GMS, Inc. — Accounting & Financial Management/Reporting System

From the Jan. 2009 Review
of Not-for-Profit Accounting Programs

GMS Accounting software was built specifically for not-for-profit organizations
with a specific focus on activity-based costing. Rather than re-making ABC,
job cost or commercial accounting software, it was designed for nonprofits as
a grant and contract accounting system. Since 1980, the vendor has produced
a well-rounded solution that meets the accounting and reporting needs of grant-focused
organizations.

EASE OF USE/FLEXIBILITY – 4.5 Stars
The interface of GMS is direct. By offering menu-driven tasks, it is clear where
to begin. The left navigation keys offer the same choices, eliminating the guesswork
found in some other systems. The Processing Checklist tool is a nice touch for
analyzing tasks for AP, Payroll and monthly closing.

By using a simpler chart of accounts (five-digit), the feel of the transaction
is lighter than traditional solutions in the mid market. Program elements (activities
or components of grants) are pre-linked to automate posting, limiting errors
in posting and controlling allowable costs and budget compliance.

Most setup screens and transactions offer drop-down list access, helping users
to navigate the screens with guidance if needed, while not forcing them to memorize
internal codes. Reports, while grouped with their corresponding functions, were
not easily identified. No Report menu or navigation key is available to help
the user see the various choices available.

MODULES/SCALABILITY – 4 Stars
The GMS base system is a packaged solution; the features included are GL, AP,
Budget Preparations, Cash Receipts, Cost Allocation, Payroll and Security. Additional
add-on modules are available for AR, Purchase Orders, Fixed Assets, Report Writer
and Direct Deposit. Additional programs and custom reports are available, such
as worker’s comp calculations, W-2 magnetic media filing, importing journal
entries and dozens more specialty needs your organization may encounter.

GMS also offers Revolving Loan Servicing Software (RLSS) that integrates directly
with the Accounting and Financial Management/Reporting System. For those agencies
with federal and state funded loans or with multiple loan sources, this is an
essential tool. For the operation that focuses only on managing loans, a cut
down GL package is available to serve RLSS users at discounted pricing.

As other products in this segment choose to expand their lines of service,
GMS is truly dedicated to its core competency. But as not-for-profits expand
into new revenue opportunities, the options are currently limited for expansion
and integration. The vendor noted that it has several modules available for
importing into the GMS system from other software applications and is continuing
to add more import options.

FEATURES/FUNCTIONALITY – 4.5 Stars
Allowing for YTD analysis to compute indirect cost rates gives options of using
actual rather than just provisional rates. The Cost Allocation features provide
for a great deal of automation of this task. The system provides for analysis
of Leave Rate and Fringe Benefit Rates, allowing compliance for all major OMB
Circulars.

GMS Payroll is timesheet-generated to provide the cost allocation and direct
capture of program and grant expenditures. This is a deft system that allows
for user-defined deductions and calculations aside from the compliance tables
provided with maintenance.

Budgeting is available for Programs, Indirect Costs, Fringe Benefits, YTD
Time-sheet and an Agency-wide Budget. This allows for great flexibility including
cross-ing fiscal years and with various funding sources. Without the AR module,
revenue tracking is limited, but this is the intent. Revenues are directly assignable
to programs and activities as they are received. However, I was disappointed
that GMS makes no provision for tracking restrictions, inter-fund transfers
or matching grant funds, part of our expectation of managing grants. The vendor
noted that it has always recommended that entries for recording local match,
transfer of local funds, inter-fund transfers, etc. be made through a journal
entry so a description can be documented with each entry.

REPORTING – 3.5 Stars
Once reports are identified, they are useful but have limited customization
features. Many export options are available to modify standard reports, such
as to Excel, Lotus or Crystal Reports. With the Report Writer option, report
customization is unlocked, even allowing users to design their own reports.
Dozens of supplemental pre-written reports are also available from GMS, including
Payables by Program and a series of Board of Directors Reports.

SUPPORT/HELP – 4 Stars
Support is provided by GMS-qualified staff. Telephone support and online chat
are available during extended EST business hours. Twelve months of support and
a training package are required with purchase. In-product Help’s search
index is stilted, and is therefore a little time-consuming to use. More web-based
support and Help offerings would be useful, such as a knowledgebase, FAQs, etc.

RELATIVE VALUE – 4 Stars
GMS is available for one to two users as a Microsoft Access-based package, starting
at $7,200 or as a SQL Server package at $9,200. Additional user packages are
also available. Additional modules range from $800 to $2,000 for one to two
users. GMS does not include Access or SQL Server. As an employee-owned company,
dedication to its mission and customer satisfaction is evident. While the feature
set is limited due to the focus on grant and contract-based organizations, it
does manage this area very well. For the right organization, this could be the
exact solution they need without paying for overkill.

2009 OVERALL RATING: