grants super user. 2 at the end of this unit participants will be able to: describe the various...

Grants Super UserGrants Super User

2Grants Super User

At the end of this unit participants will be able to:

Describe the various budgeting codes associated with Grants

Management (GM)

Process grant budget resources in ECC

Understand the process for budget transfers

Access and analyze documents in Grants Management (GM)

Access and analyze Grant reports in ECC

Course ObjectivesCourse Objectives

3Grants Super User

BRITE has created roles to define:

– Who is responsible for the tasks within a business process

– Who has access to perform tasks in the BRITE system

– Who needs what type of training

Roles involved in the End User Budget Execution process:

– Grant Analyst – Departments (DGA)

– Grants Manager

– Grants Monitor

– Grants Processor – Major

– Grants Administrator Central (CGA)

– Grants Analyst – Govt Programs (GAGP)

– Grants Budget Office Analyst

Grant Execution RolesGrant Execution Roles

4Grants Super User

Benefits of Grants Management (GM)

Ability to track & report grant operations (i.e., budget, expenditures, commitments and

revenues) over several different periods

Ability to support grant closing independently of SBBC

Allows tracking of revenue and expenditure of actual amount and budget (including

commitment and encumbrances)

Reports on details required by sponsor for reimbursements and draw downs including indirect

costs on grant-by-grant basis

Tracking of CFDA

Ability to process grants which span over multiple fiscal years (multi-year grants)

Ability to monitor the status of different grants

Spending constraints which prevent overspending of grant budgets (hard stops)

Grant Management (GM) BenefitsGrant Management (GM) Benefits

5Grants Super User

Business Intelligence Business Intelligence Integrated Planning Integrated Planning

(BI-IP)(BI-IP)and and

Grants Management (GM)Grants Management (GM)Functions and IntegrationFunctions and Integration

UnitUnit

6Grants Super User

Lesson ObjectivesLesson Objectives

Upon completion of this lesson, participants will be able to: Describe the role the BI-IP client plays in the budgeting

process Understand how BI-IP and ECC-GM interact Describe the budget prep to budget execution process

7Grants Super User

SAP AcronymsSAP Acronyms

SAP Acronym Name

GL General Ledger

GM Grants Management

FM Funds Management

MM Material Management

HR Human Resources

FI Financial

BI Business Intelligence

IP Integrated Planning

PS Project Systems

WBSWork Breakdown Structure

CO Controlling

8Grants Super User

BI-IP Client / ECC Client GM Interface BI-IP Client / ECC Client GM Interface

The budget process consists of two separate system, which integrate

together:

• IP—Used for budget preparation and approval

• ECC—FM/GM modules are used for budget execution and control

Once a budget has gone through the preparation and approval process

in BI-IP, it will be retracted (downloaded) into the ECC client into:

• GM—For grant relevant budgets.

• FM—For all other budgets.

Periodic budget amendments as well as budget control is facilitated in

GM (and FM, if applicable). Expenditures posting in various modules

(MM, HR, FI) impact the budget in ECC.

9Grants Super User

BI-IPBI-IP

The SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, IP & BI.BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface tools and use Business Explorer (BEx) and Web-based layouts.

BI-IP (read/edit

data)

BI-IP (read/edit

data)

BI (read only

data)

BI (read only

data)

The “Integrated Planning” portion is used to enter budget data.

The “Business Intelligence” portion runs reports.

Budget Planning Data

is Entered

Generate Reports

ECC Updates BI Data Nightly with Transactional Data

IP Updates SAP ECC as Needed with Plan Data ECCECC

10Grants Super User

GM / Grants Management GM / Grants Management

After approval the Grants

budget data will be loaded

from BI-IP into the ECC

Grants Management &

Funds Management

folders.

11Grants Super User

Questions?Questions?

Grants Management Master DataGrants Management Master Data

13Grants Super User

At the end of this unit participants will be able to:

Identify new terms and concepts associated with Grants Management and their relation to MSA objects, where possible

Describe GM Master Data including:– Sponsors– Grant (tabs)– Sponsored Class– Sponsored Programs– Work Breakdown Structure (WBS) Elements

GM Life Cycle Management – Provides several stages for managing a grant from application to

closeout.


