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OSMIS WIA Case Management User Manual

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1. Error Error Messages Error Description Code 815 Requested amount is greater If sum of all requested amounts is greater than NFA Amount than the NFA Amount then this message is displayed 821 Please contact System System updates year to date advance only Administrator to enter the for those cash weeks which are less than Financial Year End Date Financial year end date If Financial year end date is not defined in the system system displays this message System Administrator has to ensure that Financial year end is defined in the system Alert Cash Request Amount Cash Request cannot exceed this amount should be less than 9999999 Alert Total Pending request is If Total pending request including future more than Funds Available cash weeks is greater than funds available then this message is displayed Alert Not allowed to make Cash If previous month s cash category Request because Cost disbursement is not made then the system Category Disbursement has will not allow the user to make cash request not been made In this scenario user has to make cash category disbursement for the last month and then make the cash request Alert Cash Request should be Except the Financial Administrator all the greater than or equal to users have to make cash request more than 1001 1000 unless the funds available is less than 1000 HCL Page 38 of 92 Regional Financial Management User Manual Agency for Workforce Innov
2. Agency For Workforce Innovation State of Florida yancial Cash Ma 4 e Cz Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD _Cash Re gt _Prograrr Program Not Selected z gt State M Program Year Not Selected z gt Stand I Cash Program Title Not Selected z NFA Deti l Number of records per page 2 Reports New Search Clear lto2o0f9 j e gt mpi Program From Dati To Dat Program Program rom Date o Date Income 2 Part P Sub Edit Select n E e E Title Title MMZDD YYYY MmM DD YYvy Earned RWBOL ESCAROSA REGL WIA 2002 wath engar 01 01 2003 03 31 2003 5 Edit 7 WORKFORCE DEV BOARD RWBOL ESCAROSA z 1 REGL WIA 2002 aia Older 01 01 2003 03 31 2003 2 Edit I WORKFORCE DEV BOARD 1to20f9 j i Pagelof5 12345 a E oll gt HCL Page 40 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed Program The Program name is displayed Program Year The Program year is displayed Program Title The Program Title is displayed Program Sub Title The Sub Title of a Program Title If any From Date The start date for the Program income is displayed To Date The end date for the Program income is displ
3. Not Selected h4 Number of records per page 5 Program iR seersicr Search Clear Comments a 7 Indicates mandatory fields i oo 7 Description Field Partner The name of the Partner is displayed Partner is created in Maintain Partner Process Program The user must select the Program name from the drop down list If the user has already selected the project then will not be allowed to select the Program Program is created by System Admin module of OSMIS Program Title The user may select the Program Title from the drop down list This list is generated depending upon the Program selected HCL Page 34 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Description Field e g the System Admin module of OSMIS creates WIA Youth Wagner Peyser Veterans etc Program Year The user may select the Program year from the drop down list This list is generated based on the Program selected Project The user may 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 Week The user may select the week from the drop down list Number of The number of records to be displayed per page can be records p
4. 1 OVERVIEW 1 1 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 Region Finance user would use while accessing the OSMIS application Purpose This document is the Regional Financial User Manual It is the most comprehensive source of information available covering all steps a Regional Financial user might use while accessing the OSMIS application This document is organized based on the standard Navigation Menu for the Region Financial user role in OSMIS All folders and links of Financial Management are described in detail This detail will include e Detailed overview e Screen Shots e Step by Step process detail Detail will begin from the first folder or link on the Navigation Menu and continue to the end of the Navigation Menu This manual will not follow a systematic process of how a Region Finance user deals with managing the grants received and expended HCL Page 5 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 2 Abbreviations and Descriptions The following abbreviations are used throughout this user manual Abbrevia
5. Invalid Entry Entered date cannot be greater than today s date is displayed If to date is less than from date then a message Invalid entry Start date should be earlier than to date is displayed Program Income Only numerical Values are accepted here If alphabets are Earned entered in Program Income Earned column displays message Invalid Entry Please enter numerical values without or sign in Program Income Earned No more than one decimal point is acceptable If more than one decimal point is entered a message Invalid Entry No more than one decimal point is acceptable will be displayed Negative value is not allowed If entered a message Negative value is not allowed will be displayed Total of Subcategory amount should be less than Program Income earned If entered a wrong value a message Total Category amount can not be less than Program Income earned amount will be displayed Balance On Hand The balance on hand is the difference between the Program income earned and the disbursements made against the Program income This non editable field will show the value of Program Income Earned entered Cost Categories The Cost Category configured for the Program Program Title and Program year If Cost Category map is not exists for the selected Program and Program Year combination This field is not displayed Sub Categories The Sub Categories under the Cost Category for the Program
6. Level PASS THROUGH NFA Number NFA RWBO1 REE 2003 00737 Fund Type PASS THROUGH Allocation Amount 438 606 00 NFA Amount 438 606 00 NFA Balance Amount 438 606 00 NFA Change Date MM pD 22 13 2003 Start Date mmspb yy y 07 01 2002 End Date mmsppsyyyy 09 30 2003 Field Description Partner The name of the Partner is displayed here Program The name of the Program is displayed here Program Year The Program year is displayed here Program Title The Program Title is displayed here CFDA Number The CFDA Number is displayed here Project The project name is displayed here Level The pool name is displayed here NFA Number The NFA number is displayed here Fund Type The Fund type is displayed here Allocation Amount The amount allocated for the Program project is displayed here NFA Amount The Notice of Fund Availability NFA Amount is displayed here NFA Balance NFA balance amount is the amount available after allocating the HCL Page 89 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Amount amount to the Partner is displayed here NFA Change Date The Notice of Fund Availability NFA change date is displayed here Star
7. Program Title The user may select Program Title from the list This list is HCL Page 50 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description generated depending upon the Program selected From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not display a alert message as Invalid Entry Year Should be later than 1900 To Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If a lesser date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date State Matching Funds The amount entered in Amount column will be displayed in
8. FA i State of Florida Agency for Workforce Innovation One Stop Management Information System OSMIS Regional Financial Management User Manual Date May 25 2006 Version 7 1 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Document Change History Date Version No Description By 1 05 26 2002 Draft Document Created Deborah Bellows 2 06 02 2002 Draft Document Reviewed Jennifer Grant 3 06 22 2002 1 0 Document Edited Deborah Bellows 4 06 22 2002 1 0 Document Reviewed Jennifer Grant Modified to include additional 5 09 30 2002 2 0 functionality in Cash request Hashrat Arif process Modified to include changes in 6 02 07 2003 3 0 RAS functionality Robin Nadar 7 08 14 2003 4 0 Modified to included the Satish Sabnis changes made in the processes 8 08 15 2003 4 0 Reviewed Robin Nadar 9 09 25 2003 5 0 Modified to included the Satish Sabnis changes made in the processes 10 09 25 2003 5 0 Reviewed Robin Nadar 11 04 04 2006 6 0 Formatted and Reviewed Harikrishnan 12 04 13 2006 6 1 Formatted Rachana Khatri 13 05 23 2006 7 N with comments from Virendra S Rawat 14 05 25 2006 7 1 Updated with comments from Virendra S Rawat AWI HCL Regional Financial Management User Manual Page 1
9. Region HCL Page 21 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 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 who are 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 who is 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 who is logged into the application this information is displayed with the Region Administrator Finance Administrator or Region user or AWI user level HCL Page 22 of 92 Regional Financial
10. Center Locator gt Click Here Select the link above to register and Click Here to learn how job gain access to hundreds of available job seekers Click Here to learn how employers can post jobs search for resumes and work closely with local One Stop Centers to find skilled job seekers seekers can search for jobs build resumes and stay current with local job market information If you have ever visited a One Stop Center you may already be registered in the system Click Here to find out HCL Regional Financial Management User Manual Page 16 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 9 1 REACT Home Page Screen REACT provides on site and off site rapid response services to employers employees and Regional Boards for dislocation and mass layoff related activities Customers selecting the REACT link from the OSMIS Welcome Page will be directed to the following REACT Home Page e gt 0AA aIla aa H a Oe a are _ os Agency For Workforce Innovation State of Florida Welcome to the REACT gt REACT Reemployment amp Emergency Coordination CACL A File Warn Notice Team Arme emer teen me View Warn Notice Summary Employee Survey This section of OSMIS provides the user links to the Re Employment and Emergency Assistance Coordination Team REACT REACT provid
11. combination already exists and user tries to save the record this message is displayed 783 Cost Categories are Not For the selected combination cost Available For This Program Categories are not defined User may Program Year and Program contact the Financial Administrator to map Title cost Categories HCL Page 48 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 4 State Matching Funds State Matching Funds are the funds given by the State 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 Agency For Workforce Innovation State of Florida 5 23 Financial Region BeateliMiatehing runas I Eaae ais S Gash Management gt View Cash Week Cash Request Partner RVWBO1 ESCAROSA REGL WORKFORCE DEV BOARD Par A NEEME Program Not Selected 7 State Matching Funds Program Year Not Selected 2 Stand In Costs Program Title Not Selected z Number of records per page 5 New Search Clear al Field Description Partner The name of the Partner is displayed Partners are created in the m
12. e Introduction to OSMIS What is OSMIS e Who benefits from OSMIS e OSMIS Employer Features e Employer Online Registration e Customized Employer Homepage e Online Job Posting e Job Seeker Searches e Maintain Job Order e View and Request Services e Calendar of Events for any One Stop Center in Florida e Locate a One Stop Near You e Job Openings Advertised Nationwide on America s Job Bank e Labor Market Information HCL Page 12 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 6 2 Job Seekers Tutorial Contents The OSMIS application tutorial for job seekers provides information on the following OSMIS features e Introduction to OSMIS What is OSMIS e Who benefits from OSMIS e OSMIS Job Seeker Features e Online Registration e Customized Job Seeker Homepage e Resume Builder e Skill Gap Analysis e Statewide Job Searches to State Government Jobs e Calendar of Events for any One Stop Center in Florida e Locate a One Stop Near You e Labor Market Information HCL Page 13 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 7 Labor Market Information This section of the OSMIS Welcome Page provides links for cu
