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Grants Management   Functional overview and     future development      HERUG 2002, Melbourne      Juergen Hollberg, SAP AG
Agenda                                                   Grantee overview                                                 ...
Agenda                                                   Grantee overview                                                 ...
Decision background                 Grantee                                    Grantor                Managemen           ...
Decision background        Why does SAP create a separate Grantee Management Module?        To reflect the special needs...
Agenda                                                   Grantee overview                                                 ...
Solution background: The fundamental concepts of      Grantee Management        Maintain sponsor view of the grantee’s da...
Solution background: Separate Views of Data        External Sponsor View (Grants)                                Internal ...
Grantee Management Master Data   Grants Management maintains master data to properly support grantee   management accounti...
Grantee - Master Data Relationships                                                            Grant 1                    ...
Agenda                                                   Grantee overview                                                 ...
Solution overview: Example                                                               Grants using Records Management: ...
Summary: The key benefits    Flexibly linked master data and derivation options    Provides view of Organization’s finan...
Agenda                                                   Grantee overview                                                 ...
Grantee Project timeline       May                 Nov                   May                      May                     ...
Available functionality     July 2002 - First Customer Shipment for Pilot      Groups                   Basic Master Dat...
Project Schedule and Ongoing Development          Q2/2003 – Unrestricted           availability                        A...
Further developments        Q2/2003 – Unrestricted                              Enhancements to         availability    ...
Project Schedule and Ongoing Development    Product so far only based on North    American requirements.        For all ...
Agenda                                                   Grantee overview                                                 ...
Grantor Management RequirementsElectronic Service Delivery to Citizens & Businesses                                 Proces...
EXTERNAL                                                                                                                GR...
BUSINESS PROCESSES - Overview        Grant Program Business Process      (simple, 1 time process)                        ...
BUSINESS PROCESSES - Overview        Contribution Program Business Process      (complex, multiyear relationship)       A...
Agenda                                                   Grantee overview                                                 ...
Grantor Module Project Milestones (Planned)                                                                        Set up ...
Further information for HERUG members        White paper available shortly        2 full day introductions held in Europ...
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Grant mgmt

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  1. 1. Grants Management Functional overview and future development HERUG 2002, Melbourne Juergen Hollberg, SAP AG
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 21. Grantor Management RequirementsElectronic 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. 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 Applicant S SAP Grantor G har ov e er d i Solution: n nm nf Internet Model io en orm at m t at or An io n nf no – st l li C ia ofun P C lll ts, anc ia As St Aw ce rog ol g, o nc la c se ati ar me ram tro en n et bo Fi na ss sti ds nt m cs , P s, ra C ate ts, Fi in en , A r og No tiv e on m to tI p e dg tic et nf pli ram e Bu es c or ca St m n at t at pd io n, U© SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 22
  23. 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. 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. 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. 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. 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. 28. Thank You
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