14Grants Super User

GM Master Data OverviewGM Master Data Overview

Master Data records are created and stored as electronic records and

play a key role in the core budgeting process

Master Data records include items such as:

Master Data records are highly centralized

The GAGP, CGA & DGAs are responsible for creating and maintaining

GM Master Data records

Grant WBS Sponsor Sponsored Program

GroupsSponsored

ClassesWBS

Element Funded Program

15Grants Super User

SAP Glossary

INTERNAL ORDERS (NONE) – CO structures used to collect and monitor the actual costs of discrete, short-term tasks.

WBS ELEMENTS - Same as Internal Order except used to track discrete, long term tasks.

RESOURCE RELATED BILLING - Sales and Distribution (SD) functionality used to automatically bill a grantor for grant / grant program cost reimbursement based on billing GM billing rules assigned to grants. Billing rules may be based on cash, expenditures or encumbrances, or any combination of the three.

GRANT (ACTIVITY) - Represent lower-level funding instruments used to document, control and report on the results of an agreement between a sponsor and an organization.

SPONSOR (GRANTOR) – An agency or institution providing financial assistance in the form of a grant.

SPONSORED PROGRAMS (ACTIVITY) – GM structure used to control and monitor transactions based on a sponsor’s external programs, which may be different from an organization’s own programs.

SPONSORED CLASSES (OFFLINE) – GM structures used to control and monitor transactions based on a sponsor’s account structure, which may be different than SBBC’s own accounts.

Grants Management CrosswalkGrants Management Crosswalk

16Grants Super User

Grants Management CrosswalkGrants Management Crosswalk

17Grants Super User

Grant – Any external reimbursement. Used to represent a specific award/agreement with a Sponsor.

Each Grant will have a Grant Master record created.

Grant master records direct activities accomplished and organize cost incurred by the by the various locations funded by the grant.

Master data maintenance will be highly centralized.

The Department Grant Analyst (DGA) will be responsible for creating and maintaining the Grant in SAP for department-based grants.

Grant

18Grants Super User

Grant

New Grant Number

Grants Administration & Government Programs (GAGP) will create the master data for school-based grants.

For new “potential” grants that are being applied for, the DGA or GAGP will create the Grant for tracking of the grant application.

The DGA & GAGP will use “dummy” values for Sponsor, Sponsored Program(s) and Sponsored Class(es); and will be required to provide only general and reference information in the Grant master table at this phase.

19Grants Super User

Grant Numbering Convention

C 9 7 8 0 0 0 1 . 0 5 0 6

Type of Grant (A – G) each tied to

different fund

Sequentially Assign Grant #

4

Period

Location overseeing the grant

Grant Validity Period

New Grant Number

Grant Number Convention– The first letter denotes the funding source of the grant, e.g., Federal, State, Local,

etc… – The next four digits (2nd – 5th) is the location or department overseeing the grant. – The four digits (6th – 9th) after the location number is the sequentially assigned grant

number. This will be assigned sequentially beginning with 0001. Each location will have a 0001 grant. This will be the same grant number throughout the life of the grant; the only difference will be the fiscal year.

– After the location number is a period followed by the grant’s validity period. The first two digits are the starting year of the grant and the last two digits denotes the ending year of the grant. If the grant is a three year grant, then the period will be 0508.

20Grants Super User

Sponsored Program Sponsored Program

– The Grants Management module is designed for reporting on the Sponsor’s (external) dimensions which include projects or programs.

– Through GM’s integration with the FM module, we are able to track a Grant by SBBC’s (internal) dimensions.

– If sponsor doesn’t require special reporting, then programs can be set up to monitor the grant by programs or projects as the grant manager needs.

Example: For the Idea Grant the break down would be Autism, Unique

Aides, Matrix, Deaf-Hard-of-Hearing, etc. For another grant it might be

instructional positions and non-instructional positions may be tracked.

21Grants Super User

Funded Program Funded Program

– Funded Program are created to organize cost in Funds Management (FM) and control budget resources for:

1) Grants (according to SBBC internal requirements) at the grant or grant program level.

2) Capital projects at the project or phase level (linked to WBS element).

3) Internal Orders: For location specific activities requiring separate tracking

and budget control.

22Grants Super User

C 9 7 8 0 0 0 1 0 1 . 1 0 2 14

Funded Program/WBS Naming Convention Funded Program/WBS Element:

– Funded Programs follow the same numbering convention as WBS element

– The first 9 characters are the same as the grant number.

– The next two digits (10th -11th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant.

– The next four digits (12th – 15th) is the location using the funds.

Grant Number

Program #Sequentially Assign Grant #

Location overseeing the

grant

Location Executing Grant Program

23Grants Super User

Display Grant

T-code: GMGRANTD Display Grant

DemonstrationDemonstration

24Grants Super User

GM Master Data: GrantGM Master Data: Grant

25Grants Super User


Short name

Start dateEnd date

Dollar value

26Grants Super User


27Grants Super User


28Grants Super User


Information will default

29Grants Super User


Will always be 1002 SBBC- Expenses and Accruals

Will always be Z100 AVC BUDGET CONTROL AT GRANT LEVEL

Information will default

30Grants Super User


Fund:External

1000 1DC Recovery1010 Matching Funds

31Grants Super User


32Grants Super User


The Cost Sharing tab functionality is only used when cost sharing is part

of the grant budget process

33Grants Super User


Direct Costs will always be on Liabilities 0003

34Grants Super User


35Grants Super User


36Grants Super User

Create Grant

T-code: GMGRANT Create Grant


37Grants Super User

The lifecycle status is configured as part of the Grant Type configuration in SAP.

The configuration will be set up so that status can be reversed to some other stage. For example, grants in closing status can be reset to award or grants in closed status can be reactivated to closing.

Grants Life Cycle Management PhasesGrants Life Cycle Management Phases

38Grants Super User

GAGP will create the grant master in the Application stage for all new school based grants.

GAGP will oversee the management of school-based grants

The GAGP will manage the rest of the Lifecycle statuses to “Closed”. In addition, GAGP will manage all recurring school based grants.

DGA’s will manage the lifecycle status of all new and recurring departmental based grants.


39Grants Super User

Lifecycle statuses, in addition to providing better control of grants throughout their respective lives, provide useful reporting on grants by phase.


40Grants Super User

GM Life Cycle Management phases:– Application phase: In this phase, no actual or budget

postings are permitted. All new grants begin at this stage. GAGP will create the grant and review the settings prior to moving the status to the award phase.

– Award phase: In this phase, budgeting and postings can take place during the grant validity period. All posting activities including POs and funds reservations are possible and open.


41Grants Super User

– Cancelled (Competitive grants only) phase: Grants that were not awarded by sponsor or approved by BCPS will be moved from the Application stage to the Cancelled Stage. No activity is permitted in this stage.

– Closed phase: The grant will be closed after all expenses have been posted and billed. No additional activity expected. The closed status does not allow any activity. Thus, unlike the current MSA system, no further postings will be permitted, reducing the need to clean-up data that is incorrectly posted to a closed grant.

– Closing Phase – Stage when final transactions can be processed (i.e. mileage vouchers, invoices).


42Grants Super User

WBS Elements WBS Elements

– WBS Elements are created to collect and organize cost at the school/department location where funds are being spent

– All Grants will have an assigned Project Definition (Project Definition is nine digits in length and corresponds to the 1st nine digits of the grant)

– WBS elements are uniquely numbered to identify locations using Grant funds

– Budget resources are organized and expended through the WBS element

43Grants Super User

C 9 7 8 0 0 0 1 0 1 . 1 0 2 14

WBS Element Naming Convention WBS Element:

– Below is an example of the line of coding, called a WBS Element.

– The first 9 characters are the same as the grant number.

– The next two digits (10th -12th) denote a program (ex. Autism, Unique Aides, etc) within a specific Grant.

– The 13th and 14th digit indicates the period.

– The next four digits (15th – 19th) is the location using the funds.

Each WBS Element is linked to

the Cost Center where the funds are being spent

Grant Number

WBS ElementNote: The WBS Element replaces fund, activity and location numbers. Function and object form part of the Functional Area in the new system and will still be required on all positions, orders and mileage vouchers.