13. 7 1 combination mapped this message is displayed The user can contact the Financial Administrator to map Cost Categories HCL Page 84 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 4 NFA Details Folder This process allows the Regional user to view the NFA details Agency For Workforce Innovation State of Florida Comments 4 Number of records per page 5 Partner RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD Program Not Selected x 2 Program Year Not Selected z B Program Title Not Selected z o Project Not Selected z7 Start Dat et Ko MM DD YYYY End Date a MM DD Search Clear a HCL Page 85 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 4 1 NFA Details This screen allows the Regional user to view NFA details for each Program as entered by AWI Financial management Agency For Workforce Innovation State of Florida L3 Financial Regi NFADetails Save Comments Print Hela Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD Program Not Selected x 2 Program Year Not Selected z B Program Title Not Selected ye Pr
14. 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 at the same time the system adjusts the Outstanding Obligation field based on the Cost Category Disbursement amount Agency For Workforce Innovation State of Florida 4 Financial Region a Cash Management gt View Cash Week gt _Cash Request Stand In Costs 4 Cash Disbursement gt _Lump Sum Cash Disburser i gt Cost Category Disbursem H NFA Details H Reports Comments RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD Program Not Selected x ProgramYear Not Selected 7 ProgramTitle Not Selected z Project Partner Not Selected Not Selected amp c Month Program Project Number of records per page E Gost Category Disbursement Save Comments Print Help Search Clear a HCL Regional Financial Management User Manual Page 74 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Fin
15. Date iock to Title Number Type Drawable Advance Advance Save RWBO1 NFA ESCAROSA RWBO1 WIA a PASS REGL ladult po THROUGH WorkForce 07 01 2002 06 30 2004 840 630 1 692 375 36 480 0 ol 10 000 581 000 Nol 00119 Pe RWBO1 NFA ESCAROSA RWBO1 WIA PASS REGL ladult par THROUGH WORKFORCE 07 01 2002 06 30 2004 840 630 1 692 375 36 480 0 o 10 000 581 000 N I 00119 BaD RWBO1 NFA ESCAROSA RWBO1 WIA PASS REGL a adult LAr THROUGH WORKFORCE 07 01 2002 06 30 2004 840 630 1 692 375 36 480 0 o 10 000 581 000 Nol D DEV 00119 BOARD iios e e eS el Page 1 of 1 1 Save a Field Description Cash Week The period week for the cash request is displayed The Financial Administrator creates cash weeks in the Maintain Cashweek process Program The Program name is displayed Program is created by System Admin module of OSMIS Program Year The Program year is displayed Program Title The Program Title is displayed HCL Page 36 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description NFA Number The Notice of Fund Availability Number is displayed Fund Type The Fund Type either PASS THROUGH OR ADMIN If Project is selected in the search option Project will be displayed Partner The name of
16. FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Program The user must select Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Year The user must select Program year from the drop down list This list is generated depending upon the Program When user selects Program Year for which state matching fund is not attached in the maintain NOO an alert message State Matching in NOO is not specified is displayed However user can still go ahead and do the State Matching Fund Program Title The Program Title is displayed 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 is displayed Status Cost The indicator if the Cost Category Disbursement has been Category entered or not Disbursement Entered NFA Number The notice of fund availability number is displayed NFA Date The notice of fund availability date is displayed Fund Type The notice of fund availability tyoe Admin Pass Through and Project is displayed NFA Amount The notice of fund availability amount is displa
17. Messages 38 2 2 2 3 Program Income 39 2 2 2 3 1 Program Income Search 40 2 2 2 3 2 New Program Income 41 2 2 2 3 3 Modify Program Income 45 2 2 2 3 4 Error Messages 48 2 2 2 4 State Matching Funds 49 2 2 2 4 1 State Matching Funds Search 50 2 2 2 4 1 New State Matching Funds 52 2 2 2 4 2 Modify State Matching Funds 55 HCL Page 3 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 4 3 Error Messages 57 2 2 2 5 Stand in Costs 58 2 2 2 5 1 Stand in Costs Search 59 2 2 2 5 1 New Stand In Cost 61 2 2 2 5 2 Modify Stand In Cost 64 2 2 2 5 3 Error Messages 66 2 2 3 Cash Disbursement Folder 67 2 2 3 1 Lump Sum Cash Disbursement 68 2 2 3 1 1 Lump Sum Cash Disbursement Search 70 2 2 3 1 2 Error Messages 72 2 2 3 2 Cost Category Disbursement 74 2 2 3 2 1 Cost Category Disbursement Search 76 2 2 3 2 1 New Cost Category Disbursement 78 2 2 3 2 2 Modify Cost Category Disbursement 81 2 2 3 2 3 Error Messages 83 2 2 4 NFA Details Folder 85 2 2 4 1 NFA Details 86 2 2 4 1 1 NFA Details Search 88 2 2 4 1 2 View NFA 89 2 2 4 1 3 History View NFA 90 2 2 5 Reports Folder 91 ACL Page 4 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1
18. 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 HCL Page 7 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 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 HCL Page 8 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 3 Objective of the User Manual This manual is prepared for Region Finance users using the OSMIS appl
19. State of Florida H Financial Region The Navigation Menu will contain folders and links which staff can select to perform additional finance management activities HCL Page 25 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 1 4 Finance Management Region Home Page and Links The main OSMIS home page of a Financial Management Region user contains commonly used links for faster navigation to the desired process Agency For Workforce Innovation State of Florida S C Financial Region FinaneiallMenagement Region Cash Request Lump Sum Cash Disbursement Cost Category Disbursement Cash Analysis Financial Report Summary Financial Report Summary Youth Financial Management Reconciliation Partner History Cash Advance HCL Page 26 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 The OSMIS Financial Region Home Page contains the following information Cash Request this link will take the Region user to the Cash Request screen where the Region Administrator can create cash requests Cost Category Disbursement this link will take the Region user to the Cost Category Disbursement screen where the Region user can view R
20. User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 1 2 Holiday Master The user can View the holidays in a year through this screen Agency For Workforce Innovation State of Florida inancial Region Holiday Master ace Print Help Cash Management View Cash Week cach iRaquest Year Not Selected Program Income State Matching Funds Stand In Costs Cash Disbursement NFA Details H Reports Search Clear Indicates mandatory fields Field Description Year The user must select a year from the drop down list to view the list of holidays for that year Search Based on the search criteria specified the records would be searched and displayed If this link is selected without any criteria specified a general search will be conducted and all records will be displayed HCL Page 32 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 1 3 Holiday Master Search Based on the search criteria specified the records would be searched and displayed Agency For Workforce In aE 3 51 Financial Region Holiday Master ack Print Help A Cash Management p gt View Cash Week TEE
21. kos Sst sa Program Income Search Clear State Matching Funds Stand In Costs Date MM DD YYYY Description Select L Cash Disbursement 54 NFA Details 12 25 2003 Cristmas H Reports Indicates mandatory fields Field Description Date The date of the holiday is displayed Description The description of the holiday is displayed HCL Page 33 of 92 Regional Financial Management User Manual FEIC Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 2 Cash Request This process allows the Regions to request cash for the coming week s expenditures The user can make a request only if the NFA is available and the cash on hand is less than the allowable cash on hand The user cannot make a cash request less than 1000 unless the balance amount in the fund is less than 1 000 If the balance amount is less than 1000 the entire balance must be requested in order that the fund is closed The user is not allowed to make a request which is greater than the funds available or if the Region has not reconciled the previous month s disbursements Agency For Workforce Innovation State of Florida gt _Cash Request Partner gt _Program Income gt State Matching gt Stand In Costs Program Title _ B Cash Disburs Not Selected NFA DEIR Program Year Not Selected Reports project Not Selected z Week
22. the Partner is displayed Partner is created in the maintain Partner process by the Financial Administrator Start Date The start date of the NFA is displayed End Date The end date of the NFA is displayed Fund Allocated The NFA Amount for the Region is displayed Funds Available The balance fund available for the Partner is displayed Maximum Amount Drawable The maximum amount drawable is displayed The maximum amount drawable is 1 6 times the Average Cash disbursement of the last 5 weeks is displayed If Cash Request is not done previous five cash weeks N A is displayed Otherwise amount will be displayed Cash Request The user can enter the amount for cash request This amount must be greater than or equal to 1000 and should be less than or equal to the Fund available amount Pending Request The pending request will be the sum of the current week s cash request and any earlier pending request is displayed Year To Date Advance The sum of warrant amount from the beginning of the State Fiscal year which is July 1 to date warrant amount is displayed It is reset to zero on the 1 July of every year Life To Date The sum of warrant amount from the beginning of the cash Advance request to date is displayed Lock The check box displays the lock status When the checkbox is checked the cash request record is locked and the user cannot make the Cash Request
23. the Region user to the Cash Analysis screen where the Region user can generate the Cash Analysis Report and determine if there is excessive cash on hand Financial Report Summary Youth this link will take the Region user to the Financial Report Summary Youth screen where the Region user 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 HCL Page 27 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Title YOUTH This information is calculated from data that is input by the Region in the cash management process e Partner History Cash Advance this link will take the Region Administrator to the Partner History Cash Advance where the Region user can generate Partner History Cash Advance reports which provides a historical view of cash advances by the week e Partner History Cash Disbursement this link will take the Region Administrator to the Partner History Cash Disbursement where the Region user can generate Partner History Cash Disbursement reports 2 2 Finance Region Folder The Regional folder contains the links to the various processes that allow the Region Financial user to maintain all functionality of receiving grant
24. 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 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 e button If the user ID and password are valid the user is directed to their assigned Home Page HCL Page 10 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 6 Welcome to the One Stop Job Center This section of the OSMIS Welcome Page provides links for application tutorials for OSMIS customers lt gt QO FQ 83 5 aH er Agency For Workforce Innovation State of Florida welcome to the One Stop Job Center REACT Espanol Krey l Ayisyen REACT Home Page User ID Labor Market Information Employer Labor Market Hoeren oie r Information_Click Here gt gt 3 O a Job Job Seeker Labor Market Information Click Here gt gt OD the Hinks Sree to search Register gt Log in Help Forgot User ID Forgot Password a Register the link above to register and gt On
25. 3 Other Total Comments a X HCL Page 52 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user must select Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Year The user must select Program year from the drop down list This list is generated depending upon the Program When user selects Program Year for which state matching fund is not attached in the maintain NOO an alert message State Matching in NOO is not specified is displayed However user can still go ahead and do the State Matching Fund Program Title The user must select Program Title from the drop down list This list is generated depending upon the Program From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid the application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an ale
