Grants Super User Prior to this course, you should have completed the following eLearning classes: Basic Navigation Chart of Accounts Budget Fundamentals.

Grants Super User Prior to this course, you should have completed the following eLearning classes: Basic Navigation Chart of Accounts Budget Fundamentals 101

Course Objectives At the end of this unit participants will be able to: Describe the various budgeting codes associated with Grants Management (GM) Process grant budget resources in ECC Understand the process for budget transfers Access and analyze documents in Grants Management (GM) Access and analyze Grant reports in ECC

Grant Execution Roles BRITE has created roles to define:
Who is responsible for the tasks within a business process Who has access to perform tasks in the BRITE system Who needs what type of training Roles involved in the End User Budget Execution process: Grant Analyst – Departments (DGA) Grants Manager Grants Monitor Grants Processor – Major Grants Administrator Central (CGA) Grants Analyst – Govt Programs (GAGP) Grants Budget Office Analyst Depending on the role you have been assigned, you will receive access to necessary information and specific actions in ECC.

Grant Management (GM) Benefits
Benefits of Grants Management (GM) Ability to track & report grant operations (i.e., budget, expenditures, commitments and revenues) over several different periods Ability to support grant closing independently of SBBC Allows tracking of revenue and expenditure of actual amount and budget (including commitment and encumbrances) Reports on details required by sponsor for reimbursements and draw downs including indirect costs on grant-by-grant basis Tracking of CFDA Ability to process grants which span over multiple fiscal years (multi-year grants) Ability to monitor the status of different grants Spending constraints which prevent overspending of grant budgets (hard stops)

Business Intelligence Grants Management (GM) Functions and Integration
Unit Business Intelligence Integrated Planning (BI-IP) and Grants Management (GM) Functions and Integration

Lesson Objectives Upon completion of this lesson, participants will be able to: Describe the role the BI-IP client plays in the budgeting process Understand how BI-IP and ECC-GM interact Describe the budget prep to budget execution process Review Slide.

SAP Acronyms SAP Acronym Name GL General Ledger GM Grants Management
FM Funds Management MM Material Management HR Human Resources FI Financial BI Business Intelligence IP Integrated Planning PS Project Systems WBS Work Breakdown Structure CO Controlling Review Slide.

BI-IP Client / ECC Client GM Interface
The budget process consists of two separate system, which integrate together: IP—Used for budget preparation and approval ECC—FM/GM modules are used for budget execution and control Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into: GM—For grant relevant budgets. FM—For all other budgets. Periodic budget amendments as well as budget control is facilitated in GM (and FM, if applicable). Expenditures posting in various modules (MM, HR, FI) impact the budget in ECC.

Budget Planning Data is Entered
BI-IP The SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, IP & BI. BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface tools and use Business Explorer (BEx) and Web-based layouts. The “Integrated Planning” portion is used to enter budget data. The “Business Intelligence” portion runs reports. BI-IP (read/edit data) BI (read only data) Budget Planning Data is Entered Generate Reports ECC ECC Updates BI Data Nightly with Transactional Data IP Updates SAP ECC as Needed with Plan Data

GM / Grants Management After approval the Grants budget data will be loaded from BI-IP into the ECC Grants Management & Funds Management folders.

Questions?

Grants Management Master Data

Lesson Objectives At the end of this unit participants will be able to: Identify new terms and concepts associated with Grants Management and their relation to MSA objects, where possible Describe GM Master Data including: Sponsors Grant (tabs) Sponsored Class Sponsored Programs Work Breakdown Structure (WBS) Elements GM Life Cycle Management Provides several stages for managing a grant from application to closeout.

GM Master Data Overview
Master Data records are created and stored as electronic records and play a key role in the core budgeting process Master Data records include items such as: Master Data records are highly centralized The GAGP, CGA & DGAs are responsible for creating and maintaining GM Master Data records Grant WBS Sponsor Sponsored Program Groups Sponsored Classes WBS Element Funded Program

Grants Management Crosswalk SAP Glossary
INTERNAL ORDERS (NONE) – CO structures used to collect and monitor the actual costs of discrete, short-term tasks. WBS ELEMENTS - Same as Internal Order except used to track discrete, long term tasks. RESOURCE RELATED BILLING - Sales and Distribution (SD) functionality used to automatically bill a grantor for grant / grant program cost reimbursement based on billing GM billing rules assigned to grants. Billing rules may be based on cash, expenditures or encumbrances, or any combination of the three. GRANT (ACTIVITY) - Represent lower-level funding instruments used to document, control and report on the results of an agreement between a sponsor and an organization. SPONSOR (GRANTOR) – An agency or institution providing financial assistance in the form of a grant. SPONSORED PROGRAMS (ACTIVITY) – GM structure used to control and monitor transactions based on a sponsor’s external programs, which may be different from an organization’s own programs. SPONSORED CLASSES (OFFLINE) – GM structures used to control and monitor transactions based on a sponsor’s account structure, which may be different than SBBC’s own accounts.

Grants Management Crosswalk

Grant Grant – Any external reimbursement. Used to represent a specific award/agreement with a Sponsor. Each Grant will have a Grant Master record created. Grant master records direct activities accomplished and organize cost incurred by the by the various locations funded by the grant. Master data maintenance will be highly centralized. The Department Grant Analyst (DGA) will be responsible for creating and maintaining the Grant in SAP for department-based grants.

