to Check Refunds (Search) section.

3.2.3.3.5 Check Refunds (Search)




Field Description Cash Week The current Cash Week. Program The Program name. Program Year The Program Year. Program Title The title of the Program. NFA Number The NFA number. NFA Date The NFA date. Fund Type The fund type. Partner The name of the Partner. Fund Allocated ($) The NFA Amount for the Region. Fund Available ($) The balance fund available for the Partner. Cash Request ($) The amount for cash request. Adjusted Amount The amount entered as adjustment against a cash request.

Cash Adjustment The user must enter the amount as adjustment against a cash request.

Pending Requests The pending request amount. Year To Date Advance ($)

The warrant amount sum from the beginning of the state Fiscal year, until date is displayed.


The warrant amount sum from the beginning of the cash request until date is displayed.

Check To Adjust the amount


Save

The user can save selected cash adjustment records by clicking this link and a message ‘Transaction saved successfully’ is displayed. After doing the adjustments the TR51 FLAIR Transaction details are displayed. For details, refer to TR58 FLAIR Transaction for Check Refunds section. If user clicks save without entering any amount in Adjusted amount column, a message “Enter the amount above zero” is displayed. If user enters amount in such a way that, sum of adjusted amount and funds available is greater than the allocated amount, a pop up message “Sum of Refunds and Fund available cannot be greater than Allocated amount” is displayed.

Comments The user can enter the comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same.



3.2.3.3.6 TR58 FLAIR Transaction for Check Refunds

This process allows the AWI Financial user to modify the TR51 & TR58 FLAIR Transaction for Check Refunds. This page displays all the FLAIR details i.e. NFA Number, Voucher Number, Line Number etc. If the user click on the Save button, then the user will be taken to Cash Approval screen.

Field Description NFA Number The NFA Number is displayed. Voucher Number The Voucher Number is displayed. Line Number The Line Number is displayed. Contract The Contract Number is displayed.

Amount The Amount is displayed. Amount is a cash Adjustment amount.

Vendor The Vendor ID is displayed. Vendor_id is created in Maintain Partner.

Sub-Vendor ID The Sub-Vendor ID is displayed.

Description The Description is displayed. The user can enter the description.

Other-Dec The Other description is displayed. The user can enter the description.

ORG (L1-L5) The Organization. Organization code is created in Partner.



Field Description

Object The Object may be selected from the drop down list. Values are created in Maintain FLAIR code process.

Invoice The invoice title is displayed.

Grant The Grant Number is displayed. Value is set in Maintain Program.

EO The Expansion Option Indicator. Value is created in Maintain Program process.

CAT The user can enter the category number. . Value is created in Maintain Program process.

CF The Carried Forward indicator is displayed. Value is created in Modify Program Title of Maintain Program process.

OCA The Other Cost Accumulator is displayed. Value is created in Maintain Project process.

YR The Catalogue of Federal Domestic Assistance Number is displayed. Value is created in Maintain Project process

CFDA-NO The general Ledger number is displayed. Values are created in Maintain FLAIR code process.

GL The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR code process.

AB The Batch Indicator can be selected from the drop down list. Values are created in Maintain FLAIR code process.

BI The Batch can be selected from the drop down list. Values are created in Maintain FLAIR code process.

YR The Product Identifier can be selected from the drop down list. Values are created in Maintain FLAIR code process.

B The contract year can be selected from the drop down list. Values are created in Maintain FLAIR code process.

PID The Prior Period Indicator can be selected from the drop down list. Values are created in Maintain FLAIR code process.

CY The Carried Forward indicator is displayed. Value is created in Modify Program Title of Maintain Program process.

PPI The Other Cost Accumulator is displayed. Value is created in Maintain Project process.

Transmit The user will select the Transmit radio button. If the user selects Yes, then it will be considered as ready for Transmission otherwise it will be treated as Transaction done.




Alert Total funds adjustment should not be greater than fund available amount.

If adjusted amount entered is more than the funds available, then this message is displayed.

Alert Total adjusted amount should equal to 0.

Total of the Adjustment amount from the origin to the destination should be equal to 0.

Alert There should be at least two title to do Inter Title Transfer.

There should at least two titles to perform an Inter Title Transfer.

Alert

Sum of Refunds and Fund available cannot be greater than Allocated amount.

If the amount entered in refunds column, exceeds the funds allocated when added to the funds available, this message is displayed.



3.2.3.4 Change pending Request

This process allows AWI user to change pending request to Zero amount.

Field Description

Partner The user may select the name of the Partner from the dropdown list. Partner is created in Maintain Partner process.

Program

The user must select a Program from the list. The user can select either a Program or Project. Program is created in System Admin module. e.g. WIA, RITA etc.

Program Year The user may select Program Year from the list. This list is populated depending upon the Program. Program Year is created when a New entry is made in AWI Fund Allocation process.

Program Title The user may select Program Title from the list. This list is populated depending upon the Program. Program Title is created in System Admin module.

Project The user may select project from the list. Project is created in Maintain Project.

Week The user must select the Cash Week from list. Program The user can select this option to change pending Program request.



Field Description The Project field automatically is disabled once this option is selected.

Project The user can select this option to change pending project request. The Program Title field automatically is disabled once this option is selected.



Search Based on the search criteria specified, the records will be displayed. For details, refer to Change Pending Request (Search) section.

3.2.3.4.1 Change Pending Request (Search)


Field Description Cash Week The cash week is displayed. Partner The Partner name is displayed.



Field Description Program The Program name is displayed. Program Year The Program Year is displayed. Program Title The Program Title is displayed. NFA Number The Program Title is displayed. Fund Allocated $ The Fund Allocated amount is displayed. Funds Available $ The Funds Available amount is displayed. Cash Request $ The Cash Request amount is displayed. Pending Request $ The Pending Request amount is displayed. Year To Date Advance $ The Year to Date Advance amount is displayed.

Life To Date Advance $ The Life to Date Advance amount is displayed.

Check to make Pending Request to Zero

The user can check this check box to make the pending request to Zero.

Save The user can save the pending request record by clicking on this link. A message transaction saved successfully is displayed to the user.



3.2.3.5 Program Income

Program Income is the income earned from the funds disbursed by AWI to Regions. This process provides the details of the Program Income earned for a Program, Program Year and the Program Title for a particular Partner. It calculates the Balance On Hand as and when the user enters the expense details under Cost Categories or Sub Categories. AWI can only view the Program Income details.

Field Description

Partner The user must select the name of the Partner from the dropdown list. Partner is created in Maintain Partner process.

Program

The user must select a Program from the list. The Programs populated in the dropdown are those created in the security module. The user can select either a Program or Project. e.g. WIA, RITA etc.

Program Year

The user may select Program Year from the list. This list is populated depending upon the Program. Program Year is created when a New entry is made in AWI Fund Allocation process.

Program Title The user may select Program Title from the list. This list is populated depending upon the Program.



Field Description

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details, refer to Program Income (Search) section.

3.2.3.5.1 Program Income (Search)


Field Description Partner The name of the Partner is displayed Program The Program name. Program Year The Program Year. Program Title The title of the Program. Program Sub Title The Sub Title of a Program Title (If any) From Date The start date of the Program income. To Date The end date of the Program income. Income Earned The income earned from the Program.



Field Description

Balance On Hand The balance on hand amount. The balance on hand amount is the difference between Program Income and Disbursements.

View The user can view the details of a particular Program Income record by clicking on this link. Details of this link are explained in the View Program Income section

3.2.3.5.2 View Program Income

The user can view a specific Region’s Program income by Program, Program Title, and Program Year.

Field Description Partner The name of the Partner is displayed Program The Program name. Program Year The Program Year. Program Title The Title of the Program. Program Sub Title The Program Sub Title of a Program Title (If any) From Date The start date of the Program income. To Date The end date of the Program income. Program Income The income earned from the Program.



Field Description Earned

Balance On Hand The balance on hand amount. The balance on hand amount is the Program Income – Disbursements.

Cost Categories The name of the Cost Category. Sub Categories The name of the Sub Cost category. Amount The amount for the Cost Category and Sub Cost category.

Total The total amount of Cost Category amounts and Sub Cost Category amounts.

Comments The comments for the current Program income record are displayed.



3.2.3.6 State Matching Funds State Matching Funds are the funds given by AWI to the Regions. These funds can be in cash or in kind. The process gives the details of the State Matching Funds for a Program, Program Year, and Program Title for a particular Region. The user enters the expenses under Cost Categories.

Field Description

Partner The user may select the name of the Partner from the drop down list. Partners are created in Maintain Partner process.

Program The user may select the Program from the drop down list. The Programs populated in the dropdown are those created in the security module e.g. WIA, RITA etc.

Program Year

The user may select Program Year from the list. Program Year is created when a New entry is made in AWI Fund Allocation process. This list is populated depending upon the Program selected.

Program Title The user may select Program Title from the list. This list is populated depending upon the Program selected.


The number of records to be displayed that can be entered, which by default will be five. The user can also change the number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of



Field Description records per page should not exceed more than 100” is displayed.

New

The user can create a new record for State Matching Fund. The user will be taken to New State Matching Funds screen. For details of this link, please refer to section on New State Matching Funds.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to State Matching Funds (Search) section.

3.2.3.6.1 New State Matching Funds

This screen allows new State Matching Funds to be entered for tracking and Disbursement into the OSMIS application.

Field Description

Partner The user must select the name of the Partner from the drop down list. Partner is created in Maintain Partner process.

Program The user must select Program from the drop down list. Program



Field Description is created in System Admin module. The Programs for which the Program Match required is set to yes in the Maintain NOO process is only displayed in the list. e.g. WIA, RITA etc.

Program Year

The user must select Program Year from the drop down list. This list is populated depending upon the Program. When user selects Program Year, for which state matching fund is not attached in the maintain NOO, an error message “State Matching in NOO is not specified” is displayed. However, the user can still go ahead and complete the state matching fund process.

Program Title The user must select Program Title from the drop down list. . Program Title is created in System Admin module. This list is populated depending upon the Program.

From Date The date from when the funds were allocated. Format: mm/dd/yyyy The date can also be selected from the calendar provided.

To Date

The date until when the funds are allocated. Format: mm/dd/yyyy The date can also be selected from the calendar provided. If user enters to date less than from date, a pop up message “To Date must be greater than From Date” is displayed.

