Post on 07-Mar-2018
Keith HarmonProduct Manager, SAP Labs LLC
Grants Management- Grantee Workshop
„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 2
Higher Education & Research – 2003 Solution Map
Organization Management
Decision Support & Data Warehousing
Budget Formulation Budget ExecutionFinancial
AccountingManagerial Accounting
Revenue Management
Customer Relationship Management
Market Research & Analysis
Campus & Program
Marketing
Marketing Program
Management
Management ofAuxillaryServices
Recruitment & Prospect Service
Alumni ServicesInstitutional
Development
Student ManagementRecruitment &
AdmissionStudent Record & Registration
Student Receivables
Financial Aid & Sponsoring
Student Portal Student Housing Students Life
Studies ManagementAcademic Program
Development
Class & Examination
Planning
Resources & Scheduling
Academic Advising & Career Placement
Learning Architecture
Media Services
Grants ManagementPlanning,
Application &Preaward
Research Management
Financial Accounting for Sponsored
Programs
Reimbursement for Sponsored Programs
Reporting to Sponsors &
Closeout
Grantor Management
Records ManagementRecord/Case &
Workflow DefinitionWorkflow Execution Workflow Monitoring
Records Lifecycle Management
Information Retrieval
Human Resource Management
Organization & Position
ManagementRecruitment
Personnel Administration
Time Management
Personnel Development &
Training
Compensation & Benefits
Administration
Payroll Accounting
Material & Services Support
Procurement Process Management
Inventory Management Facility Management Reimbursable ServicesGoods & Services Sales
& Distribution
Business Support Cash Management & Treasury Property Management Real Estate Travel Management
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ProjectPlan
Oct1999
PrototypeDemonstration
EAPS 1.10Restricted
Release – PilotCustomers only
EAPS 2.0DefaultRelease
DevelopmentPhase
Customer FeedbackDevelopment Phase
Pilot ImplementationsCont. Development
May2000
May2001
July2002
Q32003
Customer site
visits – GatherRequirements
Nov1999
ProjectBegins
Project Milestones
ContinuedDevelopment
mySAP Public Sector – Grants Management - Grantee
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Pilot CustomersInitial Requirements:n Duke University
n City of Phoenix
n World Organization
Implementation Sites:n City of Phoenix
n World Organization
n Queensburough Library
mySAP Public Sector – Grants Management - Grantee
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Interest Group Customers
Higher Education:n Massachusetts Institute of
Technology (MIT)
n University of Tennessee
n University of Nebraska
n University of Toronto
n Baylor College of Medicine
n University of Mississippi
n Central Michigan University
n College of William and Mary
Public Sector:n Commonwealth of Pennsylvania
n North Carolina Department ofTransportation
n Industry Canada
n Health Canada
n Agriculture Canada
K-12:n Oklahoma City Public Schools
n Seattle Public Schools
n Houston Independent School District
n Polk County Public Schools
mySAP Public Sector – Grants Management - Grantee
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Functional Overview
Grants Management - Grantee addresses the special needs ofsponsored program administration for Grantee organizations:n Provides separate view of Grantee’s data from the sponsor’s
perspective for managing and reporting all awards
n Pre-award and post-award administration:u Proposal
u Application
u Award
u Close-out
n Budgeting solutions including cost sharing
n Use of “released” and “unreleased” budgeting concept
n Budget integration with Funds Management
n Availability checking which can be used independently or incoordination with Funds Management availability checking
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Functional Overview
Supports the following Billing scenariosn Resource related billing (i.e. cost reimbursement)
n Periodic billing (i.e. installments)
n Milestone billing
n Manual billing
Indirect cost (IDC) calculation for sponsor’s award
Basic reports
Uses and integrates SAP tools:n Business partner functionality
n Business data toolset
n Workflow (future functionality)
n Business records management
n Schedule manager
„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 8
Sponsor – Maintains the financial and administrative details suchas Sponsor‘s name, contact information, fiscal year, currency,billing instructions and funds available carryforward rules.