Grant Grants Administration & Government Programs (GAGP) will create the master data for school-based grants. For new “potential” grants that are being applied for, the DGA or GAGP will create the Grant for tracking of the grant application. The DGA & GAGP will use “dummy” values for Sponsor, Sponsored Program(s) and Sponsored Class(es); and will be required to provide only general and reference information in the Grant master table at this phase. New Grant Number

Grant Numbering Convention
Grant Number Convention The first letter denotes the funding source of the grant, e.g., Federal, State, Local, etc… The next four digits (2nd – 5th) is the location or department overseeing the grant. The four digits (6th – 9th) after the location number is the sequentially assigned grant number. This will be assigned sequentially beginning with Each location will have a 0001 grant. This will be the same grant number throughout the life of the grant; the only difference will be the fiscal year. After the location number is a period followed by the grant’s validity period. The first two digits are the starting year of the grant and the last two digits denotes the ending year of the grant. If the grant is a three year grant, then the period will be 0508. C 9 7 8 1 . 5 6 Type of Grant (A – G) each tied to different fund Sequentially Assign Grant # 4 Period Location overseeing the grant Grant Validity Period New Grant Number

Sponsored Program Sponsored Program
The Grants Management module is designed for reporting on the Sponsor’s (external) dimensions which include projects or programs. Through GM’s integration with the FM module, we are able to track a Grant by SBBC’s (internal) dimensions. If sponsor doesn’t require special reporting, then programs can be set up to monitor the grant by programs or projects as the grant manager needs. Example: For the Idea Grant the break down would be Autism, Unique Aides, Matrix, Deaf-Hard-of-Hearing, etc. For another grant it might be instructional positions and non-instructional positions may be tracked.

Funded Program Funded Program
Funded Program are created to organize cost in Funds Management (FM) and control budget resources for: 1) Grants (according to SBBC internal requirements) at the grant or grant program level. 2) Capital projects at the project or phase level (linked to WBS element). 3) Internal Orders: For location specific activities requiring separate tracking and budget control.

Funded Program/WBS Naming Convention
Funded Program/WBS Element: Funded Programs follow the same numbering convention as WBS element The first 9 characters are the same as the grant number. The next two digits (10th -11th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant. The next four digits (12th – 15th) is the location using the funds. Grant Number C 9 7 8 1 . 2 4 Location overseeing the grant Location Executing Grant Program Sequentially Assign Grant # Program #

Demonstration Display Grant T-code: GMGRANTD Display Grant

GM Master Data: Grant Master data (Grant)
1. Follow the menu path and double click transaction GMGRANTD Display Grant. The Display Grant Initial screen will appear. 2. Enter Grant number and click the Enter key on your keyboard.

GM Master Data: Grant Short name Dollar value Start date End date
Grant - A Grant in SAP is defined as any external reimbursement and is used to represent a specific award/agreement with a Sponsor. The grant field is on the coding block for all SAP modules (FI, HR, MM) so that costs can be directly assigned to a grant. Example: C (Carl Perkins – Tech Prep Education ) Grant (see Master Data section of this presentation) Review the following fields: Basic Data (screen section) Sponsor - The external person or organization providing funding to the grantee to accomplish specific activities, projects or programs. A Sponsor is also known as Business Partner or Grantor, e.g., (FL DEPT OF EDUCATION). Authorization Group – Group code which can be assigned to user roles to permit actions against master data records. Note: A list of the Authorization Groups available in the system found on Addendum 2 (Grant Authorization Groups). Award Type – Award Type number. The numbering convention for SAP is a consecutive 3 digit numbering system. Make sure to use leading zeros. Examples: 001 Formula Grant Note: A list of the different Award Types available in the system found on Addendum 3 (Grant Award Type). Start date End date

GM Master Data: Grant Reference tab
External Reference - A number assigned by the Sponsor for tracking purposes. Example: 04CH0314/31, If there is no External Number, type N/A. CFDA Number - Grant’s Catalog of Federal Domestic Assistance (CFDA) number. Number used for reporting on Federal Revenues. A CFDA# needs to be included for any federal monies received directly by the State. Example: If funding is not received from the federal government, then use for Non-Federal Grant. Internal Reference - A number assigned for internal purposes for tracking. For DOE grants, use the TAPS number on the award letter. If not FL Dept. of ED. use “NA”. Funding Origin - The original source of the funds received. (see dropdown example above) This field will be used to report costs to the State. Example: (See Addendum 4)

GM Master Data: Grant Posting tab Transactions allowed:
54 & 57 may be changed for liquidation period of grant, i.e., 07/31/2008. i.e., Only Invoices travel vouchers' & check requests can be paid after the end dates of grant during liq. Period.

Year may not be the same as the grant start & end date.
GM Master Data: Grant Budget tab Grant FY Variant - The fiscal year of the Sponsor. Note: A more detailed description of the Funding Origin can be found on Addendum 5 (Grant Fiscal Year Variant). Company Code FY Variant - Always use V6 July – Jun. Splitting Rule - This Rule is how the budget validity periods are created (i.e. budget periods). Example: 0002 Grant Award/Rel Fund/by Grant Validity Budget Layout (defaults) The Budget Version will default to “0” for Grants. Information will default FY Variant Note V6 July – June Oct – Sept Jan-Dec Year may not be the same as the grant start & end date. V9 K0 Note: Within Grants management (GM), grant budgets are controlled by “time-slices” known as validity periods. When the start/end dates of a grant overlap fiscal years or multiple fiscal years, the budget period is subdivided between each fiscal year periods.

