02 - SAP - Grants Management Overview

SAP Grants
Management
for Higher Education & Research
Ulrike Kleifeld
Solution Management
IBU Public Services, SAP AG
Grants and Financial Assistance in HER
Grantee Grantor
Mgmt Pass-through Mgmt
Main Sponsor Grantee

i.e. University, Research
Government Institute
International Org.
Institutions
Grantor
Students
© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 2
1
Solution Map 2004: Higher Education & Research
Financial Management Strategic Enterprise Revenue Financial Managerial

Budget Formulation Budget Execution
& Decision Support Management Management Accounting Accounting
Institutional Market Research &

Marketing Fund Raising Partner Management Alumni Management
Development Analysis
Academic Advising & Career

Studies Management Academic Program Planning Resources & Scheduling Teaching & Learning
Placement
Student Life Cycle Recruitment, Prospects Financial Aid &

Student Registration Academic Progress Student Receivables
Management & Admissions Sponsoring
Library & Media

Institutional Services Campus Services Online Services Housing IT Services
Management
Financial Accounting
Planning, Application & Reimbursement for Reporting to Sponsors
Grants Management for Sponsored Grantor Management
Preaward Sponsored Programs & Closeout
Programs
Research Project
Research Management Research Planning Research Information Research Result Management
Management
Organization & Personnel Compensation &

Human Resource Personnel Time Payroll
Position Recruitment Development & Benefits
Management Administration Management Accounting
Management Training Administration
Procurement Goods & Cash
Material Management & Inventory Facility Reimbursable Real Estate Travel
Process Services Sales Management &
Business Support Management Management Services Management Management
Management & Distribution Treasury
Grants in Campus Management
Grants in Grants Management
2
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 grant’s conditions
in a mass run
offsetting the aid against student fees.
Sponsoring with Campus Management
Sponsoring with Grants Management
3
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 grant’s 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.
Process Overview
Grantor
Program Development Assessment Monitoring Accounting Close-out
• Design • Master Data • Agreement • Claims • Reporting

• Information • Rules • Reporting • Payments • Audit
• Publication • Budget from Grantee • Re-Payments
• Budget Reservation • Advising
Preparation Application Execution Evaluation
Grantee
Pre-Award Application Consumption Accounting Close-out
• Research • Budget • Reporting to • Budget Control • Final Reports

• Master Data • including Grantor • Reimbursement
• Internal Draft pass-through • including sub- • including sub-
recipients and recipients and
sub-grantees sub-grantees
4
Grants Management –
How is it integrated?
Who needs Grants Management?
What is the basic idea?
Why did SAP develop Grants Management?
SAP Grants Management – Grantee: Target Markets
Governments: Federal, State and Local
HER: Universities and Institutes
Not-for-Profit Organizations
International Organizations
Æ anyone receiving grants
5
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 sponsor’s 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
6
Master Data
Sponsor – Maintains the financial and administrative details such as
Sponsor‘s 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 Sponsor‘s 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 Organization’s sponsored projects.
Fund – Represents the source of funding.

• External: Sponsor award amount
• Internal: Grantee’s funds and resources (i.e. cost sharing)
Sponsored Sponsored
Sponsor Grant Class(es) Fund(s)
Program(s)
Grants Management: Master Data Relationships
Grant 1
Ext. Sponsored
Fund X
Program A
Sponsor X
Ext. Class 1
Fund X
Grant 2 Class 2
Int.
Fund 1
Sponsored
Program B
Sponsor Y Ext.
Fund Y
Grant 3 Class 2
Int.
¾ Grant to Sponsor – N:1 Fund 2 Class 3
¾ Grant to Sponsored Program – N:N
¾ Grant to Fund (internal or external) – N:N
¾ Grant to Sponsored Class – N:N
¾ Sponsored Class to Sponsored Program – N:N
7
Master Data: Grant Dimensions
CO, GM & FM relationships
FI/CO GM FM
Grant Grant Grant
Fund Fund Fund
CCtr, Order, Fund Center
WBS Sponsored Functional Area
Program Funded Program
G/L accts
Sponsored
/Cost Elmts Class Commitment Item
Fiscal Year Budget Validity Fiscal Year

Period
8
Project System and Grants Management
Project Project „Research Study“
WBS 1 Phase 1: Clinical Study Grant „NCI“
WBS 1.1 – Design
WBS 1.2 – Execution
WBS 2 Phase 2: Publication
WBS 2.1 – Writing
WBS 2.2 – Printing Grant EU
Campus Management vs. Grants Management

Campus Management Grants Management
Areas of Application Financial assistance to Research grants; other

students; grants with grants for university,
relevance to student departments, teaching
fees staff
Sponsor Business Partner in Business Partner in
role “contract partner” role “sponsor”
Grant Connected to Contract Own posting

Account dimension
Sponsored Expenses Contract Object Type Sponsored Classes;

