Grants Super User
Course Objectives
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
Grants Super User
2
Grant Execution Roles
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
Grants Super User
3
Grant Management (GM) Benefits
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)
Grants Super User
4
Unit
Business Intelligence
Integrated Planning
(BI-IP)
and
Grants Management (GM)
Functions and Integration
Grants Super User
5
Lesson 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
Grants Super User
6
SAP Acronyms
SAP Acronym
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
WBS
Work Breakdown
Structure
CO
Grants Super User
Name
Controlling
7
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.
Grants Super User
8
BI-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.
The “Integrated Planning” portion is used to enter budget data.
The “Business Intelligence” portion runs reports.
Budget
Planning Data
is Entered
IP Updates SAP ECC as
Needed with Plan Data
Grants Super User
BI-IP
BI
(read/edit
data)
(read only
data)
ECC
9
Generate
Reports
ECC Updates BI Data
Nightly with
Transactional Data
GM / Grants Management
 After approval the Grants
budget data will be loaded
from BI-IP into the ECC
Grants Management &
Funds Management
folders.
Grants Super User
10
Questions?
Grants Super User
11
Grants Management Master Data
Lesson Objectives
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.
Grants Super User
13
GM 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:
Grant
WBS
Sponsor
Sponsored Program
Groups
Sponsored
Classes
WBS
Element
Funded Program
 Master Data records are highly centralized
 The GAGP, CGA & DGAs are responsible for creating and maintaining
GM Master Data records
Grants Super User
14
Grants Management Crosswalk
SAP Glossary
INTERNAL ORDERS (NONE) – CO
structures used to collect and monitor
the actual costs of discrete, short-term
tasks.
GRANT (ACTIVITY) - Represent lowerlevel 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.
WBS ELEMENTS - Same as Internal
Order except used to track discrete, long
term tasks.
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.
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.
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.
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15
Grants Management Crosswalk
Grants Super User
16
Grant
 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.
Grants Super User
17
Grant
 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.
New Grant Number
Grants Super User
18
Grant Numbering Convention

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.
Location overseeing
the grant
Grant Validity
Period
C 9 7 8 0 0 0 1 4 .
Type of Grant
(A
– G) each tied to
different fund
Grants Super User
Sequentially
Assign Grant #
19
0 5 0 6
Period
New Grant Number
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.
Grants Super User
20
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.
Grants Super User
21
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
C
9
7
8
Location
overseeing the
grant
Grants Super User
0
0
0
1
4
0
Sequentially
Assign Grant #
1
.
1
0
Program #
22
2
1
Location Executing
Grant Program
Demonstration
Display Grant
T-code: GMGRANTD Display Grant
Grants Super User
23
GM Master Data: Grant
Grants Super User
24
GM Master Data: Grant
Short name
Dollar value
Start date
End date
Grants Super User
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GM Master Data: Grant
Grants Super User
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GM Master Data: Grant
Grants Super User
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GM Master Data: Grant
Information
will default
Grants Super User
28
GM Master Data: Grant
Will always be 1002 SBBCExpenses and Accruals
Will always be Z100 AVC BUDGET
CONTROL AT GRANT LEVEL
Information
will default
Grants Super User
29
GM Master Data: Grant
Fund:
External
1000 1DC Recovery
1010 Matching Funds
Grants Super User
30
GM Master Data: Grant
Grants Super User
31
GM Master Data: Grant
The Cost Sharing tab functionality is
only used when cost sharing is part of
the grant budget process
Grants Super User
32
GM Master Data: Grant
Direct Costs will always be
on Liabilities 0003
Grants Super User
33
GM Master Data: Grant
Grants Super User
34
GM Master Data: Grant
Grants Super User
35
Demonstration
Create Grant
T-code: GMGRANT Create Grant
Grants Super User
36
Grants Life Cycle Management Phases
 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 Super User
37
Grants Life Cycle Management Phases
 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.
Grants Super User
38
Grants Life Cycle Management Phases
 Lifecycle statuses, in addition to providing better control of
grants throughout their respective lives, provide useful
reporting on grants by phase.
Grants Super User
39
Grants Life Cycle Management Phases
 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.
Grants Super User
40
Grants Life Cycle Management Phases
– 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).
Grants Super User
41
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
Grants Super User
42
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
C
9
7
8
0
0
0
1
4
0
1
.
1
0
2
1
Location Executing
Location
Sequentially
Program #
Grant Program
overseeing the
Assign Grant #
grant
WBS Element
Note: 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.