Program #Sequentially Assign Grant #

Location overseeing the

grant

Location Executing Grant Program

44Grants Super User

Display Project

T-code: CJ20N Project Builder


45Grants Super User

WBS ElementWBS Element

46Grants Super User


47Grants Super User


48Grants Super User


49Grants Super User


50Grants Super User


51Grants Super User


52Grants Super User


53Grants Super User

Create Project

T-code: CJ20N Project Builder


54Grants Super User


55Grants Super User

Grants Budget Grants Budget Transfer Transfer

and Control and Control

UnitUnit

56Grants Super User


Upon completion of this lesson, participants will be able to:

– Identify new terms and concepts associated with the Grants Management Budgeting process

– Understand how budget resources are allocated and transferred to the various Grants under their control

– Understand how the Grants Management (GM) and Funds Management (FM) modules interact

– Understand how to transfer budget resources in FM

57Grants Super User

Grants Management provides Broward County the ability to budget a grant in the Sponsor’s dimensions (grant, fund, Sponsored Program, Sponsored Class, time-slice and budget validity period).

Budgets are entered into SAP through BI-IP at the “Award” stage by the Department Grant Analyst (DGA) or the Budget Processor.

GM Budget Transfer ProcessGM Budget Transfer Process

58Grants Super User


The “process” is used to distinguish between different ways of affecting the budget

ECC budget processes include:

Schools and Departments will only be authorized to transfer Grant budget resources and will not have the ability to, return or supplement the budget allocated to their location.

Process Description Position Responsible

Transfer Returned budget not used / required Budget Office

SupplementBetween Sender GM Budget Address

and Receiver Grant Processor DGA

Return New source of budget Budget Office

59Grants Super User

Schools and Departments may:

– Transfer budget resources between different programs

– When transferring budget resources, budget revenues will always equal expenditures.

Allocations = Expenditures


60Grants Super User

Budget transfer:

– Funds are posted against budget accounts in both the GM and FM modules.

– In the Grants Management module funds will be transferred between Sponsored Programs and WBS elements using transaction Create GM Budget Entry Doc (GM_CREATE_BUDGET).

– In the Funds Management module funds will be transferred between Commitment Items (G/L Accounts) using transaction Budgeting Workbench (FMBB).

GM/FM Budget Transfer ProcessGM/FM Budget Transfer Process

61Grants Super User

GM Display Budget Document

T-code: GM_DISPLAY_BUDGET Display Budget Document


62Grants Super User


63Grants Super User

ProcessGrant #

Doc. #


Doc. Type

Budget account information

64Grants Super User

GM Create Budget Document

T-code: GM_CREATE_BUDGET Create GM Budget Entry Doc


65Grants Super User

FM Budget TransferFM Budget Transfer

Budget amendments will occur at the same levels. Budget control and posting address may differ.

66Grants Super User

FM DISPLAY BUDGET Document

T-code: FMEDDW Display Budget Document


67Grants Super User

Display Budget Transfer DocumentDisplay Budget Transfer Document

68Grants Super User


If desired a Search Variant may be created for the various

system grants. A Search variant can be created by clicking the Save icon and populating the

Variant name and Variant meaning fields then click the

Save icon.

69Grants Super User


70Grants Super User

$5,000.00 has been transferred from Commitment Item 55110000 to Commitment Item 55310000.


71Grants Super User

Column displayed in the Select List for Entry Documents screen may be added, removed or rearranged.

To change the entry documents display click the Change Layout icon.

Change Layout icon

Version Process


72Grants Super User

Save icon

Displayed columns


73Grants Super User

The Version and Process columns have been removed

from the displayed list.


Requisition ApprovalsRequisition Approvals

75Grants Super User

Unit ObjectivesUnit Objectives

• Upon completion of this lesson, participants will be able to:

–Describe the requisition approval process–Release a purchase requisition–Display a purchase requisition

76Grants Super User

GM Line of CodingGM Line of Coding

Grant – C97800001.0708 line of coding

77Grants Super User

Requisition Approval ProcessRequisition Approval Process

RequisitionerCreates

Requisition(ME51N)

RequisitionApprover

Views List of Reqsthat Require Approval

(ZMPU_ME55)

Requisition Approver Approves or Rejects Reqs as appropriate

(ZMPU_ME55)

Second Level Approval Executed, If

Required(ZMPU_ME55)

Next slide

Requisition Used to Create Purchase

Order or Other Follow-On Document

78Grants Super User

Group ExerciseGroup Exercise

Scenario: Approve/Reject a Purchase Requisition

Transaction Code: ZMPU_ME55

79Grants Super User

Approve/Reject a Purchase RequisitionApprove/Reject a Purchase Requisition

80Grants Super User


Click to scroll down

81Grants Super User


Execute icon

If desired a Search Variant may be created for the various system grants. A Search variant can be created by clicking the Save icon and populating the Variant name and Variant meaning fields then click the Save icon.