State Matching Funds

The user must enter the State Matching funds amount. It is the total of all the amounts contributed In Kind, In Cash and Other categories. This field is generated based on the amounts entered for the categories.

Categories The categories against which the amounts can be entered is displayed. e.g. In Kind, In Cash and Other.

Amount The user can enter the amount received from each category.

Total

The total of all the amounts received In Kind, In Cash and Other categories is displayed. This field is generated based on the amounts entered for the categories.

Comment The user can enter comments, if any. Maximum of 500 characters can be entered.

Save

The user can save a State Matching Fund record by selecting this link. The user will be taken to the State Matching Fund page and a message “Transaction Saved Successfully” will be displayed. If State matching fund is already defined for the selected Program, year, title, from date and to date period, then a message “State Matching Funds Already Exists for the period”



Field Description is displayed.

3.2.3.6.2 State Matching Funds (Search)


Field Description Partner The name of the Partner. Program The Program name. Program Year The Program Year. Program Title The Program Title. From Date The start date for the state-matching fund. To Date The end date for the state-matching fund. State Matching Funds

The total state matching fund amount contributed for the period.

Edit The user can edit a particular State Matching Funds record by selecting this link. The user will be taken to the Modify State Matching Funds screen. For additional screen details, please



Field Description refer to section on Modify State Matching Funds

Select The user can check the checkbox to select State Matching Funds record to be deleted.

Delete The user can delete the selected State Matching Funds record(s) by selecting this link.

3.2.3.6.3 Modify State Matching Funds This screen allows users to make changes to State Matching Funds.

Field Description Partner The name of the Partner. Program The name of the Program. Program Year The Program Year. Program Title The Program Title.

From Date The date from when the funds were allocated. Format: mm/dd/yyyy The date can also be selected from the calendar provided.

To Date The date until when the funds are allocated. Format: mm/dd/yyyy



Field Description The date can also be selected from the calendar provided. If user enters to date less than from date, a pop up message “To Date must be greater than From Date” is displayed.

State Matching Funds

The State Matching funds amount. It is the total of all the amounts contributed In Kind, In Cash and Other categories. This field is generated based on the amounts entered for the categories.

Categories The categories against which the amounts can be entered is displayed. e.g. In Kind, In Cash and Other.

Amount The user can enter the amount received from each category

Total

The total of all the amounts received In Kind, In Cash and Other categories is displayed. This field is generated based on the amounts entered for the categories.

Comment The user can enter comments, if any. A maximum of 500 characters can be entered for the same.

Save

The user can save a State Matching Fund record by selecting this link. The user will be taken to the State Matching Fund page and a message “Transaction Saved Successfully” will be displayed. If already another State matching fund is defined for the selected Program, year, title, from date and to date period, a message “State Matching Funds Already Exists for the period” is displayed.


816 State Matching Funds Already Exists for the period

Whenever user tries to create or update state matching fund for which already another fund exists for the same Program, year, title and period (from date and end date), this message is displayed.

732 State Matching in NOO is not specified.

At the time of NOO Creation, there is an option to specify whether state matching fund exists for the NOO or not. If that option is not enabled, this message is displayed. However, the user can continue doing state matching fund it not then the user has to go to Maintain NOO Edit and change the option.



3.2.3.7 Stand In Costs

Stand In Cost is the cost incurred by the Program, which is paid by another source other than the fiscal agent. The process provides a Region’s Stand In Cost details for a Program, Program Year, Program Title. The user can enter the expenses under Cost Categories and Sub Cost Categories. Stand In Cost details can be viewed, but not edited.

Field Description

Partner The user may select the name of the Partner from the drop down list. Partner is created in Maintain Partner process

Program The user may select the Program name from the drop down list. Program is created in System Admin module. e.g. WIA, Wagner-Peyser etc.

Program Year

The user may select the Program Year from the drop down list. Program Year is created when a New entry is made in AWI Fund Allocation process. e.g. 2002, 2003, 2004 etc.

Program Title The user may select the Program Title from the drop down list. . Program Title is created in System Admin module. e.g. WIA – Youth, Wagner-Peyser – Veterans etc.

Number of records The number of records to be displayed that can be entered,



Field Description per page which by default will be five. The user can also change the

number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of records per page should not exceed more than 100” is displayed.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to Stand In Costs (Search) section.

3.2.3.7.1 Stand In Costs (Search)


Field Description Partner The name of the Partner. Program The Program name. Program Year The Program Year.



Field Description Program Title The Program Title. Program Sub Title The Program Sub Title (If Any) From Date The start date for the stand in cost. To Date The end date for the stand in cost. Stand in Cost ($) The total stand in cost.

View

The user can view a particular Stand In Cost record by selecting this link. The user will be taken to the View Stand In Costs page. For additional screen details, please refer to section on View Stand In Cost.

3.2.3.7.2 View Stand In Cost

This screen allows the user to view the Partner, Program, Program Title and Program Year Stand In Cost details.

Field Description Partner The Partner’s name. Program The Program name. Program Year The Program Year. Program Title The Program Title. Program Sub Title The Program Sub Title (If any)



Field Description From Date The date when the Stand in cost is allotted. To Date The date till when the Stand In cost is allotted

Stand In Cost This value is the total of all the amounts entered in the Sub-Categories and Categories.

Cost Categories The Cost Categories are displayed. Sub Categories The Sub Cost Categories are displayed. Amount This amounts for Categories and Sub Cost Categories. Total Amount The total of all the Categories and Sub Cost Categories. Comments The comments on the present record are displayed.



3.2.4 Cash Disbursements Folder

This feature allows AWI users to view costs incurred by the Regions displayed on a weekly and monthly basis.



3.2.4.1 Lump Sum Cash Disbursement

This process allows the user to view the Lump Sum Cash Disbursements made by the Regions.

Field Description

Partner The user must select the name of the Partner from the drop down list. Partner is created in Maintain Partner process.

Program

The user must select the Program from the drop down list. Program is created in System Admin module. e.g. WIA, Wagner-Peyser etc. The user can select either a Program or Project.

Program Title

The user may select the Program Title from the drop down list. Program Title is populated based on Program selected. Program Title is created in System Admin module. e.g. WIA – Youth, Wagner-Peyser – Veterans etc.

Program Year

The user may select the Program Year from the drop down list. Program Year is created when a New entry is made in AWI Fund Allocation process. Program Year is populated based on Program selected. e.g. 2002, 2003, 2004 etc

Project The user must select a Project from the list. . Project is created in



Field Description Maintain Project process. The user can select either a Program or Project. Project is populated based on Program selected.

Cash Week The user must select the cash week from the drop down list.



Search

Based on the search criteria specified, the records will be displayed. For details refer to section on Lump Sum Cash Disbursement (Search).

Comments The user can enter the comments for the process , if any .Comment should not be null. Comment length should be less than or equal to 500 characters

3.2.4.1.1 Lump Sum Cash Disbursement (Search)




Field Description Program The Program name. Program Year The Program Year.

Program Title The Program Title. If the lump sum Disbursement is for the project then this field will not display any value.

Cash Week The Cash week for the Program, Program Year and Program Title.

Status Cost Category Disbursement Entered

The indicator if the Cost Category Disbursement has been entered or not.

NFA Number The notice of fund availability number. NFA Date The notice of fund availability date.

Fund Type The notice of fund availability type (e.g. Admin, Pass Through, Project).

NFA Amount The notice of fund availability amount. Warrant Amount The warrant amount.

Disbursement

The Lumpsum Disbursement amount. The user can enter the Lump sum Disbursement amount. Amount should be Numerical value. If not application will give an alert message "Invalid Entry! Please enter numerical values without '.' and '+' sign" Amount should be less than 9999999.99..If not application will give an alert message " Please enter amount less than 9999999.99" Amount should be less than or equal to NFA Available amount. If not application will give an alert message " Amount should be less than or equal to NFA amount “.

Account Payable The accounts payable amount. Account Receivable The accounts receivable amount.

Obligation The Obligation amount. This field is visible only in the last week of a month.

Outstanding Obligation The Outstanding obligation amount.

Disbursement Life to Date

Disbursement amount sum from the beginning of the Disbursement until date is displayed.

Comments The user can enter the comments, if any for the present record. Comments cannot be null and a maximum of 500 characters can be entered. Comments are common for all Disbursement entries.




827 Sum of Accrued Expense and Obligations should be less than or equal to NFA amount

Whenever Disbursement is made, outstanding obligation is calculated. If Sum of Accrued Expense and Obligations is greater than NFA amount, this message is displayed.



3.2.4.2 Cost Category Disbursement

This process allows the user to make Cost Category Disbursements/Adjustments against the previously entered Lump Sum Disbursement. When the user enters the Cost Category Disbursement for the month and the total amount entered is not equal to the total of the corresponding Lump Sum Disbursements, the Lump Sum Disbursement of the last week of the month is automatically reset to make the total Lump Sum Disbursement identical to the Cost Category Disbursement. Consequently, the same time system adjusts the Outstanding Obligation field based on the Cost Category Disbursement amount.

Field Description

Partner The user may select the name of the Partner from the drop down list. The Partner can be created using Maintain Partner option.

Program

The user may select a Program from the drop down list. If the user has already selected the project then the user will not be allowed to select the Program. Program is created in System Admin module. e.g. WIA, RITA etc.

Program Year The user may select a Program Year from the list. This list is



Field Description populated depending upon the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process. e.g. 2002, 2003, 2004 etc.

Program Title

The user may select a Program Title from the list. Program Title is created in System Admin module. This list is populated depending upon the Program selected. If the user has already selected the Program then will not be allowed to select the project.

Project

The user may select a project from the drop down list. Selection of Program or Project depends upon the radio button selected. If project is selected, then Program Title cannot be selected. e.g. WIA, RITA etc.

Month

The user must enter the month of the cash category Disbursement. For AWI Month combo contains 4 months prior to the current month.

Program The user can either select the Program or the project to get the result Cast Category Disbursement as per.

Project The user can either select the Program or the project to get the result Cast Category Disbursement as per.



Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on Cost Category Disbursement (Search).



3.2.4.2.1 Cost Category Disbursement (Search)


Field Description Partner The Partner name. Program The Program name. Program Year The Program Year.

