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Grants Super User. Course Objectives. At the end of this unit participants will be able to: Describe the various budgeting codes associated with Grants Management (GM) Process grant budget resources in ECC Understand the process for budget transfers
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Course Objectives At the end of this unit participants will be able to: • Describe the various budgeting codes associated with Grants Management (GM) • Process grant budget resources in ECC • Understand the process for budget transfers • Access and analyze documents in Grants Management (GM) • Access and analyze Grant reports in ECC
Grant Execution Roles BRITE has created roles to define: • Who is responsible for the tasks within a business process • Who has access to perform tasks in the BRITE system • Who needs what type of training • Roles involved in the End User Budget Execution process: • Grant Analyst – Departments (DGA) • Grants Manager • Grants Monitor • Grants Processor – Major • Grants Administrator Central (CGA) • Grants Analyst – Govt Programs (GAGP) • Grants Budget Office Analyst
Grant Management (GM) Benefits Benefits of Grants Management (GM) • Ability to track & report grant operations (i.e., budget, expenditures, commitments and revenues) over several different periods • Ability to support grant closing independently of SBBC • Allows tracking of revenue and expenditure of actual amount and budget (including commitment and encumbrances) • Reports on details required by sponsor for reimbursements and draw downs including indirect costs on grant-by-grant basis • Tracking of CFDA • Ability to process grants which span over multiple fiscal years (multi-year grants) • Ability to monitor the status of different grants • Spending constraints which prevent overspending of grant budgets (hard stops)
Unit Business Intelligence Integrated Planning (BI-IP) and Grants Management (GM) Functions and Integration
Lesson Objectives Upon completion of this lesson, participants will be able to: • Describe the role the BI-IP client plays in the budgeting process • Understand how BI-IP and ECC-GM interact • Describe the budget prep to budget execution process
BI-IP Client / ECC Client GM Interface • The budget process consists of two separate system, which integrate together: • IP—Used for budget preparation and approval • ECC—FM/GM modules are used for budget execution and control • Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into: • GM—For grant relevant budgets. • FM—For all other budgets. • Periodic budget amendments as well as budget control is facilitated in GM (and FM, if applicable). Expenditures posting in various modules (MM, HR, FI) impact the budget in ECC.
BI-IP The “Integrated Planning” portion is used to enter budget data. The “Business Intelligence” portion runs reports. BI-IP (read/edit data) BI (read onlydata) Budget Planning Data is Entered Generate Reports ECC ECC Updates BI Data Nightly with Transactional Data IP Updates SAP ECC as Needed with Plan Data
GM / Grants Management • After approval the Grants budget data will be loaded from BI-IP into the ECC Grants Management & Funds Management folders.
Lesson Objectives At the end of this unit participants will be able to: • Identify new terms and concepts associated with Grants Management and their relation to MSA objects, where possible • Describe GM Master Data including: • Sponsors • Grant (tabs) • Sponsored Class • Sponsored Programs • Work Breakdown Structure (WBS) Elements • GM Life Cycle Management • Provides several stages for managing a grant from application to closeout.
GM Master Data Overview • Master Data records are created and stored as electronic records and play a key role in the core budgeting process • Master Data records include items such as: • Master Data records are highly centralized • The GAGP, CGA & DGAs are responsible for creating and maintaining GM Master Data records
SAP Glossary Grants Management Crosswalk INTERNAL ORDERS (NONE) – CO structures used to collect and monitor the actual costs of discrete, short-term tasks. WBS ELEMENTS - Same as Internal Order except used to track discrete, long term tasks. RESOURCE RELATED BILLING - Sales and Distribution (SD) functionality used to automatically bill a grantor for grant / grant program cost reimbursement based on billing GM billing rules assigned to grants. Billing rules may be based on cash, expenditures or encumbrances, or any combination of the three. • GRANT (ACTIVITY) - Represent lower-level funding instruments used to document, control and report on the results of an agreement between a sponsor and an organization. • SPONSOR (GRANTOR) – An agency or institution providing financial assistance in the form of a grant. • SPONSORED PROGRAMS (ACTIVITY) – GM structure used to control and monitor transactionsbased on a sponsor’s external programs, which may be different from an organization’s own programs. • SPONSORED CLASSES (OFFLINE) – GM structures used to control and monitor transactions based on a sponsor’s account structure, which may be different than SBBC’s own accounts.
Grant • Grant – Any external reimbursement. Used to represent a specific award/agreement with a Sponsor. • Each Grant will have a Grant Master record created. • Grant master records direct activities accomplished and organize cost incurred by the by the various locations funded by the grant. • Master data maintenance will be highly centralized. • The Department Grant Analyst (DGA) will be responsible for creating and maintaining the Grant in SAP for department-based grants.