GM Master Data: Grant Will always be 1002 SBBC- Expenses and Accruals
Will always be Z100 AVC BUDGET CONTROL AT GRANT LEVEL Information will default Billing tab Billing Rule – Will always be 1002 SBBC- Expenses and Accruals. Letter of Credit - Used for setting the control for the level of budgeting. Control can be set up at the Grant, Program or Class level. Note: The Letter of Credit will always be set at Z100 AVC BUDGET CONTROL AT GRANT LEVEL. SD Order (screen section) Note: Do not edit information contained in the SD (Sales Document) field. The billing rule will determine whether billing is automatic (RRB) or manual and based on what stage expenses are billed at (e.g. when incurred, when paid or cash basis).

GM Master Data: Grant Fund: External 1000 1DC Recovery
1010 Matching Funds Dimensions tab Financing Sources (screen section) The Grant’s External Fund, Sponsored Programs and Sponsored Classes defaulted from the Sponsor’s Master Record ( FL DEPT OF EDUCATION). Note: In order for this information to default to the Grant Master, Sponsored Programs and Sponsored Classes must be marked as “Default to Grant” on the Sponsor’s Master Record. Notice on the screen shot above how the Sponsored Program and Sponsored Classes are marked as “Default” – meaning they have been defaulted on the Grant Master Record from the Sponsor’s Master Record ( FL DEPT OF EDUCATION). There must always be at least one Sponsored Program and one Sponsored Class established for a Grant. If a new Sponsored Program or Sponsor Class is needed, it must be added to the Sponsor master data record prior to Grant creation first. Sponsored Programs (screen section) The Sponsored Programs will default to the existing programs for the sponsor. Sponsored Classes (screen section) Sponsored Classes will default from the Sponsor. Remove any classes not applicable to this grant. Check Sponsor Classes that are IDC Relevant. Check all classes to default to the grant.

GM Master Data: Grant Supported Objects tab
A better explanation of how Funds have changed can be found by reviewing information contained in addendum 1 of this presentation. Fund - A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations. The Planning Allowed column should be unselected. GM planning will be done in the IP module. If the posting of budget and actuals values is unwanted the check box located under both the Budgeting Allowed and Actuals Allowed should not be selected. As a general rule, when cost sharing is applicable, the Budgeting Allowed and Actuals Allowed boxes would be unchecked for the external revenue Sponsored Classes. SBBC will uncheck the Planning Allowed column. Note: For fund 1000, only IDC Recovery in Budgeting Allowed and Actuals Allowed should be checked. For fund Check all except 1DC Recovery & Revenue. For fund 42XX Check all except 1DC Recovery & GM Cost Rev

GM Master Data: Grant The Cost Sharing tab functionality is only used when cost sharing is part of the grant budget process Cost Sharing tab Cost Sharing Rule - Rule used as basis for matching fund Total Direct Costs. Cost Share Rate - The percent or dollar amount required by the Sponsor to be matched. Example: 0 Cost Sharing (screen section) Sponsored Program/Sponsored Class/Fund - The combination of program, class and fund subject to cost sharing. Note: For the Sponsored Program/Classes to populate, an internal fund must be identified under the Dimension Tab (section: Finance Sources). Furthermore, the cost sharing column must be checked. Percentage - The percent required for cost sharing by Sponsor. Note: This field is defaulted from the cost sharing rate identified above. Different percentages can be assigned to specific lines according to Grant requirements. The combination of Sponsor Program/Class/Fund not subject to indirect cost can be changed by entering “0”. Note: The cost share percentage entered here will be applied only against the Grant’s BUDGETED COSTS and thus determine the budgeted cost share Broward Public Schools needs to contribute to the Grant. However, when expenses occur the IPC rate will post at actual.

Direct Costs will always be on Liabilities 0003
GM Master Data: Grant Direct Costs will always be on Liabilities 0003 Overhead Costs tab IDC Rule: The indirect rule and Sponsored Program/Class will populate according to the Sponsor’s Master Record (C PURCHASE SERV). The combination of Sponsor Program/Class not subject to overhead cost can be deleted or changed by entering “0” under indirect rate. Note: Direct Costs will always be on Liabilities 0003.

GM Master Data: Grant Note: The indirect rule and Sponsored Program/Class will populate according to the Sponsor’s Master Record (i.e ). The combination of Sponsor Program/Class not subject to overhead cost can be deleted or changed by entering “0” under indirect rate.

GM Master Data: Grant Note: Grant is subject to indirect cost, an internal fund must be specified to post the indirect cost recovered. For this to populate, an internal fund needs to be identified under the Dimensions tab and the “IDC Recovery” column must be checked. Replenishment (screen section) Fund - A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations. Valid From Date - Official start date of the award or Grant. Valid To Date - Official end date of the Award or Grant. Recovery - Fund Recovery Ratio used to calculate the fund recovery. Example: Consider: Fund 1 at 10%, Fund 2 at 20%, Fund 3 at 10%. This would allocate monies in a 25%-50%-25% split. The total does not have to add up to 100%. If Fund 1 reaches its cap, then the monies are allocated to fund 2 and fund 3 in the amounts 66.66% and 33.33%. Entering “0” disables recovery for this fund Example: 1 Revenue Cap - The upper limit of the indirect costs that can be reimbursed by the Sponsor for this Grant.

Demonstration Create Grant T-code: GMGRANT Create Grant

Grants Life Cycle Management Phases
The lifecycle status is configured as part of the Grant Type configuration in SAP. The configuration will be set up so that status can be reversed to some other stage. For example, grants in closing status can be reset to award or grants in closed status can be reactivated to closing.