Program Title The Program Title. If the Cost Category Disbursement is for the project then this field will not display any value.

NFA Number The notice of fund availability number. NFA Date The notice of fund availability date. Fund Type The notice of fund availability type (category).



Field Description NFA Amount ($) The notice of fund availability amount. Lump Sum Disbursement Amount ($)

The lump sum Disbursement amount.

Cost Category Disbursement Amount ($)

The Cost Category Disbursement amount. Cost Category amount can have positive or negative value. Cost Category Amount should be less than NFA amount.

Status The Cost Category Disbursement status.

New

The user can edit a particular Cost category Disbursement record by selecting this link. The user will be taken to the Modify Cost category Disbursement page. For additional screen details, please refer to section on New Cost Category Disbursement.

Edit

The user can edit a particular Cost category Disbursement record by selecting this link. The user will be taken to the Modify Cost category Disbursement page. For additional screen details, please refer to section on Modify Cost Category Disbursement.

Comments The user can enter any comments, if any. Comments cannot be null and a maximum of 500 characters can be entered for the same. This field is common for all entries made.



3.2.4.2.2 New Cost Category Disbursement

This process allows the AWI user to make Cost Category Disbursements / Adjustments against the previously entered Lump Sum Disbursement. When the user enters the Cost Category Disbursement for the month and the total amount entered is not equal to the total of the corresponding Lump Sum Disbursements, the Lump Sum Disbursement of the last week of the month is automatically reset to make the total Lump Sum Disbursement identical to the Cost Category Disbursement. Consequently, the system adjusts the Outstanding Obligation field based on the Cost Category Disbursement amount.

Field Description Program The Program name is displayed Program Year The Program Year. Program Title The Program Title if it is not from project. Cash Week The Cash Week. NFA Number The Notice of Fund Availability Number is displayed NFA Date The Notice of Fund Availability date. Fund Type The Fund Type is displayed NFA Amount The Notice of Fund Availability amount. Life to Date The Life to Date Disbursement amount.



Field Description Disbursement Lump Sum Disbursement The Lump Sum Disbursement amount of each cash week.

Total Lump Sum Disbursement

The total is generated based on the Disbursement amount entered by the user.

Lump Sum Disbursement Adjustments

Adjustment for the Lump Sum Disbursement with respect to Disbursement amount

Note: If a particular Program Title has Sub Cost Categories, then following details will appear as many times as the Sub Titles are present. OSMIS cost Category The OSMIS main Cost Category.

Cost Category Total Disbursement Amount Status

The Cost Category Total Disbursement Amount Status.

Sub Category The OSMIS Sub Cost category.

Amount Against Disbursement

The user may enter the Disbursement amount against. Category and Subcategory. The user can not enter Subcategory Disbursement amount above Category Disbursement amount should be less than NFA amount.

Total The total Amount Against Disbursement.

Comments The user can enter comments, if any. Comment should not be null. Comment length should be less than or equal to 500 characters.

Save

The user can save the modified Cost Category Disbursement record by selecting this link. The user will be taken to the Cost Category screen and a message “Transaction Saved Successfully” will be displayed. If Total Disbursement is greater than NFA amount, a pop up message “Total Disbursement amount should be less than or equal to NFA amount” is displayed. If any of the Cost Category is defined as mandatory and user does not allocate any amount, a pop up message “Please Enter Amount for Cost Category” is displayed.



3.2.4.2.3 Modify Cost Category Disbursement

This process allows the AWI user to make Cost Category Disbursements / Adjustments against the previously entered Lump Sum Disbursement. When the user enters the Cost Category Disbursement for the month and the total amount entered is not equal to the total of the corresponding Lump Sum Disbursements, the Lump Sum Disbursement of the last week of the month is automatically reset to make the total Lump Sum Disbursement identical to the Cost Category Disbursement. Consequently, the system adjusts the Outstanding Obligation field based on the Cost Category Disbursement amount.



Field Description Program The Program name is displayed Program Year The Program Year. Program Title The Program Title if it is not from project. Cash Week The Cash Week. NFA Number The Notice of Fund Availability Number is displayed NFA Date The Notice of Fund Availability date. Fund Type The Fund Type is displayed NFA Amount The Notice of Fund Availability amount. Life to Date Disbursement

Disbursement amount sum from the beginning of the Disbursement until date is displayed.

Lump Sum Disbursement The Lump Sum Disbursement amount of each cash week.

Total Lump Sum Disbursement

The total is generated based on the Disbursement amount entered by the user.

Lump Sum Disbursement Adjustments

Adjustment for the Lump Sum Disbursement with respect to Disbursement amount

Note: If a particular Program Title has Sub Cost Categories, then following details will appear as many times as the Sub Titles are present.

OSMIS cost Category

Cost Category Total Disbursement Amount Status displayed (YES/NO). It indicates whether Disbursement is already done or not.

Cost Category Total Disbursement Amount Status

The OSMIS Sub Cost category. Sub Cost category is created in Cost Category process.

Sub Category

The user may enter the Disbursement amount against. Category and Subcategory. The user can not enter Subcategory Disbursement amount above Category Disbursement amount should be less than NFA amount.

Amount Against Disbursement The user may enter the amount against Disbursement.

Total The total Amount Against Disbursement.

Comments The user can enter comments, if any. Comment should not be null. Comment length should be less than or equal to 500 characters.

Save The user can save the modified Cost Category Disbursement record by selecting this link. The user will be taken to the Cost Category screen and a message “Transaction Saved



Field Description Successfully” will be displayed. If Total Disbursement is greater than NFA amount, a pop up message “Total Disbursement amount should be less than or equal to NFA amount” is displayed. If any of the Cost Category is defined as mandatory and user does not allocate any amount, a pop up message “Please Enter Amount for Cost Category” is displayed..


827 Sum of Accrued Expense and Obligations should be less than or equal to NFA amount

Whenever Disbursement is made, outstanding obligation is calculated. If Sum of Accrued Expense and Obligations is greater than NFA amount, this message is displayed.

745 There is no Cost Category found for the Program, Year and Title combination

Whenever user clicks New and for that selected Program, year and title, Cost Categories are not mapped, this message is displayed. Contact Financial Administrator to map Cost Categories

746 There is no Cost Category found for the Project combination.

Whenever user clicks New and for that selected project, Cost Categories are not mapped, this message is displayed. Contact Financial Administrator to map Cost Categories



3.2.5 Project Management Folder Projects describe the process of creating of projects against the specific pools and allocations.



3.2.5.1 Maintain Projects

The user can modify or create a new project through this screen.

Field Description

Program

The user may select a Program from the drop down list. The Programs populated in the dropdown are those created in the security module. e.g. WIA, Wagner Peyser etc.

Program Year

The user may select a Program Year from the list. This list is populated depending upon the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process. e.g. 2002, 2003, 2004 etc.

Project Name The user may select a project from the drop down list. OCA The user may select the OCA number from the drop down list.



New The user can create a new project by clicking on this link. The



Field Description user will be taken to the ‘Maintain Project - New’ Screen. Details of this link are explained in the Maintain Project - New section.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on Maintain Project (Search).

3.2.5.1.1 Maintain Project (Search)


Field Description Program The Program name. Program Year The Program Year. Type The type of Project.



Field Description Project Name The project name. OCA Indicator The OCA number. Start Date The Start date of the project. End Date The end date of the Project. Project Amount The amount allocated for the project. Uploaded The Indicator, if the project information was uploaded to the

FLAIR system or not. Status The Indicator, of the status of the project. e.g. Project Created,

Partner Allocated, NFA Generated. Edit The user can edit a particular Project’s details by clicking on this

link. The user will be taken to the ‘Maintain Project - Modify’ screen. Details of this link are explained in the Maintain Project - Modify section.

3.2.5.1.2 Maintain Project - New

The user can create a new project through this screen. Project should be created in the pool which is set as applicable for project. After creating the Project, application should force the user to do Project Partner Allocation.



Field Description

Program

The user must select a Program from the drop down list. The Programs populated in the dropdown are those created in the security module. e.g. WIA, Wagner Peyser etc.

Program Year

The user must select a Program Year from the list. This list is populated depending upon the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process. e.g. 2002, 2003, 2004 etc.

Project Name The user must enter the project name. Project Name should be unique for Program and Program Year.

Project Type The user must select the project type from the list. e.g. Partner, Indirect, Direct.

CFDA No The user must enter the CFDA number.

Start Date The Start Date of the Project. Format: mm/dd/yyyy The date can also be selected from the calendar provided.

End Date

The End Date of the Project. Format: mm/dd/yyyy The date can also be selected from the calendar provided. If end date is less than or equal to Start date, a pop up message “Invalid entry! Start Date should be earlier than or equal to end date” is displayed.

OSST ID The user must enter the OSST ID. Object The user must enter the object code. Other Cost Accumulator (OCA)

The user must enter the other cost accumulator code.

Expansion Option (EO)

The user can select the Expansion Option from the drop down list.

Category Code The user can select the category code from the drop down list.

Local Admin The user can check the radio button to select the indicator if the Local Administration can edit the record.

Level

The user can select the level from the drop down list. On selecting the level, if Pool does not have amount System will give an error message "Program Title amount is not available for this pool .Please select other pool”. Other wise Level Selection page is displayed.

Grant Number The Grant Number is displayed.

Project Amount The Project Amount is displayed. Project amount should be less than or equal to available amount.

Formula The user can select the radio button to indicate, if the formula is



Field Description created or not.

Description The user can enter the project description.

Save

The user can save all the details by clicking on this link and a message ‘Transaction created successfully’ is displayed. If saved with project amount equal to 0, then message is popped up “Project Amount should be greater than 0”. The user has to select level and enter amount. Once saved, depending on the Project Type, control is taken to Project Partner Allocation screen or Project Direct Indirect Allocation screen.



3.2.5.1.3 Level Selection

On selection of level following page is displayed. The user can enter the Project Allocation amount here.

Field Description

Program Program is displayed e.g. WIA, Wagner Peyser etc.

Program Year Program Year is displayed e.g. 2002, 2003, 2004 etc. NOO Number NOO Number is displayed State Level Amount Original Pool Amount is displayed

Allocated Amount Already Allocated Pool Amount is displayed Available Amount Balance amount that can be allocated is displayed

Project Allocation Amount

The user must enter Project Allocation Amount If project Allocation amount is greater than Available amount, a pop up message “Project allocation amount should less than the available amount” is displayed. Amount entered must be greater than zero.