26. 90 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Allocation Amount The amount that is allocated for the project is displayed here NFA Amount The Notice of Fund Availability NFA Amount is displayed here 2 2 5 Reports Folder Please refer the FM Reports Specification doc for reports details Agency For Workforce Innovation State of Florida Financial Region Gash Advance Gash Management L NFA Details I Check the box to generate the project report 3 Reports x General Reports Gashiacishee Partners rs aie REGL WORKFORCE DEY Cash Analysis OARD Cash Request Program Not Selected x gt _Change Pending Request Program Year Not Selected gt Financial Report Summary Program Title Not Selected z gt Financial Report Summary Youth TST eee Project Not Selectec gt Financial Management Reconciliation gt Quarterly Stand In Costs From Date 07 01 2003 EQ Stand In Costs Rollup To Date 06730 2004 E9 gt _Notice of Funds Available NFAs gt _Partner History Cash Advance Generate Clear gt _Partner History Cash Disbursement Categ Paa Partner History Cash Disbursement Program Income Rollup Indicates mandatory fields lB AC 4 gt HCL Page 91 of 92
27. CE DEV BOARD Program WIA Program Year 2002 Program Title WIA Adult From Date mooo EF Q L Cash Disbursem 8 NFA Details _J Reports MM DD YYYY To Date 71 2003 MM DD YYYY State Matching Fund 75 000 s Categories Amount Total 75 000 Indicates mandatory fields Field Description Partner The name of the Partner is displayed here Program The name of the Program is displayed here Program Year The Program year is displayed here Program Title The Program Title is displayed here From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be later than From Date If an earlier date is HCL Page 55 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management I
28. FA amount a message Total Disbursement amount should be less than or equal to NFA amount will be displayed Total The total Amount Against Disbursement can be modified here Comments The user can enter comments if any Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an HCL Page 82 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description alert message You can enter only maximum of 500 characters Save The very first entry l e very first month there should already be an entry for obligation In addition thereafter enter such an amount that Total disbursement obligation should be greater than NFA amount The transaction should be saved with the display of message Your Total Accrued Expenditure CCD outstanding obligation exceeds the NFA amount So Obligation amp Outstanding Obligation being reset to zero will be displayed if correct data is entered and save link is clicked a message Transaction Saved Successfully will be displayed 2 2 3 2 3 Error Messages Error Error Messages Error Description Code 821 Please contac
29. Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 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 Agency For Workforce Innovation State of Florida L Financial Region HCL Page 23 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 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 Ou
30. Program Title and Program year If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Amount The user can enter the amount for either the Cost Category or Sub cost Categories If the user enters the amount in the Cost HCL Page 46 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Category the Sub cost Categories are disabled If the user enters the amount for Sub Cost Category Cost Category is disabled and the Sub Cost Category is totaled up and the sum is displayed in the Cost Category field If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Total The totaling of all Categories will be displayed The totaling of the cost Categories is based on the status applied during the Cost Category creation The status for the cost Categories are YES and NO which implies If the Status for Cost Category is YES then that Cost Category amount is added to the total If the status is NO then that Cost Category amount is not added to the total If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Comments Comments length should no
31. Regional Financial Management User Manual
32. SLOCATED WORKER LOCAL ADMINISTRATION DISLOCATED WORKER 7 LOCAL ADMINISTRATION PROJECTS ONLY LOCAL ADMIN PROJECTS ONLY s LOCAL ADMINISTRATION YOUTH LOCAL ADMINISTRATION routs o SUPPORTIVE SERVICES MnoiviouaLs with bisasrumes OLDER INDIVIDUALS Fuu assistance RECIPIENTS VETERANS 10 TRAINING inpiviouaLrs wiTh pisastmes OLDER INDIVIDUALS Fusuc assistance RECIPIENTS VETERANS Comments Indicates mandatory fields 13 000 HCL Regional Financial Management User Manual Page 64 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed here Program The Program name is displayed here Program Year The Program year is displayed here Program Title The Program Title is displayed here Program Sub Title The Program sub Title is displayed here From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date The user must enter the date until when the funds were allocated Date should be a valid date Date should be entered onl
33. When the user does not select any of the records with the checkbox and saves the record a message No Records marked for Lock is displayed Check to save The user can check the checkbox and select on the save link to insert the selected cash request records Save The user can save a cash request record by selecting this link The cash request must be entered and the record must be selected If the user clicks save without checking any of the records a message No record marked for Lock is displayed If user enter the request amount less than 1000 and funds available is more than 1000 and the user clicks on save then a message Cash Request should be greater than or equal to 1001 is displayed HCL Page 37 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description displayed If user enters the request amount greater than funds available and clicks on the save link then a message Total Pending request is more than Funds Available is displayed If user clicks save after selecting a record for which Cost Category disbursement has not been made for the previous month then a message Not allowed to make Cash Request because Cost Category Disbursement has not been made is 2 2 2 2 2 Error Messages
34. a WARN Notice is entered into the system it will reflect on a report which will be available by selecting this link Prior to OSMIS the location for reports was http www2 myflorida com awi react default htm Users will also have the ability to select and view WARN Notices by year Region or area Employee Survey This link allows all customers whether or not they are in the OSMIS application to file a survey detailing the services provided by the REACT team During or before a dislocation event REACT staff conducts employer visits and provides counseling to the dislocated or soon to be dislocated employees The employees receiving these services are given the option of completing a survey The dislocated employees can complete this survey over the Internet by selecting this link HCL Page 18 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 However the information gathered for this survey is similar to a job seeker registering in the OSMIS application the customers filing this survey will not be considered registered in the OSMIS application They will not be able to login to the OSMIS application and access any OSMIS functionality unless specifically registered in OSMIS If the customer chooses to register in OSMIS their registration will be treated like any new job seeker s r
35. aintain Partner process by the Financial Administrator Program The user may select Program from the drop down list e g WIA RITA etc Programs are created by the System Admin module of OSMIS Program Year The user may select Program year from the list This list is generated depending upon the Program selected Program Title The user may select Program Title from the list This list is generated depending upon the Program selected Number of The number of records to be displayed per page can be records per page entered Default No of records per page are 20 Default No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages HCL Page 49 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description 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 would be searched and 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 section on S
36. an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If a lesser date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date Number of records per page Default No of records per page are 20 Default No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages Search Based on the search criteria specified the records would be searched and 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 section on NFA Details Search Comments The user can enter comments if any Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters HCL Page 87 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System R
37. ancial Administrator Program The user must select Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Year The user may select a Program year from the list This list is generated depending upon the Program selected e g 2002 2003 2004 etc Program Title The user may select a Program Title from the list This list is generated depending upon the Program If project radio button is selected the Program Title field will be disabled records per page Project To select a project from the drop down list the project radio button must be first selected Month The user must enter the month of the cash category disbursement The months available in the drop box will be for previous two months from current month Number of Default No of records per page are 20 Default No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages Search Based on the search criteria specified the records would be searched and displayed Details of this link are explained in the section on Cost Category Disbursement Search HCL Page 75 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management I
38. arch for jobs apply to jobs create resumes and work with local One Stop Career Centers to find applicable jobs HCL Page 19 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 FINANCIAL REGION The Financial Management module in the OSMIS application provides for the management of all grants received allocated and expended by the Partners on various Programs This manual will cover Financial Management module screens used by the Region Finance user in the OSMIS application The goal of this manual is to provide FM Users with descriptions of each of the financial management screens which will in turn make for straightforward management of a various grants received requested and expended by the Partners on various Programs 2 1 Screen Layout Each OSMIS screen contains the following sections e Header e Navigation Bar Navigation Menu Finance Region Home Page amp Links HCL Page 20 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 1 1 Header Each OSMIS screen has a Header The Header is located between the Internet Explorer Toolbar and the OSMIS Navigation Bar Agency For Workforce Innovation State of Florida H Financial
39. articular Stand In Cost record by selecting this link The user will be taken to the Modify Stand In Cost page For additional screen details please refer to section on Modify Stand In Cost Select The user can check the checkbox to select Stand In Cost record to be deleted Delete The user can delete a selected Stand In Cost record by selecting this link HCL Page 60 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 5 1 New Stand In Cost The process allows the Regional users to create new stand in costs for tracking J 1 Financial Region New Stand In Costs Save Back Print Help L Cash Management o View Cash Week partner RWBO1 ESCAROSA REGL WORKFORCE r gt _Cash Request artner bev BOARD o gt Program Income i ia gt State Matching Funds Program Not Selected x 7 gt Stand In Costs Program Year Not Selected z H Cash Disbursement R 7 L NFA Details Program Title Not Selected z H Reports Program Sub Title Not Selected From Date E MM DD YY Y E To Date C a MM DD YYY Stand In Costs l 0 Indicates mandatory fields al gt l Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user must sel
