Grants Super User. 2 At the end of this unit participants will be able to: Describe the various...
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Transcript of Grants Super User. 2 At the end of this unit participants will be able to: Describe the various...
Grants Super UserGrants Super User
2Grants Super User
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
Course ObjectivesCourse Objectives
3Grants Super User
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
Grant Execution RolesGrant Execution Roles
4Grants Super User
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)
Grant Management (GM) BenefitsGrant Management (GM) Benefits
5Grants Super User
Business Intelligence Business Intelligence Integrated Planning Integrated Planning
(BI-IP)(BI-IP)and and
Grants Management (GM)Grants Management (GM)Functions and IntegrationFunctions and Integration
UnitUnit
6Grants Super User
Lesson ObjectivesLesson 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
7Grants Super User
SAP AcronymsSAP 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
WBSWork Breakdown Structure
CO Controlling
8Grants Super User
BI-IP Client / ECC Client GM Interface 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.
9Grants Super User
BI-IPBI-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.
BI-IP (read/edit
data)
BI-IP (read/edit
data)
BI (read only
data)
BI (read only
data)
The “Integrated Planning” portion is used to enter budget data.
The “Business Intelligence” portion runs reports.
Budget Planning Data
is Entered
Generate Reports
ECC Updates BI Data Nightly with Transactional Data
IP Updates SAP ECC as Needed with Plan Data ECCECC
10Grants Super User
GM / Grants Management GM / Grants Management
After approval the Grants
budget data will be loaded
from BI-IP into the ECC
Grants Management &
Funds Management
folders.
11Grants Super User
Questions?Questions?
Grants Management Master DataGrants Management Master Data
13Grants Super User
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.
Lesson ObjectivesLesson Objectives
14Grants Super User
GM Master Data OverviewGM 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
GroupsSponsored
ClassesWBS
Element Funded Program
15Grants Super User
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 CrosswalkGrants Management Crosswalk
16Grants Super User
Grants Management CrosswalkGrants Management Crosswalk
17Grants Super User
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
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Grant
New Grant Number
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.
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Grant Numbering Convention
C 9 7 8 0 0 0 1 . 0 5 0 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
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 0001. 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.
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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.
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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.
22Grants Super User
C 9 7 8 0 0 0 1 0 1 . 1 0 2 14
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
Program #Sequentially Assign Grant #
Location overseeing the
grant
Location Executing Grant Program
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Display Grant
T-code: GMGRANTD Display Grant
DemonstrationDemonstration
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GM Master Data: GrantGM Master Data: Grant
25Grants Super User
GM Master Data: GrantGM Master Data: Grant
Short name
Start dateEnd date
Dollar value
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GM Master Data: GrantGM Master Data: Grant
27Grants Super User
GM Master Data: GrantGM Master Data: Grant
28Grants Super User
GM Master Data: GrantGM Master Data: Grant
Information will default
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GM Master Data: GrantGM Master Data: Grant
Will always be 1002 SBBC- Expenses and Accruals
Will always be Z100 AVC BUDGET CONTROL AT GRANT LEVEL
Information will default
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GM Master Data: GrantGM Master Data: Grant
Fund:External
1000 1DC Recovery1010 Matching Funds
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GM Master Data: GrantGM Master Data: Grant
32Grants Super User
GM Master Data: GrantGM Master Data: Grant
The Cost Sharing tab functionality is only used when cost sharing is part
of the grant budget process
33Grants Super User
GM Master Data: GrantGM Master Data: Grant
Direct Costs will always be on Liabilities 0003
34Grants Super User
GM Master Data: GrantGM Master Data: Grant
35Grants Super User
GM Master Data: GrantGM Master Data: Grant
36Grants Super User
Create Grant
T-code: GMGRANT Create Grant
DemonstrationDemonstration
37Grants Super User
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.
Grants Life Cycle Management PhasesGrants Life Cycle Management Phases
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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.
Grants Life Cycle Management PhasesGrants Life Cycle Management Phases
39Grants Super User
Lifecycle statuses, in addition to providing better control of grants throughout their respective lives, provide useful reporting on grants by phase.
Grants Life Cycle Management PhasesGrants Life Cycle Management Phases
40Grants Super User
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.
Grants Life Cycle Management PhasesGrants Life Cycle Management Phases
41Grants Super User
– 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).
Grants Life Cycle Management PhasesGrants Life Cycle Management Phases
42Grants Super User
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
43Grants Super User
C 9 7 8 0 0 0 1 0 1 . 1 0 2 14
WBS Element Naming Convention WBS Element:
– 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
WBS ElementNote: 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.
