The Guam Financial Management Information System.

Accounting/Procurement – called Enterprise Resource Plan (ERP); Budget- Budget Intelligence Development System (BIDS); Human Resources/Payroll – eHRP; and Data Warehouse (DW).

Applications must be submitted to request access to the modules. GSA/Procurement has a separate form specific to their module. All other modules require an approved Security Access Request Form

(https://da.doa.guam.gov/wp-content/uploads/2024/04/GFMIS-SEC001-User-Security-Access-Request-Form-FILLABLE-2024-04-16.pdf).

The Budget (https://bids.gfmis-guam.com/DW-PRD/documents/UserAccessRequest_v001/create.aspx)

Data Warehouse (https://bids.gfmis-guam.com/DW-PRD/documents/UserAccessRequest_v001/create.aspx)

Budget and Data Warehouse require additional online User Access Request applications.

Training is not required. However, because the GFMIS is a completely different environment from the Legacy/AS400, it is highly recommended that pre-training be completed to strengthen the user’s independent usage capabilities.

GovGuam Learning Management System website (https://gfmis-trn-lms.azurewebsites.us/) is available for resources and training information. Please note, the website is still being updated.

You must be submitted a Service Request Form (https://forms.office.com/r/5rktkritze), which you can find on the DOA website.

The Data Warehouse can be accessed from the DOA website. There is an option to select Data Warehouse on the bottom of the screen or dropdown from ‘GFMIS’ tab found in the ribbon. You will use your Active Directory credentials to login.

A report is created by using an (Online Analytical Processing) OLAP connection tool and once you are connected to the data cube you can click and drag fields to create your report.

Yes. Once you create a report, you can download/export a copy of the report. There is a tool bar above the reporting screen with the option to export to excel, pdf, image, CSV, or HTML.

The Work Tray is a tool used to track the status of submitted documents in Data Warehouse. 

Yes. Data Warehouse supports control management processes through data validation, security, implementing controls and more.

Although data is input and managed in the D365, you can now find all the data you would need in Data Warehouse. Since the Release began of the GFMIS, a lot of Agencies have requested to have a better process to see accounts, budgets, payroll and more. Data Warehouse was created to solve all reporting needs and filter down all secure data the least use of manual inputs.

There will be a save option located in the ribbon of the template while developing reports.

Yes, it is recommended to have knowledge using Pivots Tables to reduce confusion when first accessing the module.

Yes, if you need to export reports.

No training specific for Excel use is available. However, there are resources available related on how to navigate the Data Warehouse.

The Grants Management System (GMS) is a comprehensive tool within the Business Integrated Development Suite (BIDS) designed to streamline and enhance the management of grants. It provides functionalities for award allocation, expenditure tracking, fund management, budgeting, and detailed reporting, including compliance with federal requirements.

Yes, GMS integrates with Dynamics 365 to identify and track existing grant expenditures. This integration allows you to view and manage all financial data related to grants within a unified system, improving accuracy and efficiency.

GMS includes a robust fund tracking feature that monitors allocations, disbursements, and remaining balances. This ensures accurate tracking of how funds are utilized, helps prevent overspending, and aids in better financial planning.

GMS provides a comprehensive view of each grant, including funding sources, award amounts, expenditure summaries, key dates, and other relevant details. This detailed overview helps users manage and report on grants effectively.

SEFA reporting involves the preparation of a Schedule of Expenditures of Federal Awards, a requirement for federal grant compliance. GMS supports SEFA reporting by providing the necessary tools to track and report on federal grant expenditures accurately, ensuring compliance with federal regulations.

GMS improves efficiency by centralizing all grant management activities, integrating with existing financial systems like Dynamics 365, providing detailed tracking and budgeting features, and offering comprehensive reporting tools. This reduces manual entry, minimizes errors, and enhances overall financial oversight and compliance.

No, the Accounting module is restricted to DOA personnel only.

You can view your agency’s budget information in the Budget module; however, you must be a Certifying Officer. The Data Warehouse is the “one-stop” module for GFMIS data integrated from the Accounting, Procurement, Budgeting, Human Resource and Payroll modules.

Financial data will be available in the Data Warehouse. Knowledge of Excel is recommended.

You must re-apply and submit proof of Procurement Certification and the Modules completed as per

No.

If you are a Certifying Officer, you must submit a Security Access Request Form (https://da.doa.guam.gov/wp-content/uploads/2024/04/GFMIS-SEC001-User-Security-Access-Request-Form-FILLABLE-2024-04-16.pdf) and apply online for User Access Request (https://bids.gfmis-guam.com/Budget-PRD) to the budget module.

New accounts are created in the Accounting module, not the Budget module.

The Budget module updates its chart of accounts with the Accounting module on an hourly interval.

Existing accounts are maintained in the Accounting module, not the Budget module. As mentioned above, the Budget module updates its chart of accounts with the Accounting module on an hourly interval.