82Grants Super User


83Grants Super User


84Grants Super User


FundFunctional Area Funds CenterGrant

85Grants Super User


86Grants Super User


87Grants Super User


88Grants Super User


89Grants Super User


90Grants Super User


91Grants Super User

Grant BillingGrant Billing

UnitUnit

92Grants Super User


Upon completion of this lesson, participants will be able to:

– Describe the Billing process

– Create a Resource Related Billing (RRB) document for the purpose of placing charges against an existing grant

93Grants Super User

GM BillingGM Billing

The Grant Billing process will be initiated by the individual department DGAs, CGA, or GAGP on behalf of school based grants.

DGAs responsible for a Grant should review all postings to the Grant program and request postings for any other appropriate costs to the Grant prior to requesting reimbursement from the Sponsor.

Grant Billing:– Grant billing processor will create the billing claims based on

sponsor’s dimensions– Reconciliation of reimbursement of claims to revenues posted by

AR is the grant processor’s responsibility.– Billing cannot exceed revenues– Billable expenses are set in accordance with billing rules in the

master data records

94Grants Super User


Grant billing is dependent on:

– The creation of the Grant Sponsor master data record– Billing rules which are configured to match the

reimbursement requirements of the given grant– Expenditures (reimbursement grants)

95Grants Super User

GM Billing

When a Grant is created in SAP, a Sponsor and billing rule is assigned.

The billing rule specifies such things as how billing will be created such as Resource Related Billing (RRB) based on payment; RRB based on commitment, manual billing, etc.

These rules are applied at Grant level for all Sponsored Programs and their Sponsored Classes for the grant.

96Grants Super User

GM Billable Prerequisites:

1. Grant’s billing rule allows for Resource Related Billed – The billing rule will be displayed in the grant and is

drawn from the Sponsored Program’s master data record.

2. Grant is NOT blocked for billing

3. There are billable expenditures recorded on the Grant

GM Billing

97Grants Super User

Grant Billing is dependent on:

–The creation of Sponsor master data record, which will represent the grantor.

–Billing rules, this will be configured to match the reimbursement requirements of the different types of grants administered by BCPS.

–Expenditures, in the case of reimbursement agreements.

GM Billing

98Grants Super User

–A Billing Rule specifies whether, for example, the Sponsor is “billed” for expenditures (Resource-Related Billing) or billed manually on a cash basis, expense basis, etc. Billing rules apply at the sponsored program level for all sponsored classes.

GM Billing

99Grants Super User

Billing Rules

Advance Payments

– Advance Payments will not be billed, but will be recorded directly in SAP as deferred revenue (offset to cash).

– On a monthly basis, the deferred revenue will be reduced and revenue in the Grant increased for the expenditures incurred to match the revenues to expenses on a consistent basis.

– This will be accomplished via the use of a monthly journal entry.

100Grants Super User

Billing Rules Resource-Related Billing

– SAP Grants Management includes a “Resource-Related Billing” function that automatically identifies items as relevant for billing and includes them in a billing document.

– Each billing period, GAGP, CGA, or DGAs will execute standard transaction GM_RRB_IND for each grant with this billing rule. The program selects unbilled costs appropriate for billing based on the billing rule assigned and posts the necessary journal entry.

– RRB will result in a posting to FI debiting the AR-Customer/Sponsor and crediting revenue for the Fund/Grant/Cost Center. (The split processor will automatically put the fund/grant from the CR-Revenue line item on the DR AR-Customer line item).


Billing Rules

Resource-Related Billing

– The billing process will be carried out in two steps: 1. Grant Processor or DGA will create the billing

requests.2. The central AR department will post them to FI.


Manual Billing

Manual Billing

– Manual Billing will be utilized when:• Allowed expenditures are not easily identifiable• Billing rules differ according to sponsored class• Complex billing scenarios exist• Grants where cash is received upfront• Special sponsor provisions exist to bill negotiated

or arbitrary amounts regardless of expenditures incurred in performance of the program


Manual Billing

Revenue Accounts

– Separate revenue accounts are used for each combination of grant or program.

