Prepared by Auditor-Controller Nov 2005

FAMIS TRAINING 1

BASIC TRAINING AND ORGANIZATION INQUIRIES

A LOOK AT FAMIS 4.2 AND ORGANIZATION INQUIRIES

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.

MSG10 VM/ESA SA(04)

SANTA CRUZ COUNTY NETWORK

PRODUCTION CPU

ENTER THE APPLICATION ID THAT YOU WISH TO USE

FROM THE FOLLOWING LIST:

TUBES SESSION MANAGER

tubes

Type your 6 digit user ID then tab and enter your 4 digit password (press enter)

11:19:46 Term R62G3171 SNADYNAM TUBES

SSSSSSSSSSSSSSSSS

SSSSSSSSSSSSSSSSSSS

SSSSSSSSSSSSSSSSSSSSS

SSSSSSSS

SSSSSSSS

SSSSSSSS SSSSSSSS

SSSSSSSS SSSSSSSS TUBES 3.500C

SSSSSSSS SSSSSSSS --------------------

SSSSSSSS SSSSSSSS ¦ ¦

SSSSSSSS ¦ Signon ¦

SSSSSSSS ¦ ¦

SSSSSSSSSSSSSSSSSSSSS ¦ Screen ¦

SSSSSSSSSSSSSSSSSSS ¦ ¦

SSSSSSSSSSSSSSSSS --------------------

Santa Cruz County Computer Network

User Id: aud033 Password: xxxx

Options:

11:46:14 Term R62G3171 SNADYNAM TUBES Userid AUD033 11/21/05

USER AUD033 signed on at LU R62G3171

Santa Cruz County Computer Network

-- TUBES Session Table --

Call

Key Status Application Description

PF1 Avail Information Center

PF2 Avail 9 FAMIS/Payroll-Pers/Purch

PF3 Avail 9 FAMIS/Payroll-Pers/Purch

PF4 Avail 2 Tax Roll Processing

PF5 Avail 2 Planning Main Menu

PF6 Avail Test CICS 3

PF7 Avail 7 EZ/IQ & pcMainframe

PF8 Avail TestJ Tiburon CICS

PF9 Avail 2 Land Use

PF10 Avail 9 FAMIS/Payroll-Pers/Purch

PF11 Unavail TestJ Y2K CICS--Year 2000

Pass character: \ Scroll up: PF19

Menu/suspend: \PF11 Scroll dn: PF20

Session jump: \PF12 Print Key: PA1

TUBES command: Printer: P26

At this screen, locate a line that says FAMIS. PF2, PF3, and PF10 are FAMIS sessions. Any of these 3 Function keys will get you into FAMIS.

At the blank screen, type “menu” and press enter.

Congratulations! You are at the Main System Menu. Press F1 to continue.

FAMLMAIN V4.2 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) - FAMIS PRODUCTION (5) - BPREP PRODUCTION . . . . *NO ACCESS (7) - SYSTEMWIDE PRODUCTION (9) - FAACS PRODUCTION (CL) - EXIT

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.

FAML0000 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION

LINK TO: MAIN MENU

NEW COPYRIGHT 1994 - 1999 KPMG LLP

USE THE FUNCTION KEYS TO SELECT AN OPTION:

(2) - TABLE MAINTENANCE

(3) - FINANCIAL PROCESSING

(4) - SYSTEM MANAGEMENT

(5) - FINANCIAL INQUIRY

(8) - DOCUMENT AUTHORIZATION MENU

(9) - LINK/HELP

(CL) - 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 PF13E input PF14 PF15 PF16 PF17

PF18 PF19 PF20 PF21 PF22 PF23 PF24 Reset SysRq

The F9 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 F9.

You can also press F9 at any time to reach a listing of screens and programs shown below. Select a screen title and then press F2.

FAML3050 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/23/2005 DIRECT ACCESS PROGRAM SELECTION 2:52 PM

