02_SAP_Grants Management overview

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Ulrike Kleifeld

Solution Management

IBU Public Services, SAP AG

SAP Grants Managementfor Higher Education & Research

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 2

Grants and Financial Assistance in HER

Grantee Mgmt Pass-through

Grantor Mgmt

Granteei.e. University, Research

Institute

Main Sponsor

GovernmentInternational Org.

Students

Institutions

Grantor

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Solution Map 2004: Higher Education & Research

Financial Management & Decision Support

Strategic Enterprise Management Budget Formulation Budget Execution Revenue

ManagementFinancial

AccountingManagerial Accounting

Institutional Development

Market Research & Analysis Marketing Fund Raising Partner Management Alumni Management

Studies Management Academic Program Planning Resources & Scheduling Teaching & Learning Academic Advising & Career Placement

Student Life Cycle Management

Recruitment, Prospects & Admissions Student Registration Academic Progress Student Receivables Financial Aid &

Sponsoring

Institutional Services Campus Services Online Services Library & Media Management Housing IT Services

Grants Management Planning, Application & Preaward

Financial Accounting for Sponsored

Programs

Reimbursement for Sponsored Programs

Reporting to Sponsors & Closeout Grantor Management

Research Management Research Planning Research Project Management Research Information Research Result Management

Human Resource Management

Organization & Position

ManagementRecruitment Personnel

AdministrationTime

Management

Personnel Development &

Training

Compensation & Benefits

Administration

Payroll Accounting

Material Management & Business Support

Procurement Process

Management

Inventory Management

Facility Management

Reimbursable Services

Goods & Services Sales & Distribution

Real Estate Management

Cash Management &

Treasury

Travel Management

Grants in Campus Management

Grants in Grants Management

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Campus Management: FA calculation/grant evaluation

A typical US university administers about 800 - 1000 aid programs or grants. Each grant follows its own rules of who they support, what for and under which conditions.

SAP Campus Management supports the automated process of financial assistance.

It assigns the financial aidto student accountskeeping the grant’s conditionsin a mass runoffsetting the aid against student fees.

Sponsoring with Campus Management

Sponsoring with Grants Management

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Grants Management: Research and Teaching Grants

The University of Leeds has 2500 live grants. Each grant follows its own rules of who they support, what for and under which conditions.

SAP Grants Management supports the financial planning and management of the grants an institution receives for own teaching and research purposes.

It serves tokeep the grant’s conditionscontrol and adjust the budget managementthroughout the life-cycle of a grantupdate on-line every financial transactionfollow the reporting and billing schedules.


Preparation Application Execution Evaluation

Grantor

Grantee

Program Development Assessment Monitoring Close-out

• Master Data• Rules• Budget

Reservation

• Agreement• Reporting

from Grantee• Advising

• Reporting• Audit

• Design• Information• Publication• Budget

Accounting

• Claims• Payments• Re-Payments

Pre-Award Application Consumption Close-out

• Research• Master Data• Internal Draft

• Budget• including

pass-through

• Reporting to Grantor

• including sub-recipients and sub-grantees

• Final Reports

Accounting

• Budget Control• Reimbursement• including sub-

recipients and sub-grantees

Process Overview

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Grants Management –

Who needs Grants Management?

Why did SAP develop Grants Management?

How is it integrated?

What is the basic idea?


SAP Grants Management – Grantee: Target Markets

Governments: Federal, State and Local

HER: Universities and Institutes

Not-for-Profit Organizations

International Organizations

anyone receiving grants

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First Customers are going live in 2004

Technion Institute, Israel

Leeds University, UK

Erie County, USA

Other universities have signed; other pilots in the public sector


Functionality

Manage grants efficiently:

Separate view: the sponsor’s perspective

Integration with internal financial, HR and information management

Grant Life-cycle: from planning to close-out

Indirect Cost Calculation

Cost Sharing

Different Billing Rules

Reporting to management and sponsor

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Sponsor – Maintains the financial and administrative details such as Sponsor‘s name, contact information, fiscal year, currency, billing instructions and funds available carryforward rules.

Grant – An object used to maintains details which describes the terms and conditions of the funding and administration of a Sponsor‘s award.

Sponsored Class – An object used to summarize the Organization's expenses based on the Sponsor's cost categories.

