02 SAP Grants Management Overview

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


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


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.


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


Grants Management

Who needs Grants Management?

Why did SAP develop Grants Management?

How is it integrated?

What is the basic idea?


SAP Grants Management Grantee: Target Markets

Governments: Federal, State and Local

HER: Universities and Institutes

Not-for-Profit Organizations

International Organizations

anyone receiving grants


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


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


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)


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


Master Data: Grant Dimensions


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


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


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


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


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


Concept: Integration with Internal Financials


internal view

Organizations Budget

external view


Grant Budget

EurEurEur

Eur

Sponsor

ok!

award


GBPGBP

GBP

budget transfer


Budgeting Workbench: Budget List View

12


Budgeting Workbench: Budget Hierarchy


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

13


Concept: Follow Internal and External Rules

Expenditure


internal view

Budget Address

external view

AVC on internalbudget

AVC on operationbudget

Sp ProgramGrant Sp Class

DB

Reported Budget


Flexible: Grant Lifecycle

14


Robust: Indirect Cost Calculation


Easy to Use: Cost Sharing

15


Diverse: Billing

Scenarios Cost reimbursement Milestone Billing Periodic Billing Plans Manual Billing

Functionality Mass runs and manual bills exceptions billing status


Billing Plan

16


Manual Billing Control

(Resource Related Billing Individual Processing Output)


SAP Grants Management Grantee: Business Value

Flexibility: Increase Sponsor satisfaction

Agility: Optimal Grant Spending

Innovation: Effective Grant Management

Sustainability: Reduced Cost of Operations

17


Double role of Universities

Grantee Mgmt Pass-through

Grantor Mgmt

Granteei.e. University, Research

Institute

Main Sponsor

GovernmentInternational Org.

Students

Institutions

Grantor


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


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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02 SAP Grants Management Overview

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