FAMIS TRAINING 1 BASIC TRAINING AND ORGANIZATION INQUIRIES

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FAMIS TRAINING 1 BASIC TRAINING AND ORGANIZATION INQUIRIES Prepared by Auditor-Controller Nov 2005

A LOOK AT FAMIS 4. 2 AND ORGANIZATION INQUIRIES n n n n How to log on to FAMIS How to view organization or department structure How to view character information How to see line items by subobject How to view transaction detail How to view specific documents How to log out of FAMIS

This is the first screen you see after double-clicking on the County Mainframe icon. At the login screen, type “tubes” and press enter. MSG 10 VM/ESA SA(04) SANTA CRUZ COUNTY NETWORK PRODUCTION CPU ENTER THE APPLICATION ID THAT YOU WISH TO USE FROM THE FOLLOWING LIST: TUBES tubes SESSION MANAGER

Type your 6 digit user ID then tab and enter your 4 digit password (press enter) n 11: 19: 46 Term R 62 G 3171 SSSSSSSSSSSSSSSSSSS SSSSSSSS SSSSSSSS SSSSSSSS SSSSSSSSSSS SSSSSSSSS SNADYNAM TUBES 3. 500 C ----------¦ ¦ ¦ Screen ---------- Santa Cruz County Computer Network User Id: Options: aud 033 Password: ¦ ¦ ¦ Signon xxxx

At this screen, locate a line that says FAMIS. PF 2, PF 3, and PF 10 are FAMIS sessions. Any of these 3 Function keys will get you into FAMIS. 11: 46: 14 Term R 62 G 3171 SNADYNAM TUBES Userid AUD 033 11/21/05 USER AUD 033 signed on at LU R 62 G 3171 Santa Cruz County Computer Network -- TUBES Session Table -- Call Key Status Application Description PF 1 Avail Information Center PF 2 Avail 9 FAMIS/Payroll-Pers/Purch PF 3 Avail 9 FAMIS/Payroll-Pers/Purch PF 4 Avail 2 Tax Roll Processing PF 5 Avail 2 Planning Main Menu PF 6 Avail Test CICS 3 PF 7 Avail 7 EZ/IQ & pc. Mainframe PF 8 Avail Test. J Tiburon CICS PF 9 Avail 2 Land Use PF 10 Avail 9 FAMIS/Payroll-Pers/Purch PF 11 Unavail Test. J Y 2 K CICS--Year 2000 Pass character: Scroll up: PF 19 Menu/suspend: PF 11 Scroll dn: PF 20 Session jump: PF 12 Print Key: PA 1 TUBES command: Printer: P 26

At the blank screen, type “menu” and press enter. Congratulations! You are at the Main System Menu. Press F 1 to continue. FAMLMAIN V 4. 2 M A I N S Y S T E M M E N U P R O D U C T I O N COPYRIGHT 1998 KPMG PEAT MARWICK USE THE FUNCTION KEYS TO SELECT AN OPTION: (1) (5) (7) (9) (CL) - FAMIS PRODUCTION BPREP PRODUCTION. . SYSTEMWIDE PRODUCTION FAACS PRODUCTION EXIT . . *NO ACCESS

Press Enter to Continue. ************ ************** *** ************ *** *** *** ************ *** *** ************ *** *** *** *** ************ *** ************ *** *************** ***. . . PLEASE PRESS E N T E R ********* **** ************** TO CONTINUE

This is the Main Menu. Your menu may look different depending on your security and access levels. You can use your function keys to select an option, or link directly to a screen by using the “Link to: ” feature. FAML 0000 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION LINK TO: MAIN MENU NEW COPYRIGHT 1994 - 1999 KPMG LLP USE THE FUNCTION KEYS TO SELECT AN OPTION: (2) (3) (4) (5) (8) (9) (CL) - TABLE MAINTENANCE FINANCIAL PROCESSING SYSTEM MANAGEMENT FINANCIAL INQUIRY DOCUMENT AUTHORIZATION MENU LINK/HELP EXIT

At the bottom of your screen you should see these buttons. Clicking on the ATTN button takes you back to the FAMIS MAIN MENU screen. Clicking on the CLEAR button takes you back to the previous screen. You can also press your “Pause/Break” key on your keyboard to go back to the previous screen. If you don’t see these buttons, press the “Esc” key on your keyboard. Attn Clear E EOF E input PF 13 PF 14 PF 15 PF 16 PF 17 PF 18 PF 19 PF 20 PF 21 PF 22 PF 23 PF 24 Reset Sys. Rq

