Grant mgmt

Functional overview and future development

HERUG 2002, Melbourne

Grants Management

Juergen Hollberg, SAP AG

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 2

Grantee overview

Agenda

Solution background

Solution example

Solution availability

Grantor overview



Grantee overview

Agenda

Solution background

Solution example


Grantor overview



Grantee Management

Grantor Management

Decision background

Any Group Issuing Grant Money

Federal Governments

Governments:

• State/Provincial

• Local

Higher Education

Any Group Receiving Grant Money

Research Institutions

Governments:

• State/Provincial

• Local

School Districts

Higher Education


Decision background

Why does SAP create a separate Grantee Management Module?

To reflect the special needs of sponsored program administration Separate views of grantee and sponsor

Budgeting solutions including cost sharing

Billing alternatives

Indirect cost calculation

Reporting

It uses and integrates SAP tools: Business Partner functionality

Business Data Toolset

Workflow

Business Records management

Schedule manager


Grantee overview

Agenda

Solution background

Solution example


Grantor overview



Solution background: The fundamental concepts of Grantee Management

Maintain sponsor view of the grantee’s data and relate grantee business objects to sponsor business objects

Sponsored program

Sponsored classes

Budget data recorded on grant validity or sponsor fiscal year

Use of external funds for sponsor related postings and internal funds for grantee related postings (cost sharing scenarios)

Funds availability checking

Currency differences


Operate, Manage and Control

Report and Show Results

External Sponsor View (Grants) Internal Grantee View (SAP R/3)

Grant

Fiscal Year Variant X

Currency CAD

Sponsored Programs

Sponsored Classes

External Fund

Sponsor

Grant

Fiscal Year Variant Y

Currency USD

SAP R\3 Objects

G/L Accts and Comm Items

Internal Fund

Customer

Solution background: Separate Views of Data


GrantSponsorSponsoredProgram(s)

Fund(s) SponsoredClass(es)

Grantee Management Master Data

Sponsor: Individuals, groups or organizations providing financial assistance to other Organizations. The Sponsor is used to maintains the administrative rules governing awards/agreements to the Grantee Organization.

Grant: Maintains the funding relationship between a Sponsor and a Grantee Organization.

Sponsored Program: An object used as a cost collector for the Organization’s projects.

Sponsored Class: An object used to summarize the Organization’s revenue and expense categories for each Grant.

Funds: Classifies the type of funding, external or internal, for Grant transactions.

Grants Management maintains master data to properly support grantee management accounting and provides control for award/agreement conditions that apply to sponsored funding.


Sponsor X

Sponsor Y

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 3

Grantee - Master Data Relationships

No predetermined sequence of action

Grant 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


Grantee overview

Agenda

Solution background

Solution example


Grantor overview



Solution overview: Example

C

U

S

T

O

M

I

Z

I

N

G

Grants using Records Management:GM and RM together define what needs to be done when

Grants not using Records Management

Sponsors Budget

Responsible users

Grant

Plan


Summary: The key benefits

Flexibly linked master data and derivation options

Provides view of Organization’s financial data from Sponsor’s

perspective (Grant Validity, Sponsor Fiscal Year, Currency)

Incorporate Sponsor master date using SAP’s Business Partner

functionality implemented with Sponsor role

Customization of master data with use of SAP’s Business Data Toolset

(BDT)

Customizable billing and indirect cost

Integrated planning and budgeting solutions

Builds on SAP’s Financials and Funds Management solutions

Use of external and internal funds for recording Organization’s cost

sharing activities

Process can be controlled from Records Management


Grantee overview

Agenda

Solution background

Solution example


Grantor overview



Project Plan

May 1999

Prototype Demonstration

for Pilot and Interest Groups

First Customer Shipment –

Pilot Customers

General Release

Development Phase

Customer Feedback Development Phase

First Customer Shipment Phase

May 2000

May 2001

July 2002

Q2 2003

Customer site

visits – Gather Requirements

Nov 1999

Project Begins

Grantee Project timeline

Enterprise


Available functionality

July 2002 - First Customer Shipment for Pilot Groups Basic Master Data Grant, Sponsor, Sponsored Program, Sponsored Class

GM Funds Availability Checking

Budgeting with FM integration

Grant derived automatically and stored in documents

Records Management

Billing payment plan, no down payments

Basic Organizational reports

Overhead costing – Indirect Cost Calculation Program

Authorizations

No Workflow

No internet scenarios


Project Schedule and Ongoing Development

Q2/2003 – Unrestricted availability

Additional Organizational Reports

Business Warehouse (BW) integration

First Workflow

Authorizations with Job Roles

Automated Closeout

Program Income


Further developments

Q2/2003 – Unrestricted availability

Additional Organizational Reports

Business Warehouse (BW) integration

First Workflow

Authorizations with Job Roles

Automated Closeout

Program Income

Enhancements to unrestricted availability

HR and Position Management Integration

Time and Effort reporting (solution currently under evaluation)

Internet scenarios

Completed workflow

Archiving

Revolving/Pass through Grants

CRM integration

Decoupling from FM

Pre-award Cost

Tracking Intellectual Properties

Cash Management (CMIA implementation)

Recipient Management (Case Management)


Project Schedule and Ongoing Development

Product so far only based on North American requirements.

For all other countries, product will be available on an ‘as is’ basis

Analysis/development for other countries depends on market feedback


Grantee overview

Agenda

Solution background

Solution example


Grantor overview



Electronic Service Delivery to Citizens & Businesses Electronic Service Delivery to Citizens & Businesses

Process and Technology Integration Process and Technology Integration

Effective Program and Financial Management Effective Program and Financial Management

Minimize Maintenance and Operation Costs Minimize Maintenance and Operation Costs

Robust Access Control Robust Access Control

Grantor Management Requirements


CLAIMANT

GRANTOR ORGANIZATION

Applicant submits application on-line

Applicant

Program Officer approves application

Program Officer

Applicant receives confirmation notification

Applicant submits claim

Claim payment direct deposit

Upd

ates

to

Fina

ncia

l inf

orm

atio

n

Bud

gets

, Fin

anci

al

Stat

emen

ts, C

ost

Cont

rolll

ing,

etc

EXTERNAL COMMUNITY

Shared information – Collaborative

Government

Program

Announcements,

Notice of Awards,

Program Statistics,

Applicant Assessment

Information, etc

SAP Grantor Solution:

Internet Model


Grant Program Business Process(simple, 1 time process)

ApplicationApplication AssessmentAssessment Applicant Confirmation

Applicant ConfirmationApplicantApplicant

BUSINESS PROCESSES - Overview

PaymentPayment Close-outClose-out


ApplicantApplicant

BUSINESS PROCESSES - Overview

Contribution Program Business Process(complex, multiyear relationship)

ApplicationApplication AssessmentAssessment

AgreementAgreement ClaimClaim AssessmentAssessment

PaymentPayment RepaymentRepayment Close-outClose-out

MonitoringMonitoring


Grantee overview

Agenda

Solution background

Solution example


Grantor overview



First Customer

Shipment – Pilot

Customers

General Release

Business

Blueprint

DesignCoding

Testing

First Customer

Shipment Phase

July 2001

Q3 2004

Requirements

Definition

Project Begins

RequirementsComplete

DevelopmentStart

Q1 2004

Jan 2001

Sept 2001

Set up focus group

Grantor Module Project Milestones (Planned)


Further information for HERUG members

White paper available shortly 2 full day introductions held in Europe

More than 10 universities participated Estimate of fit was already good

For further activities, involve your SAP subsidiary

Thank You

Economy & Finance

Grant mgmt