ACTIVE

TABLES VENDOR DETAIL INVOICE HISTORY SYS MISC TABLES

FUND TYPES VENDOR ALPHA SUBSIDIARY INQ SYSTEM MESSAGES

FUNDS TRANS CODES TRANS DETAIL NEXT DOC NUMBER

SUBFUNDS RECURRING TRANS VENDOR ALPHA HELP

FUNCTIONS MISC. TABLES VENDOR SUMMARY DOCUMENT TYPES

PROGRAMS INTEREST DIST DOC SUMMARY PROGRAM ID

ORGANIZATION INQUIRIES FUND SUMM INQUI USER SECURITY

PROJECTS ACCT SUMMARY BANK ACT/CONTRL PGM SECURITY

GRANTS ALLOT CNTL INQ OUT CHKS/VENDOR DOC SECURITY

USER CODES APPROP INQUIRY DOC SUMM BY VEN DOC GAP INQUIRY

INDEX CODE CASH CNTL INQ TRIAL BAL INQ TRAN BLOCK MENU

G/L ACCOUNTS PROJ CNTL INQ DOC SUMM BY SUB

SUBSIDIARY ACCT GRANT CNTL INQ FIN PROCESSING

TREASURER ACCTS ORG SUMMARY SYSTEM MGT

CHARACTER GRANT SUMMARY SYSTEM PARAM

OBJECT PROJECT SUMMARY NOMENCLATURE

SUBOBJECT USER CODE SUMMA BALANCE TYPES

VENDOR HEADER ACCT DETAIL CONTROL TYPES

F2-SELECT

SCREENS FAMIS 4.2 INQUIRY SCREEN NUMBERS4-6-99

Screen # Screen Title

Departmental Screens:6810 Organization Selection6450 Organization Summary6350 Index/Account Summary6500 Index/Account Detail6250 Appropriation Control6830 User Code Selection6700 User Code Summary

Encumbrance Screens:6860 Document Selection6050 Document Summary6051 Document6052 Document Detail6060 Encumb by Index

Vendor Screens:6150 Vendor Alpha 6160 Vendor Summary6161 Vendor Detail 5450 Alpha Search5460 Vendor Header5461 Vendor Detail6040 Doc.Sum. by Vendor

Misc.Screens:6510 Invoice History6480 Bank Activity (Outstanding checks)6490 Outstanding Checks by Vendor5400 Transaction Codes

Fund Screens:6400 Trial Balance6750 Fund Type Summary6820 Subsidiary Selection

At the Link To: line, type “6810” and press F9.

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 F9.

COUNTY OF SANTA CRUZ - PRODUCTION

MAIN MENU

NEW COPYRIGHT 1994 - 1999 KPMG LLP

USE THE FUNCTION KEYS TO SELECT AN OPTION:

(2) - TABLE MAINTENANCE

(3) - FINANCIAL PROCESSING

(4) - SYSTEM MANAGEMENT

(5) - FINANCIAL INQUIRY

(8) - DOCUMENT AUTHORIZATION MENU

(9) - LINK/HELP

(CL) - EXIT

FAML0000 V4.2

LINK TO: 6810

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.

FAML6810 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005LINK TO: ORGANIZATION SELECTION 2:23 PMACTIVE 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--------------- F1-HELP F2-SELECT F3-ORG SUMM F4-ACCT SUMM F5-ALLOT CTL F6-APPR CTL F7-PRIOR PG F8-NEXT PG F9-LINK F11-INDEX TBL OR01 - 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 F3 for the organization summary.

FAML6810 V4.2 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 F1-HELP F2-SELECT F3-ORG SUMM F4-ACCT SUMM F5-ALLOT CTL F6-APPR CTL F7-PRIOR PG F8-NEXT PG F9-LINK F11-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.

FAML6450 V4.2 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 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 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

If you delete the “X” beside Char/Object, line item detail by subobject is shown.

To see the next page, press F8. Use the F7 key to see the previous page.

FAML6450 V4.2 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 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 1,561 3240 TELECOM SERVICES 7,097 1,937 5,160 3355 MAINT-OFFICE EQUIP 950 286 514 150 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - 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.

FAML6450 V4.2 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 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 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G012 - NEXT PAGE DISPLAYED

You can “drill down” to more detailed information by placing the cursor on an amount in the actual column and pressing F2.

FAML6450 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/21/2005 LINK TO: ORGANIZATION SUMMARY INQUIRY 4:09 PM BALANCE (Y,M,Q,A) : M FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 03 2006 SEPT 2005 Changed month to 03-3rd month of Fiscal Year

INDEX : 106000 AG EXTENSION SERVICES ORGANIZATION : CHAR / OBJECT : FDTP FUND SFND : PROJECT PROJ DTL : GRANT 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 175 175 3240 TELECOM SERVICES 1,305 -1,305 3355 MAINT-OFFICE EQUIP 143 -143 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - 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 F2 for journal entry detail.

