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Grants Management- Grantee WorkshopKeith HarmonProduct Manager, SAP Labs LLC

Higher Education & Research – 2003 Solution MapOrganizationManagementDecision Support &Budget Formulation Budget ExecutionData WarehousingCustomer Relationship Market Research& AnalysisManagementStudent ManagementCampus &ProgramMarketingRevenueManagementManagement ofRecruitment &AuxillaryAlumni ServicesProspect ivablesFinancial Aid &Student Portal Student HousingSponsoringStudents LifeRecruitment & Student RecordAdmission& RegistrationAcademic ProgramDevelopmentClass &ExaminationPlanningGrants ManagementPlanning,Application &PreawardResearchManagementRecord/Case &Workflow gementStudies ManagementRecords ManagementFinancialAccountingResources &SchedulingAcademic Advising& Career PlacementLearningArchitectureMedia ServicesFinancial Accounting Reimbursement forfor SponsoredSponsoredProgramsProgramsReporting toSponsors &CloseoutGrantorManagementWorkflow ExecutionWorkflow MonitoringRecords LifecycleManagementInformation RetrievalHuman ResourceManagementOrganization &PositionManagementMaterial & ServicesSupportProcurement ProcessGoods & Services SalesInventory Management Facility Management Reimbursable ServicesManagement& DistributionBusiness SupportRecruitmentCash Management & Treasury„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 2PersonnelAdministrationTimeManagementProperty ManagementPersonnel Compensation &Development &BenefitsTrainingAdministrationReal EstatePayrollAccountingTravel Management

mySAP Public Sector – Grants Management - GranteeProject y2000Customer sitevisits – GatherRequirementsMay2001DevelopmentPhase„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 3July2002Q32003Customer Feedback Pilot ImplementationsDevelopment PhaseCont. entEAPS 1.10EAPS 2.0RestrictedRelease – PilotCustomers onlyDefaultRelease

mySAP Public Sector – Grants Management - GranteePilot CustomersInitial Requirements:nnnDuke UniversityCity of PhoenixWorld OrganizationImplementation Sites:nnnCity of PhoenixWorld OrganizationQueensburough Library„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 4

mySAP Public Sector – Grants Management - GranteeInterest Group CustomersHigher Education:nMassachusetts Institute ofTechnology (MIT)Public Sector:nCommonwealth of PennsylvanianNorth Carolina Department ofTransportationnUniversity of TennesseenUniversity of NebraskanIndustry CanadanUniversity of TorontonHealth CanadanBaylor College of MedicinenAgriculture CanadanUniversity of MississippinCentral Michigan UniversitynCollege of William and Mary„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 5K-12:nOklahoma City Public SchoolsnSeattle Public SchoolsnHouston Independent School DistrictnPolk County Public Schools

Functional OverviewGrants Management - Grantee addresses the special needs ofsponsored program administration for Grantee organizations:n Provides separate view of Grantee’s data from the sponsor’sperspective for managing and reporting all awardsn Pre-award and post-award administration:uProposalApplicationu AwarduuClose-outn Budgeting solutions including cost sharingn Use of “released” and “unreleased” budgeting conceptn Budget integration with Funds Managementn Availability checking which can be used independently or incoordination with Funds Management availability checking„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 6

Functional OverviewSupports the following Billing scenariosn Resource related billing (i.e. cost reimbursement)n Periodic billing (i.e. installments)n Milestone billingn Manual billingIndirect cost (IDC) calculation for sponsor’s awardBasic reportsUses and integrates SAP tools:n Business partner functionalityn Business data toolsetn Workflow (future functionality)n Business records managementn Schedule manager„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 7

mySAP Public Sector – Grants Management - GranteeDefinitions – Master DataSponsor – Maintains the financial and administrative details suchas Sponsor‘s name, contact information, fiscal year, currency,billing instructions and funds available carryforward rules.Grant – An object used to maintains details which describes theterms and conditions of the funding and administration of aSponsor‘s award.Sponsored Class – An object used to summarize theOrganization's expenses based on the Sponsor's cost categories.Sponsored Program – An object used as a cost collector thatreflects 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)„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 8

mySAP Public Sector – Grants Management - GranteeMaster Data as Sponsored ObjectsIn order to properly support sponsored program accountingand control, award/agreement items and conditions are to beapplied to an Award based on various combinations of )SponsoredClass(es)ß Definition: Sponsored objects are the business objects thatare sponsored through an Award (i.e. Grant or Contract) by aSponsor/Grantorß Sponsored Objects represent Budget Objects and allowablePosting Objectsß Sponsored Objects describe dimensions for updating andreporting„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 9

mySAP Public Sector – Grants Management - GranteeMaster Data RelationshipsGrant 1Ext.Fund XSponsor XGrant 2Sponsor YGrant 3ÿ Grant to Sponsor – N:1ÿ Grant to Sponsored Program – N:Nÿ Grant to Fund (internal or external) – N:Nÿ Grant to Sponsored Class – N:Nÿ Sponsored Class to Sponsored Program – N:N„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 10Ext.Fund XInt.Fund 1Ext.Fund YInt.Fund 2SponsoredProgram AClass 1Class 2SponsoredProgram BClass 2Class 3

mySAP Public Sector – Grants Management - GranteeBudgetingBudgeting dimensions: Grant, Sponsored Class, Sponsored Program and Fund foreach “timeslice” (i.e. budget validity period)Budget entries are based on Grant lifecycle statuses: Proposal, Application andAward. User statuses are linked to the Grant’s lifecycle status.Budget entries for initial amount, supplements, returns and transfers are supported(budget transfers to/from Grants are not permitted)“Unreleased” and “Released” budget functionality for controlling consumptionThe Grant master Splitting Rule determines time periods for entering budgetedamountsCost Sharing budget requirements entered separatelyIndirect Costs budget calculated automatically based on the Grant master datadetailsFunds Availability Checking (AVC) functionalityBudget versions are supported„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 11

mySAP Public Sector – Grants Management - GranteeBudgeting – “Timeslices”Grant Validity:Jan 2000 – Dec 20021/0012/02Grantor’s FY Variant 1/00Jan to DecemberRules: Annual Split,Quarterly Split, etc.1/0111/001/0221/0112/0231/0212/02Budget ValidityGrants Management (GM)Funds Management (FM)Grantee’sFY Variant 4/99April toMarch4/004/011GM Budget Validity1/00FM Budget Validity„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 121a4/0224/001/011b2a4/0334/011/02 04/022b3a12/023a

mySAP Public Sector – Grants Management - GranteeSponsor - Class RelevanceSponsorClassRelevant ?NIHMaterialXNIHEquipmentNIHSalariesSponsor – IDC RulesIDC Implementation RulesGrant - Class EquipmentGR-011SalariesGrant – IDC RulesXProgramClassFromToIDC %SponsorIDC RuleGrantIDC bilitiesResearchSalariesXXXX10%Grant – IDC CAPIDC Rules: CustomizingIDC RuleValue TypesLiabilities54Payments57„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / aries15,000Grant - Fund Recovery %FundFromToRecovery %CAPINT 01XXXX50%10KINT 02XXXX50%

mySAP Public Sector – Grants Management - GranteeIDC Calculation based on PostingsGrant Type: Customizing ofIDC Accounts/IDC ClassesActual Postings penseIDCExpenseClassGrant 00741000IDC Exp414000IDC RecoveryFederal110000741000IDC Exp414000IDC erialExt 1PR-11,500.00GR-011ResearchMaterialExt 1PR-2750.00GR-011ResearchSalariesExt 1PR-1600.00GR-011ResearchEquipmentExt ountExpenseBillable800.00Revenue NotBillableDesired posting taken from Actualsbased on a Value type, Class eligibility,IDC percentages, Posting Date andcustomizing settings.ClassFundWBSAmount741000IDC ExpExt 1PR-1225.00Research741000IDC ExpExt 1PR-2112.50GR-011Research741000IDC ExpExt 1PR-160.00CrGR-011Research414000IDC RecoveryExt 1PR-1225.00CrGR-011Research414000IDC RecoveryExt 1PR-2112.50CrGR-011Research414000IDC RecoveryExt GR-011Research110000Ext 1397.50„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 14GLAccountCCAllocationPosting

mySAP Public Sector – Grants Management - GranteeBilling – Overview and ScenariosOverviewConfigurable billing rules based on a Sponsor’s requirementsBilling rules can be established using different value types (PurchaseRequisition, Purchase Orders, Invoices, Liabilities, Payments, etc.)Invoices can be generated individually or through mass processingItems can be “blocked” to postpone or prevent billing SponsorItems will have a billing status (billed-unpaid, cancelled, in-process, etc.)ScenariosCost reimbursementMilestone BillingPeriodic Billing PlansManual Billing„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 15

mySAP Public Sector – Grants Management - GranteenEAPS 1.10 (Restricted Release for Pilot Groups) Basic Master Data Grant, Sponsor, Sponsored Program, Sponsored ClassBudgeting with FM integrationGM Funds Availability CheckingGrant derived automatically and stored in documentsRecords ManagementBilling payment plan, no down paymentsBasic Organizational reportsOverhead costing – Indirect Cost Calculation ProgramAuthorizations„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 16

mySAP Public Sector – Grants Management - GranteenEAPS 2.0 (Q3/2003) Default Release Pre-award Cost Postings and BudgetingReport Monitoring/TrackingFlexible Budget LayoutsFirst Workflow – Master Data & BudgetingBusiness Warehouse (BW) integrationAuthorizations with Job RolesProgram IncomeBilling payment plan, no down paymentsAutomated Closeout„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 17

mySAP Public Sector – Grants Management - GranteeFuture Focus and DevelopmentnEnhancements to General Availability Completed workflowRevolving/Pass through GrantsDecoupling from FMRecipient Management (Case Management)CRM integrationTracking Intellectual PropertiesCash Management (CMIA implementation)ArchivingInternet scenariosHR and Position Management IntegrationTime and Effort reporting„ SAP AG 2003, Grants Management - Grantee, Keith Harmon / 18