– The following revenue accounts will be set up and used for Grants in SAP:

• Federal Grant Revenue• State Grant Revenue• Local Grant Revenue• County Share Grant Revenue• Other Grant Revenue


Different types of revenue collected:

– RRB will derive the correct revenue account based on the AR customer group that the sponsor is assigned to. “Other” will include corporate grant sponsors.

– Manual billing will be assigned Federal, State, Local or Other revenue accounts during manual input.

– County Share revenue account will only be used to manually record the County Cost Share where applicable.

Reimbursement Request Billing (RRB)


Once the Reimbursement Request Billing is posted:

– A Request for Reimbursement will also be prepared as is current practice outside of the SAP system. This will either be in a Sponsor-specified form or on-line entry into electronic Federal reimbursement request tools.

Cash remittance (wire or check) will be applied against the customer invoices in SAP by the Treasurer’s Office.

Reimbursement Request Billing (RRB)


Grants Management: Resource-Related Billing –

Individual Processing assignment

T-code: GM_RRB_IND



GM data records are organized into groups for reporting and analysis.

Grant C97800001.0708



Items to be billed

Double click item


GM Data Groups GM Data Groups and Reports and Reports

UnitUnit


At the end of this lesson participants will be able to:

Create GM data groups

Understand the different roles that BI and ECC play

in reporting

Display and Analyze GM reports

ObjectivesObjectives


GM Data Groups GM Data Groups

• GM data can be organized into groups with one or more levels.

• Groups are useful in reporting. By selecting the group name instead of listing each master data record individually, you can pull up budget data for specific areas.

• Groups can be created for:• Grants• Sponsored Classes• Sponsors• Sponsored Programs


GM Data Groups GM Data Groups

• Only those master records assigned to the group or node will be displayed

• All users will have authorization to create and maintain master data groups to meet their specific needs– Groups can be user-specific, so those groupings

are available only to the user who created them


Display Grant Group

T-code: GM_SETS_GRANT3 – Display Grant Group



GM Data Group Example GM Data Group Example



GM data records are organized into groups for reporting and analysis.

Display Grant Group transaction

Grant group B97790001



Individual grants assigned to the group B9779000

Grant group B97790001

Range of grants assigned to the group B9779000


Grant Group Report

T-code: S_ALN_01000003 Budget Vs. Commitments/Actual



GM Data Group ReportGM Data Group Report



Enter grant number. e.g., C97840001.0708

Enter Budget Version 0

Execute icon


Notice only values assigned to grant C97840001.0708 are displayed.



Budget ReportingBudget Reporting

SAP budget reports allow for the analyses of grant budget resources such as

– Actual vs. Planned budget variance– Available Budget (AVC reports)– GM Line Item Report– Budget Entries– Master Data Listings


Budget Reporting Reporting

The vast number of budget reports will be generated from Business Intelligence (BI). This will reduce the strain on the ECC operating system.

–BI reports will be updated on a nightly basis from SAP ECC (near real-time)

–Key SAP standard reports will be copied to BI and run as BI queries

Reports should only be run in ECC when real-time reporting is critical (i.e. Budget AVC reports).

Many ECC reports have drill down capabilities. BI will have similar reports without the drill down function.


Budget Reporting

Some reports that can be run in ECC are:

–GM Budget Line Item Entries – Displays budget documents that have been posted in the Grants Management (GM) area

–Available Budget Report – Displays funds which are available, restricted, and expended



Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01


Available Budget Report (AVC Report)Available Budget Report (AVC Report)



Header



Report: Grants Management Line Item Display

T-codes: S_PLN_16000269


Grants Management Line Item Display



Execute icon

Grant


Grants Management Line Item DisplayChange Layout icon


The CHANGE LAYOUT pop-up

screen appears and allows users to add or

remove columns from the displayed list.

Columns that are not displayed are listed

on the right side of the screen. Columns

that are displayed are listed on the left side

of the screen.

Columns may be arranged in alphabetic order

by clicking the Column Header.

1. Click the Column Header “Column Name”.

2. Click the Column Header “Column Name”

a second time.

Column Header

Notice fields in the Column Set list (right column) are displayed in reverse alphabetic order.



1. While holding down the CTRL key select

Sponsor Class from the Columns Set

(left side list).

2. Continue to hold down the CTRL key click

the vertical scroll down bar.

3. Continue to hold down the CTRL key and

select GM Value Type Columns Set list.