The F 9 function key is used in several ways. If you know the screen number of the particular screen you want, enter the number after the LINK TO: and press F 9. You can also press F 9 at any time to reach a listing of screens and programs shown below. Select a screen title and then press F 2. FAML 3050 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION DIRECT ACCESS PROGRAM SELECTION ACTIVE TABLES FUND TYPES FUNDS SUBFUNDS FUNCTIONS PROGRAMS ORGANIZATION PROJECTS GRANTS USER CODES INDEX CODE G/L ACCOUNTS SUBSIDIARY ACCT TREASURER ACCTS CHARACTER OBJECT SUBOBJECT VENDOR HEADER F 2 -SELECT VENDOR DETAIL VENDOR ALPHA TRANS CODES RECURRING TRANS MISC. TABLES INTEREST DIST INQUIRIES ACCT SUMMARY ALLOT CNTL INQ APPROP INQUIRY CASH CNTL INQ PROJ CNTL INQ GRANT CNTL INQ ORG SUMMARY GRANT SUMMARY PROJECT SUMMARY USER CODE SUMMA ACCT DETAIL INVOICE HISTORY SUBSIDIARY INQ TRANS DETAIL VENDOR ALPHA VENDOR SUMMARY DOC SUMMARY FUND SUMM INQUI BANK ACT/CONTRL OUT CHKS/VENDOR DOC SUMM BY VEN TRIAL BAL INQ DOC SUMM BY SUB FIN PROCESSING SYSTEM MGT SYSTEM PARAM NOMENCLATURE BALANCE TYPES CONTROL TYPES 11/23/2005 2: 52 PM SYS MISC TABLES SYSTEM MESSAGES NEXT DOC NUMBER HELP DOCUMENT TYPES PROGRAM ID USER SECURITY PGM SECURITY DOC GAP INQUIRY TRAN BLOCK MENU

At the Link To: line, type “ 6810” and press F 9. HINT: To start typing in the correct position, click your cursor next to the colon after “LINK TO” and hit the tab key, or press your “home” key. Then type “ 6810” and press F 9. FAML 0000 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION MAIN MENU 6810 NEW COPYRIGHT 1994 - 1999 KPMG LLP USE THE FUNCTION KEYS TO SELECT AN OPTION: (2) (3) (4) (5) (8) (9) (CL) - TABLE MAINTENANCE FINANCIAL PROCESSING SYSTEM MANAGEMENT FINANCIAL INQUIRY DOCUMENT AUTHORIZATION MENU LINK/HELP EXIT

Screen 6810 is the Organization Selection screen. You can view information about your organization (department) starting at this screen. Tab over to Organization and type “ 06” and Enter. FAML 6810 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SELECTION 2: 23 PM ACTIVE ORGANIZATION : FDTP / FUND / SUBFND : PROJ : PJDTL : GRANT : GR DTL : USERCD : FUNC : PGM : SUBOBJ : APPN CTL TYPE: ALLT CTL TYPE: CASH CTL TYPE: ---------------------------------------S INDEX -------DESCRIPTION-------- F 1 -HELP F 2 -SELECT F 3 -ORG SUMM F 4 -ACCT SUMM F 5 -ALLOT CTL F 6 -APPR CTL F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK F 11 -INDEX TBL OR 01 - ORGANIZATION OR FUND MUST BE ENTERED

Here is the organization structure for the Agricultural Extension Services. It has only one index code. Place your cursor on the Index Code 106000 and press F 3 for the organization summary. FAML 6810 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SELECTION 2: 35 PM ACTIVE ORGANIZATION : 06 AGRICULTURAL EXTENSION SERVICES FDTP / FUND / SUBFND : PROJ : PJDTL : GRANT : GR DTL : USERCD : FUNC : PGM : SUBOBJ : APPN CTL TYPE: ALLT CTL TYPE: CASH CTL TYPE: ---------------------------------------S INDEX -------DESCRIPTION-------106000 AG EXTENSION SERVICES F 1 -HELP F 7 -PRIOR PG F 2 -SELECT F 8 -NEXT PG F 3 -ORG SUMM F 9 -LINK F 4 -ACCT SUMM F 5 -ALLOT CTL F 6 -APPR CTL F 11 -INDEX TBL