Save Control is taken back to the new page with project amount duly



Field Description filled. If user tries to save without specifying any amount or 0 amount, then a pop up message “Please Allocate Amount” is displayed.



3.2.5.2 Project Cost Category Mapping

This Process allows the user to specify the project Cost Category associated to each Program, Program Year and project.



Field Description

Program The user must select a Program from the drop down list. The Programs are created in the System Admin module. e.g. WIA, Wagner Peyser etc.

Program Year The user must select a Program Year from the list. This list is populated depending upon the Program selected. e.g. 2002, 2003, 2004 etc.

Project The user must select Project from the list. Project is created in Maintain Project

Map Cost Categories

The user may map the Cost Categories by clicking on this link. The user is taken to Map Project Category Mapping. Details of this page are in Map Project Cost Category section.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on Project Cost Category Mapping (Search).



3.2.5.2.1 Project Cost Category Mapping (Search) Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed.

Field Description Program The Program name will be displayed. Program Year The Program Year will be displayed. Project The project name will be displayed.

Edit The user can edit the Project Category Mapping by clicking on this link. The user is taken to Edit Project Cost Category Mapping.



3.2.5.2.2 Map Project Cost Category

Field Description

Program The user must select a Program from the drop down list. The Programs are created in the System Admin module. e.g. WIA, Wagner Peyser etc.

Program Year The user must select a Program Year from the list. This list is populated depending upon the Program selected. e.g. 2002, 2003, 2004 etc.

Project The user must select Project from the list. Project is created in Maintain Project

Cost Categories The user may select this link to map the Cost Categories. The following fields are displayed after the map link is selected

Sub Cost The user may select from the sub Cost Categories. Sub Cost



Field Description Categories category is created in Maintain Cost Category Process

Map

The user can map the project with categories and sub categories by clicking on this link. When clicked map without selecting either categories or sub Cost Categories, a pop up message “Please select Cost Category for Mapping” is displayed.

Osmis Cost Category Name The OSMIS Cost Category Name will be displayed.

Osmis Cost Category Code The OSMIS Cost Category Code will be displayed.

Mandatory Cost Category The Mandatory Cost Category will be displayed.

Cost Category For Total Disbursement

The Cost Category For Total Disbursement will be displayed.

Sub Cost category Name The Sub Cost category Name. will be displayed

Sub Cost category Code The Sub Cost category Code will be displayed.

Select Osmis Cost Sub Category

The user may select the OSMIS Cost Sub Category.

Select Osmis Cost Category The user may select the OSMIS Cost Category

Delete The user can delete the OSMIS Cost Sub Category by selecting the category and then clicking on the Delete link.



3.2.5.2.3 Edit Project Cost Category Mapping

Field Description Program The Program name. Program Year The Program Year. Project The project name. Cost Categories The user may select from the Cost Categories. Sub Cost Categories The user may select from the sub Cost Categories.

Map

The user can map the project with categories and sub categories by clicking on this link. When clicked map without selecting either categories or sub Cost Categories, a pop up message “Please select Cost Category for Mapping” is displayed. If category is already mapped and user clicks on Map without



selecting sub Cost Categories, a pop up message “This Cost Category already mapped. Please select Sub Cost category” is displayed.

Osmis Cost Category Name The OSMIS Cost Category Name will be displayed.

Osmis Cost Category Code The OSMIS Cost Category Code will be displayed.

Mandatory Cost Category The Mandatory Cost Category will be displayed.

Cost Category For Total Disbursement

The Cost Category For Total Disbursement will be displayed.

Sub Cost category Name The Sub Cost category Name. will be displayed

Sub Cost category Code The Sub Cost category Code will be displayed.

Select Osmis Cost Sub Category

The user may select the OSMIS Cost Sub Category.

Select Osmis Cost Category The user may select the OSMIS Cost Category

Delete The user can delete the OSMIS Cost Sub Category by selecting the category and then clicking on the Delete link.


741B Cost Category is being used in a Disbursement, You cannot delete.

If the Cost Category is used for Cost Category Disbursement, then such Cost Category cannot be deleted.

741C Sub Cost category is being used in a Disbursement, You cannot delete.

If the SubCost Category is used for Cost Category Disbursement, then such Sub Cost category cannot be deleted.

741A

Cost Category/Sub-CostCategory is being used in a Disbursement, You cannot delete"

If the Cost Category/SubCost Category is used for Cost Category Disbursement, then such Sub Cost category cannot be deleted.



3.2.5.2.4 Maintain Project - Modify

The user can edit the details of a particular project through this screen. Note: All the fields shall be displayed pre-filled with values entered by the user while creating or last modifying the project. These details can be modified if required.

Field Description

Program The Program name is displayed. e.g. WIA, Wagner Peyser etc.

Program Year The Program Year is displayed. e.g. 2002, 2003, 2004 etc.

Project Name The user must enter the project name. Project Name should be unique for Program and Program Year.

Project Type The project type is displayed. e.g. Partner, Indirect, Direct.

CFDA No The user must enter the CFDA number.

Start Date The Start Date of the Project. Format: mm/dd/yyyy The date can also be selected from the calendar provided.

End Date The End Date of the Project.



Field Description Format: mm/dd/yyyy The date can also be selected from the calendar provided.

OSST ID The user must enter the OSST ID. Object The user must enter the object code. Other Cost Accumulator (OCA)

The user must enter the other cost accumulator code.

Expansion Option (EO)

The user can select the Expansion Option from the drop down list.

Category Code The user can select the category code from the drop down list.

Local Admin The indicator if the Local Administration can view/edit the record is displayed.

Level The level is displayed. Grant Number The Grant Number is displayed. Total Pool Amount ($) The total pool amount is displayed.

Available Pool Amount ($) The available pool amount is displayed.

Project Amount

The user can enter the Project Amount. If amount entered is less than existing project amount, then a pop up message “Entered project amount should be greater than existing project amount” is displayed. If the new amount is greater than the Total pool amount, then a pop up message“ Project amount must be less than or equal to Total pool amount” is displayed.

Formula The user can select the radio button to indicate, if the formula is created or not.

Description The user can enter the project description.

Save The user can save all the details by clicking on this link and a message ‘Transaction updated successfully’ is displayed.


723b Project Name already exists for the selected Program and year. Please enter another Project Name

If the Project Name entered already exists in the system, this error message appears. Please enter different project name and save



3.2.5.3 Project Disbursement Summary

Project Disbursements are created against the direct and indirect charges. The Disbursement information is downloaded from FLAIR to OSMIS. This process displays the Disbursement information on the screen.

Field Description

Partner The user may select the Partner from the drop down list. The Partner can be created using Maintain Partner option. Contractor names are populated in Partner combo box.

Project Name The user may select the project name from the drop down list. Grant Number The user can select the Grant Number from the drop down list.

OCA The user can select the OCA from the drop down list. OCA is populated based on Project selected.



Search Based on the search criteria specified, the records will be



Field Description displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on Project Disbursement Summary (Search).

3.2.5.3.1 Project Disbursement Summary (Search)




Field Description Partner The name of the Partner. Grant No. The Grant Number. OCA No The OCA number. Project Name The Project name. Start Date The Start date of the Project End Date The End date of the Project. Project Amount $ The Project Amount. LTD/Accrued Expenditure $ The LTD / Accrued Expenditure amount.

Balances $ The Balances amount.

Project Source Details

The user can view the Project Source Details by clicking on this link. Details of this link are explained in the View Project Source Details section.

Disbursement Details

The user can view the Disbursement details by clicking on this link. Details of this link are explained in the Project Disbursement section.



3.2.5.3.2 View Project Source This screen allows the user to view for project source details.



Field Description Partner The name of the Partner. Program The name of the Program Program Year Program Year CFDA Number Project The name of the project NOO Number Notice of Obligation number Pool Name Name of the pool Project amount The Amount allocated to Project Project allocation amount The amount allocated to the Partner

Start date Project creation date. Date format is MM/DD/YYYY. End date Project end date. Date format is MM/DDYYYY.



3.2.5.3.3 Project Disbursement This screen allows the user to search for project Disbursement details.

Field Description Partner The Partner Name is displayed. Project The Project Name is displayed. Project Amount The Project Amount is displayed. Project Disbursement date

Disbursement of the project date is displayed. Date format is mm/dd/yyyy.

Grant Number Grant Number of the project is displayed OCA OCA Number is displace # Serial Number is displayed Month to Date Month to Date Amount for project is displayed Year To date Year to Date Amount for project is displayed Life to Date Life to Date Amount for project is displayed Balance Balance of the Project Amount is displayed



3.2.5.4 Project Partner Allocation This screen allows the AWI user to allocate a project amount and Partner to the different Regions. Projects are created against the balance available after the state allocation for the Program and Program Year has been completed.

Field Description

Program

The user may select the Program from the drop down list. The Programs populated in the dropdown are those created in the security module. e.g. WIA, RITA etc.

Program Year

The user may select the Program Year from the drop down list. This drop down list is populated depending on the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process.

Project The user can select a project from the drop down list.


The number of records to be displayed that can be entered, which by default will be five. The user can also change the number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of records per



Field Description page should not exceed more than 100” is displayed.

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on Project Partner Allocation (Search).

3.2.5.4.1 Project Partner Allocation (Search)

Based on the criteria selected the records will be displayed in a table. If this link is selected without any selection, criteria specified a general search will be conducted and all records will be displayed in the table.

Field Description Program The name of the Program. Program Year The Program Year. NOO Number The NOO Number. Project The name of the project. Project Type The type of Project.



Field Description Project Amount The amount allocated for the project. Allocated Amount The total amount allocated for the project.

Balance Amount The balance amount for the project. Formula The Indicator, if the formula is associated with the Program.

Status

The Status of the Project is displayed. The Status can be: • Partner Allocated – If the Partner is allocated to the project or

not. • NFA-Generated – If NFA is generated against the amount

allocated. • Project Created – If project is created, but amount not yet

allocated to Partners.