40. ates mandatory fields Field Description Year The user must select a year from the drop down list to which the Cash week has to be added Month The user may select a month from the drop down list to which the Cash week has to be added Number of The number of records to be displayed per page can be entered records per page View Holiday The user can View holidays by clicking on this link The user will be taken to the View Holiday screen Details of this link are explained in the Holiday Master section Search Based on the search criteria specified the records would be searched and 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 HCL Page 30 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description section on Maintain Cash Week Search 2 2 2 1 1 Maintain Cash Week Search Based on the search criteria specified the records would be searched and displayed Agency For Workforce Innovation State of Florida 7 Financial Region Maintain Cash Week i Help A Cash Management p gt view Cash Week gt Cash Request Year 2001 z gt Program Income Month Not Selected p gt State Matching Funds E gt S
41. ation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 3 Program Income Program Income is the income earned from the funds disbursed by AWI to Regions The 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 e gt aG 4B 4658T f amp lt MIS Agency For Workforce Innovation State of Florida rt B Financial Region Cash Managemit gt View Cash Wee Partner RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD gt _Cash Request gt Program Income Program Not Selected _State Matching Program Year Not Selected Y gt _Stand In Costs L Cash Disburs Program Title Not Selected z L NFA Details E H Number of records per page 5 H Reports ae New Search Clear 4 gt Field Description Partner The name of the Partner is displayed Partner is created in the maintain Partner process by the Financial Administrator Program The user may select the Program name from the drop down list Program is created by the System Admin module of OSMIS Program Year The user may select the Program year from the drop down list This list is generated depending upon the Program selected Program Title The user may select t
42. ault No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages HCL Page 58 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description New The user can create a new Stand In Cost record by selecting this link The user will be taken to New Stand In Cost screen For more details please refer to section on New Stand In Cost Search Based on the search criteria specified the records would be searched and 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 section on Stand in Costs Search 2 2 2 5 1 Stand in Costs Search Based on the search criteria specified the records would be searched and displayed If this link is selected without any criteria specified a general search will be conducted and all records will be displayed Agency For Workforce Innovation State of Florida S24 Financial Region BEBHE IH COBES iste 5 2 Gash Management gt view Cash Week ew ash ile Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD _Cash Request gt Program Income Program Not Selected z gt State Matching Fu Program Year N
43. ayed Income Earned The total Program income earned is displayed Edit The user can edit a particular Program Income record by selecting this link The user will be taken to the Modify Program Income screen For additional screen details please refer to section on Modify Program Income Select The user can check the checkbox to select a particular Program income record to be deleted Delete The user can delete a selected Program income record s by selecting this link 2 2 2 3 2 New Program Income This process allows the Regional user to create a new Program income earned record HCL Page 41 of 92 Regional Financial Management User Manual FEIC Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 jA8 4 Financial Region Cash Management View Cash Week f _ Reports 4 wl Agency For Workforce Innovation State of Florida Partner Program Program Year Program Title Program Sub Title From Date MM DD To Date MM DD Y Program Income Earned Balance On Hand Indicates mandatory fields RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD H Not Selected z T__ ee DO HCL Regional Financial Management User Manual Page 42 of 92 FECL Agency for Workforce Innovation One Stop Management Informat
44. b registered in the system Click Here to find out This section of the OSMIS Welcome Page provides Employers with the following e Register The employer will click this link if they are interested in registering and using services provided in the OSMIS application Click Here this is the English version of the Employer tutorial Employers can select this link to learn how they can post jobs search for resumes and work with local One Stop Career Centers to find skilled job seekers HCL Page 15 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 9 REACT This section of the OSMIS Welcome Page provides customers a link to the Re Employment and Emergency Assistance Coordination Team REACT Home Page 5 OL AH SSS SRR Agency For Workforce Innovation State of Florida User ID es User Password Log in Help Forgot User ID Forgot Password Welcome to the One Stop Job Center Espanol Krey l Ayisyen Labor Market Information cyt Employer Labor Market Information Click Here gt gt Job Seeker Labor Market Information Click Here gt gt REACT REACT Home Page Find a Job Select the link above to search for a job Select the link above to register One Stop and gain access to Job Services
45. crued Expenditure CCD outstanding obligation exceeds the NFA amount So Obligation amp Outstanding Obligation being reset to zero Click on Save without entering amount for the Cost Category which is mandatory a message Please Enter Amount for Cost Category will be displayed HCL Page 80 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 3 2 2 Modify Cost Category Disbursement This process allows the Regional 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 a 5 3 Financial Region 5 3 Cash Management gt view Cash week T NFA Life To Date Lump Sum Program Tygram Program cash Week NFA Number NrA Date Type Amount Disbursements Disbursement NFA RwBOL hwa 9 26 2003 bwta 2000 ASS wIA 2000 ladult 9 26 2003 tA 2 jo7 o1 2001 RU 69 382 640862 o l posos 1 o f Stand In Costs 4 Cash Disbursem Lump Sum Cash _ NFA De
46. d by an User has to enter or select all Mandatory Fields Invalid Entry Please enter numerical values without or sign in User has to enter numeric values only Invalid Entry Only alphanumeric are accepted Special characters such as amp _ are not allowed Invalid Entry Please enter positive values Negative numbers cannot be entered HCL Regional Financial Management User Manual Page 9 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Alert Messages Error Description Invalid Entry Only Characters are Only characters can be entered accepted Invalid Entry Please enter the date in Date should be entered only in the mm dd yyyy format mm dd yyyy format or the user can choose the date from the calendar provided Invalid Entry Year should be later than System does not accept dates which are 1900 earlier than 1900 User has to enter dates which are later than 1900 Invalid Entry Please enter the start time End date should be always be later than lesser than the end time the Start Date Invalid Entry Value must be greater than The value entered must be greater than 0 zero 1 5 2 User ID 1 5 3 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
47. depending upon the Program selected e g 2002 2003 2004 etc Project User will be able to select from the drop down list if the Program is not selected This field is mandatory if the Program is not selected HCL Page 68 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 records per page Field Description Cash Week The user must select the cash week from the drop down list Number of Default No of records per page are 20 Default No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages Search Based on the search criteria specified the records would be searched and displayed Details of this link are explained in the section on Lump Sum Cash Disbursement Search Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters HCL Page 69 of 92 Regional Financial Management User Manual rc Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual V
48. e Program income earned amount It is an income earned for a particular Program Program year and Program Title for the specified period BalanceOn Hand The balance on hand is displayed The balance on hand is the difference between the Program income earned and the disbursements made against the Program income Cost Categories The Cost Category configured for the Program Program Title and Program year is displayed If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Sub Categories The Sub Categories under the Cost Category for the Program Program Title and Program year is displayed If Cost Category map is not existing for the selected Program and Program Year combination This field is not displayed HCL Regional Financial Management User Manual Page 43 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Amount The user can enter the amount for either the Cost Category or Sub Cost Categories If the user enters the amount in the Cost Category the Sub Cost Categories are disabled If the user enters the amount for Sub Cost Category Cost Category is disabled and the Sub Cost Category is totaled up and the sum is displayed in the Cost Category field If Cost Category map is not exist for the select
49. e Stop gain access to Job Services Center Locator Click Here Select the link above to register and Click Here to learn how job gain access fy hundreds of available seekers can search for jobs build job seekers resumes and stay current with local job market information Click Here to learn how employers can post jobs search for If you have ever visited a One resumes and work closely with local Stop Center you may already be One Stop Centers to find skilled job registered in the system Click Here to find out Osmis provides tutorials in two languages Spanish and Haitian Creole for the following customers e Employers e Job Seekers Osmis provides the English versions of these tutorials in the respective customer areas The objective of these tutorials is to provide customers a summary of the features offered through the OSMIS application Each tutorial provides a quick easy to use and concise picture of all the self service functions for each type of customer The tutorial also provides customers contact information for the One Stop Career Centers HCL Page 11 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 6 1 Employers Tutorial Contents The OSMIS application tutorial for employers provides information on the following OSMIS features
50. e user can save a State Matching Fund record by selecting this link The user will be taken to the State Matching Fund page a message Transaction updated 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 HCL Page 56 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 4 3 Error Messages Error Error Messages Error Description Code 816 State Matching Whenever user tries to create or update state matching Funds Already fund for which already another fund exists for the same Exists for the period Program year Title and period from date and end date this message appears 732 State Matching in At the time of NOO Creation there is an option to specify NOO is not whether state matching fund exists for the NOO or not If specified that option is not enabled a message will be displayed However the user can continue creating the state matching fund or change the option in the Maintain NOO Edit section HCL Page 57 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System R
51. ect Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Year The user must select Program year from the drop down list This list is generated depending upon the Program When user selects Program Year for which state matching fund is not attached in the maintain NOO an alert message State Matching in NOO is not specified is displayed However user can still go ahead and do the State Matching Fund Program Title The user must select Program Title from the drop down list HCL Page 61 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description This list is generated depending upon the Program For example WIA Youth Wagner Peyser Veterans etc Program Sub Title The user must select the Program sub Title name from the drop down list if it exists for selected Program Title e g WIA Youth has Younger and Older Youth as Sub Title From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater t