Screen 6450 is the Organization Summary Inquiry screen. It provides details on an organization’s revenue and expenditures by character as well as Budgets and Actuals. Character is a grouping of revenue or expenditure accounts. As an example, “Taxes” is Character 01 under Revenues. FAML 6450 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 2: 59 PM ACTIVE BALANCE (Y, M, Q, A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : X FDTP FUND SFND : PROJECT PROJ DTL : GRANT DTL : USER CODE : ---------------------------------------S CHAR DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 30 SALARIES AND EMPLO 135, 210 46, 505 88, 705 40 SERVICES AND SUPPL 32, 921 9, 698 1, 501 21, 722 EXPENDITURE TOTAL 168, 131 56, 204 1, 501 110, 427 F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG G 014 - RECORD FOUND F 4 -PRIOR F 9 -LINK F 5 -NEXT

If you delete the “X” beside Char/Object, line item detail by subobject is shown. To see the next page, press F 8. Use the F 7 key to see the previous page. FAML 6450 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 3: 11 PM ACTIVE BALANCE (Y, M, Q, A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : Delete the “X” FDTP FUND SFND : PROJECT PROJ DTL : GRANT DTL : USER CODE : ---------------------------------------S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3100 REGULAR PAY-PERMAN 91, 259 30, 398 60, 861 3150 OASDI-SOCIAL SECUR 6, 982 2, 204 4, 778 3155 PERS 13, 467 4, 536 8, 931 3160 EMPLOYEE INSURANCE 21, 941 7, 806 14, 135 3170 WORKERS COMPENSATI 1, 561 3240 TELECOM SERVICES 7, 097 1, 937 5, 160 3355 MAINT-OFFICE EQUIP 950 286 514 150 F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 014 - RECORD FOUND

On the next page, the subobject list continues. We can see the budgeted amounts, actual amounts expended, amounts encumbered and the balance on a Year-to Date basis. To see expenditures for one month, change the Balance Y to M (for month), and press enter. FAML 6450 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 3: 37 PM ACTIVE BALANCE (Y, M, Q, A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 05 2006 NOV 2005 INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : FDTP FUND SFND : PROJECT PROJ DTL : GRANT DTL : USER CODE : ---------------------------------------S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3493 SUPPLIES 1, 200 157 843 200 3545 CONSULT/MGT/PC SER 444 111 333 3575 DATA PROCESSING SE 5, 376 7 5, 369 3800 EQUIPMENT LEASE & 600 120 480 3975 SPECIAL MISC EXPEN 500 246 144 110 4166 MILEAGE 500 285 215 4175 SERVICE CENTER CHA 10, 758 1, 054 9, 704 F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 012 - NEXT PAGE DISPLAYED

You can “drill down” to more detailed information by placing the cursor on an amount in the actual column and pressing F 2. FAML 6450 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION ORGANIZATION SUMMARY INQUIRY 11/21/2005 4: 09 PM BALANCE (Y, M, Q, A) : M FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 03 2006 SEPT 2005 Changed month to 03 -3 rd month of Fiscal Year INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : FDTP FUND SFND : PROJECT PROJ DTL : GRANT DTL : USER CODE : ---------------------------------------S SUBOBJ DESCRIPTION BUDGET ACTUAL ENCUMBERED BALANCE 3100 REGULAR PAY-PERMAN 10, 328 -10, 328 3150 OASDI-SOCIAL SECUR 760 -760 3155 PERS 1, 540 -1, 540 3160 EMPLOYEE INSURANCE 1, 441 -1, 441 3170 WORKERS COMPENSATI 175 3240 TELECOM SERVICES 1, 305 -1, 305 3355 MAINT-OFFICE EQUIP 143 -143 F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 014 - RECORD FOUND