Program #Sequentially Assign Grant #
Location overseeing the
grant
Location Executing Grant Program
44Grants Super User
Display Project
T-code: CJ20N Project Builder
DemonstrationDemonstration
45Grants Super User
WBS ElementWBS Element
46Grants Super User
WBS ElementWBS Element
47Grants Super User
WBS ElementWBS Element
48Grants Super User
WBS ElementWBS Element
49Grants Super User
WBS ElementWBS Element
50Grants Super User
WBS ElementWBS Element
51Grants Super User
WBS ElementWBS Element
52Grants Super User
WBS ElementWBS Element
53Grants Super User
Create Project
T-code: CJ20N Project Builder
DemonstrationDemonstration
54Grants Super User
Questions?Questions?
55Grants Super User
Grants Budget Grants Budget Transfer Transfer
and Control and Control
UnitUnit
56Grants Super User
Lesson ObjectivesLesson 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
57Grants Super User
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.
GM Budget Transfer ProcessGM Budget Transfer Process
58Grants Super User
GM Budget Transfer ProcessGM Budget Transfer Process
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
SupplementBetween Sender GM Budget Address
and Receiver Grant Processor DGA
Return New source of budget Budget Office
59Grants Super User
Schools and Departments may:
– Transfer budget resources between different programs
– When transferring budget resources, budget revenues will always equal expenditures.
Allocations = Expenditures
GM Budget Transfer ProcessGM Budget Transfer Process
60Grants Super User
Budget transfer:
– 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).
GM/FM Budget Transfer ProcessGM/FM Budget Transfer Process
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GM Display Budget Document
T-code: GM_DISPLAY_BUDGET Display Budget Document
DemonstrationDemonstration
62Grants Super User
GM Budget Transfer ProcessGM Budget Transfer Process
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ProcessGrant #
Doc. #
GM Budget Transfer ProcessGM Budget Transfer Process
Doc. Type
Budget account information
64Grants Super User
GM Create Budget Document
T-code: GM_CREATE_BUDGET Create GM Budget Entry Doc
DemonstrationDemonstration
65Grants Super User
FM Budget TransferFM Budget Transfer
Budget amendments will occur at the same levels. Budget control and posting address may differ.
66Grants Super User
FM DISPLAY BUDGET Document
T-code: FMEDDW Display Budget Document
DemonstrationDemonstration
67Grants Super User
Display Budget Transfer DocumentDisplay Budget Transfer Document
68Grants Super User
Display Budget Transfer DocumentDisplay Budget Transfer 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.
69Grants Super User
Display Budget Transfer DocumentDisplay Budget Transfer Document
70Grants Super User
$5,000.00 has been transferred from Commitment Item 55110000 to Commitment Item 55310000.
Display Budget Transfer DocumentDisplay Budget Transfer Document
71Grants Super User
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.
Change Layout icon
Version Process
Display Budget Transfer DocumentDisplay Budget Transfer Document
72Grants Super User
Save icon
Displayed columns
Display Budget Transfer DocumentDisplay Budget Transfer Document
73Grants Super User
The Version and Process columns have been removed
from the displayed list.
Display Budget Transfer DocumentDisplay Budget Transfer Document
Requisition ApprovalsRequisition Approvals
75Grants Super User
Unit ObjectivesUnit Objectives
• Upon completion of this lesson, participants will be able to:
–Describe the requisition approval process–Release a purchase requisition–Display a purchase requisition
76Grants Super User
GM Line of CodingGM Line of Coding
Grant – C97800001.0708 line of coding
77Grants Super User
Requisition Approval ProcessRequisition Approval Process
RequisitionerCreates
Requisition(ME51N)
RequisitionApprover
Views List of Reqsthat 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
78Grants Super User
Group ExerciseGroup Exercise
Scenario: Approve/Reject a Purchase Requisition
Transaction Code: ZMPU_ME55
79Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
80Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
Click to scroll down
81Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
Execute icon
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.
82Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
83Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
84Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
FundFunctional Area Funds CenterGrant
85Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
86Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
87Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
88Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
89Grants Super User
Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition
90Grants Super User
Questions?Questions?
91Grants Super User
Grant BillingGrant Billing
UnitUnit
92Grants Super User
Lesson ObjectivesLesson 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
93Grants Super User
GM BillingGM 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
94Grants Super User
GM BillingGM 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)
95Grants Super User
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.
96Grants Super User
GM Billable Prerequisites:
1. 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.
2. Grant is NOT blocked for billing
3. There are billable expenditures recorded on the Grant
GM Billing
97Grants Super User
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
98Grants Super User
–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.
GM Billing
99Grants Super User
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.
100Grants Super User
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).
101Grants Super User
Billing Rules
Resource-Related Billing
– The billing process will be carried out in two steps: 1. Grant Processor or DGA will create the billing
requests.2. The central AR department will post them to FI.
