Maryland Courts

Acronyms


  • AM – Asset Management

    GEARS Asset Management is designed to manage and provide the Judiciary a central repository for asset information associated with IT Software assets, such as software packages like PeopleSoft, Windows 7, etc. Non-IT Software assets such as computer hardware, vehicles and other Judiciary equipment, are managed in the Magic system (Magic).

    Judicial Information Systems (JIS) is responsible for maintaining IT Software assets and related information in GEARS. Though non-IT Software asset information is entered and maintained in Magic, purchasing data such as the purchase and receipt of these items are captured in the GEARS Purchasing module. JIS is also responsible for retrieving this information after it is recorded in Purchasing for the purposes of entry and/or updates in Magic.

  • AR – Accounts Receivable

    The GEARS Accounts Receivable module provides customer account pages that allow you to view and manage information, such as customer accounts, activity, payments, and pending item information. You can use these pages to search for detailed information such as receivables and customer balances. In the Accounts Receivables module, payments are reconciled and local customer balances are updated.

  • BI – Billing

    In GEARS, an invoice or a payment is created for individuals who owe money to the Judiciary. This is one side of the payment recording process and is done in the Billing module. Allocated revenue is processed and appropriate accounting entries are recorded, if applicable.

  • BUS – JIS Back Office Interface

    The Billing and Receivables modules in GEARS will collect data from each local court cash drawer (UCS, RCS, and standalone) through the Judiciary Information Systems (JIS) Back Office interface, called the "BUS", which aggregates and standardizes the data for collection in GEARS. Upon register Z out / reset, each court location will run the BUS interface (an on-demand process). Local Accounting personnel will review transaction totals by Batch Agency, court location, and date, ensuring the BUS totals match that of the Z Report. Personnel will add the treasury number to cash and check transactions - this will carry forth on the Daily TRN (Transaction) file so that the State Treasury can match the transaction with the bank deposit in FMIS (Financial Management Information System).

  • DBF – Department of Budget and Finance

    The Department of Budget and Finance is comprised of three units: Accounting Operations, Budget and Reports, and Systems and Fiscal Compliance, which collectively handle the accounting and budgeting of the Judiciary. Key functional responsibilities include accounts payable, revenue, accounts receivable, formulation, presentation, justification and execution of the Judiciary budget, as well as oversight of the security and operational aspects of the financial computer operating system.

  • DCHQ – District Court Headquarters

    District Court Headquarters provides centralized services to assure court locations statewide apply policies and procedures consistently, and function at maximum efficiency. Headquarters serves as the hub for gathering and disseminating information between the various District Court locations and programs on the one hand, and other parts of the Judiciary, the Legislature, and external stakeholders on the other. Headquarters has primary responsibility for budget and program planning, development of policies and procedures, facilities management, information technology, and customer information for the District Court, under direction of the Chief Judge and the Chief Clerk.

  • DPCA – Department of Procurement and Contract Administration (Purchasing)

    The Department of Procurement and Contract Administration is responsible for the procurement of goods and services for the Maryland Judiciary. The department consists of the following units; Fixed Assets, Fleet, and the AOC Warehouse. The department is also responsible for the management of the Judiciary's Purchasing Card Program.

  • ERP – Enterprise Resource Planning

    An “Enterprise Resource Planning” system is used to manage and coordinate all the resources, information, and functions of a business into one central software solution, such as GEARS.

  • ESA – Enterprise Service Automation

    GEARS Enterprise Service Automation includes two primary components:
    • Operating Capital Project Cost Management
    • Grant and Reimbursable Contract Management

    In GEARS Project Costing, you can create projects and project activities to track project transactions and costs. At the highest level, projects are managed within a project business unit. There is one project business unit established for the Judiciary - i.e. "MDJUD - Administrative Office of the Courts". Within each project, costs are organized and analyzed by activity. Activities are the specific tasks that make up a project. During the course of an activity, transactions are created for such things as labor and materials. Transactions are attached only at the activity level. Project Costing organizes and groups these transactions to monitor and report on the conditions of a project.

    The GEARS Grants application integrates tasks associated with sponsored research and supports the key business processes associated with the administration of sponsored research activities. Grants is not a standalone application, as it leverages functionality delivered within the Customer Contracts, Project Costing, General Ledger and Billing processes to provide a fully integrated Grants management solution.

    Common tasks associated with the Grants application are:
    • Preparation of grant proposals, creation and authorization of proposal funding budgets
    • Submission of grant proposal
    • Generation of the award
    • Creating / Updating award budget
    • Creating / Updating reimbursable and non-reimbursable (pre-paid) contracts
    • Creating / Updating of grant projects and activities (reporting categories)
    • Tracking grant costs and expenses
    • Reconciling and closing the grant award, reimbursable contract and associated projects
  • GEARS – General Enterprise and Resource Support

    GEARS stand for General Enterprise and Resource Support. It is the name the Judiciary has selected for the project out of more than one hundred entries in a “Name the Project” contest held in March, 2012. The winning name was submitted by Kim Cummings from the Dorchester County Circuit Court Land Records Office.