Allocate

The user can view the details of a particular allocation by clicking on this link. The user can allocate a project amount to the different Regions by clicking on the Allocate link. If the project status Partner Allocated or NFA-Generated this link is displayed as “Edit”. If the project status Partner Allocated or NFA-Generated and project amount is equal to allocated amount, this link is displayed as “View”. If the project status is project created then this link will be displayed as “Allocate”. When the Project Allocation is to be done for project type Partners, the user will taken to Project Allocation – Partners page When the Project Allocation is to be done for project type Partners, the user will taken to taken Contract Direct Charge page.



3.2.5.4.2 Project Allocation – Partners

This screen allows the user to do project allocation for the Partners.

Field Description Program The name of the Program. Program Year The Program Year. NOO Number The NOO Number. Project The Project. Project Type The Project Type. Project Amount The amount allocated for the Project. Formula Flag The indicator, if the formula is associated with a Program or not.

Transmit The indicator, if the FLAIR transaction is ready for transmission or not.

Partner The name of the Partner. Allocation Amount Allocation Amount.

Save

The user can allocate for the Partners clicking on this link. If user clicks save without allocating any amount, then a pop up message “Total Allocation amount should be greater than 0” is displayed. If user clicks save allocating amount that is greater than project



Field Description amount, then a pop up message “Formula Amount cannot be more than <Project Amount>” is displayed.

3.2.5.4.3 Contracts – Direct Charge

This screen allows the user to create a contract with the Partners / Contractors for levying the direct charge of the project. Direct charges (for projects) are normally created against the balance of funds available. The Available Pool Amount must correspond with the selected project. Projects created from the pool amount available are allocated to the appropriate Regions. The allocation information is then uploaded to FLAIR.

Field Description Program The name of the Program. Program Year The Program Year. NOO Number The NOO Number. Project The Project Name. Project Type The Project Type. Project Amount The amount allocated for the Project. Formula Flag The Indicator, if the formula is associated with a Program or not.



Field Description

Transmit The Indicator, if the FLAIR transaction is ready for transmission or not.

Partner / Contractor Selection

This user can select a Partner / Contractor by clicking on the link. Details of this link are explained in the Select Partner / Contractor section.

Partner / Contractor Selection Note: On selection of Partner Selection following fields are displayed. Partner / Contractor Name The name of the Partner / Contractor.

Allocation Amount The user can enter the amount to be allocated to the Region.

Total The total amount allocated for the project is displayed. Total allocation amount should be less than or equal to Project amount and greater than 0.

Allocate

The user can do Partner allocation and project amount allocation by clicking on this link. The user will be taken to the TR20 FLAIR Transaction Project Partner Allocation screen where TR20 Partner details are entered. If allocate is clicked without giving any amount to the Partner, a ,a pop up message “Total Allocation amount should be greater than 0” is displayed. If allocate is clicked without any Partners or contractors then a message will pop up “Please select Partner/Contractor”.



3.2.5.4.4 Select Partner / Contractor

The user can select the Partner(s), or a Contractor(s), or both through this screen. This screen is displayed only for project types INDIRECT/DIRECT.

Field Description Show only Contractor

The indicator if the user wants to select only a contractor or both (Partner and contractor).

Partner / Contractor Name.

The user can select Partner / Contractor from the drop down list.



Search

Based on the criteria selected the records will be displayed in a table. If this link is selected without any selection criteria specified a general search will be conducted and all records will be displayed in the table. For details refer to Select Partner / Contractor (Search) section.



3.2.5.4.5 Select Partner / Contractor (Search)

Based on the criteria selected the records will be displayed in a table. If this link is selected without any selection criteria specified a general search will be conducted and all records will be displayed in the table.

Field Description Partner / Contractor Name

The name of the Partner or contractor.

Federal ID The Federal ID of the Partner or contractor. Organization Code The Organization Code is displayed.

Status The Status if the Partnership is active or not is displayed. Start Date The Start Date of the Partnership is displayed.



Field Description End Date The End Date of the Partnership is displayed.

Select The user can check the checkbox and click on the select link to select a Partner / Contractor. If the Partner has already been selected then “Selected” is displayed.

Select Link

The user can click Select link, to select the Partners and go back to the allocation page. If user clicks select without selecting any new Partner or contractor, a pop up message “No records marked for Selection” is displayed.



3.2.5.4.6 TR20 FLAIR Transaction Project Partner Allocation The user can generate NFA for the Project Partner Allocation through this screen.

Field Description Program The name of the Program will be displayed. Program Year The Program Year will be displayed. NOO Number The NOO Number will be displayed. Project The Project Name will be displayed. Project Type The Project Type will be displayed. Transaction Details Partner Name The Partner name will be displayed. DOC-NO The user can enter the Doc Number. Line The line will be displayed. Organization The organization of the Partner will be displayed. Version (EO_VER)

The Expansion Option version can be selected from the drop down list. Values are created in Maintain FLAIR Codes

Batch The batch can be selected from the drop down list. Values are



Field Description created in Maintain FLAIR Codes

Prior Period (PPI) The prior period can be selected from the drop down list. Values are created in Maintain FLAIR Codes


The product identifier can be selected from the drop down list. Values are created in Maintain FLAIR Codes

Amount Allocation amount will be displayed. Description The user can enter the description. Flow Through (FT)

The flow through will be displayed. Values are created in Maintain FLAIR Codes

Contract Number The contract number of the Partner will be displayed. Object The object code will be displayed. Year Indicator The year indicator will be displayed. CFDA No The CFDA No of the Project will be displayed. Contract Year (CY)

The contract year can be selected from the drop down list. Values are created in Maintain FLAIR Codes

Other Cost Accumulator The Other Cost Accumulator of the Project will be displayed.

Transmit The Indicator, if the FLAIR transaction is ready for transmission or not can be selected by checking the appropriate radio buttons.

Expansion Option The expansion option of the Program will be displayed. Category Code The category code of the Program will be displayed. Grant Number Grant code of the Program will be displayed.

Save The user can save the NFA Details by clicking on this link. The user will be taken to the Project Generate NFA section.



3.2.5.5 Project Generate NFA

The user can enter the NFA Start Date, NFA End Date, NFA Amount and select the project records for NFA generation using this process. There should be an entry in Program allocation.

Field Description

Partner The user may select the Partner from the drop down list. The Partner can be created using Maintain Partner option.

Program The user may select the Program from the drop down list. e.g. WIA, RITA etc. The Programs populated in the dropdown are those created in the security module.

Program Year

The user may select the Program Year from the drop down list. This drop down list is populated depending on the Program selected. Program Year is created when a New entry is made in AWI Fund Allocation process.

Project The user can select a project from the drop down list.

Start Date

The user may enter the project start date. Format: mm/dd/yyyy The date can also be selected from the calendar provided. Default Start Date is Today's Date.

End Date The user may enter the project end date.



Field Description Format: mm/dd/yyyy The date can also be selected from the calendar provided. Default End Date is one year from today's date.

Number of Records per page The number of records to be displayed can be entered

Search

Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details of this link refer to Project Generate NFA (Search) section.

3.2.5.5.1 Project Generate NFA (Search)

Based on the criteria selected the records will be displayed in a table. If this link is selected without any selection criteria specified a general search will be conducted and all records will be displayed in the table.

Field Description Program The Program name. Program Year The Program Year. Program Year is populated based on



Field Description Program selected.

Project The project name. Partner The Partner name.

NOO Number The NOO Number. NOO Number is populated based on Program Year selected.

NFA Number The NFA Number. Project Type The Project Type. Allocation Amount The project allocation amount.

NFA Start Date

The user may enter the NFA Start Date of the Program. Format: mm/dd/yyyy The date can also be selected from the calendar provided. Default Start Date is Today's Date.

NFA End Date

The user may enter the NFA End Date of the Program. Format: mm/dd/yyyy The date can also be selected from the calendar provided. If NFA end date is less than start date, then a pop up message “Invalid Entry! Start Date should be earlier than or equal to End Date” is displayed. Default End Date is one year from today's date.

NFA Amount The user can enter the NFA Amount. If the allocation amount is NIL or 0, then the user cannot enter this amount nor can the NFA be generated.

Edit This link is enabled only after a NFA is generated. The user will be taken to the Modify NFA screen on clicking of this link.

Select The user can check the checkbox to select a particular record for which the NFA has to be generated.

Select All The user can select all the records by clicking on this link.

Generate

The user can generate the NFA of the selected records by clicking on this link. If the NFA Amount is more than the Allocation Amount, a pop up “You cannot increase the NFA Amount than Allocated Amount” is displayed.



3.2.5.5.2 Modify NFA

The user can make changes to the NFA end date through this screen.

Field Description Partner The Partner Name. Program This Name of the Program. Program Year The Program Year. Project The Project Name. Project Type The Project Type. CFDA Number The CFDA Number. Level The Level. NOO Number The NOO Number. NFA Number The NFA Number. Fund Type The Fund type. Allocation Amount ($) The Allocation amount. NFA Amount ($) The NFA amount. NFA Change Date The date, when the NFA amount was changed.

Start Date The Start Date of the NFA. Start Date can not be less than NOO Start Date and can not be greater than Old Start Date.

End Date The user can enter the end date of the NFA.



Field Description Format mm/dd/yyyy The date can also be selected from the Calendar provided. AWI can change the END Date. End Date should be greater than Start Date and Today's Date.

Save

The user can save the changes made in the present record by clicking on this link. The user will be taken to the Project Generate NFA screen and a message ‘NFA Updated successfully’ will be displayed. If End date is entered less than start date or system date, a pop up message “End date should be greater than or equal to Start Date and current Date” is displayed.



3.2.6 Flair Interface Folder

The Flair interface process allows you to capture the information related to FLAIR from cash approval, adjustment, state allocation, Program allocation and project processes, which will be sent to FLAIR (state accounting system).



3.2.6.1 TR10 FLAIR Transaction

The user can search existing TR10 FLAIR transactions though this process. The user can also create new record and edit previously entered records.

Field Description

Partner The user may select the name of the Partner from the dropdown list. Partner is created in Maintain Partner process

Program

The user must select the Program name from the drop down list. If user has already selected the project then will not be allowed to select the Program. Program is created in System Admin module.

Program Title

The user may select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. Program Title is created in System Admin module.

Program Year The user may select the Program Year from the drop down list. This list is generated based on the Program selected. Program Year is created in AWI Fund Allocation process.