Telecom Services total of $1, 305 from the previous screen is made up of the first two items. The other two items are budget journal entries. Put your cursor on the Document number and press F 2 for journal entry detail. FAML 6500 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ACCOUNT DETAIL INQUIRY 4: 14 PM ACTIVE FISCAL MO/YR : 03 2006 SEPT 2005 FUND PER. : CURRENCY CODE : INDEX : 106000 AG EXTENSION SERVICES SUBOBJ : 3240 TELECOM SERVICES USERCD : PROJ : PJDTL : GRANT : GR DTL : G/L : T/C : CLASS : FT/F/SF: ---------------------------------------S POST DATE T/C DOCUMENT REF CHECK NO AMOUNT ------ D E S C R I P T I O N -----VENDOR 09/19/2005 400 JL 50804 02 627. 42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL 50978 02 677. 57 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF 03812 25 7, 097. 00 2005 -2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR 03358 10 -7, 097. 00 REV 2005 -06 CNTY ISF BGSD PROP BUD F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 014 - RECORD FOUND total= $1, 305

Here is the detail of the Journal entry. The suffix number indicates that it is line 2 of the Journal entry. By pressing F 4 or F 5, you can scroll through the other lines of the Journal. FAML 6300 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/22/2005 LINK TO: SUFFIX TRANSACTION DETAIL INQUIRY 8: 22 AM ACTIVE DOCUMENT -- POST PERIOD -- POST DATE ----- POSTED BY ----- UNIT JL 50804 02 03 2006 SEPT 2005 09/19/2005 PURA ALISA (AUD 031) ---------------------------------------TRANS CODE : 400 DEBIT TO CURRENT YEAR EXPENDITURE JE-USE WITH 401 OR 40 DOCUMENT REF : TRANS DESC. : JUL-05 TELEPHONE CHARGES AMOUNT : 627. 42 DUE DATE : SINGLE CHECK : VENDOR NUMBER : INDEX : 106000 AG EXTENSION SERVICES SUBOBJECT : 3240 TELECOM SERVICES USER CODE : GRANT / GR DTL : PROJ / PJDTL : START DATE : END DATE : G/L / SUBSID : BANK NUMBER : TREAS NUM : CURRENCY CODE : CONV DATE : FOREIGN CURR AMT : F 1 -HELP F 4 -PRIOR F 5 -NEXT F 9 -LINK

To return to the previous screen, press your Clear button. Link to Screen 6860 -Document Selection and press F 9. FAML 6500 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 6860 LINK TO: ACCOUNT DETAIL INQUIRY 4: 14 PM ACTIVE FISCAL MO/YR : 03 2006 SEPT 2005 FUND PER. : CURRENCY CODE : INDEX : 106000 AG EXTENSION SERVICES SUBOBJ : 3240 TELECOM SERVICES USERCD : PROJ : PJDTL : GRANT : GR DTL : G/L : T/C : CLASS : FT/F/SF: ---------------------------------------S POST DATE T/C DOCUMENT REF CHECK NO AMOUNT ------ D E S C R I P T I O N -----VENDOR 09/19/2005 400 JL 50804 02 627. 42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL 50978 02 677. 57 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF 03812 25 7, 097. 00 2005 -2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR 03358 10 -7, 097. 00 REV 2005 -06 CNTY ISF BGSD PROP BUD F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 014 - RECORD FOUND

Screen 6860 -Document Selection-lists PO’s, Contracts, and Vendor Vouchers by Department/Organization. Type “ 73” in the Organization field and clear any entries in the FDTP field. Press Enter. FAML 6860 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION DOCUMENT SELECTION 12/05/2005 10: 56 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ---------------------------------------S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO 53241 01 731000 3520 440. 00 10200. 00 CO 53241 01 09/23/2005 BLOOMBERG L. P. PJ 56350 01 731000 3355 440. 00 216. 36 10/27/2005 CALTRONICS BUSINESS SYSTEMS PJ 56626 01 731000 3493 440. 00 317. 46 10/05/2005 CORPORATE EXPRESS PJ 59713 01 731000 3451 440. 00 300. 00 07/01/2005 CERTIFIED DOCUMENT DESTRUCTION F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG G 014 - RECORD FOUND F 3 -DOC INQ F 9 -LINK F 4 -DOC DTL F 5 -VEND SUMM F 6 -VEND TBL

