02 SAP Grants Management Overview

1
Ulrike Kleifeld
Solution Management
IBU Public Services, SAP AG
SAP Gr ant s
Management
f or Hi gher Educ at i on & Resear c h
SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 2
Gr ant s and Fi nanc i al Assi st anc e i n HER
Grantee
Mgmt
Pass-through
Grantor
Mgmt
Grantee
i.e. University, Research
Institute
Main Sponsor
Government
International Org.
Students
Institutions
Grantor
2
Sol ut i on Map 2004: Hi gher Educ at i on & Resear c h
Financial Management
& Decision Support
Strategic Enterprise
Management
Budget Formulation Budget Execution
Revenue
Management
Financial
Accounting
Managerial
Accounting
Institutional
Development
Market Research &
Anal ysis
Marketing Fund Raising Partner Management Al umni 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
Management
Recruitment
Personnel
Administration
Time
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 c al c ul at i on/gr ant eval uat i on
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 aid
to student accounts
keeping the grants conditions
in a mass run
offsetting the aid against student fees.
Sponsoring with Campus Management
Sponsoring with Grants Management
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Gr ant s Management : Resear c h and Teac hi ng Gr ant s
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 to
keep the grants conditions
control and adjust the budget management
throughout the life-cycle of a grant
update on-line every financial transaction
follow 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
Pr oc ess Over vi ew
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Gr ant s Management
Who needs Grants Management?
Why did SAP develop Grants Management?
How is it integrated?
What is the basic idea?
SAP Gr ant s Management Gr ant ee: Tar get Mar k et s
Governments: Federal, State and Local
HER: Universities and Institutes
Not-for-Profit Organizations
International Organizations
anyone receiving grants
6
Fi r st Cust omer s ar e goi ng l i ve i n 2004
Technion Institute, Israel
Leeds University, UK
Erie County, USA
Other universities have signed; other pilots in the
public sector
Func t i onal i t y
Manage grants efficiently:
Separate view: the sponsors 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
7
Sponsor Maintains the financial and administrative details such as
Sponsors 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 Sponsors 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 Organizations sponsored projects.
Fund Represents the source of funding.
External: Sponsor award amount
Internal: Grantees funds and resources (i.e. cost sharing)
Mast er Dat a
Grant Sponsor
Sponsored
Program(s)
Fund(s)
Sponsored
Class(es)
Sponsored
Program A
Ext.
Fund X
Grant 1
Sponsored
Program 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
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
Gr ant s Management : Mast er Dat a Rel at i onshi ps
8
Mast er Dat a: Gr ant Di mensi ons
CO, GM & FM r el at i onshi ps
Grant
Fund
Sponsored
Program
Sponsored
Class
Budget Validity
Period
Grant
Fund
Fund Center
Functional Area
Funded Program
Commitment Item
Fiscal Year
Grant
Fund
CCtr, Order,
WBS
G/L accts
/Cost Elmts
Fiscal Year
FI/CO FI/CO
GM GM FM FM
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Pr oj ec t Syst em and Gr ant s 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. Gr ant s Management
Debit Posting (Sales
Order); FI-invoice to
customer
Debit Posting to
Sponsors 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 Management Campus Management
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Sponsor 3
Conc ept : Addi ng t he di f f er ent ex t er nal vi ew s
internal view
Organizations Budget
Salaries Acad. Salaries Secr. Fringe Benefits Temporary Staff
Sponsor 1 Sponsor 2
Personnel
Employees
Temps
Employees
Conc ept : I nt egr at i on w i t h I nt er nal Fi nanc i al s
Cmt item Funds Ctr Fund Fd Progr
internal view
external view
Sp Class Grant Sp Program
Grant Budget Plan
Eur
Eur
Eur
Eur
Sponsor
ok!
11
Conc ept : I nt egr at i on w i t h I nt er nal Fi nanc i al s
internal view
external view
Grant Budget
Eur
Eur
Eur
Eur
Sponsor
ok!
award
GBP
GBP
GBP
budget transfer
Budget i ng Wor k benc h: Budget Li st Vi ew
12
Budget i ng Wor k benc h: Budget Hi er ar c hy
Conc ept : Ex t er nal and I nt er nal Rul es - Budget Spl i t ac r oss
Fi sc al Year s
13
Conc ept : Fol l ow I nt er nal and Ex t er nal Rul es
Expenditure
internal view
Budget Address
external view
AVC on
internal
budget
AVC on
operation
budget
Sp Program Grant Sp Class
DB
Reported Budget
Fl ex i bl e: Gr ant Li f ec yc l e
14
Robust : I ndi r ec t Cost Cal c ul at i on
Easy t o Use: Cost Shar i ng
15
Di ver se: Bi l l i ng
Scenarios
Cost reimbursement
Milestone Billing
Periodic Billing Plans
Manual Billing
Functionality
Mass runs and manual bills
exceptions
billing status
Bi l l i ng Pl an
16
Manual Bi l l i ng Cont r ol
(Resource Related Billing Individual Processing Output)
SAP Gr ant s Management Gr ant ee: Busi ness Val ue
Flexibility: Increase Sponsor satisfaction
Agility: Optimal Grant Spending
Innovation: Effective Grant Management
Sustainability: Reduced Cost of Operations
17
Doubl e r ol e of Uni ver si t i es
Grantee
Mgmt
Pass-through
Grantor
Mgmt
Grantee
i.e. University, Research
Institute
Main Sponsor
Government
International Org.
Students
Institutions
Grantor
Gr ant or Management
Business
Process
Supervisors
Accounting
Officer
Value
Chain
Approvals
Officer
Citizens
Program
Officers
Constituents and Partners
Partners
Government Department(s)/Agencies
Assessment
Program
Development
Application
Claim Payment
Reporting
Audit
Moni toring
Enterprise
Systems
Knowledge
Mgmt.
Existing
Program
Systems
CRM
Case
Mgmt
Business
Rules
Framework
Human
Capital
Mgmt.
Financials
Integration Broker, Master Data Management
Integration Broker, Master Data Management
BI, KM, Business Process Management, Composite Application Framework
BI, KM, Business Process Management, Composite Application Framework
Business
Intelligence
Records
Management
Integration
Integration
Portal, Collaboration, Multi-Channel Access
Portal, Collaboration, Multi-Channel Access
Internal
and
external
users
Stakeholders
Transact
Value
Chain
Develop Inform Engage/Advise Learn
Publish and
Subscribe
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Avai l abi l i t y and Fut ur e Foc us
SAP Grants Management is internationally available:
R/3 Enterprise 4.7, EA-PS 2.00
R/3 Enterprise 2004
Current Development Focus:
Pass-through Scenario
Grantor Management
Ulrike Kleifeld
Solution Management
IBU Public Services, SAP AG
SAP Gr ant s
Management
f or Hi gher Educ at i on & Resear c h

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