SAP Grants

Management for
Grantor

Simon Langford - Financial Consultant

SAP Canada
GTEC 2011
October 18th - 19th 2011

Agenda
1.Key trends and issues
2.SAP solution overview
3.Why SAP? Top reasons

Design and administration of grantor lifecycle is

an ongoing challenge
Effective grants management requires coordination amongst many stakeholders and process steps

Grant Recipient
Selection
Application
Processing

Payment &
Budget Management

Grant
Terms & Condition

Reporting & Analytics

Grantee / Partner
Mgmt

Resources
Management

Change
Management
Grant Life
Cycle Mgmt

Outcomes
Evaluation

Increased Citizen
Expectations

Demand for Efficiency and

Lowered Complexity

Demands for Accountability

and Transparency

Citizens demand simple process

for applying and communicating
with Grantor. Citizens want
committed service levels

Grantors face multiple manual and

paper based processes. Lack of
integration with Financial
Management System

Management needs to improve

performance of agency and
provide measurable outcomes
.

What does this mean for your organization?

Top executive issues

How do I increase payment accuracy, improve

budget control, and identify potential savings?
How do I improve the effectiveness, performance,
and transparency of my grant programs?
How do I incorporate my grant management
processes and my financial management
processes?
How do I enhance my programs efficiency without
increasing resources or reducing constituent
satisfaction?
How do I enhance my grant program service
delivery, providing more timely and user-friendly
access?

How do I increase the transparency and

accountability of my grant program delivery?

Inefficient grants management lifecycle hampers

program administration
Limited Operational Visibility

Low Service Quality

Lack of integrity of eligibility and
grant assessments

Lack of access to those

applying for grants,
requesting payments, or
seeking information

Lack of integration between financial and grant processes

leads to inaccurate payments, misspent budgets, inability to
identify potential savings
Inflexible, disconnected , redundant systems and processes
cause inefficiencies, increase costs, and lowers service
responsiveness

Lack of Transparency

Grant Recipient
Selection

Payment &
Budget Management

Application
Processing

Grant
Terms & Condition

Reporting & Analytics

Grantee / Partner
Ineffective, Complex Mgmt

Limited Compliance

Processes
Change
Management

Limited ability to oversee and

monitor grantees throughout
the life of the grant, leading to
higher costs, errors &
inefficiencies

Cannot easily identify

trends, create reports
and measure
organizational
performance

Grant Life
Cycle Mgmt

Outcomes
Evaluation

Excessive process diversity

among grant programs,
Resources
unstructured data, scheduling
Management
and process definition
Redundant and inefficient work
to meet overlapping
requirements increases costs,
impedes services delivery

Holistic grants management process improves

efficiency, visibility, and compliance
Improved Operational Visibility

Improved Service Delivery

Integrated data allows for more effective cross agency and consolidated
reports

Single integrated solution

supporting all program types
eliminates data redundancy
and inefficiencies

Central repository for grant information maximizes service efficiency and

ensures data integrity

Proactive monitoring allows

for corrective action to fulfil
service policies and goals

Grant Recipient
Selection
Payment &
Budget Management

Application
Processing

Reporting & Analytics

Grantee / Partner
Mgmt

Increase Efficiency,
Lower Complexity
Unified access for grantor
and financial transactions
improves usability
Fully integrated solution
that connects the end-toend grant lifecycle process
Application precommitments ensure
adherence to Program
budget and prevents budget
overruns

Change
Management
Grant Life
Cycle Mgmt

Improved Accountability
Transparency

Grant
&
Terms & Condition

Resources
Management
Outcomes
Evaluation

Program Compliance
Capture of the agreement terms and conditions
ensures compliance with regulatory
requirements
Program level business rules enforce
compliance over the entire Grant lifecycle

Internal and external

accountability and financial
controls reduces fraud.
Integrated accounting &
constituent account
management gives single
view of constituent
Integration between financial
and grant processes leads to
accurate payments,
adherence to budget and
identification of potential
savings

Grants Management for Grantor supports the

end-to-end, cross-functional process
Grants Management for Grantor connects processes across departments to manage a transparent,
efficient and compliant grant program

Department Head

Program Manager

Finance Manager

Grantee/Applicant

Oversight

Program Delivery

Financial Control

Interaction with
Grantor

Planning:

Program

Application/Assessment:

Assessment

Agreement Management:

Agreement

Evaluation & Reporting:

Supporting Processes:

Budgeting

Definition
Change

Application

Payment

Change
Request

Claim

Repayment

Review

Repayment

Request
Change

Obligation

Request

Review

Workflow

Change
Request

Commitment

Audit

Analytics

Case Management

Agenda
1.Key trends and issues
2.SAP solution overview
3.Why SAP? Top reasons
4.SAP customers

SAP Grants Management for Grantor:

What does the customer get?
Grantor Toolkit

Basic grantor infrastructure

Customer-specific grantor scenarios
Integration of CRM Services, Web Request, Business Rules Framework, Public Sector Collections
and Disbursements, Accounts Payables & Accounts Receivables, and Funds Management.
Adobe Interactive Forms are supported. (Additional license required)

Grantor Business Features

Program management
Web application/Adobe Interactive Forms
Automatic assessment
Agreements
Change Request
Claims
Payment Scenarios
Monitoring and BI reporting
Auditing

Grantor - Processes
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

5 Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Grantor - Processes
Program
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

5 Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Program

New or amended policies or regulations are developed

or adopted by public sector organizations and
foundations to provide financial assistance to a group of
individuals or a group of organizations.

These result in the definition of a program and its

related characteristics to deliver the external funding
and achieve the goals of the policy or regulation.

Customer organizations commonly

manage a diverse range of
program types that deliver grants
to the external community.

The program serves as the unifying

element for the grantor delivery
system to manage the date entry
and transaction processing
effectively and to minimize
program management costs,
ensure data integrity and overall
internal and external accountability.

Grantor - Processes
Budgeting
1

Program
Management

Budgeting
3

Application

4
11

Assessment

Year-End Closing
- Case Management
- Reporting/Monitoring

5 Agreement

10 Repayment

Audit

6
8 Payment

7 Claim

Change Request

Grantor - Processes
Application
1

Program
Management

Budgeting
3

Application

4
11

Assessment

Year-End Closing
- Case Management
- Reporting/Monitoring

5 Agreement

10 Repayment

Audit

6
8 Payment

7 Claim

Change Request

Application

The document that contains all data on an

application for a grant made by a potential
grantee.

The potential grantee receives information

about the grantor program, decides to apply for
a grant, and makes an application either online
or using another channel (for example,
telephone, letter).

Application
Customized application form
CRM WebRequests
Optional Adobe Interactive Forms
Integration
Business Rules Framework Integration
(including example rules)
Preparatory definition steps for
assessment/financial execution terms
Amount (Requested, Eligible, Authorized)
Date (start date, end date)
Standard CRM One-Order functions ( status
management, follow-on documents, actions,
notes/attachments, content management &
document templates, ...)
Budget encumbrance
Integration to Funds Management
Funds Pre-commitment
Case management integration

Web
Request

Grantor
Program

Creation
process

Application
Application
Application

Agreement

Web Application
WebRequest - Business Server Pages

Grantor - Processes
Assessment
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

5 Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Assessment of eligibility
SAP CRM Solution capabilities
CRM Surveys & scoring
Checklist requirements
Scoring requirements
Knockout criteria

Workflow
Approval flows
Human intervention
Decision processes

BRF+ integration
Automated checks
Rule-based assessment
Full interaction with CRM
objects

Grantor - Processes
Agreement
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Agreement

Business transaction that contains the

conditions under which a grantor
awards a grant to a grantee.

Represents the contractual agreement

made between the grant organization
and the grantee

Agreement
Budget encumbrance
Integration to Funds Management
Funds Commitment
Business Rules Framework Integration (including example rules)
Definition of financial execution terms
Payment types: advances, payments, holdbacks, payment recovery,
repayment.
Financial execution types: one-time, claim based, periodic or milestone
billing.

Integrated with financial execution module (PSCD or FIAP/AR)

Standard CRM One-Order functions ( status management, follow-on
documents, actions (example actions), notes/attachments, content
management & document templates, ...)

Grantor - Processes
Change Requests
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Change Request

A Grantor Change Request represents any change, initiated by the grantee or

the grant organization that has an impact on an existing agreement.

