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Overview

FRS Architecture

The Financial Records System from Systems & Computer Technology Corporation is a comprehensive system consisting of both online and batch processing features that are used to manage most of the complex financial functions at UConn. FRS supports the myriad of functions related to the procurement of goods and services, the resultant payment of vendors, the recording of University revenues and expenditures, and the final reporting of total University financial resources through a comprehensive financial reporting capability. Like most other modern computer systems, FRS is designed in a modular manner which permits selective implementation of individual features to best match each institution's unique needs. The major modules of FRS are as follows:

Purchasing (PR) Module

This module can be considered the origination point for a continuous stream of financial transactions through the FRS system. Requests for goods and services normally originate as purchase requisitions and the requestor's funds can be initially encumbered at this point to provide automatic control against over-expenditure of budget allocations. From this stage, a purchase order can be created which ultimately results in an order being placed with a vendor. When the requested goods are received here at UConn, receiving information is posted to the Purchasing module either by Central Warehouse or the receiving department. Finally, when the vendor sends a billing invoice for the goods provided, this information is also posted to the Purchasing module, whereupon a voucher (request for payment) is automatically generated to the Accounts Payable module.

Accounts Payable (AP) Module

This module is the second stage of the FRS transaction stream. It is here that payments to vendors for goods and services are generated. In addition to accepting vouchers generated from the Purchasing module, payment requests for other items that do not go through Purchasing can be originated here. The final result of creating a voucher in the Accounts Payable module is normally a check written to a vendor. Most checks for expenditures at UConn are now written using the FRS system, however, a few checks for State controlled purchases are still produced by the State Comptroller's office.

In addition to the basic payment function, the AP module has a a tracking capability to prevent duplicate vendor payments and to perform check reconciliation for cancelled checks processed through University or State bank accounts. As a result of the payment process, transactions are automatically sent "downstream" to the Financial Accounting module. This process results in a liquidation of the original encumbrance, an adjustment of the department'saccount balance, if necessary, and an ultimate reduction of the University's cash position.

Fixed Assets (FX) Module

The purpose of the Fixed Assets module is to help university managers fulfill their responsibility to administer, account for, and preserve the institution's investment in property, plant, and equipment. This responsibility extends across departments with implications for Accounting, Inventory Control, Purchasing, Maintenance and Risk management.

To Accounting, it provides accurate detail reports to support the values recorded in the General Ledger plant fund accounts. It calculates and records annual depreciation and helps establish use allowances for indirect cost recovery on grants and contracts.

To Inventory Control, it provides the ability to fix custodial responsibility for assets, to track acquisitions, transfers and disposals, and to perform periodic inventory assessments.

To administrators, it provides information about the availability of equipment, allowing managers to use existing property more efficiently and to avoid the purchase of duplicate equipment.

To Risk and Maintenance managers, it provides information for determining the extent of losses in case of fire or theft and establishing insurance requirements. It centralizes maintenance contract information and calculates replacement costs.

These primary functions may be summarized as follows:

Financial Accounting (FA) Module

Although the Financial Accounting module is the end of the FRS transaction stream for expenditures, it is the entry point for information on Univesity revenues and the State's budget allocations. In addition, it is the repository for a great deal of other information concerning the assets, liabilities , and fund balances of the University. Finally, data pertaining to UConn's bank account balances is maintained here as well. This repository of data serves as the basis for preparing numerous monthly and annual financial statements.

Major FRS Files

Purchasing Module

Accounts Payable Module

Fixed Assets Module

Financial Accounting Module

FRS Reporting

FRS reporting is handled either through standard batch jobs scheduled by the FRS System Administrator or by user generated FOCUS reports.

FRS Documentation

A variety of documentation is available for FRS including written manuals for the base system, FOCUS reporting guides, and the FRS Online Reference System.