NOO Number The user may select the NOO Number from the drop down list. NOO is created in Grant Entry – Maintain NOO process

Cash Week The user may select the Cash Week from the drop down list.



Field Description

Fund Type The user may select the Fund Type from the drop down list. e.g. PASS-THROUGH,ADMIN,PROJECT

Project

The user must select the project from the drop down list. If the User has already selected the Program then will not be allowed to select the project. Project is created in Maintain Project process

Document Number

The user may select the Document Number from the drop down list.



New

The user can create a new TR10 FLAIR Transaction record by clicking on this link. The user will be taken to the New TR10 Transaction screen. Details of this screen are explained in the New TR10 section.

Search

Based on the search criteria specified, the records will be displayed. For details of this link refer to TR10 FLAIR Transaction (Search) section.



3.2.6.1.1 New TR10 The user can create a new TR10 Transaction through this screen

Field Description

Partner The user may select the name of the Partner from the dropdown list. Partner is created in Maintain Partner process

Fund Type The user may select the Fund Type from the drop down list .e.g. PASS-THROUGH,ADMIN,PROJECT

Program

The user must select the Program name from the drop down list. If User has already selected the project then will not be allowed to select the Program. Program is created in System Admin module

Program Title

The user may select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. Program Title is created in System Admin module

Program Year The user may select the Program Year from the drop down list. This list is generated based on the Program selected. Program Year is created in AWI Fund Allocation process



Field Description

NOO Number User may select the NOO Number from the drop down list. NOO is created in Grant Entry – Maintain NOO process

Cash Week The user must select the Cash Week from the drop down list.

Project The user must select the project from the drop down list. If User has already selected the Program then will not be allowed to select the project.

NFA Number The user must select the NFA Number from the drop down list. Document Number

The user must select the Document Number from the drop down list.

Line Number The Line Number is displayed. Amount The user must enter the Amount allocated for the Transaction


Transaction Details General Ledger ID (GL)

The user can select the General Ledger ID from the drop down list. Values are created in Maintain FLAIR Codes process

Vendor The vendor details are displayed. Value is created in Maintain Partner process

Sub Vendor The user can enter the sub vendor details. Contract The contract number is displayed. Product Identifier (PID)

The user can select the product identifier from the drop down list. Values are created in Maintain FLAIR Codes process

Object The object code is displayed. Grant Number Grant code of the Program will be displayed.

Organization The organization is displayed. Value is created in Maintain Partner process

Invoice The user can enter the invoice details. Flow Through (FT)

The user can enter the Flow Through (FT) code. Values are created in Maintain FLAIR Codes process

Other Cost Accumulator (OCA)

Other Cost Accumulator (OCA). of the Project is displayed

Available Balance Override (AB)

The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes process

Description The user can enter the Description. State Document Number The user can enter the State Document Number.

Other Document Number The user can enter the Other Document Number



Field Description Expansion Option (EO) The Expansion Option Indicator of the Program is displayed .

Version (EO_VER)

The user can select the Expansion Option version number from the drop down list. Values are created in Maintain FLAIR Codes process

Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed

Year The user can select the Year Indicator from the drop down list. Values are created in Maintain FLAIR Codes process

Prior Period (PPI) The user can select the Prior Period (PPI) from the drop down list. Values are created in Maintain FLAIR Codes process

the Available Balance Override (AB)


Batch The user can select the Batch from the drop down list. Values are created in Maintain FLAIR Codes process

Contract Year (CY)

The user can enter the Other Document Number Values are created in Maintain FLAIR Codes process

Category Category Number is displayed. Value is created in Maintain Program process

Save The user can save the details by clicking on this link. The user will be taken to the TR10 FLAIR Transaction screen and a message ‘Transaction saved successfully’ is displayed.



3.2.6.1.2 TR10 FLAIR Transaction (Search)

Depending on the project or Program selected, matching records will be displayed



Field Description Program Program name is displayed Program Year Program Year is displayed Program Title Program Title is displayed Partner Name of the Partner is displayed. NOO Number The NOO Number is displayed. Fund Type The Type of Fund is displayed. Document Number The Document Number is displayed.

Line Number The Line Number. is displayed. General Ledger ID (GL) The General Ledger ID is displayed.

Amount The user can modify the amount Status The Status of the transaction is displayed.

Edit

The user can edit a particular Transaction’s detail by clicking on this link. The user will be taken to the Maintain FLAIR Transaction TR10 screen. Details of this link are explained in the Maintain FLAIR Transaction TR10 section. When the transaction is verified and saved and a message “Transaction Updated successfully”.



3.2.6.1.3 Maintain FLAIR Transaction TR10

The user can edit the TR10 Transaction details through this screen

Field Description Partner The name of the Partner. Program The Program Name. Program Title The Program Title. Program Year The Program Year. NFA Number The NFA Number. NOO Number The NOO Number. Fund Type The Fund Type. Cash Week Number The Cash Week Number.

Primary Document The Primary Document Number.



Field Description Number

Amount The user can enter the amount allocated for a particular transaction.

Line Number The Line Number. Status The Status of the transaction. Transaction Details General Ledger ID (GL)














Other Document Number The user can enter the Other Document Number.

Expansion Option (EO) The Expansion Option Indicator of the Program is displayed .

Version (EO_VER)


Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed.

Year The user can select the Year Indicator from the drop down list. Values are created in Maintain FLAIR Codes process.



Field Description

Prior Period (PPI) The user can select the Prior Period (PPI) from the drop down list. Values are created in Maintain FLAIR Codes process.

Book keeping (BI) The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes process.

Batch The user can select the Batch from the drop down list. Values are created in Maintain FLAIR Codes process.

Contract Year (CY)

The user can enter the Other Document Number Values are created in Maintain FLAIR Codes process.

Category Category Number of the Program is displayed.

Save The user can save the details by clicking on this link. The user will be taken to the TR10 FLAIR Transaction screen and a message ‘Transaction updated successfully’ is displayed.



3.2.6.2 Manual TR10 FLAIR Transaction

The user can search existing TR10 Manual transactions though this process. The user can also create new record and edit the existing records.

Field Description

Partner The user may select the name of the Partner from the dropdown list.

Program The user must select the Program name from the drop down list.




New The user can create a new TR10 Manual Transaction record by clicking on this link. The user will be taken to the New TR10 Manual screen.



Field Description

Search Depending on the criteria selected, matching records will be displayed. For details, refer to section on Manual TR10 FLAIR Transaction (Search).



3.2.6.2.1 New TR10 Manual The user can create a new FLAIR TR10 Manual Transaction through this screen.

Field Description

Partner The user must select the Partner name from the drop down list. Partner is created in Maintain Partner process

Program The user must select the Program name from the drop down list. Program is created in System Admin module

Program Title

The user must select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. Program Title is created in System Admin module

Amount The user must enter the Amount allocated for the Transaction

Transmit The Indicator, if the FLAIR transaction is ready for transmission can be selected by checking the appropriate radio buttons.

Prior Pending The user may check the check box if any TR10 manual process is pending for upload.





Field Description

Vendor The vendor details are displayed. Value is created in Maintain Partner process.


The user can select the product identifier from the drop down list. Values are created in Maintain FLAIR Codes process.












Version (EO_VER)





Book keeping (BI) The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes process


Contract Year The user can enter the Other Document Number Values are



Field Description (CY) created in Maintain FLAIR Codes process Category Category Number of the Program is displayed

Save The user can save the details by clicking on this link. The user will be taken to the Manual TR10 FLAIR Transaction screen and a message ‘Transaction saved successfully’ is displayed.



3.2.6.2.2 Manual TR10 FLAIR Transaction (Search)

Depending on the criteria selected, matching records will be displayed.



Field Description Partner The Partner name. Program The Program name. Program Title The Program Title. General Ledger ID (GL) The General Ledger ID.

Amount The amount allocated for a particular transaction.

Status The Status, if the FLAIR transaction is ready for transmission is displayed.

Edit

The user can edit a particular Transaction’s detail by clicking on this link. The user will be taken to the Modify Maintain FLAIR TR10 screen. Details of this link are explained in the Modify Maintain FLAIR TR10 section. When the transaction is verified and saved and a message “Transaction updated successfully” is displayed.



3.2.6.2.3 Modify Maintain FLAIR TR10

The user can edit a FLAIR TR10 Manual Transaction through this screen

Field Description Partner The Partner name is displayed. Program The Program Name is displayed. Program Title The Program Title is displayed. Amount The user may enter the Amount allocated for the Transaction.


















Version (EO_VER)





Field Description



Book keeping (BI) The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes process


Contract Year (CY)

The user can enter the Other Document Number Values are created in Maintain FLAIR Codes process

Category Category Number of the Program is displayed

Save

The user can save the details by clicking on this link. The user will be taken to the Manual TR10 FLAIR Transaction screen and a message ‘Transaction updated successfully’ is displayed.



3.2.6.3 TR11

The user can search existing TR11 transactions though this process. The user can also create new record and edit the existing records.

Field Description


Program Title

The user may select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. Program Title is created in System Admin module

Primary Document Number

The user may select the Primary Document Number from the drop down list.



New The user can create a New FLAIR Transaction TR11 record by



Field Description clicking on this link. The user will be taken to the New FLAIR Transaction TR11 screen.

Search Depending on the criteria selected, matching records will be displayed. For details, refer to section on TR11 (Search).



3.2.6.3.1 The New FLAIR Transaction TR11

The user can create a new TR11 Transaction through this screen



Field Description


Program Title

The user must select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. Program Title is created in System Admin module

Primary Document Number

The user must select the Primary Document Number from the drop down list.

Description The user may enter the description. Amount The user must enter the Amount allocated for the Transaction Line Number The Line Number is displayed.


Transaction Details

Organization Organization code of the Partner is displayed Category Category Number of the Program is displayed General Ledger ID (GL)

The user can select the General Ledger ID (GL) from the drop down list. Values are created in Maintain FLAIR Codes process

Grant Number Grant code of the Program will be displayed. Other Cost Accumulator (OCA)



Version (EO_VER)

The user can select the Expansion Option Version from the drop down list. Values are created in Maintain FLAIR Codes process



The user can select the Product Identifier (PID) from the drop down list. Values are created in Maintain FLAIR Codes process



YR The user can select the year from the drop down list. Values are created in Maintain FLAIR Codes process

ADO The user can select the ADO from the drop down list. Values are created in Maintain FLAIR Codes process



Field Description

TFO The user can select the TFO from the drop down list. Values are created in Maintain FLAIR Codes process

Contract Contract of the Partner is displayed

Accrual The user can select the Accrual from the drop down list. Values are created in Maintain FLAIR Codes process

Save The user can save the details by clicking on this link. The user will be taken to the TR11 FLAIR Transaction screen and a message ‘Transaction saved successfully’ is displayed.