Grant – An object used to maintains details which describes theterms and conditions of the funding and administration of aSponsor‘s award.
Sponsored Class – An object used to summarize theOrganization's expenses based on the Sponsor's cost categories.
Sponsored Program – An object used as a cost collector thatreflects the Organization’s sponsored projects.
Fund – Represents the source of funding.• External: Sponsor award amount• Internal: Grantee’s funds and resources (i.e. cost sharing)
Definitions – Master Data
mySAP Public Sector – Grants Management - Grantee
„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 9
GrantSponsorSponsoredProgram(s)
Fund(s)SponsoredClass(es)
ß Definition: Sponsored objects are the business objects thatare sponsored through an Award (i.e. Grant or Contract) by aSponsor/Grantor
ß Sponsored Objects represent Budget Objects and allowablePosting Objects
ß Sponsored Objects describe dimensions for updating andreporting
In order to properly support sponsored program accountingand control, award/agreement items and conditions are to beapplied to an Award based on various combinations of thefollowing:
Master Data as Sponsored Objects
mySAP Public Sector – Grants Management - Grantee
„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 10
SponsoredProgram A
Ext.Fund XGrant 1
SponsoredProgram B
Ext.Fund X
Int.Fund 1
Grant 2
Ext.Fund Y
Int.Fund 2
Grant 3
Sponsor X
Sponsor Y
Class 1
Class 2
Class 2
Class 3ÿ Grant to Sponsor – N:1
ÿ Grant to Sponsored Program – N:N
ÿ Grant to Fund (internal or external) – N:N
ÿ Grant to Sponsored Class – N:N
ÿ Sponsored Class to Sponsored Program – N:N
Master Data Relationships
mySAP Public Sector – Grants Management - Grantee
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Budgeting dimensions: Grant, Sponsored Class, Sponsored Program and Fund foreach “timeslice” (i.e. budget validity period)
Budget entries are based on Grant lifecycle statuses: Proposal, Application andAward. User statuses are linked to the Grant’s lifecycle status.
Budget entries for initial amount, supplements, returns and transfers are supported(budget transfers to/from Grants are not permitted)
“Unreleased” and “Released” budget functionality for controlling consumption
The Grant master Splitting Rule determines time periods for entering budgetedamounts
Cost Sharing budget requirements entered separately
Indirect Costs budget calculated automatically based on the Grant master datadetails
Funds Availability Checking (AVC) functionality
Budget versions are supported
Budgeting
mySAP Public Sector – Grants Management - Grantee
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4/99 4/00 4/01 4/02
12/02
1/00
1/00
1/00
12/02
12/021/01
1/02
1/02
1/01
Grant Validity:Jan 2000 – Dec 2002
Grantor’s FY VariantJan to December
Budget Validity
Grantee’sFY Variant
April toMarch
1 2 3
1 2 3
Rules: Annual Split,Quarterly Split, etc.