Examples:

Direct request of the grantee to change the modalities of the agreement

An organizational change in the grantor organization

A change in the grant organization

Grantor
Program

Web
Request

Application
Application

Creation
process

Agreement

Change
Request

Change Request
Changes to a grantor agreement after agreement created
Agreement versions are generated as PDF documents for
internal tracking (sample is included)
Multi-channel submission web form, phone, fax, mail, etc.
SAP pre-delivers configuration to change to authorized amount
and agreement from/to dates
Customizable change request form (usage of Adobe Interactive
Forms or Business Server Pages)
Workflow-enabled (sample is included)
Business Rules Engine supported

Grantor - Processes
Claim
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Claim
The claim is assigned to a relevant agreement and individual
claim items assigned to agreement line items

Claim items can then be checked manually or automatically for

eligibility
Claims are then approved, released and paid
Business Rules Framework Integration (including example rules)
Multi-channel submission web form, phone, fax, mail, etc.
Integrated with financial execution with generation of Billing
Request Item
Availability checking can then be executed against the agreement
and any advances cleared

Grantor - Processes
Payment
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Payment Scenario

Integration into PSCD or Accounts Payable/Accounts Receivable

Billing/Invoicing documents
Open item/cleared item creation
Payment run
Netting of payments/receivables
Dunning/notification
Consumption of earmarked funds in PSM Funds Management
Definition of multi-funding via:
Program profile
Program
Application
Agreement

Grantor - Processes
Audit
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Audit
Workflow/Status Management
CRM Actions
CRM Activity Management

Grantor - Processes
Reporting & Case Management
1

Program
Management

2 Budgeting
3

Application

4 Assessment
11 Year-End Closing
- Case Management
- Reporting/Monitoring

Agreement

10 Repayment

6 Change Request

Audit
8 Payment

7 Claim

Reporting
Grantor specific content is delivered
Program Master Data
Applications
Agreements
Claims
Life Cycle
FM Budgeting content (commitments, actuals and budget)
Payment content (PSCD & AP/AR)
Case related (status of documents, sensitive cases)
Additional content can be delivered using BOBJ tools.

Reporting

Sample Grantor Analytics

Program Type Overview

Why SAP Grants Management for Grantor?

Enable business strategy
SAP delivers an end-to-end solution for Grantor
Management with built in industry best practices
developed in collaboration with industry leaders
Central repository for grant information ensures data
integrity, maximizes service efficiency, and enables
proactive monitoring to fulfil service policies and goals
Integrated data allows for more effective cross agency and
consolidated reports

Controlled costs and operational risks

Integrated Solution provide a lower TCO

Native / pre-built integrations to other SAP components
reduce implementation and support costs
Cross departmental processes enabled by integrated
solution
Single, fully integrated solution, that connects the end-toend grant lifecycle process supporting all program types
eliminates data redundancy and inefficiencies

Provide value to citizens

Integration between financial and grant processes

increases accountability, reduces fraud, and leads to more
accurate payments and improved adherence to budget

Constituent service levels increased by reducing

duplication of effort

Application pre-commitments ensure adherence to

Program budget and prevents budget overruns

Mass transaction processing lowers operational

costs and processes payments faster.

Consolidated operating budget management provides

agency wide view of program funding

Manual processes are reduced or eliminated

Grants Management covers the Grants Lifecycle

Streamlined for both Grantor and Grantee
Grantor Process
Announce Opportunity
Provide administrative and technical support

Grantee Process

1. Announcement stage
( pre-award )

Receive Applications

Identify potential opportunity

Develop proposal

Submit application package for competitive grant or orther

preaward documents for noncompetitive grant

2. Application stage
( pre-award )

Conduct reviews ( administrative, budget, policy, merit,

business, application, certifications, and assurances )

Status Review
Check status of application

Award Notification
Notifiy the grantee and congress and publicity announce
the award

Submit application

Authenticate applicant, apply business rules, and ensure

adminsitraive compliance

Review and Decision

Find Opportunity

Receive Notification of award

3. Award stage

Complete award acceptance documents, if required

Disburse payment

Request and receive payment

Processd payments to grantee

Request disbursement of grant funds

Management and oversight

4. Postaward stage

Perform grant requirements and submit reports

Comply with award terms and conditions, including
adminsitrative requirements and cost principles

Conduct site visits and review grantee reports

Submit appropriate financial, performance and other reports

Closeout
Review and reconcile final audit and other reports

Closeout
5. Closeout stage

Submit final audit and other reports, as required