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02 SAP Grants Management Overview

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  • 1Ulrike Kleifeld

    Solution Management

    IBU Public Services, SAP AG

    SAP Grants Managementfor Higher Education & Research

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 2

    Grants and Financial Assistance in HER

    Grantee Mgmt Pass-through

    Grantor Mgmt

    Granteei.e. University, Research

    Institute

    Main Sponsor

    GovernmentInternational Org.

    Students

    Institutions

    Grantor

  • 2 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 3

    Solution Map 2004: Higher Education & Research

    Financial Management & Decision Support

    Strategic Enterprise Management Budget Formulation Budget Execution

    Revenue Management

    Financial Accounting

    Managerial Accounting

    Institutional Development

    Market Research & Analysis Marketing Fund Raising Partner Management Alumni Management

    Studies Management Academic Program Planning Resources & Scheduling Teaching & Learning Academic Advising & Career Placement

    Student Life Cycle Management

    Recruitment, Prospects & Admissions Student Registration Academic Progress Student Receivables

    Financial Aid & Sponsoring

    Institutional Services Campus Services Online Services Library & Media Management Housing IT Services

    Grants Management Planning, Application & Preaward

    Financial Accounting for Sponsored

    Programs

    Reimbursement for Sponsored Programs

    Reporting to Sponsors & Closeout Grantor Management

    Research Management Research Planning Research Project Management Research Information Research Result Management

    Human Resource Management

    Organization & Position

    ManagementRecruitment Personnel Administration

    Time Management

    Personnel Development &

    Training

    Compensation & Benefits

    Administration

    Payroll Accounting

    Material Management & Business Support

    Procurement Process

    Management

    Inventory Management

    Facility Management

    Reimbursable Services

    Goods & Services Sales & Distribution

    Real Estate Management

    Cash Management &

    Treasury

    Travel Management

    Grants in Campus Management

    Grants in Grants Management

  • 3 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 6

    Campus Management: FA calculation/grant evaluation

    A typical US university administers about 800 - 1000 aid programs or grants. Each grant follows its own rules of who they support, what for and under which conditions.

    SAP Campus Management supports the automated process of financial assistance.

    It assigns the financial aid to student accounts keeping the grants conditions in a mass run offsetting the aid against student fees.

    Sponsoring with Campus Management

    Sponsoring with Grants Management

  • 4 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 12

    Grants Management: Research and Teaching Grants

    The University of Leeds has 2500 live grants. Each grant follows its own rules of who they support, what for and under which conditions.

    SAP Grants Management supports the financial planning and management of the grants an institution receives for own teaching and research purposes.

    It serves to keep the grants conditions control and adjust the budget management throughout the life-cycle of a grant update on-line every financial transaction follow the reporting and billing schedules.

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 13

    Preparation Application Execution Evaluation

    Grantor

    Grantee

    Program Development Assessment Monitoring Close-out

    Master Data Rules Budget

    Reservation

    Agreement Reporting

    from Grantee Advising

    Reporting Audit

    Design Information Publication Budget

    Accounting

    Claims Payments Re-Payments

    Pre-Award Application Consumption Close-out

    Research Master Data Internal Draft

    Budget including

    pass-through

    Reporting to Grantor

    including sub-recipients and sub-grantees

    Final Reports

    Accounting

    Budget Control Reimbursement including sub-

    recipients and sub-grantees

    Process Overview

  • 5 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 14

    Grants Management

    Who needs Grants Management?

    Why did SAP develop Grants Management?

    How is it integrated?

    What is the basic idea?

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 15

    SAP Grants Management Grantee: Target Markets

    Governments: Federal, State and Local

    HER: Universities and Institutes

    Not-for-Profit Organizations

    International Organizations

    anyone receiving grants

  • 6 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 16

    First Customers are going live in 2004

    Technion Institute, Israel Leeds University, UK Erie County, USA Other universities have signed; other pilots in the

    public sector

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 17

    Functionality

    Manage grants efficiently:

    Separate view: the sponsors perspective Integration with internal financial, HR and information

    management

    Grant Life-cycle: from planning to close-out Indirect Cost Calculation Cost Sharing Different Billing Rules Reporting to management and sponsor

  • 7 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 18

    Sponsor Maintains the financial and administrative details such as Sponsors name, contact information, fiscal year, currency, billing instructions and funds available carryforward rules.

    Grant An object used to maintains details which describes the terms and conditions of the funding and administration of a Sponsors award.

    Sponsored Class An object used to summarize the Organization's expenses based on the Sponsor's cost categories.

    Sponsored Program An object used as a cost collector that reflects the Organizations sponsored projects.

