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Grants Management in Nevada

Grants Management in Nevada. The Honorable Kim R. Wallin, CMA, CFM, CPA Nevada State Controller. How the Problem Was Identified. Executive Branch Audit Meeting Department of Agriculture’s Plea for a Standard Identification of a Solution.

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Grants Management in Nevada

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  1. Grants Management in Nevada The Honorable Kim R. Wallin, CMA, CFM, CPANevada State Controller

  2. How the Problem Was Identified • Executive Branch Audit Meeting • Department of Agriculture’s Plea for a Standard • Identification of a Solution

  3. Grants Reporting Process at the Nevada Department of Agriculture (NDOA) • Over 60+ grants manually maintained • Proliferation of spreadsheets and word documents • Manually compiled monthly grant summary and detail reports in Excel • Manual incorporation of GL data from Financial Data Warehouse • Manual tracking of reimbursements and footnotes related to grant expenses

  4. Improvements NeededIn Grants Management • Delivering accurate, standardized and timely reports to Federal, State and Private Grantor Agencies • Delivering real time or near-real time data to Administrators and Project Managers • Streamlining and standardizing Grant and Agreement Application preparation • Providing Administrative and Fiscal oversight to the Grants Reporting Process

  5. Reason to Look at XBRL • Time required for report preparation • Errors due to manual re-entry of data • Redundant data entry • Lack of standardization • Non-standard categorization of data between agreements • Non-standard reporting requirements and formats • Stronger controls over incomplete or missing data elements and structure • Affordable Solution (Open Source)

  6. Driving Factors for Using XBRL NDOA interest in resolving several of the pain points using XBRL Grants Management Goals: • Timely and accurate data • Stronger internal controls • Reduced costs • Standardized systems, business processes and data elements • Seamless data exchange between and among agencies XBRL Benefits: • Cost savings, efficiency, and improved accuracy and reliability • Transparency • Enhanced business reporting and standardization • Paperless environment • SOA architecture for interoperability

  7. XBRL and Grants Reporting We believe XBRL can be integrated into the existing grant management process to improve effectiveness and efficiency • Standardized XBRL taxonomies can facilitate standardization and consistent interpretation of data across systems and agencies • XForms can facilitate automating and improving source data capture and validation • Use of XBRL GL can provide transparency to transaction level data • Improved standardization and transparency in turn will shorten time required for data analysis and reporting Timeliness / Accuracy of Data Improved Internal Control How can XBRL help achieve these objectives? Reduced Costs Seamless Data Interchange Standardization and Efficiencies

  8. Components and Technology Xforms data is tagged at source Grant Management Entity XForm to collect and modify grant information Financial Data Warehouse XBRLGL Adapter transforms GL Transactions from Financial Data Warehouse to XBRL GL instance docs Use of XBRL GL for Transactions • Grants • Repository • Grant Instance Docs • GL Instance Docs • Grant Taxonomy • GL Taxonomy General Ledger Transactions Program Manager Standardized Reporting using Grants Taxonomies XBRL GL Adapter • Analysis Reports • Grant Management Reports • Federal Reporting Business Analyst • Program Manager • Add/modifies grant in database using XForm • Performs system administration tasks • Business Analyst • Reviews grant, expense revenue data • Produces reports • Grants Repository • Contains all grant instance documents and taxonomy • Contains all GL instance documents and taxonomies • XBRL GL Adapter • Converts general ledger transactions from financial data warehouse into XBRL Global Ledger (GL) instance documents • Financial Data Warehouse • Contains general ledger transactions related to grants

  9. Grants Management Enabled by XBRL

  10. Switchboard

  11. Add New Grant

  12. Edit Grant

  13. GL Adapter

  14. View Obligations Awards Budget

  15. Sample Reports

  16. Moving Forward

  17. Future for XBRLIn Grants Management • Standardize Within the State • Work With Federal Government to Standardize Reporting • Roll Out To Local Governments • Can Be Used for Sub Grant Reporting • Use for Single Audit Reporting

  18. Questions??? Kim R. Wallin, CMA, CFM, CPA kwallin@controller.state.nv.us

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