The Financial Resource Management System (FRMS) technical support group is responsible for maintaining the FRMS software systems.
FRMS is an intricate and complex combination of online and batch computer programs and data processes that provide accounting, financial reporting, procurement, payroll, and personnel functionality to various departments and agencies of the State of Alabama.
The components of FRMS are: Central Accounting System (CAS) - the statewide financial management system or “Comptroller’s System”; Advantage Financial System (AFNS) with 15 different applications/databases as the agency accounting systems for the majority of state agencies; Government Human Resources System (GHRS) as the statewide human resource and payroll system; State Network for Automated Procurement (SNAP) the state-wide purchasing system used by the State Purchasing Division.
FRMS was implemented in production beginning in January 1990 with implementation mostly completed in October 1990, with final implementation completed in 1992. An extensive upgrade project was completed in 1999 that replaced the old software with new, Year 2000 compliant, versions of the FRMS systems. We are currently on version 2.0. FRMS is a mainframe based system using a VSAM file structure and CICS for user interaction.
Central Accounting System (CAS): CAS is the State level financial management system used for statewide budgetary control and financial reporting, and provides the Professional Services Contract subsystem and the Indigent Defense subsystem. The system is used to control the State's appropriations and budget, track statewide revenues and expenditures, and issue and track all warrants produced for payments. Information derived from CAS is used to support the State's bond rating, produce the Comprehensive Annual Financial Report (CAFR), update the State's econometric model and provides monthly financial reports to the Governor's Office, State Legislature and the various state agencies. The Professional Services Contract subsystem assists the Comptroller's Office in controlling and monitoring the professional contracts set up for individuals which render services to the state. The Indigent Defense subsystem supports the payment of legal fees incurred on behalf of the indigent defendants throughout the State.
Government Human Resource System (GHRS): GHRS is the State level payroll/personnel management system used to pay all State employees. It is an integrate system whereby payroll and personnel are used in conjunction with each other. A payroll warrant (or direct deposit) cannot be issued without the proper personnel documentation established in the system. GHRS controls the number of personnel positions available statewide and by agency, tracks the history of each position incumbent, controls and maintains personnel leave balances, and ensures compliance with State personnel laws, regulations and pay plan. GHRS also accumulates, calculates and accounts for employee deductions, both mandatory (retirement, State and Federal income taxes, etc.) and voluntary (Credit Union deductions, third party insurance, etc.) and generates the appropriate W2s and 1099 forms.
Agency Financial System (AFNS): AFNS is the department level
integrated financial management system, which incorporates critical capabilities
such as budgeting, general ledger, encumbrance, accounts payable & accounts
receivable. It also consists of other related accounting functions such as
grants accounting, project accounting, cost allocation, cost accounting &
financial planning. Additional functionality is provided by a group of
subsystems, which integrate with the base financial system but provide critical
services, not necessarily accounting related (a brief description of each is
- Sales Order Subsystem - an in-house developed system that provides ordering and order tracking capabilities for the Department of Corrections' Agriculture and Industries program.
- Cost Allocation Subsystem - an AFNS system that provides for the allocation of expenditures across non-budgetary entities for cost recovery and Federal funding reporting.
- Fixed Asset Subsystem - an AFNS system that controls and accounts for the location and custodianship of State property.
- Inventory Control Subsystem - an AFNS system that controls and accounts for warehoused, expendable goods.
- Work Order Subsystem - an AFNS system that controls and accounts costs and materials associated with special job related construction or development.
- Fleet Management Subsystem - an AFNS system that assists in the control and management of vehicle fleets.
Purchasing (SNAP): SNAP is the statewide purchasing/procurement system used to obtain inventory and supplies for the operation of the State. Capabilities of the system include vendor tracking, bid processing, commodity tracking and control, agency requisitioning and purchase order issuance. SNAP controls extensive vendor and commodity databases used for the procurement of goods and services by the various state agencies, colleges and universities and other governmental units of the State. The accounting data required for financial reporting and budgetary control is created during the procurement process and "passed" to the appropriate financial systems to determine budgetary authority for the procurement. Information is provided to the agency financial systems (AFNS) and the Central Accounting System (CAS). Once the budget authority is validated, purchase orders are generated and sent to the appropriate vendors.
Data Integration: Extensive interaction and exchange of data between the FRMS components and between FRMS and state agencies is required to produce accurate financial reports and other pertinent information related to the State accounting, payroll/personnel and procurement processes. This involves verification and validation of data received from various state agencies and maintaining the integrity of the information returned to these agencies. Significant volumes of data are moved between the AFNS, CAS, SNAP and GHRS systems via batch programs and system utilities. Likewise the majority of the data passed between the FRMS applications and the various state agencies is accomplished using sequential files and file handling utilities. FRMS provides basic reports to the agency via an FRMS Reports website. FRMS provides sequential transaction files for the agencies to use to fulfill any additional reporting needs. GHRS also provides a DB2 database for agency reporting.
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