GAGP will create the grant master in the Application stage for all new school based grants. GAGP will oversee the management of school-based grants The GAGP will manage the rest of the Lifecycle statuses to “Closed”. In addition, GAGP will manage all recurring school based grants. DGA’s will manage the lifecycle status of all new and recurring departmental based grants. See Application to Award Stage process flow and Addendum 6.

Lifecycle statuses, in addition to providing better control of grants throughout their respective lives, provide useful reporting on grants by phase.

GM Life Cycle Management phases: Application phase: In this phase, no actual or budget postings are permitted. All new grants begin at this stage. GAGP will create the grant and review the settings prior to moving the status to the award phase. Award phase: In this phase, budgeting and postings can take place during the grant validity period. All posting activities including POs and funds reservations are possible and open. Lifecycles of the grant determine the types of transactions allowed to be posted.

Cancelled (Competitive grants only) phase: Grants that were not awarded by sponsor or approved by BCPS will be moved from the Application stage to the Cancelled Stage. No activity is permitted in this stage. Closed phase: The grant will be closed after all expenses have been posted and billed. No additional activity expected. The closed status does not allow any activity. Thus, unlike the current MSA system, no further postings will be permitted, reducing the need to clean-up data that is incorrectly posted to a closed grant. Closing Phase – Stage when final transactions can be processed (i.e. mileage vouchers, invoices).

WBS Elements WBS Elements
WBS Elements are created to collect and organize cost at the school/department location where funds are being spent All Grants will have an assigned Project Definition (Project Definition is nine digits in length and corresponds to the 1st nine digits of the grant) WBS elements are uniquely numbered to identify locations using Grant funds Budget resources are organized and expended through the WBS element

WBS Element Naming Convention
Below is an example of the line of coding, called a WBS Element. The first 9 characters are the same as the grant number. The next two digits (10th -12th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant. The 13th and 14th digit indicates the period. The next four digits (15th – 19th) is the location using the funds. Each WBS Element is linked to the Cost Center where the funds are being spent Grant Number C 9 7 8 1 . 2 4 Location overseeing the grant Location Executing Grant Program Sequentially Assign Grant # Program # WBS Element Note: The WBS Element replaces fund, activity and location numbers. Function and object form part of the Functional Area in the new system and will still be required on all positions, orders and mileage vouchers.

Demonstration Display Project T-code: CJ20N Project Builder

WBS Element 1. Follow the menu path and double click transaction CJ20N Project Builder.

WBS Element The Project Builder screen will appear.
1. Click the Open folder.

WBS Element The Open Project pop up box will appear.
Enter the project number. Click the Click the Open folder icon (green check).

WBS Element The Project Builder: Project XXXXXXXX screen appears.
Review the following fields Project Def - The project definition contains dates and organizational information that are binding for the entire project. Note: The Project Definition number will be the first 9 characters of the grant. Description – Description of grant. Note: Description is equivalent to grant title. `Note: The future end date but not the grant’s end date. Grant’s WBS naming convention does not include start and end date in order to allow for continuous use of master data. Business Area - Business Area which currently shows “2600” represents the Business Area of the department/school managing the grant. When using the template to create a project definition, Business Area is defaulted to “2600”. If “2600” is not the Business Area of the department/school managing the grant, then change it accordingly. 1. Click the WBS Element Overview icon. (yellow triangle located in the Identification and Selection screen section).

WBS Element The Project Builder, Basic Data tab appears.
1. Click the Expand icon located in the S… column for all WBS elements. Review the following fields Level - Represents the levels in the hierarchy. Note: For Grants, there will be three levels. Level 1 = First 9 characters of the grant i.e. B Level 2 = First 11 characters of the Funded Program which includes the program i.e. B Level 3 = Same relationship with the Funded Program, which includes the program and location executing the grant i.e. B WBS element - Work Breakdown Structure Element - A structural element in a work breakdown structure representing the hierarchical organization of a project. A WBS element describes a task or a partial task that can be divided. Note: For level 1, the WBS element will consist of the first 9 characters of the grant Description - Highlight the description field and change the old value with the new value. Note: For level 1, the description will consist of the Grant Title Click to select a WBS element, e.g., Click to view the Details the WBS element.

WBS Element The Project Builder: Project XXXXXXXXXX screen appears.
Review the following fields: Person Respons. - Description of the Person Responsible for project. Note: This field is available for the name of the person overseeing the grant. Resp. cost cntr - Description of the cost center overseeing the specific WBS element. 1. Click to select a different WBS element located in the left column, e.g., C IDEA-Matrix-ESE.

Resp. cost cntr - Description of the cost center overseeing the specific WBS element. 1. Click the User fields tab.

Phone Number - number for the department/school overseeing the grant.

Demonstration Create Project T-code: CJ20N Project Builder

Questions?

Grants Budget Transfer and Control
Unit Grants Budget Transfer and Control

Lesson Objectives Upon completion of this lesson, participants will be able to: Identify new terms and concepts associated with the Grants Management Budgeting process Understand how budget resources are allocated and transferred to the various Grants under their control Understand how the Grants Management (GM) and Funds Management (FM) modules interact Understand how to transfer budget resources in FM

GM Budget Transfer Process
Grants Management provides Broward County the ability to budget a grant in the Sponsor’s dimensions (grant, fund, Sponsored Program, Sponsored Class, time-slice and budget validity period). Budgets are entered into SAP through BI-IP at the “Award” stage by the Department Grant Analyst (DGA) or the Budget Processor.

