WIXLIB

Enterprise Grants ManagementGary ThomasIT Director of SAP ServicesJill StewartSAP Business Architect]

[ Agenda IntroductionBusiness NeedNCDOT Grant AdministrationBusiness Process OverviewSystem ArchitectureBusiness ValueStatewide Grants ApproachReal Experience. Real Advantage.

[ North Carolina Transportation Statewide Infrastructure 78,000 Miles Of Highway Roadway12,712 Bridges74 Public AirportsPublic Transportation In All 100Counties2 Major Passenger Train RoutesStatewide Bicycle Routes8 Coastal Ferry Service Routes2 International Shipping Ports 5 Billion AgencyReal Experience. Real Advantage.

[ SAP Footprint SAP Live since 2003 6,000 Users Complex Landscape SAP ECC 6.0 SAP CRM 7.0 SAP NetWeaver 7.1 EP (Intranet and Extranet Portals) BI (BW, BobJ, Xceslius, Crystal, Bex) PI (Interfaces and Web Services) SAP Solution ManagerReal Experience. Real Advantage.

[ Business Need NCDOT administers 1 Billion in grant funding annually Federal funding for NCDOT as recipient Federal funding where NCDOT acts as pass-through agency State funding administered by NCDOT Custom Federal Aid Billing module developed with initialinstallation of SAP in 2003 (Grantee Processes) Paper-based process for administration of constituent grantfunding (Grantor Processes)Real Experience. Real Advantage.

[ Business Requirements System-enable grant processing Program trackingApplicationsAward agreements and claimsGrant budgets and balances Modernize form generation and communications Streamline business processes Web-enable grant activities for recipients Application submission Award status Invoice submissionReal Experience. Real Advantage.

[ IT Requirements Leverage existing financial processes ECC financial and cost accounting Federal billing and expenditure splitting Payment processing Leverage existing infrastructure ERP Business Suite (including CRM) Business Warehouse/BusinessIntelligence Enterprise Portal Leverage existing labor pool IT support staff Supplemental contract resourcesReal Experience. Real Skill Alignment

[ What is Grants Management?State as Grantor Publish Grant Programs Receive and AssessApplications Award Grants Process Claims Make Payments Monitor Grant Projects AuditReal Experience. Real Advantage.State as Grantee Notification ofOpportunities Complete Applications Receive Award Bill Granting Agency Receive Payment Submit ProgressReports

[ Integrated ProcessesReal Experience. Real Advantage.

[ Program Management System manages grants by program Manage program budgetTrack application statusMonitor agreementsProgram auditsReporting and data analysis Programs grouped by business area Similar business logic Address same external user base Organizational structure alignmentReal Experience. Real Advantage.

[ Online Presence Grant Recipients Access Grants Online Grant Application SubmissionAward StatusInvoice SubmissionProgram TrackingGrant Budgets and BalancesReal Experience. Real Advantage.

[ Process Improvements Modern Communication Methods Email NotificationsAdobe Interactive FormsElectronic and Scanned Document UploadOnline HelpAuto-populate Business Partner DataLeverage Data in Downstream ProcessesCase ManagementIntegrated Reporting Audit Support Comprehensive Business Partner ProfileReal Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[Real Experience. Real Advantage.

[ System ArchitectureReal Experience. Real Advantage.

[ System IntegrationECCCRMVendor/BPBPGeneral LedgerExpense TypesFundFunding SourceFunded ProgramGrantor aimAccount AssignmentObject ValidationReal Experience. Real Advantage.21

[ Project Approach First wave – 2 business units (April 2011) 8 months, 750,000 10 in-house staff (part-time) 2 supplemental contract resources Second wave – 1 business unit (April 2012) 6 months, 200,000 No supplemental staffing Additional business units plannedReal Experience. Real Advantage.

[ Business Value Improved Transparency and Auditability of GrantProgram Activities Controlled Unallowable Costs Up Front Enabled Controls to Ensure Each Grant Spent inAccordance with Federal Guidelines Minimized Audit Concerns Streamlined Activities from Proposal to Closeout Reduced Application Cycle Time by 50% Eliminated Manual and Paper ProcessesReal Experience. Real Advantage.

[ Shared Services NCDOT has history of shared SAP services withinState of NC Department of Public Instruction(Plant Maintenance and Inventory) State Highway Patrol (Plant Maintenance) State Port Authority (Financials and Assets) Global TransPark (Financials) Department of Agriculture (Accounts Receivable) State of NC looking to consolidate systems Grants Management part of initial effort Focus on reuse of existing business processes Overcomes initial cost barrier Encourages collaborative process improvementReal Experience. Real Advantage.

[ Statewide OpportunityCost pertransaction ROIInitial ImplementationDOT Foundation for the FutureTimeReal Experience. Real Advantage.25

[ Enterprise Grants Management Interagency agreement defines scope and terms of services Implementation projects roll out functionality in phases Standardized Processes Financial integration 80/20 Template as basis for additional business processes Organizational Alignment Statewide Support Structure Skill Development Customer Satisfaction User group governs system changes andfuture directionReal Experience. Real Advantage.

[ Benefits of ConsolidationCommon ReportingCommon ProcessModelCommon Platform &SupportCommon StandardsTighter budgetcontrol overgrantsAbility to leveragebest securityReducedincidence of fraudFaster return oninvestmentLower overall costdue to leveragedassetsEase ofauditabilityImproved analysisacross programsReduced training costConsolidated systemsReduced support costReduced support costImproved servicelevelsReal Experience. Real Advantage.

[ Key Learning Points High-level Grant process overview Use of adaptive technology EmailsCase managementPDF formsAttachments Grantor Management (CRM) integration with ECC processesand master data synchronizationReal Experience. Real Advantage.28

[ Wrap Up Gary Thomas – IT Director of SAP Servicesgthomas@ncdot.gov Jill Stewart – SAP Business Architectjestewart@ncdot.gov Manoj Pandya – SAP Consultantmpandya@ndssap.comReal Experience. Real Advantage.

[ Thank you for participating.For ongoing education in this area of focus, visit www.asug.com.Real Experience. Real Advantage.

SAP Footprint SAP Live since 2003 6,000 Users Complex Landscape SAP ECC 6.0 SAP CRM 7.0 SAP NetWeaver 7.1 EP (Intranet and Extranet Portals) BI (BW, BobJ, Xceslius, Crystal, Bex) PI (Interface