Groups & Sponsoring Sponsored Program
Pattern
Reimbursement Debit Posting to Debit Posting (Sales
Sponsor’s contract Order); FI-invoice to
account customer
9
Concept: Adding the different external views
Sponsor 1 Sponsor 2 Sponsor 3
Employees Employees
Personnel
Temps
Organization‘s Budget
Salaries Acad. Salaries Secr. Fringe Benefits Temporary Staff
internal view
Concept: Integration with Internal Financials
Sponsor
Grant Budget Plan
Sp Class Eur „ok!“
Grant Sp Program
Eur
Eur
external view
Cmt item Funds Ctr Fund Fd Progr
internal view
10
Concept: Integration with Internal Financials
Sponsor
Grant Budget
Sp Class Eur „ok!“
Grant Sp Program
Eur
Eur
external view „award“ budget transfer
Cmt item Funds Ctr Fund Fd Progr Grant Sp Program Sp Class
GBP
GBP
GBP
internal view
Budgeting Workbench: Budget List View
11
Budgeting Workbench: Budget Hierarchy
Concept: External and Internal Rules - Budget Split across

Fiscal Years
12
Concept: Follow Internal and External Rules
Expenditure
Budget Address
Cmt item Funds Ctr Fund Fd Progr
AVC on
internal view internal
budget
Reported Budget
Grant Sp Class Sp Program
AVC on
external view operation
budget
DB
Flexible: Grant Lifecycle
13
Robust: Indirect Cost Calculation
Easy to Use: Cost Sharing
14
Diverse: Billing
Scenarios
Cost reimbursement
Milestone Billing
Periodic Billing Plans
Manual Billing
Functionality
Mass runs and manual bills
exceptions
billing status
Billing Plan
15
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
16
Double role of Universities
Grantee Grantor
Mgmt Pass-through Mgmt
Main Sponsor Grantee

i.e. University, Research
Government Institute
International Org.
Institutions
Grantor
Students
Grantor Management
Constituents and Partners Government Department(s)/Agencies Internal
Program Approvals and
Accounting
Partners Citizens Officers Officer Supervisors Stakeholders external
Officer
users
Portal,
Portal, Collaboration,
Collaboration, Multi-Channel
Multi-Channel Access
Access
Develop Inform Transact Value

Engage/Advise Learn
Chain
Publish and
Claim Payment
Subscribe
Program Reporting
Development Application Monitoring Audit
Business
Assessment Process
Integration BI,
BI, KM,
KM, Business
Business Process
Process Management,
Management, Composite
Composite Application
Application Framework
Framework
Knowledge Existing CRM Business Human

Records Financials Business Enterprise
Mgmt. Program Case Rules Capital
Management Intelligence Systems
Systems Mgmt Framework Mgmt.
Integration Integration
Integration Broker,
Broker, Master
Master Data
Data Management
Management
17
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 Scenario
Grantor Management
SAP Grants
Management
for Higher Education & Research
Ulrike Kleifeld
Solution Management
IBU Public Services, SAP AG
18

02 - SAP - Grants Management Overview

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02 - SAP - Grants Management Overview

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SAP Grants

IBU Public Services, SAP AG

Grants and Financial Assistance in HER

Main Sponsor Grantee

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 2

Financial Management Strategic Enterprise Revenue Financial Managerial

Institutional Market Research &

Academic Advising & Career

Student Life Cycle Recruitment, Prospects Financial Aid &

Library & Media

Organization & Personnel Compensation &

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 3

Grants in Campus Management

Grants in Grants Management

A typical US university administers about 800 - 1000 aid programs

SAP Campus Management supports the automated process of

It assigns the financial aid

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 6

Sponsoring with Campus Management

Sponsoring with Grants Management

SAP Grants Management supports the financial planning and

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 12

Program Development Assessment Monitoring Accounting Close-out

• Design • Master Data • Agreement • Claims • Reporting

Preparation Application Execution Evaluation

• Research • Budget • Reporting to • Budget Control • Final Reports

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 13

Who needs Grants Management?

What is the basic idea?

Why did SAP develop Grants Management?

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 14

SAP Grants Management – Grantee: Target Markets

 Governments: Federal, State and Local

 HER: Universities and Institutes

Æ anyone receiving grants

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 15

 Technion Institute, Israel

 Erie County, USA

 Other universities have signed; other pilots in the

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 16

Manage grants efficiently:

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 17

 Grant – An object used to maintains details which describes the terms

 Sponsored Class – An object used to summarize the Organization's

 Sponsored Program – An object used as a cost collector that reflects

 Fund – Represents the source of funding.

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 18

Grants Management: Master Data Relationships

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 19

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 20

CO, GM & FM relationships

Fiscal Year Budget Validity Fiscal Year

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 22

Project Project „Research Study“

WBS 1 Phase 1: Clinical Study Grant „NCI“

WBS 1.1 – Design

WBS 1.2 – Execution

WBS 2 Phase 2: Publication

WBS 2.1 – Writing

WBS 2.2 – Printing Grant EU

© SAP AG 2004, SAP Grants Management/Ulrike Kleifeld / 23

Campus Management vs. Grants Management

Governments: Federal, State and Local

HER: Universities and Institutes

Technion Institute, Israel

Erie County, USA

Other universities have signed; other pilots in the

Grant – An object used to maintains details which describes the terms

Sponsored Class – An object used to summarize the Organization's

Sponsored Program – An object used as a cost collector that reflects

Fund – Represents the source of funding.

Flexibility: Increase Sponsor satisfaction

Agility: Optimal Grant Spending

Innovation: Effective Grant Management

Sustainability: Reduced Cost of Operations