The “process” is used to distinguish between different ways of affecting the budget ECC budget processes include: Schools and Departments will only be authorized to transfer Grant budget resources and will not have the ability to, return or supplement the budget allocated to their location. Process Description Position Responsible Transfer Returned budget not used / required Budget Office Supplement Between Sender GM Budget Address and Receiver Grant Processor DGA Return New source of budget

Schools and Departments may: Transfer budget resources between different programs When transferring budget resources, budget revenues will always equal expenditures. Allocations = Expenditures

GM/FM Budget Transfer Process
Funds are posted against budget accounts in both the GM and FM modules. In the Grants Management module funds will be transferred between Sponsored Programs and WBS elements using transaction Create GM Budget Entry Doc (GM_CREATE_BUDGET). In the Funds Management module funds will be transferred between Commitment Items (G/L Accounts) using transaction Budgeting Workbench (FMBB).

Demonstration GM Display Budget Document
T-code: GM_DISPLAY_BUDGET Display Budget Document

1. Follow the menu path and double click transaction GM_DISPLAY_BUDGET Display Budget Document.

Doc. # Process Grant # Doc. Type 1. Enter the Document number and click the Enter icon (green check upper left corner of screen). GM Doc Type – This will always be either ST - Sponsor's Funds Rlsd Budget - TRANSFER or BT - Broward Funds Released Budget - TRANSFER The displayed document was created when $5, was transferred from Sponsored program 510Supplies to 530 Periodicals. Notice budget resources were transferred between Sponsor Classes within the same: Fund – 4230 Grantee FY (Fiscal Year) Commitment Item (Expenditure Supplies) Funds Center – ESE (EXCEPTIONAL STUDENT EDUCATION) Functional Area – (ESE Support) Funded Program - C (IDEA-Matrix-ESE) Budget account information

Demonstration GM Create Budget Document
T-code: GM_CREATE_BUDGET Create GM Budget Entry Doc

FM Budget Transfer Budget amendments will occur at the same levels. Budget control and posting address may differ.

Demonstration FM DISPLAY BUDGET Document
T-code: FMEDDW Display Budget Document

Display Budget Transfer Document
1. Follow the menu path and double click FMEDDW Display Budget Entry Document.

If desired a Search Variant may be created for the various system grants. A Search variant can be created by clicking the Save icon and populating the Variant name and Variant meaning fields then click the Save icon. Enter 9F in the Budget Category field (F9 is the only selection available). 2. Enter Grant number in the Grant field, e.g., C 3. Click the Execute icon (button displaying a clock).

Click the vertical scroll down bar and locate the document. Double click document number, e.g., Note: All FM budget documents will start with the digit 4.

The Entry Document screen appears. Review the following fields. Document – Document number Note: All FM budget documents will start with the digit 4. Document Date – Date document was created. Line items – Notice Funds have been transferred between commitment items to (note transfers between Commitment Items will only happen in Funds Management (FM and is not allowed in Grants Management (GM), $5, has been transferred from Commitment Item to Commitment Item

Change Layout icon Version Process Click the vertical scroll down bar and locate the document. Double click document number, e.g., Note: All FM budget documents created for Grant budget processing will start with the digit 4. Column displayed in the Select List for Entry Documents screen may be added, removed or rearranged. To change the entry documents display click the Change Layout icon.

Displayed columns Columns displayed in the left side of the Change Layout pop-up box are or will be displayed. Additionally columns are displayed in the order in which they appear in the left column, e.g., Document Year will appear first followed by the Entry Document number column. Columns may be added by moving them from the right (Display Columns) the left (Column Set) column. Columns may be removed by moving them from the left (Column Set) to the right (Display Columns) column. Columns may be rearranged by rearranging the order in which the column names appear in the left column. Notice the fields previously displayed. Version and Process have been moved to the left column and will not be displayed. Changes may be saved for future use by clicking the Save icon located at the bottom of the Change Layout box. After all changes have been made, click the Continue icon (green check). Save icon

The Version and Process columns have been removed from the displayed list.

Requisition Approvals

Unit Objectives Upon completion of this lesson, participants will be able to: Describe the requisition approval process Release a purchase requisition Display a purchase requisition

GM Line of Coding Grant – C line of coding

Requisition Approval Process
Requisitioner Creates Requisition (ME51N) Requisition Approver Views List of Reqs that Require Approval (ZMPU_ME55) Requisition Approver Approves or Rejects Reqs as appropriate (ZMPU_ME55) Second Level Approval Executed, If Required (ZMPU_ME55) Next slide Requisition Used to Create Purchase Order or Other Follow-On Document

Group Exercise Scenario: Approve/Reject a Purchase Requisition
Transaction Code: ZMPU_ME55

Approve/Reject a Purchase Requisition
Enter the Transaction Code ZMPU_ME55. Press Enter on the keyboard.

The Collective Release or Purchase Requisitions screen appears. 1. Click the vertical scroll down bar. Click to scroll down

If desired a Search Variant may be created for the various system grants. A Search variant can be created by clicking the Save icon and populating the Variant name and Variant meaning fields then click the Save icon. Execute icon Notice the Grant Numbers fields have been populated with values corresponding to the variant Z_GRANTS_R. 1. Enter the Grant number, e.g., C 1. Click the Execute icon.

The Collective Release of Purchase Requisitions screen appears. 1. To better view information displayed in the displayed columns follow menu path Settings > Columns > Optimal With.

The Collective Release of Purchase Requisitions screen appears. 1. To see additional fields not currently displayed click the horizontal scroll right bar.