3.2.6.3.2 TR11 (Search)

Depending on the criteria selected, matching records will be displayed.

Field Description Primary Document Number

The Primary Document Number.

Line Number The Line Number. Status The Transaction status. Amount The amount allocated for a particular transaction.

Edit / View

The user can edit a particular Transaction’s detail by clicking on this link. Details of this link are explained in the Maintain FLAIR Transaction TR11 section. When the transaction is verified and saved and a message



Field Description “Transaction updated successfully” appears the Edit link be replaced by the View link. Details of this link are explained in the Maintain FLAIR Transaction TR11 View.

Verify The user can verify the transaction by clicking on this link. The user will be taken to the Maintain FLAIR Transaction TR11 screen.

3.2.6.3.3 Maintain FLAIR Transaction TR11

The user can edit an existing TR11 FLAIR Transaction through this screen.

Field Description Program The Program name is displayed. Program Title The Program Title is displayed.



Field Description Primary Document Number

The user may select the Primary Document Number from the drop down list.

Description The user may enter the description. Amount The user may enter the Amount allocated for the Transaction Line Number The user may enter the Line Number. Status The transaction status is displayed. Transaction Details

Organization Organization code of the Partner is displayed Category Category Number of the Program is displayed General Ledger ID (GL)

The user can select the General Ledger ID (GL) from the drop down list. Values are created in Maintain FLAIR Codes process




Version (EO_VER)

The user can select the Expansion Option Version from the drop down list. Values are created in Maintain FLAIR Codes process



The user can select the Product Identifier (PID) from the drop down list. Values are created in Maintain FLAIR Codes process



YR The user can select the year from the drop down list. Values are created in Maintain FLAIR Codes process

ADO The user can select the ADO from the drop down list. Values are created in Maintain FLAIR Codes process

TFO The user can select the TFO from the drop down list. Values are created in Maintain FLAIR Codes process

Contract Contract of the Partner is displayed

Accrual The user can select the Accrual from the drop down list. Values are created in Maintain FLAIR Codes process

Save The user can save the details by clicking on this link. The user will be taken to the TR11 FLAIR Transaction screen and a message ‘Transaction updated successfully’ is displayed.



3.2.6.3.4 Maintain FLAIR Transaction TR11 View The user can view the details of a TR11 FLAIR Transaction through this screen

Field Description Program The Program name is displayed. Program Title The Program Title is displayed. Primary Document Number

The Primary Document Number is displayed.

Description The description is displayed. Amount The Amount allocated for the Transaction is displayed Line Number The Line Number is displayed. Status The transaction status is displayed. Transaction Details



Field Description Organization The organization code is displayed. Category Category Number of the Program is displayed General Ledger ID (GL) The General Ledger ID (GL) is displayed.



Expansion Option (EO) The Expansion Option Indicator of the Program is displayed ..

Version (EO_VER) The Expansion Option Version is displayed.


Product Identifier (PID) The Product Identifier (PID) is displayed.


The Available Balance Override (AB) is displayed.

YR The year is displayed. ADO The ADO is displayed. TFO The TFO is displayed. Contract The Contract is displayed. Accrual The Accrual is displayed.



3.2.6.4 TR20 State

This function allows the AWI Financial user to view and modify the TR20 FLAIR Transaction State Allocation details. If the Transmit value is TRANSMITTED then the user cannot modify the details, but he can view the details.



Field Description

Program The user may select the Program name from the drop down list. Program is created in System Admin module.

Program Year The user may select the Program Year from the drop down list. This list is generated based on the Program selected. Program Year is created in AWI Fund Allocation process.

Program Title

The user may select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc. . Program Tile is created in System Admin module.

NOO Number The user may select the NOO Number from the drop down list. NOO Number is created in Maintain NOO process



Search Based on the search criteria specified, the records will be displayed. For details of this link refer to section on TR20 State (Search).

3.2.6.4.1 TR20 State (Search)

Depending on the project or Program selected, the cash request records will be searched and following fields will be displayed in a tabular form.



Field Description Program The Program name. Program Year The Program Year. Program Title The Program Title. DOC-NO The user can enter the Doc Number. Line The line is displayed. Expansion Option (EO)

Expansion Option of the Program is displayed.

Version (EO_VER)

The Expansion Option version can be selected from the drop down list. Values are created in Maintain FLAIR Codes process

Batch The batch can be selected from the drop down list. Values are created in Maintain FLAIR Codes process

Prior Period (PPI) The prior period can be selected from the drop down list. Values are created in Maintain FLAIR Codes process


The product identifier can be selected from the drop down list. Values are created in Maintain FLAIR Codes process

Amount Allocation amount. is displayed Description The user can enter the description. Flow Through (FT)

The flow through can be selected from the drop down list. Values are created in Maintain FLAIR Codes process

Category Category Number of the Program is displayed




Year Indicator The year indicator is displayed. Values are created in Maintain FLAIR Codes process

Grant Grant code of the Program will be displayed. Contract Year (CY)

The contract year can be selected from the drop down list. Values are created in Maintain FLAIR Codes process

Other Cost Accumulator

The Other Cost Accumulator is displayed. Value is created in Maintain Project process


Select The user can check the checkbox to select the transaction to be transmitted.

Save The user can save the information entered in the TR20 FLAIR Transaction - State Allocation screen and a message “FLAIR State data updated successfully” is displayed to the user.



3.2.6.5 TR20 Partner

This function allows the AWI Financial user to view and modify the TR20 FLAIR Transaction Partner Allocation details. If the Transmit value is TRANSMITTED then the user cannot modify the details, but he can view the details.

Field Description Program The user may select the name of the Program from the drop

down list. Program is created in System Admin module. Program Year The user may select a Program Year from the drop down list.

This drop down list is populated depending on the Program selected. Program Year is created in AWI Fund Allocation process.

Program Title The user may select the Program Title for the particular Programfrom the drop down list. Program Title is created in System Admin module.

NOO Number The user may select a NOO Number from the drop down list. NOO Number is created in Grant Entry – Maintain NOO process.

Project The user may select a project from the drop down list. Project is created in Maintain Project process.

Number of records The number of records to be displayed that can be entered,



Field Description per page which by default will be five. The user can also change the

number. If user enters number of pages as more than 100, then an alert pop up message “Invalid Entry! Number of records per page should not exceed more than 100” is displayed.

Search Based on the search criteria specified, the records will be displayed. If this link is selected without any criteria specified a general search will be conducted and all records will be displayed. For details refer to section on TR20 Partner (Search).

3.2.6.5.1 TR20 Partner (Search)

Depending on the criteria specified, the matching results are displayed in a tabular form. If this link is selected without filling any data, a general search will be conducted and user details will be displayed.

Field Description Program Program name is displayed. Program Year The Program Year. Program Title The Program Title. DOC_NO The user will give document number.



Field Description LINE The line number. ORGANIZATION The organization code of the Partner is displayed. Expansion option (EO)

Expansion Option of the Program is displayed.

Version (EO_VER) The user can select the Version (EO_VER) in the drop down list box. Values are created in Maintain FLAIR Codes

Batch The user can select the Batch in the drop down list box. Values are created in Maintain FLAIR Code

Prior Period (PPI) The user can select the Prior Period (PPI) in the drop down list box. Values are created in Maintain FLAIR Code


The user can select the Product Identifier (PID) in the drop down list box. Values are created in Maintain FLAIR Code

Amount Allocation Amount will be displayed. Description The user will enter description. Flow Through (FT) The user can select the Flow Through (FT) in the drop down list

box. Category Category Number of the Program is displayed. Certified Forward (CF)

Certified Forward (CF) of the Program Title is displayed

Year Indicator Year Indicator is displayed Grant Grant Number of the Program will be displayed. Contract Year (CY) The user can select the Contract Year (CY) in the drop down list

box. Values are created in Maintain FLAIR Code Other Cost Accumulator

Other Cost Accumulator of the Project is displayed

Transmit The user can select either yes or no for this option. If the transmit has the value of TRANSMITTED then The user can only view the data.

Select The user can check the check box to save the data. Save If the User click Save then all the details will be saved and the

message 'FLAIR Partner data updated successfully' will be displayed.

Select All The user can select record to update the records.



3.2.6.6 TR51

This function allows the AWI Financial user to view and modify the TR51 Transaction details. If the Transmit value is TRANSMITTED then the user cannot modify the details, but he can view the details.

Field Description

Program The user must select the Program name from the drop down list. If the User has already selected the project then User will not be allowed to select the Program.

Program Year The user must select the Program Year from the drop down list. This list is generated based on the Program selected.


Project The user must select the project from the drop down list. If the User has already selected the Program then User will not be allowed to select the project.




Field Description Cash Week The user must select the Cash Week from the drop down list. Fund Type The user may select the Fund Type from the drop down list.

Status The status if the transaction is ready to be transmitted or not can be selected from the drop down list.



Search Based on the search criteria specified, the records will be displayed. For details of the link, refer to section on TR51 (Search).

3.2.6.6.1 TR51 (Search)




Field Description Partner The Partner name. Program The Program name. Program Title The Program Title. Program Year The Program Year. Project The name of the project. NFA No. The NFA Number. Line No. The Line Number. Voucher No The Voucher No. Cash Week The Cash Week.

Batch The user can select the batch from the drop down list. Values are created in Maintain FLAIR Codes

Organization Organization of the Partner is displayed Contract Contract. of the Partner is displayed Amount Warrant amount is displayed. Vendor Vendor Id of the Partner is displayed



Field Description Sub Vendor ID Sub Vendor Id of the Partner is displayed Description The user can enter the description.

Object The user can select the object from the drop down list. Values are created in Maintain FLAIR Codes

Group The group. Invoice The invoice number. Grant Grant code of the Program will be displayed. Other Document Number The user can enter the other document number.