52. ed Program and Program Year combination This field is not displayed Total The totaling of all Categories will be displayed The totaling of the cost Categories is based on the status applied during the Cost Category creation The status for the cost Categories are YES and NO which implies If the Status for Cost Category is YES then that Cost Category amount is added to the total If the status is NO then that Cost Category amount is not added to the total If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Save The user can save a Program income record by selecting this link The user will be taken to the Program Income page and a message Transaction Saved Successfully will be displayed If no expenditure is given against cost Categories or Sub cost Categories then a message Please enter the expenditures is displayed If total expenditure is less than Program income then a message Expenditures must be equal to the income earned is displayed On clicking this link If the Program Income does not already exist for the Program amp Program Year Program Income will be saved Otherwise then application will display an error message Already Program Income Exists for the period Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comment
53. egion s Cash Disbursements which have been broken down to the Cost Category level The user can edit existing records and create new records Financial Report Summary this link will take the Region user to the Financial Report Summary screen where the Region Administrator 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 input by the Region in the cash management process Financial Management Reconciliation this link will take the Region user to the Financial Management Reconciliation screen where the Region Administrator can generate the Financial Management Reconciliation report which provides information calculated by the system to reconcile contracts on a monthly basis Partner History Cash Disbursement Categories this link will take the Region user to the Partner History Cash Disbursement with Categories screen where the Region user can generate the Partner history reports The Partner History Cash Disbursement Categories provides information regarding the disbursements entered by the Regions Lump Sum Cash Disbursement this link will take the Region user to the Lump Sum Cash Disbursement screen where the Region user can view the Region s cash disbursements which have not been broken down into Cost Category Cash Analysis this link will take
54. egional Financial Management User Manual Version 7 1 2 2 2 5 Stand in Costs This process allows the Regional users to record expenditures incurred by their own sources instead of funds received from AWI in the form of a NFA s Agency For Workforce Innovation State of Florida ammen Stand 1n Costs Print Help LA Cash Management H gt view Cash Week i gt _Cash Request Partner RVWBO1 ESCAROSA REGL WORKFORCE DEY BOARD gt Program Income Program Not Selected x j gt State Matching Funds Program Year Not Selected z p gt Stand In Costs Cash Disbursement Program Title Not Selected z I f i Paa AA Number of records per page E New Search Clear 4 gt Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user must select Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Year The user may select the Program year from the drop down list e g 2002 2003 2004 etc Program Title The user may select the Program Title from the drop down list e g WIA Youth Wagner Peyser Veterans etc Number of records Default No of records per page are 20 per page Def
55. egional Financial Management User Manual Version 7 1 2 2 4 1 1 NFA Details Search Based on the search criteria specified the records would be searched and displayed If this link is selected without any criteria specified a general search will be conducted and all records will be displayed Agency For Workforce Innovation State of Florida nancial Region Cash Management NFA Details gt _NFA Details d Reports Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD Program Not Selected 7 0 Program Year Not Selected z Program Title Not Selected 70 Project Not Selected x Start Date as MM DD YYY MM DD YYYY E9 Number of records per page 5 Search clear itosofis gt e FA Program 7 Start Date End Date NFA Program Yaar Program Title NFA Number ADATAI A Amount petails REED Act 2003 REED Act AEARWEOIREE 2O03 lo7203 2002 09 30 2003 438 606 NEA o WIA Dislocated NFA RWBO1 WIA 2001 NEA WIA 2001 Wine Vee 07 01 2001 06 30 2004 412 869 NEA WIA 2001 EAR WeOT IASON 01 08 2003 12 31 2003 85 973 one WIA 2001 ea S ERE 01 08 2003 12 31 2003 16 681 NEA r NEA R r T R INFA RWBO1 WIA 2002 NEA WIA 2002 WIA adult Batis 07 01 2002 06 30 2004 840 630 Details inscci 10 l Pagelof4 1234 Comments z Field Description Program The name of t
56. egistration 1 10 Job Seekers This section of the OSMIS Welcome Page is for job seekers EEA EEEE EE toginMenu welcome to the One Stop Job Center REACT Espanol Krey l Ayisyen REACT Home Page User ID Employer Labor Market Wee E Information_Click Here gt gt 3 Find a Job Job Seeker Labor Market Tnformetion liek Hars s Select the link above to search or a job e Register gt One Stop Center Locator Click Here Select the link above to register and gain access to hundreds of available gt Log in Help Forgot User ID Register Forgot Password A a Select the link above to register and gain access to Job Services job seekers Click Here to learn how employers can post jabs search for resumes and work closely with local One Stop Centers to find skilled job job market information If you have ever visited a One Stop Center you may already be registered in the system Click Here to find out This section provides job seekers with the following Find a Job The Job Seeker will select this link if they want to perform a e Job Search in the OSMIS application e Register The job seeker will click this link if they are interested in registering and using services provided in the OSMIS application e Click Here this is the English version of the Job Seeker tutorial Job Seekers can select this link to learn how they can se
57. er characters in the Obligation field and click save then a message Invalid Entry Please enter numerical values without or sign in Amount will be displayed Outstanding Obligation The Outstanding Obligation amounts are amounts outstanding as of date which are not paid and will require payment in the future Disbursement Life to Date The disbursement Life to Date amount is the sum of all disbursements plus disbursement adjustments from the beginning of a grant to the most recent cash disbursement or disbursement adjustment Check to Insert The user may check the checkbox to insert a particular Lump Sum Cash Disbursement record Save The user can save a Lump Sum Cash Disbursement record by selecting this link If correct data is entered and clicked this link then a message Transaction saved successfully will be displayed Don t select any Check to insert check boxes then a message No records marked for save will be displayed Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters 2 2 3 1 2 Error Messages Error Error Messages Error Description Code 821 Please contact System System updates year to date advance only for Administrator to en
58. er page entered Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters Search Based on the search criteria specified the records would be searched and 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 section on Cash Request Search HCL Page 35 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 2 1 Cash Request Search Based on the search criteria specified the records would be searched and displayed Agency For Workforce Innovation State of Florida Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD Program WIA Program Title wa Adut Program Year po a Project Not Selected he Week Not Selected z Number of records per page 5 Search Clear i a gt i 1to3of3 Fund Funds Maximum i Year To Life To i Cash Pending Check Program NFA Fund Partner Start Datel EndiDate AllocatedAvailable Amount Request Request Date
59. er to enter their User ID and Password If the customer is not in OSMIS a link is provided to allow easy access to the registration screens HCL Page 14 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 8 Employers This section of the OSMIS Welcome Page is for employers 3 QAO GSS San eat Agency For Workforce Innovation State of Florida Espanol Krey l Ayisyen User ID Labor Market Information 5 BOAN Employer Labor Market aa A Information Click Here gt gt Job Seeker Labor Market Information Click Here gt gt gt Log in Help DE Forgot Password Register Select the link above to register and gt One Stop Center Locator Click Here gain access to hundreds of available job seekers Click Here to learn how employers can post jobs search for resumes and work closely with local welcome to the One Stop Job Center REACT REACT Home Page A Find a Job Select the link above to search for a job Register Select the link above to register and gain access to Job Services Click Here to learn how job seekers can search for jobs build resumes and stay current with local job market information If you have ever visited a One Stop Center you may already be One Stop Centers to find skilled jo
60. ersion 7 1 2 2 3 1 1_ Lump Sum Cash Disbursement Search Based on the search criteria specified the records would be searched and displayed Agency For Workforce Innovation State of Florida Partner RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD Program WIA fial Program Title Not Selected x Program Year Not Selected Project Not5eleced O oOo g Cash Week Sep 26 2003 Sep 30 2003 E Number of records per page Eo Search Clear itosofis e Status Cost ish Week Cat NFA NFA Fund NFA Warrant Account Account Disb NumberDate Type Amount Amount Disbursement Payables Receivables Entered i Outstanding Disbursement Check h to Obligation Life to Date Insert Obligation NFA 26 2003 RWBO1 PASS 0 2003 S ai THROUGH 294 597 o 50 000 of of 0 150 597 54 000 M 07136 NFA l 26 2003 RWBO1 No WIA 30 2003 Pane 07160 E STA 142 660 o of of of 0 ol g D NFA 26 2003 RWBO1 No WIA 2003 06660 NFA If26 2003 RWBO1 h30 2003 No WIA ADMIN o o of of of 0 o o mj 2003 06661 PASS 0 HHROUGH 1 222 249 ol 0 of of 0 ol g O NFA 26 2003 RWBO1 PASS ves WIA FaroucH 840 630 o of of of 0 5 100 778 673 D 2002 i gt i 00119 ito 5 of 15 Page 1 of 3 HCL Page 70 of 92 Regional Financial Management User Manual
61. es on site and off site rapid response services to employers employees and Regional Boards for dislocation and mass layoff related activities It is the state s focal point in dealing with employers and workers affected by temporary and permanent business layoffs Customers will have access to the following areas of REACT from this screen e File Warn WARN Notice e View Warn WARN Notice e Employee Survey HCL Page 17 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 1 9 1 1 1 9 1 2 1 9 1 3 File Warn Notice As per Federal guidelines it is a requirement for Employers to file a WARN Notice for several defined reasons e lf there are 500 or more employees affected by the lay off o Itis optional for an Employer to file a WARN Notice if fewer than 500 employees are affected e lf the layoff is substantial enough to affect the town or county ina negative manner This link allows an Employer whether they are registered or not in the OSMIS application to file a WARN notice via the Internet Since the notice is filed online the REACT Staff will be notified immediately of a Dislocation Event View Warn Notice Summary This link allows all customers whether they are registered or not in the OSMIS application to view certain public information contained on each WARN Notice Once
62. ge 76 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Program The Program name is displayed Program Year The Program year is displayed Program Title The Program Title is displayed 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 is displayed NFA Date The notice of fund availability date is displayed Fund Type The notice of fund availability type category is displayed NFA Amount The notice of fund availability amount is displayed Lump Sum The lump sum disbursement amount Disbursement Amount Cost Category The Cost Category disbursement amount Disbursement Amount Status The Cost Category disbursement status is displayed New The user can crate a new Cost category disbursement record by selecting this link The user will be taken to the New 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 Categor
63. han or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If a lesser date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date Stand In Cost The Stand in cost for a particular Program Program year and Program Title for the specified period is displayed Cost Categories The Cost Category configured for the Program Program Title and Program year If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Sub Categories The Sub Categories under the Cost Category for the Program Program Title and Program year If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Amount The user can enter the am