FAML6500 V4.2 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 DOCUMENT REF CHECK NO AMOUNT ------------ D E S C R I P T I O N ----------- VENDOR 09/19/2005 400 JL50804 02 627.42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL50978 02 677.57 total= $1,305 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF03812 25 7,097.00 2005-2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR03358 10 -7,097.00 REV 2005-06 CNTY ISF BGSD PROP BUD F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

Here is the detail of the Journal entry. The suffix number indicates that it is line 2 of the Journal entry.

By pressing F4 or F5, you can scroll through the other lines of the Journal.

FAML6300 V4.2 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 JL50804 02 03 2006 SEPT 2005 09/19/2005 PURA ALISA (AUD031) ------------------------------------------------------------------------------- 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 : F1-HELP F4-PRIOR F5-NEXT F9-LINK

To return to the previous screen, press your Clear button.

Link to Screen 6860-Document Selection and press F9.

FAML6500 V4.2 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 DOCUMENT REF CHECK NO AMOUNT ------------ D E S C R I P T I O N ----------- VENDOR 09/19/2005 400 JL50804 02 627.42 JUL-05 TELEPHONE CHARGES 09/27/2005 400 JL50978 02 677.57 AUG-05 TELEPHONE CHARGES 09/29/2005 030 BF03812 25 7,097.00 2005-2006 COUNTY ISF BGSD FINAL BUDGET 09/29/2005 016 BR03358 10 -7,097.00 REV 2005-06 CNTY ISF BGSD PROP BUD F1-HELP F2-SELECT F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

6860

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.

FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 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 CO53241 01 731000 3520 440 .00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. PJ56350 01 731000 3355 440 .00 216.36 10/27/2005 CALTRONICS BUSINESS SYSTEMS PJ56626 01 731000 3493 440 .00 317.46 10/05/2005 CORPORATE EXPRESS PJ59713 01 731000 3451 440 .00 300.00 07/01/2005 CERTIFIED DOCUMENT DESTRUCTION F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

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.

FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 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 CO42360 01 731000 3665 440 .00 1301.80 CO42360 01 07/30/2005 COMPLETE MAILING SERVICE CO52360 01 731000 3665 440 .00 1524.94 CO52360 01 11/17/2005 COMPLETE MAILING SERVICE CO53241 01 731000 3520 440 .00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

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 F3-Doc Inq.

FAML6860 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT SELECTION 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 CO42360 01 731000 3665 440 .00 1301.80 CO42360 01 07/30/2005 COMPLETE MAILING SERVICE CO52360 01 731000 3665 440 .00 1524.94 CO52360 01 11/17/2005 COMPLETE MAILING SERVICE CO53241 01 731000 3520 440 .00 10200.00 CO53241 01 09/23/2005 BLOOMBERG L.P. F1-HELP F2-SELECT F3-DOC INQ F4-DOC DTL F5-VEND SUMM F6-VEND TBL F7-PRIOR PG F8-NEXT PG F9-LINK G014 - RECORD FOUND

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 F2 for details.

FAML6051 V4.2 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 : CO53241 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 20,400.00 .00 ADJUSTMENTS .00 .00 .00 LIQUIDATIONS -10,200.00 -10,200.00 .00 REMAINING BAL 10,200.00 10,200.00 .00 PAYMENT/RECEIPT .00 .00 .00 RETAINAGE .00 .00 .00 TITLE NOT ON FI .00 .00 .00 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK G014 - RECORD FOUND

Here is the original contract amount and a list of vouchers charged against it.

FAML6052 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 12/05/2005 LINK TO: DOCUMENT DETAIL INQUIRY 11:30 AM PERIOD 05 2006 NOV 2005 POST DOC : CO53241 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 CO53241 01 I/FINANCIAL INFORMATION & TRADING PLATFORM-05/06 20,400.00 08/10/2005 02 2006 152 VB50460 01 08/10/2005 INV*02940775* FINANCIAL INFO SVCS/JULY-SEPT'05 -5,100.00 09/23/2005 03 2006 152 VB51344 01 09/23/2005 *03031802* QTRLY FINANCIAL INFORMATION/OCT-DEC'05 -5,100.00 F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK G013 - LAST PAGE DISPLAYED