  • GL – General Ledger

    The General Ledger is the heart of the Judiciary's financial system as it is the central repository for accounting activity. GEARS General Ledger integrates with all other GEARS business processes and is the central point for financial management and reporting.  The Judiciary records business activity through GEARS journal entries, which are posted to the General Ledger using a combination of accounts, program, and other Chartfields. These Chartfields are commonly referred to as a Chart of Accounts, which enables the Judiciary to classify financial data that is used for analyzing, reporting, budget balances, and financial statements.

  • INV – Inventory

    The Inventory module in GEARS allows you to receive material from vendors, put the material in stock, issue material to specific users who need the material, and make adjustments to on-hand records when necessary.

  • JIS – Judicial Information Systems

    Judicial Information Systems is comprised of six units including technology research and development, application development and support, hardware installation and maintenance, operation of the Data Center computer systems, and support of online case management and business applications at the district and circuit courts across the state.

  • KK – Commitment Control

    GEARS Commitment Control allows you to control transactions such as requisitions, purchase orders and invoices against authorized budgets. It is used to create, track, adjust and monitor expenses against budgets.

  • LACD – Local Accounting Cash Drawer

    The Billing and Receivables modules in GEARS will collect data from each local court cash drawer (UCS, RCS, and standalone) through the Judiciary Information Systems (JIS) Back Office interface, called the "BUS", which aggregates and standardizes the data for collection in GEARS. Upon register Z out / reset, each court location will run the BUS interface (an on-demand process). Local Accounting personnel will review transaction totals by Batch Agency, court location, and date, ensuring the BUS totals match that of the Z Report. Personnel will add the treasury number to cash and check transactions - this will carry forth on the Daily TRN (Transaction) file so that the State Treasury can match the transaction with the bank deposit in FMIS (Financial Management Information System).
  • OTC – Order to Cash

    See Order-to-Cash Overview.

  • PCA - Program Cost Account

    Program Cost Account is one of the standard chart fields for accounting.  All of the chart fields provide a mechanism to record, separate, account, and report on revenue and expenditure data.  In the Judiciary, the PCA breaks the accounting data into applicable courts and departments.

  • PTP – Procure to Pay

    Procure to Pay is the transactional relationship cycle between Purchasing / eProcurement and the Payables modules. PTP provides control and visibility over the entire life-cycle of a transaction from the way an item is ordered to the way that the final invoice is processed - providing full insight into cash-flow and financial commitments.

    Procurement is the process of identifying a need for goods and/or services, the setting aside of funds for this purpose, and the evaluation and selection of a supplier or contractor to provide the required goods or services.  Prior to the creation of a requisition, you can view the available funds in the budget you plan to use for your purchase to ensure that there are sufficient funds available to commit to a purchase.

    The Procurement business processes employ the eProcurement and Purchasing modules in GEARS. These two modules are used to perform purchasing of goods and services and vendor solicitation and contract administration activities. The GEARS eProcurement module helps you initiate the purchase of the Judiciary's goods and services. GEARS eProcurement business processes include:

    • Entering requisitions for goods and services
    • Committing funds from a designated budget for a purchase
    • Submitting requisitions for approval

    In GEARS Purchasing, activities associated with the sourcing of goods and services are performed. GEARS Purchasing business processes include:

    • Creating requests for quotes for vendor solicitation and competitive bidding
    • Managing procurement cardholder information and procurement card statement reconciliation
    • Creating and maintaining contracts for Judiciary suppliers
    • Creating online requisitions (AOC Procurement ONLY)
    • Creating online purchase orders
    • Encumbering funds
    • Creating purchase order change orders
    • Receiving goods and services
    • Performing procurement analysis
    • Performing requisition and purchase order reconciliation (closing process)

    Accounts Payable business processes are also a part of the Procure-to-Pay life-cycle in GEARS. The general scope of GEARS Payables processes includes the following activities:

    • Purchase order based invoice processing
    • Non-purchase order based invoice processing
    • Recurring voucher contract processing
    • Customer refund processing (e.g., Return of Escrow, Non-EST and traffic refunds, revenue refunds)
    • Employee expense reimbursement processing
    • Petty cash establishment and replenishment processing
    • Vendor set up and maintenance (Vendor Master File)
  • RTR – Record to Report

    The Record-to-Report business processes manage financial accounting and reporting in the General Ledger, as well as budget management in Commitment Control.

  • UPK – User Productivity Kit

    Oracle User Productivity Kit (UPK) is the content management tool used to develop and deliver GEARS training guides and on-demand courses.  If you would like to take an on-demand course, but are not familiar with UPK, please read How to Navigate GEARS Courses with UPK.
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