64. he Program Title from the drop down list This list is generated depending upon the Program selected HCL Page 39 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description e g WIA Youth Wagner Peyser Veterans etc Number of The number of records to be displayed per page can be records per page entered Default No of records per page are 20 Default No of records can be modified and it allows only positive integer values On change of value in text box the records are rearranged in pages New The user can create a new Program income record by selecting this link The user will be taken to New Program Income section For more details please refer to section on New Program Income Search Based on the search criteria specified the records would be searched and 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 section on Program Income Search 2 2 2 3 1 Program Income Search Based on the search criteria specified the records would be searched and displayed If this link is selected without any criteria specified a general search will be conducted and all records will be displayed
65. he Program is displayed Program Year The Program year is displayed Program Title The Program Title is displayed NFA Number The Notice of Fund Availability NFA number is displayed Start Date The Start Date of the Program End Date The End Date of the Program NFA Amount The Notice of Fund Availability NFA Amount NFA Details The Notice of Fund Availability NFA details The user can view the details of a particular record by clicking on this link Details of this link are explained in the View NFA section HCL Page 88 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters 2 2 4 1 2 View NFA The user can view the NFA details of a particular Program through this screen Agency For Workforce Innovation State of Florida 5 Financial Region I Cash Management 5 NFA Details gt NFA Details L Reports Partner RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD Program REED Act Program Year 2003 Program Title REED Act CFDA Number Project
66. hing in NOO is not specified is displayed However the user can still go ahead and do the State Matching Fund Program Title The user must select Program Title from the drop down list This list is generated depending upon the Program From Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If a lesser date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date Stand in Cost 1 The sum of amounts entered in Amount will be displayed here 2 Default Value is zero Edit The user can edit a p
67. ication The Region Finance User Manual describes the various options and processes available to these users while maintaining with grants received requested and expended It is not the objective of this manual to follow a systematic process of how a Region Finance user deals with managing the grants received and expended for the Programs 1 4 Organization of the User Manual This manual describes the use of the One Stop Management Information System OSMIS as it pertains to a Region Finance user The Region 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 All mandatory fields are indicated by an asterisk 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 indicate
68. ication will display an alert message You can enter only maximum of 500 characters 2 2 2 5 3 Error Messages Error Error Messages Error Description Code 813 Already Stand In Cost Exists For the criteria selected stand in cost for the period already exists user has to change the values and save again HCL Page 66 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 3 Cash Disbursement Folder Agency For Workforce Innovation State of Florida nancial Region Lump Sum Cash Disbursement Save Comments Print Help Cash Management gt View Cash Week RWBO1 ESCAROSA REGL WORKFORCE DEV gt Cash Request Partner BOARD x Program Not Selected z Program Title Not Selected z Cash Disbursement Program Year Not Selected z Lu Sum Cash Disbursement i i Cost Category Disbursement Project Not Selected El _ NFA Details Cash Week Not Selected z _ Reports p Number of records per page E Search Clear Comments Al Indicates mandatory fields al il HCL Page 67 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 3 1 Lump Sum Cash Disbursement Thi
69. ion System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed Partners are created and maintained in the Maintain Partner process by the Financial Administrator Program The user must select the Program name from the drop down list For example WIA Wagner Peyser etc Programs are created by the System Admin module of OSMIS Program Year The user must select the Program year from the drop down list e g 2002 2003 2004 etc Program Title The user must select the Program Title name from the drop down list e g WIA Youth Wagner Peyser Veterans etc Program Sub Title The user may select the Program Sub Title name from the drop down list e g WIA Younger Youth Older Youth etc From Date The user must enter start date of the Program Income Earned Format mm dd yyyy The date can also be selected from the Calendar provided To Date The user must enter end date of the Program Income Earned Format mm dd yyyy The date can also be selected from the Calendar provided The system validates to check If to date is later than system date then a message Invalid Entry Entered date cannot be greater than today s date is displayed If to date is less than from date then a message Invalid entry Start date should be earlier than to date is displayed Program Income Earned The user must enter th
70. 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 HCL Page 78 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Disbursement Field Description Life to Date The Life to Date Disbursement amount Disbursement Lump Sum The Lump Sum Disbursement amount of each cash week Total Lump Sum Disbursement The total lump sum disbursement amount for the selected month Lump Sum Disbursement Adjustments Lump sum disbursement Adjustment amount is a sum of all the Cost Category amounts entered by the user Note If a particular Program Title has Sub Cost Categories then following details will appear as many times as the Sub Titles Disbursement Amount Status OSMIS cost The OSMIS main Cost Category Category Cost Category The Cost Category Total Disbursement Amount Status Total Sub Category The OSMIS Sub Cost Category Amount Against Disbursement If Amount is entered for the category its corresponding Sub category amount field becomes non editable If Amount is entered for the Sub category its corresponding category amount field becomes non editable and total of Sub category is displayed against category Enter amount in characters a
71. ll display an alert message You can enter only maximum of 500 characters Save The user can save a new Stand In Cost record by selecting this link The user will be taken to the Search Stand In Cost page and a message Transaction Saved Successfully will be displayed HCL Page 63 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 5 2 Modify Stand In Cost This screen allows the Regional user to edit previously entered stand in costs Program wia Program Year 2002 Program Tithe WIA Adult Program Sub Title From Date TAa mre DO TY Y PIMA amp Yo Date mam EF mMsDos TTY man 2 E Stand In Costs 1 i Cost Categories T Sub Categories a CORE ASSISTED JINDIVIDUALS wim pisasumes Partner RWEO1 ESCAROSA REGL WORKFORCE DEV BOARD OLDER INDIVIDUALS pusut ASSISTANCE RECIPIENTS VETERANS 2 INTENSIVE SERVICES INDIVIDUALS With pisasuimies OLDER INDIVIDUALS Puert ASSISTANCE _RECIPIENTS VETERANS 3 TTA FEDERAL INDIVIDUALS With p ISABILITIES OLDER INDIVIDUALS PUBLIC ASSISTANCE RECIPIENTS VETERANS ITA STATE JINDIVIDUALS WITH pisasiumes OLDER INDIVIDUALS puec ASSISTANCE RECIPIENTS VETERANS s LOCAL ADMINISTRATION ADULT LOCAL ADMINISTRATION pouar 6 LOCAL ADMINISTRATION DI
72. message Invalid Entry Please enter numerical values without or sign in Amount will be displayed Enter disbursement amount in such way that Sum of Cost Category amount and Obligation amount greater than NFA amount a message Sum of Accrued Expense and Obligations should be less than or equal to NFA amount will be displayed Enter disbursement amount in such way that Total Disbursement is greater than NFA amount a message All Disbursement amount should be less than or equal to NFA amount will be displayed Total The sum of all the Cost Category amounts entered by the user Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters Save The very first entry l e very first month there should already be an entry for obligation In addition thereafter enter such an amount that Total disbursement obligation should be greater HCL Page 79 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description than NFA amount The transaction should be saved with the display of message Your Total Ac
73. nformation System Regional Financial Management User Manual Version 7 1 Field Description entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date 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 1 Categories will be displayed here 2 The three kinds of Categories are a In Kind b In Cash c Other Amount 1 Amount can be entered here 2 Only numerical Values are accepted here If alphanumeric values are entered here a message Invalid Entry Please enter Numeric Values will be displayed 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 Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters Save Th
74. nformation System Regional Financial Management User Manual Version 7 1 2 2 3 2 1 Cost Category Disbursement Search Based on the search criteria specified the records would be searched and displayed B 5 3 Financial Region 5 3 Cash Management Miew Cash week Partner RWB01 ESCAROSA REGL WORKFORCE DEV BOARD Program mA z gt ProgramYear Noi Selected b 3 h Disb 5 ProgramfTitie ro Selected E Lump Sum Cash Praject s Not Sslocted gt L gt CESE Category T Sep 2003 E NFA Details Toone Gsp z003 Program Project C Number of records per page 5 Search Clear itosoftis gt i Program Program NFA l Fund NFA Lump Sum Cost Category Program Pryese Piae number Nra Date TYPES amount Disbursement Disbursement s status Edit s Poa i wia 2000 WIA adultera lozvor 20008 055 669 361 a q NO New 2000 i 0608 _ n A fein Efon PER wia 2000 Dislocated bwra 7 01 2008 uU 434 974 a o no New Worker 2000 Dossa we WIA WwEO1 ASS wia 2000 asata pra psvor 2000 ne 5 861 397 q qd no New 4 sossz weo1 wee wia 2001 WIA AdultiwiA proroci hau 748 821 q NO New 001 4 D m poso 1 Ih FFA weo1 wra 2o01 Dislocated fita gt zsozv2o01pAS5 412 069 q d no New Worker 2001 j i besoo a B ito5Sofis i l Pagetof3 123 Comments Indicates mandatory fields HCL Pa
75. of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Table of Contents 1 OVERVIEW 5 1 1 Purpose 5 1 2 Abbreviations and Descriptions 6 1 3 Objective of the User Manual 9 1 4 Organization of the User Manual 9 1 5 Common Validations and Messages 9 1 5 1 Alert Messages 9 1 5 2 User ID 10 1 5 3 User Password 10 1 6 Welcome to the One Stop Job Center 11 1 6 1 Employers Tutorial Contents 12 1 6 2 Job Seekers Tutorial Contents 13 1 7 Labor Market Information 14 1 8 Employers 15 1 9 REACT 16 1 9 1 REACT Home Page Screen 17 1 9 1 1 File Warn Notice 18 1 9 1 2 View Warn Notice Summary 18 1 9 1 3 Employee Survey 18 1 10 Job Seekers 19 2 FINANCIAL REGION 20 HCL Page 2 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 1 Screen Layout 20 2 1 1 Header 21 2 1 2 Navigation Bar 23 2 1 3 Navigation Menu 25 2 1 4 Finance Management Region Home Page and Links 26 2 2 Finance Region Folder 28 2 2 1 Common Links and Headers 28 2 2 2 Cash Management Folder 29 2 2 2 1 Maintain Cash Week 30 2 2 2 1 1 Maintain Cash Week Search 31 2 2 2 1 2 Holiday Master 32 2 2 2 1 3 Holiday Master Search 33 2 2 2 2 Cash Request 34 2 2 2 2 1 Cash Request Search 36 2 2 2 2 2 Error
76. oject Not Selected x 2 Start Date m E9 MM DD YY Y End Date E9 MM DD Y Number of records per page 5 Search Clear Comments a al Field Description Partner The name of the Partner is displayed Program The user may select a Program from the list Program Year The user may select a Program year from the list This list is generated depending upon the Program selected e g 2002 2003 2004 etc Program Title The user may select a Program Title from the list Project The user may select a project from the drop down list Start Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 End Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be HCL Page 86 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description greater than or equal to 1900 If not then application will display