You can type PJ, CO, or VB next to Document Prefix to focus on just one type of document. Remember that Document Prefixes may change from Fiscal Year to Fiscal Year, particularly Purchase Order and Voucher prefixes. FAML 6860 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION DOCUMENT SELECTION 12/05/2005 10: 59 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: CO OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ---------------------------------------S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO 42360 01 731000 3665 440. 00 1301. 80 CO 42360 01 07/30/2005 COMPLETE MAILING SERVICE CO 52360 01 731000 3665 440. 00 1524. 94 CO 52360 01 11/17/2005 COMPLETE MAILING SERVICE CO 53241 01 731000 3520 440. 00 10200. 00 CO 53241 01 09/23/2005 BLOOMBERG L. P. F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG G 014 - RECORD FOUND F 3 -DOC INQ F 9 -LINK F 4 -DOC DTL F 5 -VEND SUMM F 6 -VEND TBL

From this screen, we can go to the Document Inquiry screen, Document Detail screen, Vendor Summary and Vendor Address screens by using the function keys listed at the bottom. Put your cursor on any Document number and press F 3 -Doc Inq. FAML 6860 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION DOCUMENT SELECTION 12/05/2005 10: 59 AM FISCAL MO/YEAR : 05 2006 NOV 2005 DOCUMENT PREFIX: CO OPEN/ALL: O ORGANIZATION : 73 TREASURER-TAX COLLECTOR FDTP / FUND / SFND : VENDOR NO : PROJ / PRDT : G/L ACCT : GRNT / GRDT : DUE DATE : USERCD : ---------------------------------------S DOCUMENT INDEX SUBOBJ G/L CHECK NO PAY/RCPT BALANCE DOCUMENT REF DUE/CK DATE LAST UPDATE VENDOR NAME CO 42360 01 731000 3665 440. 00 1301. 80 CO 42360 01 07/30/2005 COMPLETE MAILING SERVICE CO 52360 01 731000 3665 440. 00 1524. 94 CO 52360 01 11/17/2005 COMPLETE MAILING SERVICE CO 53241 01 731000 3520 440. 00 10200. 00 CO 53241 01 09/23/2005 BLOOMBERG L. P. F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG G 014 - RECORD FOUND F 3 -DOC INQ F 9 -LINK F 4 -DOC DTL F 5 -VEND SUMM F 6 -VEND TBL

This screen shows the original amount of the contract, the amount of vouchers or liquidations made against the contract, and the remaining balance for current months and prior year. Put your cursor on the “Remaining Bal” amount and press F 2 for details. FAML 6051 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT INQUIRY 11: 28 AM ACTIVE FISCAL MO/YEAR : 05 2006 CREATE/UPDTE DT: 08/05/2005 09/23/2005 DOCUMENT : CO 53241 01 DUE DATE : INDX 731000 TREASURER-TAX COLLECT SINGLE CHK IND : NOTEPAD IND: VEND 122310 01 BLOOMBERG L. P. TREAS NO : G/L 440 ENCUMBRANCES USCD SUBJ 3520 BANKING SERVICES SBSD PROJ GRNT PRDT GRDT ---------------------------------------S NOV 2005 DEC 2005 PRIOR YEAR ORIGINAL AMOUNT 20, 400. 00. 00 ADJUSTMENTS. 00. 00 LIQUIDATIONS -10, 200. 00. 00 REMAINING BAL 10, 200. 00. 00 PAYMENT/RECEIPT. 00. 00 RETAINAGE. 00. 00 TITLE NOT ON FI. 00. 00 F 1 -HELP F 2 -SELECT F 4 -PRIOR F 9 -LINK G 014 - RECORD FOUND F 5 -NEXT

Here is the original contract amount and a list of vouchers charged against it. FAML 6052 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION DOCUMENT DETAIL INQUIRY 12/05/2005 11: 30 AM PERIOD 05 2006 NOV 2005 POST DOC : CO 53241 01 BAL TYPE : 90 REM BALNCE ---------------------------------------S POST DATE PERIOD T/C DOCUMENT NO TREAS NO BANK NO DUE DATE ------- D E S C R I P T I O N ------- CURR AMOUNT 08/05/2005 02 2006 110 CO 53241 01 I/FINANCIAL INFORMATION & TRADING PLATFORM-05/06 20, 400. 00 Original Contract Amount 08/10/2005 02 2006 152 VB 50460 01 08/10/2005 INV*02940775* FINANCIAL INFO SVCS/JULY-SEPT'05 -5, 100. 00 09/23/2005 03 2006 152 VB 51344 01 09/23/2005 *03031802* QTRLY FINANCIAL INFORMATION/OCT-DEC'05 -5, 100. 00 F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK G 013 - LAST PAGE DISPLAYED

