Grants Management

Functional overview and future development

HERUG 2002, Melbourne

Juergen Hollberg, SAP AG

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 2

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 3

Decision background

Grantee Management
Any Group Receiving Grant Money
Research Institutions Governments: State/Provincial Local School Districts Higher Education

Grantor Management
Any Group Issuing Grant Money
Federal Governments Governments: State/Provincial Local Higher Education

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 4

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

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 6

Solution background: The fundamental concepts of Grantee Management

Maintain sponsor view of the grantees 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

Solution background: Separate Views of Data

External Sponsor View (Grants) Grant
Fiscal Year Variant X Currency CAD Sponsored Programs Sponsored Classes External Fund Sponsor

Internal Grantee View (SAP R/3) Grant

Fiscal Year Variant Y Currency USD SAP R\3 Objects G/L Accts and Comm Items Internal Fund Customer

Operate, Manage and Control

Report and Show Results

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 8

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.
Sponsor Grant Fund(s) Sponsored Program(s) Sponsored 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 Organizations projects. Sponsored Class: An object used to summarize the Organizations 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

Grantee - Master Data Relationships

Grant 1
Ext. Fund X

Sponsored Program A
Class 1 Class 2

SponsorX Sponsor X
Grant 2
Ext. Fund X Int. Fund 1

SponsorY Sponsor Y
Grant 3

Ext. Fund Y Int. Fund 2

Sponsored Program B
Class 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

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 11

Solution overview: Example

Grants using Records Management:

GM and RM together define what needs to be done when

C U S T O M I Z I N G

Plan

Responsible users

Grant

Sponsors

Budget

Grants not using Records Management

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 12

Summary: The key benefits

Flexibly linked master data and derivation options Provides view of Organizations financial data from Sponsors perspective (Grant Validity, Sponsor Fiscal Year, Currency) Incorporate Sponsor master date using SAPs Business Partner functionality implemented with Sponsor role Customization of master data with use of SAPs Business Data Toolset (BDT) Customizable billing and indirect cost Integrated planning and budgeting solutions Builds on SAPs Financials and Funds Management solutions Use of external and internal funds for recording Organizations cost sharing activities Process can be controlled from Records Management

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 13

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 14

Grantee Project timeline

May 1999

Nov 1999

May 2000
Development Phase

May 2001
Customer Feedback Development Phase

July 2002
First Customer Shipment Phase

Q2 2003

Project Plan Project Begins

Customer site visits Gather Requirements

Prototype Demonstration for Pilot and Interest Groups

First Customer Shipment Pilot Customers

General Release

Enterprise

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 15

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

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

Further developments
Q2/2003 Unrestricted availability

Enhancements to unrestricted availability

Additional Organizational Reports Business Warehouse (BW) integration First Workflow Authorizations with Job Roles Automated Closeout Program Income

HR and Position Management Integration Time and Effort reporting (solution currently under evaluation) Internet scenarios Completed workflow 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

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

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 20

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

EXTERNAL COMMUNITY
Applicant submits application on-line Program Officer approves application Applicant receives confirmation notification Applicant submits claim Claim payment direct deposit Applicant

GRANTOR ORGANIZATION

CLAIMANT
SAP Grantor Solution: Internet Model

Program Officer

Sh

ar

fo rm

io An n no un P Co A c r ll a St wa em og As bo se ati rd en ram ss sti s, ts ra m cs Pr , N tiv en , A og o e t I pp r a t i c G nf l i m e et ov of or ca c er m nt at nm io n, en

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 22

at

Up d

at es

al Bu in St d g fo a e rm Co te ts, at nt me Fin io ro nt a n lll s, nc in Co ial g, et st c

ed

in

to

Fi n

an

ci

BUSINESS PROCESSES - Overview

Grant Program Business Process (simple, 1 time process)

Applicant

Application

Assessment

Applicant Confirmation

Payment

Close-out

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 23

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

Agenda

Grantee overview Solution background Solution example Solution availability

Grantor overview Solution availability

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 25

Grantor Module Project Milestones (Planned)

Set up focus group

Jan 2001
Requirements Definition Project Begins

July 2001
Business Blueprint Requirements Complete

Sept 2001

Design Coding Testing

Q1 2004

Q3 2004

First Customer Shipment Phase First Customer Shipment Pilot Customers General Release

Development Start

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 26

Further information for HERUG members

White paper available shortly 2 full day introductions held in Europe
More

than 10 universities participated of fit was already good

Estimate

For further activities, involve your SAP subsidiary

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 27

Thank You

Copyright 2002 SAP AG. All Rights Reserved

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation. INFORMIX-OnLine for SAP and Informix Dynamic ServerTM are registered trademarks of IBM Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, the Citrix logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP, mySAP.com, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. MarketSet and Enterprise Buyer are jointly owned trademarks of SAP Markets and Commerce One. All other product and service names mentioned are the trademarks of their respective owners.

SAP AG 2002, HERUG 2002 Grants Management J.Hollberg 29