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1 © 2009 Oracle Corporation – Proprietary and Confidential
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Grants Accounting
Release 12 Setup
Webinar June 12, 2012
by
Debbie Pegram
5
Agenda
• What is Grants Accounting?
• Award Functionality and Features
• Sponsored Projects
• Grants Accounting Integration with Other
Oracle Products
• Tables , Packages and Diagnostics
6
What is Grants Accounting?
• Grant and Award are interchangeable.
• Award is financial assistance from a public agency to a recipient
to fund a specific activity or purpose.
• Awards can be paid in lump sums or installments
• The Award Recipient needs the ability to:
• Store compliances and condition information related to the award.
• Track awards and the project(s) they fund from inception to final reporting
• Only spend the monies for allowed costs and not overspend the funds
provided for the project(s) (fundschecking)
• Generate Revenue and invoice the agency providing the award to receive the
funds.
• Grants Accounting is an extension of Oracle Projects
7
Oracle Internet
Expense
Human
Resources
Inventory
Non Project CIP & Assets Customers Invoices
OBIEE
Payables
Actuals
Primavera
Cash Mgt.
Purchasing
Assets Project Contracts
Journal
(Cost)
Post Revenue
General Ledger (Project, Award)
Receivables
Hyperion
Budget, Reporting
Journal Entries
A
Projects
Grants Project MGMT
A
8
Implementation Options
Once all other modules implemented, including Project Costing and Billing:
9
Award
• Just as the project stores your primary information in
Project Costing, the award is the primary vehicle.
• Awards can be create from an Award Template or another
Award.
• The award has a start, end, and close date that must be
within a defined projects and GL period.
• Awards can have a status of– active, at risk, closed, on hold
• The Award is assigned an organization and an Award Type
© 2011 Oracle Corporation – Proprietary and Confidential
10
Award Template
11
Award Purpose Codes
User defined description of an activity that an award is funding, required.
12
Terms & Conditions
13
Budgetary Controls
14
Budgetary Controls
• The award allows you to set Budgetary Controls at the levels: • Award/Project
• Task
• Resource Group
• Resource
• For any combination of • Absolute (will stop the transaction),
• Advistory (issues a Warning)
• None – bypasses most of the fundschecking code.
• It allows workflow for budget approvals
• Similar to General Ledger fundschecking controls can be set to different
amount type and boundary codes.
© 2011 Oracle Corporation – Proprietary and Confidential
15
Award Roles
16
Award Report Templates
17
Compliances Tab
• Burden Schedule Assigned to the Award
• Allowed Cost Schedule
• Billing and Revenue Distribution Rules
• Billing Cycle and Format
18
Award Billing Forms
19
Award Billing Forms
20
Award References
21
Award Quick Entry
22
Entering the Award Installment
23
Funding the Project
24
Sponsored Project Types
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The Award Project
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The Award Project Budget
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Award Project Budget
• Navigate Budget Awards,
• Input the Award, All the available sponsored projects that have been
funded by the award appear
• Budget at one project and award combination at a time.
• Use any combination of budget entry methods, but we are always going
to need to budget burdened cost.
• All budgets must be either at project or task level for all projects funded
by an award, but different budget entry methods can be used.
• • Information About Patch 5380716, Award Status Inquiry, Award Budget, and Award
Management Enhancements (Doc ID 391757.1)
© 2011 Oracle Corporation – Proprietary and Confidential
28
Award Status Inquiry
29
Government Report SF425
30
Grants Accounting and Projects
• Grants Accounting can be implemented for one
business unit and will use functionality from the other
Projects modules.
• If you want both
• Grants Accounting and
• Projects without Grants Accounting implemented,
the implementations can be done for DIFFERENT business units.
• Chapter 1 of the Grants Accounting User's Guide
includes a table of Functionality Differences Between
Projects and Grants Accounting
31
Project Modules Used with Grants
• Project Billing
• Project Costing
• Project Foundation
• Project Portfolio Management
32
Project Modules that WILL Work with
Grants Accounting
• Project Resource Management
• Project Collaboration
• Project Management
• The Projects List of Values will include Award Numbers which would
require a personalization to exclude all projects with project_type =
'AWARD_PROJECT'
• Note 878214.1 Project Management & Grants Accounting Are Certified
To Work In Same Operating Unit
33
Other Products
• Grants Accounting is integrated into:
• iProcurement
• Internet Expense
• Payables
• Purchasing (Accrue at Period End ONLY)
• Receivables
• Oracle Business Intelligence and Project analytics
(OBIA) solution for Release requires customizations to
utilize grants accounting tables.
34
Modules that WON’T
work with Grants Accounting
In the Same Operating Unit:
• Oracle Time and Labor (HR)
• Project Contracts
• Project Manufacturing
• Inventory Interface to Projects
35
How to Determine if a Feature will
Work with Grants?
• Review the matrix in Chapter 1 of the Grants
Accounting Users’ Guide
• Check the seeded Grants Accounting Super User
menus and concurrent processes.
• Log a service request with Support. There are some
exceptions related to capital assets and mass change
processes.
• DO NOT run concurrent processes under seeded
Projects Responsibilities!
36
Database Objects - Tables
• GMS_AWARDS_ALL (award_id) stores information about the awards or award
templates The value of the field AWARD_TEMPLATE_FLAG determine whether
the record is for a template or an award. 'Immediate' indicates template and
'Deferred' indicates award.
• GMS_IMPLEMENTATIONS_ALL – holds Grants Accounting implementation
options information by org_id
• GMS_LOOKUPS - Contains lookup codes for Grants Accounting
• GMS_PROJECT_TYPES - holds Project Type and Sponsor Flag = ‘Y’
• GMS_ TERMS_CONDITIONS - Stores terms and conditions available to assign
to an award
• GMS_REPORT_TEMPLATES - Stores the different type of reports that can be
assigned to the award.
• GMS_BILLING_FORMS – Stores billing form information.
37
Database Objects – Packages and
Forms
-gms.pll
-GMSAWEAW.fmb Award Form
- GMS_AWARDS_PKG (gmsawawb.pls, gmsawaws.pls)
- GMS_AWARD_PVT (gmsawpvb.pls, gmsawpvs.pls) API used by award
form to
1. Create_award
2. Create_installments
3. Create_contacts
4. Create_reports
5. Create_personnel
6. Create_term_condition
7. Create_reference_number
8. Copy_award
38
Diagnostics
39
Important Knowledge Content
• Grants Accounting R12.1.3 Implementation Overview
and Upgrade Considerations
• Please see the additional notes attached to this main
note.
40
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© 2012 Oracle Corporation – Proprietary and Confidential
41 © 2012 Oracle Corporation – Proprietary and Confidential
42 © 2012 Oracle Corporation – Proprietary and Confidential
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