4. Continue to hold down the CTRL key and

select GL Account from the Columns Set list.

5. Click the Show Selected field icon.

Notice the selected fields have been brought over to the Displayed Columns list (left side column).



Data columns will be displayed

in the order in which they appear in

the list.

The sequence in which the data

columns are displayed can be

rearranged by identifying a

column and moving it up or down the

list using the Move Column icons.

- Move Column up one position

- Move Column down one position

- Move Column to the top

- Move Column to the bottom



1. Click the Continue icon (green check).

Continue icon



The Change Layout screen appears. The additional fields have been added.

Added ColumnsBack icon




Report: FA399 Generation

T-codes: ZFGM_FA399


FA399 Generation


Course Summary

GM Life Cycle Management

– Provides several stages for managing a grant from application to closeout.

• Grant (naming convention)– 1st Character = The letter indicating the funding source of the Grant,

e.g.,

A - USDE - Federal Direct Grants / B - DHHS - Federal Direct Grants

C - USDE - Federal Thru State Grnt / D - Local/Local Direct Grant

E- Interest Grants – 4 Digits = Location overseeing the Grant (i.e. 9780).


Course Summary

Billing Rule – The Billing Rule will defaulted from the Sponsor’s Master Record (200000002 FL DEPT OF EDUCATION).

GM Life Cycle Management phases:

– Award phase – Notification letter received

– Closing - Liquidation period. No new Pos or positions only Invoices & mileage

– Closed phase – No activity allowed

– Cancelled (Competitive grants only) phase

Grants Management provides the ability to budget a grant in the Sponsor’s dimensions (grant, fund, Sponsored Program, Sponsored Class, time-slice and budget validity period).


Course SummaryCourse Summary

The Grant Billing process will be initiated by the individual department DGAs or school/grant bookkeeper.

When a grant is created in SAP, a Sponsor and billing rule is assigned.

GM data can be organized into groups such as:

– Grants– Sponsored Classes– Sponsors– Sponsored Programs


Addendum 1 (Grant Fund)Addendum 1 (Grant Fund)

Grant Funds Description

FUND #OLD MSA FUND #(S) FUND DESCRIPTION

GRANT TYPE

1010 101General – State Appropriations/District Cost Sharing A TO G

4210 422 USDE – Federal Direct Grants A

4220 427 USDE – Federal Direct Grants B

4230 421,425,426 USDE – Federal Through State Grants C

4240 423,424 Through Local / Local Direct Grants D


Addendum 2 (Grant Authorization Groups)Addendum 2 (Grant Authorization Groups)

Authorization Group Description

Z1000 SBBC CGA

Z1010 SBBC DGA 1

Z1020 SBBC DGA 2

Z1030 SBBC DGA 3

Z1040 SBBC DGA 4

Z1050 SBBC DGA 5

Z1060 SBBC DGA 6

Z1070 SBBC DGA 7

Z1190 SBBC DGA 19


Addendum 3 (Grant Award Types)Addendum 3 (Grant Award Types)

Award Type Description

1 Formula Grant

2 Competitive Grant

3 Local Grant

4 Discretionary Grant

5 Performance Based Grant

6 Others


Addendum 4 (Grant Funding Origin)Addendum 4 (Grant Funding Origin)

Funding Origin Description

4002 Migrant

4003 Vocational

4004 Adult Vocational

4005 Adult Basic Education

4006 Exceptional Student

4008 Title 1


Addendum 5 (Grant FY Variant)Addendum 5 (Grant FY Variant)

FY Variant Note

V6

July – June Year may not be the same as the grant

start & end date.

V9

K0

Note: Within Grants management (GM), grant budgets are controlled by “time-slices” known as validity periods. When the start/end dates of a grant overlap fiscal years or multiple fiscal years, the budget period is subdivided between each fiscal year periods.


Addendum 6 (Lifecycle Phases)Addendum 6 (Lifecycle Phases)

Phase Description

Award Notification letter received

Closing

Liquidation period. No new Pos or positions only Invoices & mileage

Closed No activity allowed

Cancel No activity allowed


Addendum 7 (GM Valuation Types)Addendum 7 (GM Valuation Types)

grants super user. 2 at the end of this unit participants will be able to: describe the various...

Documents

budget process

grants super user slide

grants management gm

grants super user brite

grants super userbiip

budget execution process

budget preparation

budget control