77. ost Category Cost Category is disabled and the Sub Cost Category is totaled up and the sum is displayed in the Cost Category field If Cost Category map is not exist for the selected Program and Program Year combination HCL Page 65 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description This field is not displayed Total The totaling of all Categories will be displayed The totaling of the Cost Categories is based on the status applied during the Cost Category creation The status for the Cost Categories are YES and NO which implies If the Status for Cost Category is YES then that Cost Category amount is added to the total If the status is NO then that Cost Category amount is not added to the total If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Save The user can save an edited Stand In Cost record by selecting this link The user will be taken to the Search Stand In Cost page and a message Transaction updated Successfully will be displayed Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then appl
78. ot Selected Stand In Costs L Gash Disbursem Program Title Not Selected G ce i Number of records per page 5 New Search Clear ltolofl i i Partner Program Program Year Program Title Program Sub From Date ng Date Title mm sDDs vy MM DD YYYY Stand In Costs EditSelec RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD WIA j2002 WIA Adult 01 01 2002 01 01 2003 13 000Edit ltolofl i gt gt Page lofi 1 Delete al Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user must select Program from the drop down list Only the Programs for which the Program Match required is set to yes in the Maintain NOO process are displayed in the list e g WIA RITA etc Programs are created by the System Admin module of OSMIS HCL Page 59 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Program Year The user must select Program year from the drop down list This list is generated depending upon the Program When user selects Program Year for which state matching fund is not attached in the maintain NOO an alert message State Matc
79. ount for either the Cost Category or Sub cost Categories If the user enters the amount in the Cost Category the Sub Cost Categories are disabled If the user enters the amount for Sub Cost Category Cost Category is disabled and the Sub Cost Category is totaled up and the sum is displayed in the Cost Category field If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Total The totaling of all Categories will be displayed The totaling of HCL Page 62 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description the cost Categories is based on the status applied during the Cost Category creation The status for the cost Categories are YES and NO which implies If the Status for Cost Category is YES then that Cost Category amount is added to the total If the status is NO then that Cost Category amount is not added to the total If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application wi
80. pients VETERANS LOCAL ADMINISTRATION rout INDIVIDUALS WITH DISASILITIES OUT OF SCHOCE YOUTH PUDLIC ASSISTANCE RECIPIENTS VETERANS UINDIVIDUALS WITH pisasnmes OUT OF SCHOCE YOUTH PUBLIC ASSISTANCE RECIPIENTS VETERANS INDIVIDUALS WITH DISASILITIES OLDER INDIVIDUALS PUDLIC ASSISTANCE PUCIPIENTS VETERANS INDIVIDUALS WITH pisasuties OLDER INDIVIDUALS PUBLIC ASSISTANCE RECIPIENTS VETERANS 7 LOCAL ADMINISTRATION ADULT 1GCAL ADMINISTRATION DISLOCATED WORKER 2 RWEO1 ESCAROSA REGL WORKFORCE DEV BOARD fama Indicates mandatory fields AAA Amount 6 Description HCL Regional Financial Management User Manual Page 45 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Partner The name of the Partner is displayed here Program The Program name is displayed here Program Year The Program year is displayed here Program Title The Program Title is displayed here Program Sub Title The Program sub Title is displayed here From Date The start date of the Program Format mm dd yyyy The date can also be selected from the Calendar provided To Date The end date of the Program Format mm dd yyyy The date can also be selected from the Calendar provided If to date is greater than system date then a message
81. r 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 Disbursement Lump Sum The Lump Sum Disbursement amount of each cash week Disbursement Total Lump Sum The total is generated based on the disbursement amount Disbursement entered by the user Lump Sum Adjustment for the Lump Sum disbursement with respect to Disbursement disbursement amount Adjustments Note If a particular Program Title has Sub Cost Categories then following details will appear as many times as the Sub Titles OSMIS cost The OSMIS main Cost Category Category Cost Category The Cost Category Total Disbursement Amount Status Total Disbursement Amount Status Sub Category The OSMIS Sub Cost Category Amount Against Enter amount in characters then a message Invalid Entry Disbursement Please enter numerical values without or sign in Amount will be displayed Enter disbursement amount in such way that Sum of Cost Category amount and Obligation amount greater than NFA amount a message Sum of Accrued Expense and Obligations should be less than or equal to NFA amount will be displayed Enter disbursement amount in such way that Total Disbursement is greater than N
82. re accepted here If alphanumeric values are entered here a message Invalid Entry Please enter Numeric Values will be displayed 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 Comments length should not be null otherwise application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters 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 a message Transaction Saved Successfully is displayed If State matching fund is already 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 HCL Page 54 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 4 2 Modify State Matching Funds This screen allows the Regional users to view and edit previously entered State Matching Funds a 5 _ Financial Region 5 _ Cash Management Partner RWBO1 ESCAROSA REGL WORKFOR
83. rt message as Invalid Entry Year Should be later than 1900 To Date Date should be a valid date Date should be entered only in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If an earlier date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed To Date should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date State Matching Funds The State Matching funds amount is displayed 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 1 Categories will be displayed here 2 The three kinds of Categories are a In Kind b In Cash c Other Amount HCL Page 53 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description 1 Amount can be entered here 2 Only numerical Values a
84. s requesting and disbursement information Clicking on the link will enable the user to be redirected to the respective process 2 2 1 Common Links and Headers Each process will have a common Header which will contain the following e Process Name The name of the process screen will be displayed e 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 Region folder This link is available only 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 User has to reduce the characters to less than or equal to 500 characters e Save the link allows the user to save the entered or modified records e Clear this link allows the Financial user to reset clear details entered on the page e Back this link takes the user back to the previous page e Print this link enables the user to print the current page e Help or this link will open another window which will contain online help for that particular screen or field on the screen HCL Page 28 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information S
85. s length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters HCL Page 44 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 3 3 Modify Program Income This screen allows the Regional user to view and edit previously entered Program income a S 4 Financial Region 4 Cash Management View Cash Week Comments Partner Program WIA Program Year 2002 Program Tithe 1 WIA Youth From Date imm ooyyyvY Te Date msDDsYYYE Program Inceme Earned Younger Yeuth Foras eS pima g9 5 Bstance onmaad OD Cost Categorses ASSESSMENT IN SCHOOL our OF ScreoaL SUPPORTIVE SERVICES TRAINING LOCAL ADMINISTRATION LOCAL ADMINISTRATION worker ADDITIONAL YOUTH SERVICES AFTER SCHOOL ACTIVITIES LOCAL ADMINISTRATION YOUTH SUMMER EMPLOYMENT OPPORTUNITIES ADULT DISLOCATED Seb Categories VINDIVIDUALS WITH DISABILITIES OUT OF SCHOO vout PUBLIC ASSISTANCE RecIPIenTs VETERANS INDIVIDUALS with pisasnuires OUT OF SCHOOE YOUTH PUBLIC ASSISTANCE RECIPIENTS INDIVIDUALS WITH DISABILITIES OUT OF SCHOCL TOUTH PUBLIC ASSISTANCE RECIPIENTS VETERANS INDIVIDUALS WITH DISASILITIES PUBLIC ASSISTANCE reci
86. s screen allows Regional users to enter costs incurred by the Regions Agency For Workforce Innovation State of Florida T Financial Region Cash Management gt View Cash Week RWBO1 ESCAROSA REGL WORKFORCE DEV gt _Cash Request Partner BOARD gt _Program Income P N t Sel z gt _State Matching Funds iain OUSeiecied gt Stand In Costs Program Title Not Selected z Cash Disbursement Program Year Not Selected z i o gt Lump Sum Cash Disbursement x g i gt Cost Category Disbursement Project Not Selected H 5 NFA Details Cash Week Not Selected S L Reports Number of records per page E Search Clear Comments E z Indicates mandatory fields al gt Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user must select Program from the drop down list 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 Programs are created by the System Admin module of OSMIS Program Title The user may select the Program Title name 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 This list is generated
87. stomers to access the Labor Market Information website e gt OF FOG 03 5 3A Ha SMIS Welcome to the One Stop Job Center REACT Espanol Krey l Ayisyen REACT Home Page A Find a Job Select the link above to search for a job Register Select the link above to register and gain access to Job Services User ID Labor Market Information Employer Labor Market rac i Information Click Here gt gt Job Seeker Labor Market Information Click Here gt gt Register Select the link above to register and gain access to hundreds of available job seekers gt Log in Help Forgot User ID Forgot Password gt One Stop Center Locator Click Here Click Here to learn how job ra seekers can search for jobs build resumes and stay current with local Click Here to learn how employers can post jobs search for resumes and work closely with local One Stop Centers to find skilled job seekers job market information If you have ever visited a One Stop Center you may already be registered in the system Click Here to find out Labor Market Information provides statistics and information about the job market There are separate links for Employers and Job Seekers e Employers Selecting this link will open a new window containing the Labor Market Information site e Job Seekers Selecting this link will direct the customer to a new page requiring the job seek
88. t Date The Start date of the Program is displayed here End Date The end date of the Program is displayed here View History The user will be able to view the past history of the NFA This link will be enabled only if the NFA Amount is changed i e If the fund is reallocated or NFA is not fully allotted Details of this link are explained in the History View NFA section 2 2 4 1 3 History View NFA The user can view the history of a particular NFA through this screen eh Z6 200A E amp i Financial Region History View NEA ea __ Cash Management NFA Details gt NFA Details L Reports Partner RWBO1 ESCAROSA REGL WORKFORCE DEY BOARD Program REED Act Program Year 2003 Fund Type PASS THROUGH pungen E e Start Date End Date Change Date Allocation Amount NFA Amount LOMM DD YYY MM DD YYYY MM DD YY 552 07 01 2002 09 30 2003 02 13 2003 438 606 438 606 Poors I oe et Field Description Partner The name of the Partner is displayed here Program The name of the Program is displayed here Program Year The Program year is displayed here Fund Type The Fund type is displayed here History ID The History ID is displayed here Start Date The date when the NFA was created is displayed here End Date The end date of the NFA is displayed here Change Date The date when the Notice of Fund Availability NFA was changed is displayed here HCL Page
