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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

25

The Award Project

26

The Award Project Budget

27

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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