Fund Functional Area Funds Center Grant The Collective Release of Purchase Requisitions screen appears. 1. To return to the previous screen click the horizontal scroll left bar.

The Collective Release of Purchase Requisitions screen appears. Locate the Purchase Requisition to be released (approved). 2. Click the Release Option icon (green check) for the PR to be released.

The following steps demonstrate how to reject a Purchase requisition. 1. To reject the second line item on the requisition, click on the requisition number, 2. Click the Menu button and follow the menu path Goto > Individual Release.

1. Click the Reject button. 2. Click the Save button.

The Purchase Requisition has been rejected as indicated by the message Release Returned displayed at the bottom of the screen. 1. Click the Save button.

The Purchase Requisition has been rejected.

Questions?

Unit Grant Billing

Lesson Objectives Upon completion of this lesson, participants will be able to: Describe the Billing process Create a Resource Related Billing (RRB) document for the purpose of placing charges against an existing grant

GM Billing The Grant Billing process will be initiated by the individual department DGAs, CGA, or GAGP on behalf of school based grants. DGAs responsible for a Grant should review all postings to the Grant program and request postings for any other appropriate costs to the Grant prior to requesting reimbursement from the Sponsor. Grant Billing: Grant billing processor will create the billing claims based on sponsor’s dimensions Reconciliation of reimbursement of claims to revenues posted by AR is the grant processor’s responsibility. Billing cannot exceed revenues Billable expenses are set in accordance with billing rules in the master data records Review of grant expenditures Labor Reports Correct position/days/percent Non-labor expenditures Mileage Purchases Invoices

GM Billing Grant billing is dependent on:
The creation of the Grant Sponsor master data record Billing rules which are configured to match the reimbursement requirements of the given grant Expenditures (reimbursement grants)

GM Billing When a Grant is created in SAP, a Sponsor and billing rule is assigned. The billing rule specifies such things as how billing will be created such as Resource Related Billing (RRB) based on payment; RRB based on commitment, manual billing, etc. These rules are applied at Grant level for all Sponsored Programs and their Sponsored Classes for the grant. The Resource Related Billing function automatically identifies items as relevant for billing and includes them in a billing document. Each month, the Department Grant Analysts (DGA) will execute this transaction for their Grants. During this transaction, unbilled costs are appropriately captured based on the billing rules assigned. If needed an amount can be postpone t, by Sponsored Program, for any given Sponsored Class. Once the DGA, CGA and GAP have executed the necessary transaction, a Billing Request is created. Accounts Receivable unit will subsequently run the appropriate transactions to transfer the billing request to FI that will setup the Accounts Receivable record and credit the respective revenue accounts. Note: In some instances, manual billing may be used instead of Resource Related Billing. In such cases, invoices will be entered directly into SAP. Manual billing will be utilized in cases where either specifically allowed expenditures are not easily identifiable, billing rules differ according to Sponsored Classes, complex billing scenarios exists, cash is received upfront or special sponsor provisions exist to bill negotiated or arbitrary amounts regardless of expenditures incurred in performance of a program.

GM Billing GM Billable Prerequisites:
Grant’s billing rule allows for Resource Related Billed The billing rule will be displayed in the grant and is drawn from the Sponsored Program’s master data record. Grant is NOT blocked for billing There are billable expenditures recorded on the Grant

GM Billing Grant Billing is dependent on:
The creation of Sponsor master data record, which will represent the grantor. Billing rules, this will be configured to match the reimbursement requirements of the different types of grants administered by BCPS. Expenditures, in the case of reimbursement agreements.

GM Billing A Billing Rule specifies whether, for example, the Sponsor is “billed” for expenditures (Resource-Related Billing) or billed manually on a cash basis, expense basis, etc. Billing rules apply at the sponsored program level for all sponsored classes.

Billing Rules Advance Payments
Advance Payments will not be billed, but will be recorded directly in SAP as deferred revenue (offset to cash). On a monthly basis, the deferred revenue will be reduced and revenue in the Grant increased for the expenditures incurred to match the revenues to expenses on a consistent basis. This will be accomplished via the use of a monthly journal entry.

Billing Rules Resource-Related Billing
SAP Grants Management includes a “Resource-Related Billing” function that automatically identifies items as relevant for billing and includes them in a billing document. Each billing period, GAGP, CGA, or DGAs will execute standard transaction GM_RRB_IND for each grant with this billing rule. The program selects unbilled costs appropriate for billing based on the billing rule assigned and posts the necessary journal entry. RRB will result in a posting to FI debiting the AR-Customer/Sponsor and crediting revenue for the Fund/Grant/Cost Center. (The split processor will automatically put the fund/grant from the CR-Revenue line item on the DR AR-Customer line item).

Billing Rules Resource-Related Billing
The billing process will be carried out in two steps: Grant Processor or DGA will create the billing requests. The central AR department will post them to FI.

Manual Billing Manual Billing Manual Billing will be utilized when:
Allowed expenditures are not easily identifiable Billing rules differ according to sponsored class Complex billing scenarios exist Grants where cash is received upfront Special sponsor provisions exist to bill negotiated or arbitrary amounts regardless of expenditures incurred in performance of the program

Manual Billing Revenue Accounts
Separate revenue accounts are used for each combination of grant or program. The following revenue accounts will be set up and used for Grants in SAP: Federal Grant Revenue State Grant Revenue Local Grant Revenue County Share Grant Revenue Other Grant Revenue

Reimbursement Request Billing (RRB)
Different types of revenue collected: RRB will derive the correct revenue account based on the AR customer group that the sponsor is assigned to. “Other” will include corporate grant sponsors. Manual billing will be assigned Federal, State, Local or Other revenue accounts during manual input. County Share revenue account will only be used to manually record the County Cost Share where applicable. See flow of FA399

Reimbursement Request Billing (RRB)
Once the Reimbursement Request Billing is posted: A Request for Reimbursement will also be prepared as is current practice outside of the SAP system. This will either be in a Sponsor-specified form or on-line entry into electronic Federal reimbursement request tools. Cash remittance (wire or check) will be applied against the customer invoices in SAP by the Treasurer’s Office.