Grant • Grants Administration & Government Programs (GAGP) will create the master data for school-based grants. • For new “potential” grants that are being applied for, the DGA or GAGP will create the Grant for tracking of the grant application. • The DGA & GAGP will use “dummy” values for Sponsor, Sponsored Program(s) and Sponsored Class(es); and will be required to provide only general and reference information in the Grant master table at this phase. New Grant Number
Grant Numbering Convention Location overseeing the grant C 9 7 8 0 0 0 1 4 . 0 5 0 6 Type of Grant (A – G) each tied to different fund Sequentially Assign Grant # Period • Grant Number Convention • The first letter denotes the funding source of the grant, e.g., Federal, State, Local, etc… • The next four digits (2nd – 5th) is the location or department overseeing the grant. • The four digits (6th – 9th) after the location number is the sequentially assigned grant number. This will be assigned sequentially beginning with 0001. Each location will have a 0001 grant. This will be the same grant number throughout the life of the grant; the only difference will be the fiscal year. • After the location number is a period followed by the grant’s validity period. The first two digits are the starting year of the grant and the last two digits denotes the ending year of the grant. If the grant is a three year grant, then the period will be 0508. Grant Validity Period New Grant Number
Sponsored Program • Sponsored Program • The Grants Management module is designed for reporting on the Sponsor’s (external) dimensions which include projects or programs. • Through GM’s integration with the FM module, we are able to track a Grant by SBBC’s (internal) dimensions. • If sponsor doesn’t require special reporting, then programs can be set up to monitor the grant by programs or projects as the grant manager needs. Example: For the Idea Grant the break down would be Autism, Unique Aides, Matrix, Deaf-Hard-of-Hearing, etc. For another grant it might be instructional positions and non-instructional positions may be tracked.
Funded Program • Funded Program • Funded Program are created to organize cost in Funds Management (FM) and control budget resources for: 1) Grants (according to SBBC internal requirements) at the grant or grant program level. 2) Capital projects at the project or phase level (linked to WBS element). 3) Internal Orders: For location specific activities requiring separate tracking and budget control.
Funded Program/WBS Naming Convention C 9 7 8 0 0 0 1 4 0 1 . 1 0 2 1 • Funded Program/WBS Element: • Funded Programs follow the same numbering convention as WBS element • The first 9 characters are the same as the grant number. • The next two digits (10th -11th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant. • The next four digits (12th – 15th) is the location using the funds. Grant Number Location overseeing the grant Location Executing Grant Program Sequentially Assign Grant # Program #
Demonstration Display Grant T-code: GMGRANTD Display Grant
GM Master Data: Grant Short name Dollar value Start date End date
GM Master Data: Grant Information will default
GM Master Data: Grant Will always be 1002 SBBC- Expenses and Accruals Will always be Z100 AVC BUDGET CONTROL AT GRANT LEVEL Information will default
GM Master Data: Grant Fund: External 1000 1DC Recovery 1010 Matching Funds
GM Master Data: Grant The Cost Sharing tab functionality is only used when cost sharing is part of the grant budget process
GM Master Data: Grant Direct Costs will always be on Liabilities 0003
Demonstration Create Grant T-code: GMGRANT Create Grant
Grants Life Cycle Management Phases • The lifecycle status is configured as part of the Grant Type configuration in SAP. • The configuration will be set up so that status can be reversed to some other stage. For example, grants in closing status can be reset to award or grants in closed status can be reactivated to closing.
Grants Life Cycle Management Phases • GAGP will create the grant master in the Application stage for all new school based grants. • GAGP will oversee the management of school-based grants • The GAGP will manage the rest of the Lifecycle statuses to “Closed”. In addition, GAGP will manage all recurring school based grants. • DGA’s will manage the lifecycle status of all new and recurring departmental based grants.
Grants Life Cycle Management Phases • Lifecycle statuses, in addition to providing better control of grants throughout their respective lives, provide useful reporting on grants by phase.
Grants Life Cycle Management Phases • GM Life Cycle Management phases: • Application phase: In this phase, no actual or budget postings are permitted. All new grants begin at this stage. GAGP will create the grant and review the settings prior to moving the status to the award phase. • Award phase: In this phase, budgeting and postings can take place during the grant validity period. All posting activities including POs and funds reservations are possible and open.
Grants Life Cycle Management Phases • Cancelled (Competitive grants only) phase: Grants that were not awarded by sponsor or approved by BCPS will be moved from the Application stage to the Cancelled Stage. No activity is permitted in this stage. • Closed phase: The grant will be closed after all expenses have been posted and billed. No additional activity expected. The closed status does not allow any activity. Thus, unlike the current MSA system, no further postings will be permitted, reducing the need to clean-up data that is incorrectly posted to a closed grant. • Closing Phase – Stage when final transactions can be processed (i.e. mileage vouchers, invoices).
WBS Elements • WBS Elements • WBS Elements are created to collect and organize cost at the school/department location where funds are being spent • All Grants will have an assigned Project Definition (Project Definition is nine digits in length and corresponds to the 1st nine digits of the grant) • WBS elements are uniquely numbered to identify locations using Grant funds • Budget resources are organized and expended through the WBS element
WBS Element Naming Convention C 9 7 8 0 0 0 1 4 0 1 . 1 0 2 1 • WBS Element: • Below is an example of the line of coding, called a WBS Element. • The first 9 characters are the same as the grant number. • The next two digits (10th -12th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant. • The 13th and 14th digit indicates the period. • The next four digits (15th – 19th) is the location using the funds. Each WBS Element is linked to the Cost Center where the funds are being spent Grant Number Location overseeing the grant Location Executing Grant Program Sequentially Assign Grant # Program # WBS Element Note: The WBS Element replaces fund, activity and location numbers. Function and object form part of the Functional Area in the new system and will still be required on all positions, orders and mileage vouchers.
Demonstration Display Project T-code: CJ20N Project Builder
