Grant Management

1. Grants Management
Functional overview and
future development
HERUG 2002, Melbourne
Juergen Hollberg, SAP AG

2. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 2

3. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 3

4. Decision background
Grantee Grantor
Managemen Managemen
t t
Any Group Receiving Any Group Issuing
Grant Money Grant Money
 Research Institutions  Federal Governments
 Governments:  Governments:
• State/Provincial • State/Provincial
• Local • Local
 School Districts  Higher Education
 Higher Education
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 4

5. Decision background

Why does SAP create a separate Grantee Management Module?

To reflect the special needs of sponsored program administration
 Separate views of grantee and sponsor
 Budgeting solutions including cost sharing
 Billing alternatives
 Indirect cost calculation
 Reporting

It uses and integrates SAP tools:
 Business Partner functionality
 Business Data Toolset
 Workflow
 Business Records management
 Schedule manager
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 5

6. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 6

7. Solution background: The fundamental concepts of
Grantee Management

Maintain sponsor view of the grantee’s data and
relate grantee business objects to sponsor business
objects
 Sponsored program
 Sponsored classes
 Budget data recorded on grant validity or sponsor fiscal year
 Use of external funds for sponsor related postings and internal funds
for grantee related postings (cost sharing scenarios)
 Funds availability checking
 Currency differences
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 7

8. Solution background: Separate Views of Data
External Sponsor View (Grants) Internal Grantee View (SAP R/3)
Grant Grant
Fiscal Year Variant  X Fiscal Year Variant  Y
Currency CAD Currency USD
Sponsored Programs SAP R3 Objects
Sponsored Classes G/L Accts and Comm Items
External Fund Internal Fund
Sponsor Customer
Operate, Manage and Control
Report and Show Results
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 8

9. Grantee Management Master Data
Grants Management maintains master data to properly support grantee
management accounting and provides control for award/agreement
conditions that apply to sponsored funding.
Sponsored Sponsored
Sponsor Grant Fund(s)
Program(s) Class(es)
Sponsor: Individuals, groups or organizations providing financial assistance to other
Organizations. The Sponsor is used to maintains the administrative rules governing
awards/agreements to the Grantee Organization.
Grant: Maintains the funding relationship between a Sponsor and a Grantee
Organization.
Sponsored Program: An object used as a cost collector for the Organization’s
projects.
Sponsored Class: An object used to summarize the Organization’s revenue and
expense categories for each Grant.
Funds: Classifies the type of funding, external or internal, for Grant transactions.
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 9

10. Grantee - Master Data Relationships
Grant 1
Ext. Sponsored
Fund X Program A
SponsorX
Sponsor X
Ext. Class 1
Fund X
Grant 2 Class 2
Int.
Fund 1
Sponsored
Program B
SponsorY
Sponsor Y Ext.
Fund Y
Grant 3 Class 2
Int.
Fund 2 Class 3
 No predetermined sequence of action
 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
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 10

11. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 11

12. Solution overview: Example
Grants using Records Management:
GM and RM together define what needs to be done when
C
U Plan Responsible users
S
T
O
M Grant
I
Z
I
N
Sponsors Budget
G
Grants not using Records Management
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 12

13. Summary: The key benefits
 Flexibly linked master data and derivation options
 Provides view of Organization’s financial data from Sponsor’s
perspective (Grant Validity, Sponsor Fiscal Year, Currency)
 Incorporate Sponsor master date using SAP’s Business Partner
functionality implemented with Sponsor role
 Customization of master data with use of SAP’s Business Data Toolset
(BDT)
 Customizable billing and indirect cost
 Integrated planning and budgeting solutions
 Builds on SAP’s Financials and Funds Management solutions
 Use of external and internal funds for recording Organization’s cost
sharing activities
 Process can be controlled from Records Management
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 13

14. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 14

15. Grantee Project timeline
May Nov May May July Q2
1999 1999 2000 2001 2002 2003
Project Customer site Development Customer Feedback First Customer
Plan visits – Gather Phase Development Phase Shipment Phase
Requirements
Project Prototype First Customer General
Begins Demonstration Shipment – Release
for Pilot and Pilot Customers
Interest Groups
Enterprise
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 15

16. Available functionality
 July 2002 - First Customer Shipment for Pilot
Groups
 Basic Master Data Grant, Sponsor, Sponsored Program, Sponsored Class
 GM Funds Availability Checking
 Budgeting with FM integration
 Grant derived automatically and stored in documents
 Records Management
 Billing payment plan, no down payments
 Basic Organizational reports
 Overhead costing – Indirect Cost Calculation Program
 Authorizations
 No Workflow
 No internet scenarios
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 16

17. Project Schedule and Ongoing Development
 Q2/2003 – Unrestricted
availability
 Additional Organizational Reports
 Business Warehouse (BW) integration
 First Workflow
 Authorizations with Job Roles
 Automated Closeout
 Program Income
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 17

18. Further developments
 Q2/2003 – Unrestricted  Enhancements to
availability unrestricted availability
 Additional Organizational Reports  HR and Position Management
 Business Warehouse (BW) Integration
integration  Time and Effort reporting (solution
 First Workflow currently under evaluation)
 Authorizations with Job Roles  Internet scenarios
 Automated Closeout  Completed workflow
 Program Income  Archiving
 Revolving/Pass through Grants
 CRM integration
 Decoupling from FM
 Pre-award Cost
 Tracking Intellectual Properties
 Cash Management (CMIA
implementation)
 Recipient Management (Case
Management)
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 18

19. Project Schedule and Ongoing Development

Product so far only based on North
American requirements.
 For all other countries, product will be available on an ‘as is’ basis
 Analysis/development for other countries depends on market feedback
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 19

20. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 20

21. Grantor Management Requirements
Electronic Service Delivery to Citizens & Businesses
Process and Technology Integration
Effective Program and Financial Management
Minimize Maintenance and Operation Costs
Robust Access Control
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 21

22. EXTERNAL GRANTOR
COMMUNITY ORGANIZATION
Applicant submits application on-line
Program Officer approves application
Applicant receives confirmation
notification
Applicant submits claim
Claim payment direct deposit
CLAIMANT
Program Officer
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© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 22

23. BUSINESS PROCESSES - Overview

Grant Program Business Process
(simple, 1 time process)
Applicant
Applicant Application Assessment Payment Close-out
Confirmation
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 23

24. BUSINESS PROCESSES - Overview

Contribution Program Business Process
(complex, multiyear relationship)
Applicant Application Assessment
Agreement Monitoring Claim Assessment
Payment Repayment Close-out
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 24

25. Agenda
Grantee overview
Solution background
Solution example
Solution availability
Grantor overview
Solution availability
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 25

26. Grantor Module Project Milestones (Planned)
Set up focus group
Jan July Sept Q1 Q3
2001 2001 2001 Design 2004 2004
Requirements Business Coding First Customer
Definition Blueprint Testing Shipment
Phase
Project Requirements Development First General
Begins Complete Start Customer Release
Shipment –
Pilot
Customers
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 26

27. Further information for HERUG members
 White paper available shortly
 2 full day introductions held in Europe
 More than 10 universities participated
 Estimate of fit was already good
 For further activities, involve your SAP subsidiary
© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 27

28. Thank You