102Grants Super User
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
103Grants Super User
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
104Grants Super User
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.
Reimbursement Request Billing (RRB)
105Grants Super User
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.
Reimbursement Request Billing (RRB)
106Grants Super User
Grants Management: Resource-Related Billing –
Individual Processing assignment
T-code: GM_RRB_IND
DemonstrationDemonstration
107Grants Super User
GM BillingGM Billing
108Grants Super User
GM data records are organized into groups for reporting and analysis.
Grant C97800001.0708
GM BillingGM Billing
109Grants Super User
Items to be billed
Double click item
GM BillingGM Billing
GM Data Groups GM Data Groups and Reports and Reports
UnitUnit
111Grants Super User
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
ObjectivesObjectives
112Grants Super User
GM Data Groups 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
113Grants Super User
GM Data Groups 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
114Grants Super User
Display Grant Group
T-code: GM_SETS_GRANT3 – Display Grant Group
DemonstrationDemonstration
115Grants Super User
GM Data Group Example GM Data Group Example
116Grants Super User
GM Data Group Example GM Data Group Example
GM data records are organized into groups for reporting and analysis.
Display Grant Group transaction
Grant group B97790001
117Grants Super User
GM Data Group Example GM Data Group Example
Individual grants assigned to the group B9779000
Grant group B97790001
Range of grants assigned to the group B9779000
118Grants Super User
Grant Group Report
T-code: S_ALN_01000003 Budget Vs. Commitments/Actual
DemonstrationDemonstration
119Grants Super User
GM Data Group ReportGM Data Group Report
120Grants Super User
GM Data Group ReportGM Data Group Report
Enter grant number. e.g., C97840001.0708
Enter Budget Version 0
Execute icon
121Grants Super User
Notice only values assigned to grant C97840001.0708 are displayed.
GM Data Group ReportGM Data Group Report
122Grants Super User
Budget ReportingBudget 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
123Grants Super User
Budget Reporting 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.
124Grants Super User
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
125Grants Super User
DemonstrationDemonstration
Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01
126Grants Super User
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
127Grants Super User
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
128Grants Super User
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
Header
129Grants Super User
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
130Grants Super User
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
131Grants Super User
DemonstrationDemonstration
Report: Grants Management Line Item Display
T-codes: S_PLN_16000269
132Grants Super User
Grants Management Line Item Display
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Grants Management Line Item Display
Execute icon
Grant
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Grants Management Line Item DisplayChange Layout icon
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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.
Column Header
Notice fields in the Column Set list (right column) are displayed in reverse alphabetic order.
Grants Management Line Item Display
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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).
Grants Management Line Item Display
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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
Grants Management Line Item Display
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1. Click the Continue icon (green check).
Continue icon
Grants Management Line Item Display
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The Change Layout screen appears. The additional fields have been added.
Added ColumnsBack icon
Grants Management Line Item Display
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DemonstrationDemonstration
Report: FA399 Generation
T-codes: ZFGM_FA399
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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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).
149Grants Super User
Course Summary
Billing Rule – The Billing Rule will defaulted from the Sponsor’s Master Record (200000002 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).
150Grants Super User
Course SummaryCourse 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
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Questions?Questions?
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Addendum 1 (Grant Fund)Addendum 1 (Grant Fund)
Grant Funds Description
FUND #OLD MSA FUND #(S) FUND DESCRIPTION
GRANT TYPE
1010 101General – State Appropriations/District Cost Sharing A TO G
4210 422 USDE – Federal Direct Grants A
4220 427 USDE – Federal Direct Grants B
4230 421,425,426 USDE – Federal Through State Grants C
4240 423,424 Through Local / Local Direct Grants D
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Addendum 2 (Grant Authorization Groups)Addendum 2 (Grant Authorization Groups)
Authorization Group 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
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Addendum 3 (Grant Award Types)Addendum 3 (Grant Award Types)
Award Type Description
1 Formula Grant
2 Competitive Grant
3 Local Grant
4 Discretionary Grant
5 Performance Based Grant
6 Others
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Addendum 4 (Grant Funding Origin)Addendum 4 (Grant Funding Origin)
Funding Origin Description
4002 Migrant
4003 Vocational
4004 Adult Vocational
4005 Adult Basic Education
4006 Exceptional Student
4008 Title 1
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Addendum 5 (Grant FY Variant)Addendum 5 (Grant FY Variant)
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.
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Addendum 6 (Lifecycle Phases)Addendum 6 (Lifecycle Phases)
Phase Description
Award Notification letter received
Closing
Liquidation period. No new Pos or positions only Invoices & mileage
Closed No activity allowed
Cancel No activity allowed
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Addendum 7 (GM Valuation Types)Addendum 7 (GM Valuation Types)