2005 -06 DOCUMENT PREFIX LIST n n n n n n n n AC AE BD BF BL BR BT CB CD CH CO CP CR CW CX DA DC DP DT EJ EL FV FW FX FY HR ID IH JL JP JV AC ENCUMBRANCE ACCRUAL-YREND TC 447 BUDGET DOC PROPOSED LOAD BUDGET DOCUMENT WARR REDEM-61802/EDIT 1530 PROPOSED BUDGET REVERSAL BT BANK TRANSFER OUT CABRILLO SCHOOLS ISSUE YR END DOCUMENT CARRYOVER CHANGE ORDER-PURCHASE ORDER CONTRACT ENCUMBRANCE CASH PO DOC PREFIX VEN CKS-8/28/02 TO DPW CONTRACT ENC CASH PO – CANCELLATION DIST ATTORNEY-BADCHECK DEPENDENT CARE-NEW 11 -98 DEPOSIT PERMIT ESTIMATED CHARGES ELECTIONS FAMILY SUPPORT AUTOMATED FIX OF ERROR AUTOMATED FIX-DPW HRA 1099 INTERFACE INTEREST DISTRIBUTION IN HOME SUPP SERV VP JOURNAL ENTRIES 2005 -06 JURY PAYMENTS JURY MANUAL PMTS n n n n n n n LQ NS OC OH PA PB PG PI PJ PT PV PW PY PZ SC SD SP TA TF TR TX UW VB VD VE WE WI WT LIQ PRYR ENCUMB-ALLOCATION NSF/RETURNED CHECKS ONLINE CHECKS OVERHEAD PAYROLL ATTACHMENTS PROBATION MEMO ENC PO OLD YEAR PO DOC PREFIX 04 -05 YREND PO DOCUMENT PREFIX 2005 -06 PAYROLL TAXES PAYROLL VOLUNT DEDUCTIONS DPW WORK ORDER ENCUMBRANCE PAYROLL ADJUSTMENTS COE RECON & ACCTG DETAIL AUTOMATED STALEDATE JE’S SUPERIOR COURT WARRANTS TAX APPORTIONMENT AUDITOR’S TAX REFUNDS TRUST WARRANT VOUCHER TAX COLLECTOR REFUNDS UNITED WAY-FIRST 5 VOUCHER PAYABLE 2005 -06 VOUCHER CANCELLATIONS VOUCHER PAY 2005 -06 WIRE ENCUMBRANCE WELFARE ISSUES & WJ WK WL WT WIRE TRANSFER OUT

You can print any FAMIS screen simply by pressing the Print (PRTSC) key on your keyboard. FAML 6350 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION LINK TO: ACCOUNT SUMMARY INQUIRY ACTIVE FISCAL MO/YEAR INDEX SUBOBJECT : 05 2006 FUNDING PERIOD : CURREN : 181000 COUNTY ADMINISTRATIVE OFFICE : 3665 PROF & SPECIAL SERV-OTHER PROJECT : PROJECT DETAIL : GRANT DETAIL : USER CODE : -------------------------------S NOV 2005 ANNUAL BALANCE ESTIMATED REVENUE . 00 659, 060. 00 EXPENDITURES 17, 179. 25 76, 927. 71 ENCUMBRANCES -16, 616. 75 461, 175. 21 UNREALIZED REVENUES ALLOTMENTS

You can also print multiple screens (2 to a page) by going to File/Print Multiple Screens. Click the camera button for each page you want to print, then click the printer icon to print all the pages.

Another useful FAMIS 4. 2 feature is using the F 2 function key to look up a code. If you don’t know the particular index code, subobject code, organization code, etc. , use the F 2 key at the entry point across from the title to get a list of codes. FAML 6350 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 11/23/2005 LINK TO: ACCOUNT SUMMARY INQUIRY 4: 48 PM ACTIVE FISCAL MO/YEAR : 05 2006 FUNDING PERIOD : CURRENCY CODE : INDEX : Click here and press F 2 SUBOBJECT : PROJECT DETAIL : GRANT DETAIL : USER CODE : ---------------------------------------S NOV 2005 ANNUAL BALANCE ALL YEARS BALANCE ESTIMATED REVENUE UNREALIZED REVENUES ALLOTMENTS EXPENDITURES ENCUMBRANCES PRE-ENCUMBRANCES REMAINING BALANCE F 1 -HELP F 2 -SELECT F 4 -PRIOR F 5 -NEXT F 9 -LINK ICT 1 - ALLOTMENT/INDEX CODE REQUIRED