Demonstration Grants Management: Resource-Related Billing –
Individual Processing assignment T-code: GM_RRB_IND

GM Billing 1. Follow the menu path and double click transaction GM_RRB_IND – GM Billing (Single Processing).

GM data records are organized into groups for reporting and analysis.
GM Billing Grant C The Grant Management: Resource-Related Billing – Individual Processing screen appears. 1. Enter the Grant number then click the Execute icon (icon with a picture of a clock). 2. Enter Posting Date to (use last day of month). GM data records are organized into groups for reporting and analysis.

GM Billing Double click item Items to be billed
The Billing request for resource-related billing document <new>: Expense screen appears. 1. Click open the Folders and subfolders in the table top table, e.g., C , Double click a document to list all the expenses. Notice expenses for the selected document appear in the Amount tab located in the lower portion of the screen. Check Billing Request button to create the request. Items to be billed

GM Data Groups and Reports
Unit GM Data Groups and Reports

Objectives At the end of this lesson participants will be able to:
Create GM data groups Understand the different roles that BI and ECC play in reporting Display and Analyze GM reports

GM Data Groups GM data can be organized into groups with one or more levels. Groups are useful in reporting. By selecting the group name instead of listing each master data record individually, you can pull up budget data for specific areas. Groups can be created for: Grants Sponsored Classes Sponsors Sponsored Programs

GM Data Groups Only those master records assigned to the group or node will be displayed All users will have authorization to create and maintain master data groups to meet their specific needs Groups can be user-specific, so those groupings are available only to the user who created them

Demonstration Display Grant Group
T-code: GM_SETS_GRANT3 – Display Grant Group

GM Data Group Example 1. Follow the menu path and double click transaction GM_SETS_GRANT3 – Display Grant Group.

GM data records are organized into groups for reporting and analysis.
GM Data Group Example Display Grant Group transaction Grant group B The Display Grant Group: Initial Screen appears. 1. Enter the Grant Group name then click the Enter icon (green check located in the upper left corner of the screen). GM data records are organized into groups for reporting and analysis.

GM Data Group Example Grant group B97790001
Range of grants assigned to the group B Individual grants assigned to the group B

Demonstration Grant Group Report
T-code: S_ALN_ Budget Vs. Commitments/Actual

GM Data Group Report 1. Follow the menu path and double click S_ALN_ Budget Vs. Commitments/Actual.

GM Data Group Report Enter grant number. e.g., C97840001.0708
Execute icon 1. Enter grant number. e.g., C 2. Enter budget version 0. 3. Click the Execute icon. Enter Budget Version 0

GM Data Group Report Notice only values assigned to grant C are displayed.

Budget Reporting SAP budget reports allow for the analyses of grant budget resources such as Actual vs. Planned budget variance Available Budget (AVC reports) GM Line Item Report Budget Entries Master Data Listings

Budget Reporting The vast number of budget reports will be generated from Business Intelligence (BI). This will reduce the strain on the ECC operating system. BI reports will be updated on a nightly basis from SAP ECC (near real-time) Key SAP standard reports will be copied to BI and run as BI queries Reports should only be run in ECC when real-time reporting is critical (i.e. Budget AVC reports). Many ECC reports have drill down capabilities. BI will have similar reports without the drill down function.

Budget Reporting Some reports that can be run in ECC are:
GM Budget Line Item Entries – Displays budget documents that have been posted in the Grants Management (GM) area Available Budget Report – Displays funds which are available, restricted, and expended

Demonstration Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01

Available Budget Report (AVC Report)
1. Follow the menu path and double click transaction FMAVCR01 Available Budget Report (AVC Report).

1. Enter 2008 in the Fiscal Year field. Enter 9H or B1 in the Availability Control Ledger. 3. Enter the Grant number, e.g., C 4. Click the Execute icon (icon displaying a picture of a clock).

Header Click on the top folder marked C Click the Show All icon.

10. Double click the icon next to the posting address for a value in the Consumed Amt field.

1. Review the displayed information then click the back button to return to the SAP Easy Access menu.

Demonstration Report: Grants Management Line Item Display
T-codes: S_PLN_

Grants Management Line Item Display
1. Follow the menu path and double click transaction S_PLN_ Grants Management Line Item Display.

Execute icon Grant 1. Enter the Grant number, e.g., C 2. Click the Execute icon (icon displaying a picture of a clock).

Change Layout icon Review the Grants management: Line Item Display list. Many times during the review of GM line items additional information may be needed or desired. Using the Change Layout icon functionality, data fields such as GM Value Type, Sponsored Class, G/L account and Fund may be added to the list of GM line items. The following slide demonstrates how additional data fields may be added to the list. Click the Change Layout icon.

Column Header The CHANGE LAYOUT pop-up screen appears and allows users to add or remove columns from the displayed list. Columns that are not displayed are listed on the right side of the screen. Columns that are displayed are listed on the left side of the screen. Columns may be arranged in alphabetic order by clicking the Column Header. 1. Click the Column Header “Column Name”. 2. Click the Column Header “Column Name” a second time. Notice fields in the Column Set list (right column) are displayed in reverse alphabetic order.