EO The Expansion Option Indicator of the Program is displayed .. Category Category Number of the Program is displayed Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed



Contract Year (CY)

The user can select the Contract Year (CY) from the drop down list. Values are created in Maintain FLAIR Codes

General Ledger Id (GL)

The user can select the General Ledger Id (GL) from the drop down list. Values are created in Maintain FLAIR Codes


The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes

Book keeping (BI) The user can select the Book keeping (BI) from the drop down list. Values are created in Maintain FLAIR Codes


The user can select the Product Identifier (PID) from the drop down list. Values are created in Maintain FLAIR Codes

Prior Period (PPI) The user can select the Prior Period (PPI) from the drop down list. Values are created in Maintain FLAIR Codes

CFDA Number The CFDA Number of the Project is displayed. Transmit The user can select either yes or no for this option. If the

transmit has the value of TRANSMITTED then User can only view the data.

Save If User click Save then all the details will be saved and the message 'Transaction Saved successfully' will be displayed on the same page.



3.2.6.7 TR58

This function allows the AWI Financial user to view and modify the TR58 Transaction details. If the Transmit value is TRANSMITTED then the user cannot modify the details, but he can view the details.

Field Description

Program The user must select the Program name from the drop down list. If the User has already selected the project then User will not be allowed to select the Program.

Program Year The user must select the Program Year from the drop down list. This list is generated based on the Program selected.


Project The user must select the project from the drop down list. If user has already selected the Program then user will not be allowed to select the project.

NOO Number The user may select the NOO Number from the drop down list. Cash Week The user must select the Cash Week from the drop down list.



Field Description Fund Type The user may select the Fund Type from the drop down list.

Status The status if the transaction is ready to be transmitted or not can be selected from the drop down list.



Search Based on the search criteria specified, the records will be displayed. For details refer to section on TR58 (Search).

3.2.6.7.1 TR58 (Search)


Field Description Partner The Partner name. Program The Program name. Program Title The Program Title. Program Year The Program Year. Project The name of the project.



Field Description NFA No. The NFA Number. Voucher No The Voucher No. Line No. The Line Number. Cash Week The Cash Week.

Batch The user can select the batch from the drop down list. Values are created in Maintain FLAIR Codes

Organization Organization of the Partner is displayed Contract Contract of the Partner is displayed Amount Warrant amount is displayed. Vendor Vendor Id of the Partner is displayed Sub Vendor ID Sub Vendor Id of the Partner is displayed Description The user can enter the description.

Object The user can select the object from the drop down list. Values are created in Maintain FLAIR Codes

Group The group. Invoice The invoice number. Grant Grant code of the Program will be displayed. Other Document Number The user can enter the other document number.

EO The Expansion Option Indicator of the Program is displayed .. Category Category Number of the Program is displayed Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed



Contract Year (CY)

The user can select the Contract Year (CY) from the drop down list. Values are created in Maintain FLAIR Codes

General Ledger Id (GL)

The user can select the General Ledger Id (GL) from the drop down list. Values are created in Maintain FLAIR Codes


The user can select the Available Balance Override (AB) from the drop down list. Values are created in Maintain FLAIR Codes

Book keeping (BI) The user can select the Book keeping (BI) from the drop down list. Values are created in Maintain FLAIR Codes

Expansion Option Version (EO_VER)

The user can select the Expansion Option (EO_VER)from the drop down list. Values are created in Maintain FLAIR Codes


The user can select the Product Identifier (PID) from the drop down list. Values are created in Maintain FLAIR Codes

Prior Period (PPI) The user can select the Prior Period (PPI) from the drop down



Field Description list. Values are created in Maintain FLAIR Codes

CFDA Number The CFDA Number of the Project is displayed. Transmit The user can select either yes or no for this option. If the

transmit has the value of TRANSMITTED then user can only view the data.

Save If the User click Save then all the details will be saved and the message 'Transaction Saved successfully' will be displayed on the same page.



3.2.6.8 TR58 Manual

This function allows the AWI Financial user to view and modify the Manual TR58 FLAIR transaction details. The user can also create new records using this process.

Field Description Partner The user may select the Partner name from the drop down list.



Voucher Number The user may select the Document Number from the drop down list.



New The user can create a new Manual TR58 Transaction record by clicking on this link. The user will be taken to the New TR58



Field Description FLAIR screen.

Search Based on the search criteria specified, the records will be displayed. For details, refer to section on TR58 Manual (Search).



3.2.6.8.1 New TR58 FLAIR The user can create a new TR58 FLAIR Manual Transaction through this screen.

Field Description Partner The user may select the Partner name from the drop down list.


Program Title

The user must select the Program Title from the drop down list. This list is generated depending upon the Program selected. e.g. WIA – Youth, Wagner-Peyser – Veterans etc.

Voucher Number The user must enter the Voucher Number. Amount The user must enter the Amount allocated for the Transaction Transmit The user can select either yes or no depending if the FLAIR

Transaction is ready to be transmitted or not. Transaction Details General Ledger ID (GL)

The user can select the General Ledger ID (GL) from the drop down list.

Vendor The vendor details are displayed. Sub Vendor The user can enter the sub vendor details. Contract The contract number is displayed. Product Identifier (PID)

The user can select the Product Identifier (PID) from the drop down list.



Field Description Object The user can select the Object from the drop down list. Grant Number The Grant Number is displayed. Organization The organization is displayed. Invoice The user can enter the invoice number. Flow Through (FT)

The user can select the Flow Through (FT) code from the drop down list.


The Other Cost Accumulator (OCA) is displayed.


The user can select the Available Balance Override (AB) from the drop down list.



Expansion Option (EO) The Expansion Option (EO) is displayed.

Version (EO_VER)

The user can select the Expansion Option version number from the drop down list.

Certified Forward (CF) The Certified Forward (CF) is displayed.

Year The Year Indicator is displayed.

Prior Period (PPI) The user can select the prior period (PPI) from the drop down list.

Book keeping (BI) The user can select the Book keeping (BI) from the drop down list.

Batch The user can select the Batch from the drop down list. Contract Year (CY)

The user can select the Contract Year (CY) from the drop down list.

Category The Category will be displayed.

Save The user can save the details by clicking on this link. The user will be taken to the Manual TR58 FLAIR Transaction screen and a message ‘Transaction saved successfully’ is displayed.



3.2.6.8.2 TR58 Manual (Search) Based on the search criteria specified, the records will be displayed.

Field Description Partner The Partner name. Program The Program name. Program Title The Program Title. Voucher Number The Voucher Number. Line Number The Line Number. General Ledger ID (GL) The General Ledger ID.

Amount The amount allocated for a particular transaction. Status The Status of the transaction.

Edit

The user can edit a particular Transaction’s detail by clicking on this link. The user will be taken to the Modify TR58 FLAIR screen. Details of this link are explained in the Modify TR58 FLAIR section. When the transaction is verified and saved and a message “Transaction updated successfully” is displayed to the user.



3.2.6.8.3 Modify TR58 Manual FLAIR

The user can edit a FLAIR TR58 Manual Transaction through this screen

Field Description Partner The Partner name is displayed. Program The Program Name is displayed. Program Title The Program Title is displayed Voucher Number The Voucher Number is displayed. Line Number The Line Number is displayed. Amount The user can enter the Amount allocated for the Transaction.

Transmit The user can select either yes or no depending if the FLAIR Transaction is ready to be transmitted or not.

Status The Status of the transaction. Transaction Details General Ledger ID (GL)

The user can select the General Ledger ID (GL) from the drop down list.

Vendor Vendor Id of the Partner is displayed. Sub Vendor Sub Vendor Id of the Partner is displayed. Contract Contract of the Partner is displayed. Product Identifier (PID)

The user can select the Product Identifier (PID) from the drop down list. Values are created in Maintain FLAIR Codes.

Object The user can select the Product Identifier (PID) from the drop



Field Description down list. Values are created in Maintain FLAIR Codes.

Grant Number Grant Number of the Program is displayed. Organization Organization of the Partner is displayed. Invoice Invoice is displayed. Flow Through (FT)

The user can select the Flow Through (FT) from the drop down list. Values are created in Maintain FLAIR Codes.


Other Cost Accumulator (OCA). of the Project is displayed Category Number of the Program is displayed.


The user can select the Available Balance Override (AB)from the drop down list. Values are created in Maintain FLAIR Codes.

Description The user can enter the description. State Document Number The user can enter the State Document Number.

Other Document Number The user can enter the Other Document Number.

Expansion Option (EO) The Expansion Option Indicator of the Program is displayed ..

Version (EO_VER)

The user can select the Version (EO_VER) from the drop down list. Values are created in Maintain FLAIR Codes.

Certified Forward (CF) Certified Forward (CF) of the Program Title is displayed.

Year Year Indicator is displayed

Prior Period (PPI) The user can select the Prior Period (PPI)from the drop down list. Values are created in Maintain FLAIR Codes.

Book keeping (BI) The user can select Book keeping (BI) from the drop down list. Values are created in Maintain FLAIR Codes.

Batch The user can select Batch from the drop down list. Values are created in Maintain FLAIR Codes.

Contract Year (CY)

The user can select the Contract Year (CY) from the drop down list. Values are created in Maintain FLAIR Codes.

Category Category Number of the Program is displayed.

Save

The user can save the details by clicking on this link. The user will be taken to the Manual TR58 FLAIR Transaction screen and a message ‘Transaction updated successfully’ is displayed.



3.2.7 Reports Folder

This section contains all State and Federal reports, submitted by AWI. Please refer the "FM Reports Specification.doc" for reports details.

3.2.7.1 General Reports Folder

Note: The reports will have the following fields as parameters:

Field Description Check the box to generate the project report.

The user can check this checkbox to generate a project report. Once this checkbox is selected, the Project field is enabled.

Partner The Partner name is displayed. Program The user must select the Program from the drop down list. Program Year The user may select the Program Year from the drop down list. Program Title The user may select the Program Title from the drop down list. Project The user may select the project from the drop down list. Report The user can select the report from the drop down list.



Field Description

From Date The user must enter the start date of the report in mm/dd/yyyy format or select the date from the calendar provided.

To Date The user must enter the end date of the report in mm/dd/yyyy format or select the date from the calendar provided.

Generate The user must click on this link to generate the report.

Clear The user can click this link to clear the contents enter on the page.

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