Original Contract Amount

2005-06 DOCUMENT PREFIX LIST

AC AC ENCUMBRANCE AE ENCUMBRANCE ACCRUAL-YREND TC447 BD BUDGET DOC PROPOSED LOAD BF BUDGET DOCUMENT BL WARR REDEM-61802/EDIT 1530 BR PROPOSED BUDGET REVERSAL BT BT BANK TRANSFER OUT CB CABRILLO SCHOOLS ISSUE CD YR END DOCUMENT CARRYOVER CH CHANGE ORDER-PURCHASE ORDER CO CONTRACT ENCUMBRANCE CP CASH PO DOC PREFIX CR VEN CKS-8/28/02 TO CW DPW CONTRACT ENC CX CASH PO – CANCELLATION DA DIST ATTORNEY-BADCHECK DC DEPENDENT CARE-NEW 11-98 DP DEPOSIT PERMIT DT DEPOSIT PERMIT EJ ESTIMATED CHARGES EL ELECTIONS FV FAMILY SUPPORT FW FAMILY SUPPORT FX AUTOMATED FIX OF ERROR FY AUTOMATED FIX-DPW HR HRA 1099 INTERFACE ID INTEREST DISTRIBUTION IH IN HOME SUPP SERV VP JL JOURNAL ENTRIES 2005-06 JP JURY PAYMENTS JV JURY MANUAL PMTS

LQ LIQ PRYR ENCUMB-ALLOCATION NS NSF/RETURNED CHECKS OC ONLINE CHECKS OH OVERHEAD PA PAYROLL ATTACHMENTS PB PROBATION PG MEMO ENC PO OLD YEAR PI PO DOC PREFIX 04-05 YREND PJ PO DOCUMENT PREFIX 2005-06 PT PAYROLL TAXES PV PAYROLL VOLUNT DEDUCTIONS PW DPW WORK ORDER ENCUMBRANCE PY PAYROLL PZ PAYROLL ADJUSTMENTS SC COE RECON & ACCTG DETAIL SD AUTOMATED STALEDATE JE’S SP SUPERIOR COURT WARRANTS TA TAX APPORTIONMENT TF AUDITOR’S TAX REFUNDS TR TRUST WARRANT VOUCHER TX TAX COLLECTOR REFUNDS UW UNITED WAY-FIRST 5 VB VOUCHER PAYABLE 2005-06 VD VOUCHER CANCELLATIONS VE VOUCHER PAY 2005-06 WE WIRE ENCUMBRANCE WI WELFARE ISSUES & WJ WK WL WT WT WIRE TRANSFER OUT

You can print any FAMIS screen simply by pressing the Print (PRTSC) key on your keyboard.

FAML6350 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION

LINK TO: ACCOUNT SUMMARY INQUIRY

ACTIVE

FISCAL MO/YEAR : 05 2006 FUNDING PERIOD : CURREN

INDEX : 181000 COUNTY ADMINISTRATIVE OFFICE

SUBOBJECT : 3665 PROF & SPECIAL SERV-OTHER

PROJECT :

PROJECT DETAIL :

GRANT :

GRANT DETAIL :

USER CODE :

--------------------------------------------------------------

S NOV 2005 ANNUAL BALANCE

ESTIMATED REVENUE .00 .00

REVENUE .00 .00

UNREALIZED REVENUES .00 .00

ALLOTMENTS .00 659,060.00

EXPENDITURES 17,179.25 76,927.71

ENCUMBRANCES -16,616.75 461,175.21

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 F2 function key to look up a code.

If you don’t know the particular index code, subobject code, organization code, etc., use the F2 key at the entry point across from the title to get a list of codes.

FAML6350 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/23/2005LINK TO: ACCOUNT SUMMARY INQUIRY 4:48 PMACTIVE FISCAL MO/YEAR : 05 2006 FUNDING PERIOD : CURRENCY CODE : INDEX : SUBOBJECT : PROJECT : PROJECT DETAIL : GRANT : GRANT DETAIL : USER CODE : -------------------------------------------------------------------------------S NOV 2005 ANNUAL BALANCE ALL YEARS BALANCE ESTIMATED REVENUE REVENUE UNREALIZED REVENUES ALLOTMENTS EXPENDITURES ENCUMBRANCES PRE-ENCUMBRANCES REMAINING BALANCE F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK ICT1 - ALLOTMENT/INDEX CODE REQUIRED

Click here and press F2

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 F2.

Once you find the entry, place your cursor on the entry and press F2 to get back to your original screen.

FAML5999 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 11/28/2005 TABLE LOOKUP 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 9TH YEAR 002120 A 21-025-120 COM DEV GRANT 10TH YEAR 002125 A 21-025-125 HCD STATE HOUSING ADVIS SVC 002130 A 21-025-130 COM DEV GRANT 13TH 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 F2-SELECT F7-PRIOR PG F8-NEXT PG G014 - 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 JM58027 in the Doc No field and press Enter.