1. While holding down the CTRL key select Sponsor Class from the Columns Set (left side list). 2. Continue to hold down the CTRL key click the vertical scroll down bar. 3. Continue to hold down the CTRL key and select GM Value Type Columns Set list. 4. Continue to hold down the CTRL key and select GL Account from the Columns Set list. 5. Click the Show Selected field icon. Notice the selected fields have been brought over to the Displayed Columns list (left side column).

Data columns will be displayed in the order in which they appear in the list. The sequence in which the data columns are displayed can be rearranged by identifying a column and moving it up or down the list using the Move Column icons. - Move Column up one position - Move Column down one position - Move Column to the top - Move Column to the bottom

1. Click the Continue icon (green check). Continue icon

The Change Layout screen appears. The additional fields have been added. Added Columns Back icon 1. Review the displayed information then click the Back icon.

Demonstration Report: FA399 Generation T-codes: ZFGM_FA399
Only used for “C” grants

FA399 Generation Enter transaction code ZFGM_FA399 in the Quick Path field then click the Enter icon (green check located in the upper left corner of the screen).

FA399 Generation 1. Enter the Grant number, e.g., C97840001.0708.
2. Click the Execute icon (icon displaying a picture of a clock).

FA399 Generation The FA399 Generation screen appears.
The FLORIDA DEPARTMENT OF EDUCATION PROJECT DISTBURSMENT REPORT may be printed by clicking the Print Form button. 1. Select the Print form button.

FA399 Generation The Print pop up window appears.
Select the Printer to be used, e.g., LOCL (PC default printer). Click the Print button.

FA399 Generation The FA399 Generation report has been printed.
The next two slides demonstrate the manner in which the FA 399 report will be appear when printed.

FA399 Generation Printed FA399 Generation report.

Course Summary GM Life Cycle Management
Provides several stages for managing a grant from application to closeout. Grant (naming convention) 1st Character = The letter indicating the funding source of the Grant, e.g., A - USDE - Federal Direct Grants / B - DHHS - Federal Direct Grants C - USDE - Federal Thru State Grnt / D - Local/Local Direct Grant E- Interest Grants 4 Digits = Location overseeing the Grant (i.e. 9780).

Course Summary Billing Rule – The Billing Rule will defaulted from the Sponsor’s Master Record ( FL DEPT OF EDUCATION). GM Life Cycle Management phases: Award phase – Notification letter received Closing - Liquidation period. No new Pos or positions only Invoices & mileage Closed phase – No activity allowed Cancelled (Competitive grants only) phase Grants Management provides the ability to budget a grant in the Sponsor’s dimensions (grant, fund, Sponsored Program, Sponsored Class, time-slice and budget validity period).

Course Summary The Grant Billing process will be initiated by the individual department DGAs or school/grant bookkeeper. When a grant is created in SAP, a Sponsor and billing rule is assigned. GM data can be organized into groups such as: Grants Sponsored Classes Sponsors Sponsored Programs

Questions?

Grant Funds Description
Addendum 1 (Grant Fund) Grant Funds Description FUND # OLD MSA FUND #(S) FUND DESCRIPTION GRANT TYPE 1010 101 General – State Appropriations/District Cost Sharing A TO G 4210 422 USDE – Federal Direct Grants A 4220 427 B 4230 421,425,426 USDE – Federal Through State Grants C 4240 423,424 Through Local / Local Direct Grants D

Addendum 2 (Grant Authorization Groups)
Description Z1000 SBBC CGA Z1010 SBBC DGA 1 Z1020 SBBC DGA 2 Z1030 SBBC DGA 3 Z1040 SBBC DGA 4 Z1050 SBBC DGA 5 Z1060 SBBC DGA 6 Z1070 SBBC DGA 7 Z1190 SBBC DGA 19

Addendum 3 (Grant Award Types)
Description 1 Formula Grant 2 Competitive Grant 3 Local Grant 4 Discretionary Grant 5 Performance Based Grant 6 Others

Addendum 4 (Grant Funding Origin)
Description 4002 Migrant 4003 Vocational 4004 Adult Vocational 4005 Adult Basic Education 4006 Exceptional Student 4008 Title 1

Addendum 5 (Grant FY Variant)
Note V6 July – June Year may not be the same as the grant start & end date. V9 K0 Note: Within Grants management (GM), grant budgets are controlled by “time-slices” known as validity periods. When the start/end dates of a grant overlap fiscal years or multiple fiscal years, the budget period is subdivided between each fiscal year periods.

Addendum 6 (Lifecycle Phases)
Description Award Notification letter received Closing Liquidation period. No new Pos or positions only Invoices & mileage Closed No activity allowed Cancel

Addendum 7 (GM Valuation Types)

Change History 10/22/07 Timothy J. Longhurst Initial Draft Date Name
Change Description 10/22/07 Timothy J. Longhurst Initial Draft

Grants Super User Prior to this course, you should have completed the following eLearning classes: Basic Navigation Chart of Accounts Budget Fundamentals.

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Grants Super User Prior to this course, you should have completed the following eLearning classes: Basic Navigation Chart of Accounts Budget Fundamentals.

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Presentation on theme: "Grants Super User Prior to this course, you should have completed the following eLearning classes: Basic Navigation Chart of Accounts Budget Fundamentals."— Presentation transcript:

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