Grants Management (GM)
Funds Management (FM)
1a
GM Budget Validity4/001/00 1/01 4/01 1/02 04/02 12/02
1b 2a 2b 3a 3aFM Budget Validity
4/03
Budgeting – “Timeslices”
mySAP Public Sector – Grants Management - Grantee
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GR-011
GR-011
GR-011
Grant
XSalaries
Equipment
XMaterial
Relevant?Class
XX
XX
From
XX
XX
To
Research
Research
Program
10%Salaries
15%Material
IDC %Class
Grant - Class Relevance
Grant – IDC CAP
NIH
NIH
NIH
Sponsor
XSalaries
Equipment
XMaterial
Relevant ?Class
Sponsor - Class Relevance
XX
XX
From
XX
XX
To
50%
50%
Recovery %
INT_02
INT_01
Fund
10K
CAP
Grant - Fund Recovery %
57Payments
54Liabilities
Value TypesIDC Rule
IDC Rules: Customizing
NIH
Sponsor
Liabilities
IDC Rule
Sponsor – IDC Rules
GR-011
Grant
Liabilities
IDC Rule
Grant – IDC Rules
Research
Research
Program
15,000Salaries
10,000Material
CAPClass
IDC Implementation Rules
mySAP Public Sector – Grants Management - Grantee
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Ext 1
Ext 1
Ext 1
Ext 1
Fund
600.00PR-1SalariesResearchGR-011
800.00CC-1EquipmentResearchGR-011
750.00PR-2MaterialResearchGR-011
1,500.00PR-1MaterialResearchGR-011
AmountCCWBSClassProgramGrant0
397.50INT/Shared110000ResearchGR-011DR
225.00PR-1Ext 1IDC Recovery414000ResearchGR-011Cr
112.50PR-2Ext 1IDC Recovery414000ResearchGR-011Cr
60.00PR-1Ext 1IDC Recovery414000ResearchGR-011Cr
CR
Dr
Dr
Dr
Dr/Cr
Ext 1
Ext 1
Ext 1
Ext 1
Fund
110000
741000
741000
741000
GLAccount
60.00PR-1IDC ExpResearchGR-011
397.50ResearchGR-011
112.50PR-2IDC ExpResearchGR-011
225.00PR-1IDC ExpResearchGR-011
AmountWBSClassProgramGrant
Desired posting taken from Actualsbased on a Value type, Class eligibility,IDC percentages, Posting Date andcustomizing settings.
AllocationPosting
Actual Postings [GMIA] IDC Recovery
IDC Recovery
IDCReimbursementClass
414000
414000
Grant CostReimbursement
IDC Exp
IDC Exp
IDCExpenseClass
110000
110000
DummyCash/BankAccount
Federal
Research
GrantType
741000
741000
IndirectCostExpense
ExpenseBillable
Revenue NotBillable
Grant Type: Customizing ofIDC Accounts/IDC Classes
IDC Calculation based on Postings
mySAP Public Sector – Grants Management - Grantee
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Overview Configurable billing rules based on a Sponsor’s requirements
Billing rules can be established using different value types (PurchaseRequisition, Purchase Orders, Invoices, Liabilities, Payments, etc..)
Invoices can be generated individually or through mass processing
Items can be “blocked” to postpone or prevent billing Sponsor
Items will have a billing status (billed-unpaid, cancelled, in-process, etc..)
Scenarios
Cost reimbursement
Milestone Billing
Periodic Billing Plans
Manual Billing
Billing – Overview and Scenarios
mySAP Public Sector – Grants Management - Grantee
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n EAPS 1.10 (Restricted Release for Pilot Groups)• Basic Master Data Grant, Sponsor, Sponsored Program,
Sponsored Class• Budgeting with FM integration• GM Funds Availability Checking• Grant derived automatically and stored in documents• Records Management• Billing payment plan, no down payments• Basic Organizational reports• Overhead costing – Indirect Cost Calculation Program• Authorizations
mySAP Public Sector – Grants Management - Grantee
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n EAPS 2.0 (Q3/2003) Default Release• Pre-award Cost Postings and Budgeting• Report Monitoring/Tracking• Flexible Budget Layouts• First Workflow – Master Data & Budgeting• Business Warehouse (BW) integration• Authorizations with Job Roles• Program Income• Billing payment plan, no down payments• Automated Closeout
mySAP Public Sector – Grants Management - Grantee
„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 18
Future Focus and Developmentn Enhancements to General Availability
• Completed workflow• Revolving/Pass through Grants• Decoupling from FM• Recipient Management (Case Management)• CRM integration• Tracking Intellectual Properties• Cash Management (CMIA implementation)• Archiving• Internet scenarios• HR and Position Management Integration• Time and Effort reporting
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