FAML6870 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11:13 AM ACTIVE INDEX : FISCAL MO/YR : 09 2007 MAR 2007 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR : GRANT / GR DTL : CHECK NO:

USER CODE : DOC NO : JM58027 ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-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.

FAML6870 V4.2 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 : JM58027 ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/17/2007 400 JM58027 01 JM58027 01 12,598.50 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 02 JM58027 02 21,744.90 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 03 JM58027 03 4,517.70 PROGRAMMING 2006-DECEMBER 01/17/2007 400 JM58027 04 JM58027 04 1,598.40 PROGRAMMING 2006-DECEMBER F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-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.

FAML6870 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: DETAIL TRANSACTION SELECTION 11:43 AM INDEX : FISCAL MO/YR : 11 2001 MAY 2001 SUBOBJ : ORG : G/L : SUBSID : FDTP / FUND / SFND : T/C : PROJ / PJDTL : VENDOR :

GRANT / GR DTL : CHECK NO: 00475414 USER CODE : DOC NO : ------------------------------------------------------------------------------- S POST DATE T/C DOCUMENT DOCUMENT REF CHECK NO AMOUNT DESCRIPTION VENDOR NAME 01/03/2007 265 CR21860 13 VE23735 01 00475414 6.57 *234339* 12/20/06 9/30/06-12/30/06 MONTEREY BAY OFFICE PROD 01/03/2007 265 CR21863 20 VE71996 01 00475414 565.29 *232952* MONTEREY BAY OFFICE PROD 01/03/2007 265 CR21863 21 VE71997 01 00475414 289.61 *232725* MONTEREY BAY OFFICE PROD 01/09/2007 370 BL46937 02 00475414 1,116.07 BANK PAID F1-HELP F2-SELECT F7-PRIOR PG F8-NEXT PG F9-LINK

Another important screen is the Appropriation Control Inquiry Screen. Press the Home key, type 6250 in the Link To: field and press F9.

Type in an Index Code and Subobject and press Enter.

FAML6250 V4.2 COUNTY OF SANTA CRUZ - PRODUCTION 03/12/2007 LINK TO: APPROPRIATION CONTROL INQUIRY 12:04 PM FISCAL MO/YEAR : 09 2007 MAR 2007 INDEX : 122100 SUBOBJECT : 3565 CHARACTER : OBJECT : FUNDING PERIOD : USER CODE : PROJECT : PROJECT DETAIL : GRANT : GRANT DETAIL : F1-HELP F2-SELECT F5-NEXT F9-LINK

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.

FAML6260 V4.2 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 FUND 110 GENERAL FUND SFND 001 NOT SUBFUND RELATED CHAR 40 SERVICES AND SUPPLIES DEPT 12 AUDITOR CONTROLLER FNT1 0001 GENERAL GOVERNMENT PRGM 00010002 FINANCE S MAR 2007 TOTAL BALANCE ORIGINAL APPROPRIATIO .00 248,498.00 REVISIONS TO BUDGET .00 .00 REVISED BUDGET .00 248,498.00 CARRYFORWARDS .00 .00 TOTAL APPROPRIATION .00 248,498.00 ALLOTTED AMOUNT .00 248,498.00 EXPENDITURES 509.66 153,470.04 95,027.96 ENCUMBRANCES 33.41 32,522.59 62,505.37

PRE-ENCUMBRANCES .00 .00 62,505.37 F1-HELP F2-SELECT F4-PRIOR F5-NEXT F9-LINK G014 - RECORD FOUND

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 R62G2180 SNADYNAM TUBES Userid AUD033 11/22/05 Escaped from session 10 Santa Cruz County Computer Network -- TUBES Session Table -- Call Key Status Application Description PF1 Avail Information Center PF2 Avail 9 FAMIS/Payroll-Pers/Purch PF3 Avail 9 FAMIS/Payroll-Pers/Purch PF4 Avail 2 Tax Roll Processing PF5 Avail 2 Planning Main Menu PF6 Avail Test CICS 3 PF7 Avail 7 EZ/IQ & pcMainframe PF8 Avail TestJ Tiburon CICS PF9 Avail 2 Land Use PF10 Active 9 FAMIS/Payroll-Pers/Purch PF11 Unavail TestJ Y2K CICS--Year 2000 Pass character: \ Scroll up: PF19 Menu/suspend: \PF11 Scroll dn: PF20 Session jump: \PF12 Print Key: PA1 TUBES command: Printer: P26 qq

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.