Here is the table lookup for Index codes. To narrow your search, if you know the first several numbers of the Index code, type them in at the field and then press F 2. Once you find the entry, place your cursor on the entry and press F 2 to get back to your original screen. FAML 5999 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION TABLE LOOKUP 11/28/2005 8: 05 AM S INDEX STAT TITLE ---------------------------------------001235 A 72 -235 -100 COURTS-EMINENT DOMAIN 002100 A 21 -025 -100 AFFORDABLE HOUSING 002105 A 21 -025 -105 CO HOUSING PROGRAM (PROD) 002110 A 21 -025 -110 COM DEV GRANT 7&8 YEAR 002115 A 21 -025 -115 COM DEV GRANT 9 TH YEAR 002120 A 21 -025 -120 COM DEV GRANT 10 TH YEAR 002125 A 21 -025 -125 HCD STATE HOUSING ADVIS SVC 002130 A 21 -025 -130 COM DEV GRANT 13 TH YEAR 002135 A 21 -025 -135 ST GRANT-SELF HELP & HOUSING 002140 A 21 -025 -140 HUD RENTAL REHAB 002145 A 21 -025 -145 ST GRANT-PRIVATE REVIT 002210 A 22 -290 -100 CSA #11 DEBT SPECIAL 002650 A 26 -105 -500 FIRE FD-PROP 172 006101 A 76 -101 -900 SCCECC-SC METRO RECORDS MGT 006113 A 76 -114 -950 FRIENDS OF WATSONVILLE ANIM F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG G 014 - RECORD FOUND

Screen 6870 is another useful Inquiry screen. This screen provides detail information by Index Code, Organization, Transaction Code, Vendor, Check Number, Document Number and any number of combinations of these fields. Type in JM 58027 in the Doc No field and press Enter. FAML 6870 V 4. 2 LINK TO: ACTIVE INDEX : SUBOBJ : G/L : FDTP / FUND / SFND : PROJ / PJDTL : GRANT / GR DTL : COUNTY OF SANTA CRUZ - PRODUCTION DETAIL TRANSACTION SELECTION FISCAL MO/YR : 09 2007 03/12/2007 11: 13 AM MAR 2007 ORG : SUBSID : T/C : VENDOR : CHECK NO: USER CODE : DOC NO : JM 58027 ---------------------------------------S POST DATE T/C DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME F 1 -HELP F 7 -PRIOR PG F 2 -SELECT F 8 -NEXT PG F 9 -LINK

By typing in any document number, you can see the details of the document. This includes contract numbers, voucher numbers, journal numbers, purchase order numbers and other miscellaneous document numbers. FAML 6870 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11: 30 AM ACTIVE INDEX : FISCAL MO/YR : 07 2007 JAN 2007 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR : GRANT / GR DTL : CHECK NO: USER CODE : DOC NO : JM 58027 ---------------------------------------S POST DATE T/C DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/17/2007 400 JM 58027 01 12, 598. 50 PROGRAMMING 2006 -DECEMBER 01/17/2007 400 JM 58027 02 21, 744. 90 PROGRAMMING 2006 -DECEMBER 01/17/2007 400 JM 58027 03 4, 517. 70 PROGRAMMING 2006 -DECEMBER 01/17/2007 400 JM 58027 04 1, 598. 40 PROGRAMMING 2006 -DECEMBER F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK

You can also review the status of a check written, when it cleared the bank, stale date, and other information. By typing in the check number at the Check No. field, you can view the check history file. FAML 6870 V 4. 2 LINK TO: INDEX SUBOBJ G/L FDTP / PROJ : : : FUND / SFND : / PJDTL : COUNTY OF SANTA CRUZ - PRODUCTION DETAIL TRANSACTION SELECTION 03/12/2007 11: 43 AM FISCAL MO/YR : 11 2001 MAY 2001 ORG : SUBSID : T/C VENDOR : : GRANT / GR DTL : CHECK NO: 00475414 USER CODE : DOC NO : ---------------------------------------S POST DATE T/C DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/03/2007 265 CR 21860 13 VE 23735 01 00475414 6. 57 *234339* 12/20/06 9/30/06 -12/30/06 MONTEREY BAY OFFICE PROD 01/03/2007 265 CR 21863 20 VE 71996 01 00475414 565. 29 *232952* MONTEREY BAY OFFICE PROD 01/03/2007 265 CR 21863 21 VE 71997 01 00475414 289. 61 *232725* MONTEREY BAY OFFICE PROD 01/09/2007 370 BL 46937 02 00475414 1, 116. 07 BANK PAID F 1 -HELP F 2 -SELECT F 7 -PRIOR PG F 8 -NEXT PG F 9 -LINK