89. t System System updates year to date advance only Administrator to enter the for those cash weeks which are less than Financial Year End Date Financial year end date If Financial year end date is not defined in the system system displays this message System Administrator has to ensure that Financial year end is defined in the system 826 Total Disbursement amount Whenever sum of Disbursement amount should be less than or equal to and life to date disbursement is greater NFA amount than NFA amount this message is displayed User has to enter a lesser amount for disbursement 827 Sum of Accrued Expense and Whenever disbursement is made Obligations should be less than outstanding obligation is calculated If Sum or equal to NFA amount of Accrued Expense and Obligations is greater than NFA amount this message is displayed 745 There is no Cost Category Whenever user clicks New and for that found for the Program Year selected Program year and Title Cost and Title combination Categories are not mapped this message is displayed User has to contact the Financial Administrator to map Cost Categories 746 There is no Cost Category Whenever user clicks New and for that found for the Project selected project Cost Categories are not HCL Page 83 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version
90. t be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters Save The user can save an edited Program income record by selecting this link The user will be taken to the Search Program Income page and a message Transaction Saved Successfully will be displayed If the Program earned is not equal to the expenditure entered a message Expenditure must be equal to Program income earned is displayed If no expenditure is entered against cost Categories or Sub cost Categories then a message Please enter the expenditures is displayed If total expenditure is less than Program income then a message Expenditures must be equal to the income earned is displayed On clicking this link If the Program Income does not already exist for the Program amp Program Year Program Income will be saved Otherwise then application will display an error message Already Program Income Exists for the period HCL Page 47 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 3 4 Error Messages ee 814 Already Program Income If the Program income for the said Exists for the period
91. t 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 HCL Page 24 of 92 Regional Financial Management User Manual Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 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 Agency For Workforce Innovation
92. tails 5 _ Reports Lump Sum Disbursement Adjustments Cost Category Total Total Lump Sum Disbursement l o Osmis Cost Category bursement Sub Category Meroni ntan DUETE Amoun CORE ASSISTED es D oo OLDER INDIVIDUALS io VETERANS EO O a PUBLIC ASSISTANCE RECIPIENTS O INDIVIOUALS WITH orsaeiumies 0 CORE UNASSISTED fres INTENSIVE SERVICES fres fi o OLDER INDIVIDUALS Co WETERANS To PUBLIC ASSISTANCE RECIPIENTS O INDIVIOUALS WITH pisaetuties o RAINING fres ro OLDER INDIVIDUALS To VETERANS al INDIVIDUALS WITH orsaenmies SOD PUBLIC ASSISTANCE RECIPIENTS 0 SUPPORTIVE SERVICES Ine OLDER INDIVIDUALS To VETERANS oo PUBLIC ASSISTANCE RECIPIENTS 0 INDIVIDUALS WITH DIsaeILITIESf 0 ITA FEDERAL No Oe iE TOLDER INDIVIDUALS Lo VETERANS o I c PUBLIC ASSISTANCE RECIPIENTS 0 INDiviouaLs wrm DIsaBniTiesp 0 ITA STATE Wo INDIVIDUALS WITH DISABILITES OLDER INDIVIDUALS VETERANS PUBLIC ASSISTANCE RECIPIENTS LOCAL ADMINISTRATION PROJECTS hes ONLY 1 Comments Total HCL Regional Financial Management User Manual Page 81 of 92 FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description Program The Program name is displayed Program Year The Program yea
93. tand In Costs Number of records per page 5 iew Holiday 5 Cash Disbursement gt Lump Sum Cash Disburs gt Cost Category Disburse I NFA Details a Reports H General Reports Search Clear 1to5of52 ie l Cost Start Date End Date Approval Date batted ata MM DD Y YYY MM DD Y Y YY MM DD YYY Date MM DD YY 01 01 2001 01 07 2001 12 20 2000 02 24 2001 01 08 2001 01 14 2001 12 28 2000 02 24 2001 01 15 2001 01 21 2001 01 05 2001 02 24 2001 01 22 2001 01 31 2001 01 11 2001 02 24 2001 02 01 2001 02 04 2001 01 19 2001 03 24 2001 1to5of52 ie Pagelofil 12345 6 7 8 9 10 Next al gt z Field Description Start Date The Start Date of the Cash Week Date should be entered only in the mm dd yyyy format The date can also be selected from the calendar provided End Date The End Date of the Cash Week Date should be entered only in the mm dd yyyy format The date can also be selected from the calendar provided Approval Date The Approval Date of the Cash Week Date should be entered only in the mm dd yyyy format The date can also be selected from the calendar provided Cost Category The Cost Category Disbursement Date of the Cash Week Disbursement Date should be entered only in the mm dd yyyy format Date The date can also be selected from the calendar provided HCL Page 31 of 92 Regional Financial Management
94. tate Matching Funds Search 2 2 2 4 1 State Matching Funds Search Based on the search criteria specified the records would be searched and displayed If this link is selected without any criteria specified a general search will be conducted and all records will be displayed a 5 Financial Region 5 2 Gash Management gt Vi Hee cast eel Partner RWBO1 ESCAROSA REGL WORKFORCE DEV BOARD gt _Cash Request Program Income Program Not Selected 7 0 State Matching Fu Program Year NotSelected 7 _Stand In Costs Gash Disbursem Program Title NotSelected L NFA Details i RERAN E Number of records per page 5 New Search Clear itolofi io gt From Date To Date State Matching MMZDD YYYY MM DD YYYY Funds RWB01 ESCAROSA REGL WIA WORKFORCE DEV BOARD Mia p002 Adult 01 01 2002 1 01 2003 75 000 Edi m Program Program Partner Program Pare ae Faisetec ltolofl ion I Page lofi 1 Delete Field Description Partner The name of the Partner is displayed Partners are created in the maintain Partner process by the Financial Administrator Program The user may select Program from the drop down list e g WIA RITA etc The System Admin module of OSMIS creates programs Program Year The user may select Program year from the list This list is generated depending upon the Program selected
95. ter the those cash weeks which are less than Financial Year End Date Financial year end date If Financial year end date is not defined in the system system displays this message System Administrator has to ensure that Financial year end is defined in the system 826 Total Disbursement amount Whenever sum of Disbursement amount and should be less than or equal to life to date disbursement is greater than NFA HCL Page 72 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 NFA amount amount this message is displayed User has to enter a lesser amount for disbursement 827 Sum of Accrued Expense and Whenever disbursement is made outstanding Obligations should be less obligation is calculated If Sum of Accrued than or equal to NFA amount Expense and Obligations is greater than NFA amount this message is displayed HCL Page 73 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 3 2 Cost Category Disbursement This process allows the Regional user to make Cost Category Disbursements Adjustments against the previously entered Lump Sum Disbursement When the user enters the Cost
96. this non editable text box 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 refer to section on Modify State Matching Funds Select The user can check the checkbox to select State Matching Fund record to be deleted Delete The user can delete the selected State Matching Funds record s by selecting this link HCL Page 51 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 4 1 New State Matching Funds This process allows new State Matching Funds to be entered for tracking and disbursement into the OSMIS application Agency For Workforce Innovation State of Florida f Financial Region LA Cash Management view Cash Week gt Cast Request n Cash Disbursement LO NFA Details Reports 4 gt l New state Matching Funds Save Bad Print Help RWBO1 ESCAROSA REGL WORKFORCE r Partner Dey BOARD Program Not Selected z Program Year Not Selected z Program Title Not Selected z From Date DE MMZDD YYYY amp To Date a MM DD YYY E9 State Matching Fund 0 Categories Amount 1 In Kind 2 In Cash
97. tions 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 HCL Page 6 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 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
98. y Disbursement Comments Comments length should not be null If not then application will display an alert message Please enter Comments Comments length should be less than or equal to 500 Characters If not then application will display an alert message You can enter only maximum of 500 characters HCL Page 77 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 3 2 1 New Cost Category Disbursement This process allows the Regional 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 adjustment made in 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
99. y in the mm dd yyyy format If date is invalid then application will display an alert message as Invalid Date Year should be greater than or equal to 1900 If not then application will display an alert message as Invalid Entry Year Should be later than 1900 To Date should be larger than From Date If a lesser date is entered by user a message Invalid Entry Start Date should be earlier than or equal to end Date will be displayed ToDate should be greater than or equal to From Date If not then application will display an alert message Invalid entry Please enter From date earlier than or equal to End date Stand In Cost The user may enter the stand in cost for a particular Program Program year and Program Title for the specified period is displayed Cost Categories The Cost Category configured for the Program Program Title and Program year If Cost Category map is not exists for the selected Program and Program Year combination This field is not displayed Sub Categories The Sub Categories under the Cost Category for the Program Program Title and Program year If Cost Category map is not exist for the selected Program and Program Year combination This field is not displayed Amount The user can enter the amount for either the Cost Category or Sub Cost Categories If the user enters the amount in the Cost Category the Sub Cost Categories are disabled If the user enters the amount for Sub C
100. yed Warrant Amount The warrant amount is displayed Disbursement The Lump sum disbursement amount Amount should be Numerical value If not then application will display an alert message Invalid Entry Please enter numerical values without and sign Amount should be less than 9999999 99 If not then application will display an alert message Please enter amount less than 9999999 99 Amount should be less than or equal to NFA Available amount If not then application will display an alert message Amount should be less than or equal to NFA amount Account The accounts payable amount Account payable amounts are Payables unliquidated debts for goods and or services received Account The accounts receivable amount Receivable amounts are any Receivables claims for repayment to the Program Obligation The Obligation amount The obligation amounts are amounts ACL Page 71 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 Field Description which are not paid and will require payment in the future Enter Obligation amount in such way that Sum of Cost Category amount and Obligation amount greater than NFA amount a message Sum of Accrued Expense and Obligations should be less than or equal to NFA amount will be displayed Ent
101. ystem Regional Financial Management User Manual Version 7 1 2 2 2 Cash Management Folder The cash management folder includes features which allow the Regional user to request and track the funds they have received Agency For Workforce Innovation State of Florida View Cash Week Cash Request Lump Sum Cash Disbursement Cash Request gt Program Income Cost Category Disbursement Cash Analysis gt State Matching Funds Financial Report Summary Financial Report Summary Youth Stand In Costs E ash Disbursement Financial Management Reconciliation Partner History Cash Advance ao NFA Details Partner History Cash Disbursement Categories Partner History Cash Disbursement E Reports HCL Page 29 of 92 Regional Financial Management User Manual FECL Agency for Workforce Innovation One Stop Management Information System Regional Financial Management User Manual Version 7 1 2 2 2 1 Maintain Cash Week This process allows the Region user to view cash weeks and holidays The system considers these holidays during the creation and modification of cash weeks Financial Region Agency For Workforce Innovation State of Florida ash Management Program Income Month Not Selected 7 State Matching Funds gt Stand In Costs Number of records per page 5 View Holiday _ B Cash Disbursement Search Clear NFA Details eee _ Reports Indic

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