    Fund Represents the source of funding. External: Sponsor award amount Internal: Grantees funds and resources (i.e. cost sharing)

    Master Data

    GrantSponsor SponsoredProgram(s) Fund(s)SponsoredClass(es)

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 19

    SponsoredProgram A

    Ext.Fund XGrant 1

    SponsoredProgram B

    Ext.Fund X

    Int.Fund 1

    Grant 2

    Ext.Fund Y

    Int.Fund 2

    Grant 3

    Sponsor X

    Sponsor Y

    Class 1

    Class 2

    Class 2

    Class 3 Grant to Sponsor N:1 Grant to Sponsored Program N:N Grant to Fund (internal or external) N:N Grant to Sponsored Class N:N Sponsored Class to Sponsored Program N:N

    Grants Management: Master Data Relationships

  • 8 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 20

    Master Data: Grant Dimensions

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 22

    CO, GM & FM relationships

    Grant

    Fund

    Sponsored Program

    Sponsored Class

    Budget Validity Period

    GrantFundFund CenterFunctional AreaFunded ProgramCommitment ItemFiscal Year

    GrantFund

    CCtr, Order, WBS

    G/L accts/Cost ElmtsFiscal Year

    FI/COFI/CO GMGM FMFM

  • 9 SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 23

    Project System and Grants Management

    Project Research Study

    Phase 1: Clinical Study Grant NCI

    Phase 2: Publication

    WBS 1

    WBS 1.1 Design

    WBS 1.2 Execution

    WBS 2.1 Writing

    WBS 2.2 Printing Grant EU

    WBS 2

    Project

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 24

    Campus Management vs. Grants Management

    Debit Posting (Sales Order); FI-invoice to customer

    Debit Posting to Sponsors contract account

    Reimbursement

    Sponsored Classes; Sponsored Program

    Contract Object Type Groups & Sponsoring Pattern

    Sponsored Expenses

    Own posting dimension

    Connected to Contract Account

    Grant

    Business Partner in role sponsor

    Business Partner in role contract partner

    Sponsor

    Research grants; other grants for university, departments, teaching staff

    Financial assistance to students; grants with relevance to student fees

    Areas of Application

    Grants ManagementCampus Management

  • 10

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 25

    Sponsor 3

    Concept: Adding the different external views

    internal view

    Organizations BudgetSalaries Acad. Salaries Secr. Fringe Benefits Temporary Staff

    Sponsor 1 Sponsor 2

    PersonnelEmployees

    Temps

    Employees

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 26

    Concept: Integration with Internal Financials

    Cmt item Funds Ctr Fund Fd Progr

    internal view

    Organizations Budget

    external view

    Sp ClassGrant Sp Program

    Grant Budget Plan

    EurEurEur

    Eur

    Sponsor

    ok!

  • 11

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 27

    Concept: Integration with Internal Financials

    Cmt item Funds Ctr Fund Fd Progr

    internal view

    Organizations Budget

    external view

    Sp ClassGrant Sp Program

    Grant Budget

    EurEurEur

    Eur

    Sponsor

    ok!

    award

    Sp ClassGrant Sp Program

    GBPGBP

    GBP

    budget transfer

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 28

    Budgeting Workbench: Budget List View

  • 12

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 29

    Budgeting Workbench: Budget Hierarchy

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 30

    Concept: External and Internal Rules - Budget Split across Fiscal Years

  • 13

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 31

    Concept: Follow Internal and External Rules

    Expenditure

    Cmt item Funds Ctr Fund Fd Progr

    internal view

    Budget Address

    external view

    AVC on internalbudget

    AVC on operationbudget

    Sp ProgramGrant Sp Class

    DB

    Reported Budget

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 34

    Flexible: Grant Lifecycle

  • 14

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 35

    Robust: Indirect Cost Calculation

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 36

    Easy to Use: Cost Sharing

  • 15

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 37

    Diverse: Billing

    Scenarios Cost reimbursement Milestone Billing Periodic Billing Plans Manual Billing

    Functionality Mass runs and manual bills exceptions billing status

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 38

    Billing Plan

  • 16

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 39

    Manual Billing Control

    (Resource Related Billing Individual Processing Output)

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 41

    SAP Grants Management Grantee: Business Value

    Flexibility: Increase Sponsor satisfaction

    Agility: Optimal Grant Spending

    Innovation: Effective Grant Management

    Sustainability: Reduced Cost of Operations

  • 17

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 46

    Double role of Universities

    Grantee Mgmt Pass-through

    Grantor Mgmt

    Granteei.e. University, Research

    Institute

    Main Sponsor

    GovernmentInternational Org.

    Students

    Institutions

    Grantor

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 47

    Grantor Management

    BusinessProcess

    SupervisorsAccounting

    Officer

    Value Chain

    Approvals OfficerCitizens

    ProgramOfficers

    Constituents and Partners

    Partners

    Government Department(s)/Agencies

    Assessment

    Program Development Application

    Claim Payment

    ReportingAuditMonitoring

    EnterpriseSystems

    KnowledgeMgmt.

    ExistingProgramSystems

    CRMCaseMgmt

    Business Rules

    Framework

    HumanCapitalMgmt.

    Financials

    Integration Broker, Master Data Management Integration Broker, Master Data Management

    BI, KM, Business Process Management, Composite Application FrameworkBI, KM, Business Process Management, Composite Application Framework

    BusinessIntelligence

    RecordsManagement

    Integration

    Integration

    Portal, Collaboration, Multi-Channel AccessPortal, Collaboration, Multi-Channel Access

    Internal and

    external users

    Stakeholders

    Transact Value Chain

    Develop Inform Engage/Advise Learn

    Publish andSubscribe

  • 18

    SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 48

    Availability and Future Focus

    SAP Grants Management is internationally available: R/3 Enterprise 4.7, EA-PS 2.00 R/3 Enterprise 2004

    Current Development Focus:

    Pass-through ScenarioGrantor Management

    Ulrike Kleifeld

    Solution Management

    IBU Public Services, SAP AG

    SAP Grants Managementfor Higher Education & Research


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