We haven’t yet configured the Carry Forward functionality within the Budget module, as that will be part of Stage 2. However, we expect the end dates to be required as part of that process.

The end date will only be used for the Carry Forward accounts at the end of the financial year, so as long as changing the date does not impact that, it should be okay. But that may change as we configured the Carry Forward functionality.

The Budget module works off the codes (i.e. 100), not the descriptive title (i.e. General Fund).

• Go to the Vendor payment journal and Select the journal batch number. Note: the row where your cursor is at is the current journal batch number you are working on.
• Click Workflow > Submit > Submit. Wait for the process to complete.
• Workflow > Approve > Approve (supervisor’s approval). Wait for the process to complete.
• Workflow > Approve > Approve (DFM’s approval). Wait for the process to complete.
• Workflow > Approve > Approve (Director’s approval). Wait for the process to complete.
• Go to Lines > Generate payments > Generate payments. Open parameters > Payment method > ACH.
• Export Format > NACHA.
• Select Bank account > Click OK.
• Select Bank account. Click OK. Click the Control report menu, Enter the Effective Date, and Select Yes to the Control report and Payment advice.
• Click on the Payment advice menu and Select Screen.
• Select Ok.

• Go to Accounts payable > Inquiries and reports > Vendor aging report.
• In the Aging as of field, enter a date. In the Balance as of field, enter a date.
• In the Aging period definition field, enter or select a value.
• The report will print to screen. To Export the file, Select Export and select a value in the dropdown menu.
• Close the page

• Go to General Ledger> Journal entries > General journals
• Click New.
• In the Name field, select GenJrn or choose from another template.
• In the Description field, edit or append the Description as needed.
• Select the Reversing entry check box.
• In the Reversing date field, enter a date.  This date must be later than the transaction date.
• Click Lines.  Notice that the Reversing entry box is checked, and the Reversing date entered previously has defaulted.  If these were not entered previously, the user can manually check the Reversing entry box and enter a Reversing date at the line level.  This will allow some lines to be reversed while others will not.

• Go to General Ledger> Journal entries > General journals
• In the Show field, select Posted.
• In the list, find and select the desired record.
• Click Lines on the top header ribbon. Click Voucher.
• Click the More ellipsis (…) and select Reverse transactions to open the drop dialog
• In the Reason comment field, type a value.
• Click Reverse.
• Close the page.

Yes, the login credentials are the same. Please ensure you change to the appropriate role located on the top right corner of the screen.

Yes, you can. Please contact gfmis.hr@doa.guam.gov for assistance.

For adding or deleting user accounts, please reach out to gfmis.hr@doa.guam.gov.

The issue may be due to the “from” side being populated from the master records. If this is a new employee to Government of Guam, then do not input “Other Details” on the GG-1 Employee Master.  Once the department admin submits the GG-1 to the Certifying Officer, the “from” side will be NULL.

For any GG-1 Transfers, the “from” side derives the Step, Rate, and Salary. Ensure the employee’s current details are inputted on the master.

You will need to utilize the “Transaction History” button above the “To” side. Here, you can select the appropriate NPA to clone for the Merit Bonus.

Depending on the nature of action and change to the GG-1, the department admin is able to forward the returned GG-1 to any status found on the dropdown menu.

Yes, the Certifying Officer has the authority to create a GG-1.

Ensure that your role coincides with the current status. For example, if you are approving as an Agency Directory, you must change your user role to “Agency Director”.

No, you need to contact DOA-HR for further assistance in making changes to the department field.

Enter the URL https://payroll.gfmis-guam.com/ to access the new system. If you have accessed the system before using the active directory, you can use the active directory blue login button. OR if you do not have an active directory, you may use the direct login with the credentials given.

If you have multiple roles, you can switch between your roles by navigating to the dropdown on the top-right corner of the screen and select the appropriate role.

You can enter and verify employee hours by navigating to the relevant employee and selecting  “Timesheet” icon . Enter the hours worked for each day, and save the entries. Ensure all hours are accurately verified before submission.

If a timesheet has not yet been approved by the supervisor, the supervisor is able to reject the time and send it back to the timekeeper to correct the error.

Reports such Time Balance report and Labor Cost report can be generated from the timekeeper menu.

Timekeepers only have view-only access to an employee’s profile information. If a change needs to be made, please submit a request to the DOA payroll office.

If you encounter a discrepancy in payroll calculation, you can contact the Payroll IT support team at support@nextgensys.com and the DOA payroll office.

If you encounter technical issues, you can contact the Payroll IT support team at support@nextgensys.com or the DOA payroll office.

Special pay types are managed the same way as normal pay types. Enter the details for each special pay type, verify the amounts, attach any supporting documents, and submit them for inclusion in the payroll.

Training resources such as user guide PDFs and instructional videos can be found online at https://lms.gfmis-guam.com/