Sponsored Program – An object used as a cost collector that reflects 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)

Master Data

GrantSponsor SponsoredProgram(s) Fund(s)

SponsoredClass(es)


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 3Grant to Sponsor – N:1

Grant to Sponsored Program – N:N

Grant to Fund (internal or external) – N:N

Grant to Sponsored Class – N:N

Sponsored Class to Sponsored Program – N:N

Grants Management: Master Data Relationships

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Master Data: Grant Dimensions


CO, GM & FM relationships

Grant

Fund

Sponsored Program

Sponsored Class

Budget Validity Period

GrantFund

Fund CenterFunctional AreaFunded Program

Commitment Item

Fiscal Year

GrantFund

CCtr, Order, WBS

G/L accts/Cost Elmts

Fiscal Year

FI/COFI/CO GMGM FMFM

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Project System and Grants Management

Project „Research Study“

Phase 1: Clinical Study Grant „NCI“

Phase 2: Publication

WBS 1

WBS 1.1 – Design

WBS 1.2 – Execution

WBS 2.1 – Writing

WBS 2.2 – Printing Grant EU

WBS 2

Project


Campus Management vs. Grants Management

Debit Posting (Sales Order); FI-invoice to customer

Debit Posting to Sponsor’s contract account

Reimbursement

Sponsored Classes; Sponsored Program

Contract Object Type Groups & Sponsoring Pattern

Sponsored Expenses

Own posting dimension

Connected to Contract Account

Grant

Business Partner in role “sponsor”

Business Partner in role “contract partner”

Sponsor

Research grants; other grants for university, departments, teaching staff

Financial assistance to students; grants with relevance to student fees

Areas of Application

Grants ManagementCampus Management

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Sponsor 3

Concept: Adding the different external views

internal view

Organization‘s BudgetSalaries Acad. Salaries Secr. Fringe Benefits Temporary Staff

Sponsor 1 Sponsor 2

PersonnelEmployees

Temps

Employees


Concept: Integration with Internal Financials

Cmt item Funds Ctr Fund Fd Progr

internal view

Organization‘s Budget

external view

Sp ClassGrant Sp Program

Grant Budget Plan

EurEurEur

Eur

Sponsor

„ok!“

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Concept: Integration with Internal Financials


internal view

Organization‘s Budget

external view


Grant Budget

EurEurEur

Eur

Sponsor

„ok!“

„award“


GBPGBP

GBP

budget transfer


Budgeting Workbench: Budget List View

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Budgeting Workbench: Budget Hierarchy


Concept: External and Internal Rules - Budget Split across Fiscal Years

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Concept: Follow Internal and External Rules

Expenditure


internal view

Budget Address

external view

AVC on internalbudget

AVC on operationbudget

Sp ProgramGrant Sp Class

DB

Reported Budget


Flexible: Grant Lifecycle

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Robust: Indirect Cost Calculation


Easy to Use: Cost Sharing

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Diverse: Billing

ScenariosCost reimbursementMilestone BillingPeriodic Billing PlansManual Billing

FunctionalityMass runs and manual billsexceptions billing status


Billing Plan

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Manual Billing Control

(Resource Related Billing – Individual Processing Output)


SAP Grants Management – Grantee: Business Value

Flexibility: Increase Sponsor satisfaction

Agility: Optimal Grant Spending

Innovation: Effective Grant Management

Sustainability: Reduced Cost of Operations

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Double role of Universities

Grantee Mgmt Pass-through

Grantor Mgmt

Granteei.e. University, Research

Institute

Main Sponsor

GovernmentInternational Org.

Students

Institutions

Grantor


Grantor Management

BusinessProcess

SupervisorsAccounting

Officer

Value Chain

Approvals OfficerCitizens

ProgramOfficers

Constituents and Partners

Partners

Government Department(s)/Agencies

Assessment

Program Development Application

Claim Payment

ReportingAuditMonitoring

EnterpriseSystems

KnowledgeMgmt.

ExistingProgramSystems

CRMCaseMgmt

Business Rules

Framework

HumanCapitalMgmt.

Financials

Integration Broker, Master Data Management Integration Broker, Master Data Management

BI, KM, Business Process Management, Composite Application FrameworkBI, KM, Business Process Management, Composite Application Framework

BusinessIntelligence

RecordsManagement

Integration

Integration

Portal, Collaboration, Multi-Channel AccessPortal, Collaboration, Multi-Channel Access

Internal and

external users

Stakeholders

Transact Value Chain

Develop Inform Engage/Advise Learn

Publish andSubscribe

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Availability and Future Focus

SAP Grants Management is internationally available:R/3 Enterprise 4.7, EA-PS 2.00R/3 Enterprise 2004

Current Development Focus:

Pass-through Scenario

Grantor Management

Ulrike Kleifeld

Solution Management

IBU Public Services, SAP AG

SAP Grants Managementfor Higher Education & Research

Documents

02_SAP_Grants Management overview