Another important screen is the Appropriation Control Inquiry Screen. Press the Home key, type 6250 in the Link To: field and press F 9. Type in an Index Code and Subobject and press Enter. FAML 6250 V 4. 2 LINK TO: COUNTY OF SANTA CRUZ - PRODUCTION APPROPRIATION CONTROL INQUIRY FISCAL MO/YEAR INDEX SUBOBJECT CHARACTER OBJECT FUNDING PERIOD USER CODE PROJECT DETAIL GRANT DETAIL F 1 -HELP : 09 2007 MAR : 122100 : 3565 : : : : F 2 -SELECT 2007 F 5 -NEXT F 9 -LINK 03/12/2007 12: 04 PM

This screen shows the amount of appropriations available to spend or encumber for a particular index and subobject. FAMIS has built in controls that will not allow a payment or encumbrance to go through if it goes over the allowed appropriation. The number to look at is the last number in the Balance column. When preparing check or wire transfer requests or new encumbrances, it is important to view this screen for adequate appropriations. FAML 6260 V 4. 2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: APPROPRIATION CONTROL DETAIL INQUIRY 12: 07 PM ACTIVE FISCAL PD : 09 2007 CONTROL TYPE : 06 FDTP/FUND/SFND/DEPT/FUNC/PROG/CHAR FDTP 10 GENERAL FUND 110 GENERAL FUND SFND 001 NOT SUBFUND RELATED CHAR 40 SERVICES AND SUPPLIES DEPT 12 AUDITOR CONTROLLER FNT 1 0001 GENERAL GOVERNMENT PRGM 00010002 FINANCE S MAR 2007. 00. 00. 00 509. 66 33. 41 ORIGINAL APPROPRIATIO REVISIONS TO BUDGET REVISED BUDGET CARRYFORWARDS TOTAL APPROPRIATION ALLOTTED AMOUNT EXPENDITURES ENCUMBRANCES PRE-ENCUMBRANCES F 1 -HELP F 2 -SELECT . 00 F 4 -PRIOR F 9 -LINK G 014 - RECORD FOUND TOTAL 248, 498. 00. 00 248, 498. 00 153, 470. 04 32, 522. 59. 00 F 5 -NEXT BALANCE 95, 027. 96 62, 505. 37

To log out of FAMIS, click on the “ATTN” key at the bottom of your screen. At the TUBES command: type either “logoff”, “log”, “quit”, or “qq”. Never turn your terminal off or close your window without logging off first. 09: 41: 22 Term R 62 G 2180 SNADYNAM TUBES Userid Escaped from session 10 Santa Cruz County Computer Network -- TUBES Session Table -Call Key Status Avail Avail Avail Active Unavail 11/22/05 Application Description PF 1 PF 2 PF 3 PF 4 PF 5 PF 6 PF 7 PF 8 PF 9 PF 10 PF 11 AUD 033 Information Center 9 FAMIS/Payroll-Pers/Purch 2 Tax Roll Processing 2 Planning Main Menu Test CICS 3 7 EZ/IQ & pc. Mainframe Test. J Tiburon CICS 2 Land Use 9 FAMIS/Payroll-Pers/Purch Test. J Y 2 K CICS--Year 2000 Pass character: Menu/suspend: PF 11 Session jump: PF 12 qq TUBES command: Scroll up: Scroll dn: Print Key: Printer: PF 19 PF 20 PA 1 P 26

LOCKING TUBES AND TERMINALS For security reasons, you should lock your terminal when away from your desk for an extended period. To lock your terminal, press CTRL, ALT, DELETE and select “Lock Computer”. To lock Mainframe access, press the “ATTN” key and at the TUBES command, type DIS (for disconnect). When you return, you will have to log back in, but any sessions that you had opened are still open and waiting for you.

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