Grants Super User
43
Demonstration
Display Project
T-code: CJ20N Project Builder
Grants Super User
44
WBS Element
Grants Super User
45
WBS Element
Grants Super User
46
WBS Element
Grants Super User
47
WBS Element
Grants Super User
48
WBS Element
Grants Super User
49
WBS Element
Grants Super User
50
WBS Element
Grants Super User
51
WBS Element
Grants Super User
52
Demonstration
Create Project
T-code: CJ20N Project Builder
Grants Super User
53
Questions?
Grants Super User
54
Unit
Grants Budget
Transfer
and Control
Grants Super User
55
Lesson Objectives
 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
Grants Super User
56
GM Budget Transfer Process
 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.
Grants Super User
57
GM Budget Transfer Process
 The “process” is used to distinguish between different ways of
affecting the budget
 ECC budget processes include:
Process
Description
Position Responsible
Transfer
Returned budget not used / required
Budget Office
Supplement
Between Sender GM Budget Address
and Receiver
Grant Processor DGA
Return
New source of budget
Budget Office
 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.
Grants Super User
58
GM Budget Transfer Process
 Schools and Departments may:
– Transfer budget resources between different programs
– When transferring budget resources, budget revenues
will always equal expenditures.
Allocations = Expenditures
Grants Super User
59
GM/FM Budget Transfer Process
 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).
Grants Super User
60
Demonstration
GM Display Budget Document
T-code: GM_DISPLAY_BUDGET Display Budget Document
Grants Super User
61
GM Budget Transfer Process
Grants Super User
62
GM Budget Transfer Process
Doc. #
Process
Grant #
Doc.
Type
Budget account information
Grants Super User
63
Demonstration
GM Create Budget Document
T-code: GM_CREATE_BUDGET Create GM Budget Entry Doc
Grants Super User
64
FM Budget Transfer
 Budget amendments will occur at the same levels.
Budget control and posting address may differ.
Grants Super User
65
Demonstration
FM DISPLAY BUDGET Document
T-code: FMEDDW Display Budget Document
Grants Super User
66
Display Budget Transfer Document
Grants Super User
67
Display Budget Transfer Document
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.
Grants Super User
68
Display Budget Transfer Document
Grants Super User
69
Display Budget Transfer Document
$5,000.00 has been transferred from
Commitment Item 55110000 to
Commitment Item 55310000.
Grants Super User
70
Display Budget Transfer Document
Change Layout icon
Version


Process
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.
Grants Super User
71
Display Budget Transfer Document
Displayed columns
Save icon
Grants Super User
72
Display Budget Transfer Document
The Version and Process
columns have been removed
from the displayed list.
Grants Super User
73
Requisition Approvals
Unit Objectives
•
Upon completion of this lesson, participants will be able
to:
–Describe the requisition approval process
–Release a purchase requisition
–Display a purchase requisition
Grants Super User
75
GM Line of Coding
Grant – C97800001.0708 line of coding
Grants Super User
76
Requisition Approval Process
Requisitioner
Creates
Requisition
(ME51N)
Requisition
Approver
Views List of Reqs
that Require Approval
(ZMPU_ME55)
Second Level
Approval Executed, If
Required
(ZMPU_ME55)
Next slide
Requisition Used to
Create Purchase
Order or Other FollowOn Document
Grants Super User
77
Requisition Approver
Approves or Rejects
Reqs as appropriate
(ZMPU_ME55)
Group Exercise
Scenario: Approve/Reject a Purchase Requisition
Transaction Code: ZMPU_ME55
Grants Super User
78
Approve/Reject a Purchase Requisition
Grants Super User
79
Approve/Reject a Purchase Requisition
Click to scroll down
Grants Super User
80
Approve/Reject a Purchase Requisition
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.
Execute icon
Grants Super User
81
Approve/Reject a Purchase Requisition
Grants Super User
82
Approve/Reject a Purchase Requisition
Grants Super User
83
Approve/Reject a Purchase Requisition
Fund
Functional Area
Funds Center
Grant
Grants Super User
84
Approve/Reject a Purchase Requisition
Grants Super User
85
Approve/Reject a Purchase Requisition
Grants Super User
86
Approve/Reject a Purchase Requisition
Grants Super User
87
Approve/Reject a Purchase Requisition
Grants Super User
88
Approve/Reject a Purchase Requisition
Grants Super User
89
Questions?
Grants Super User
90
Unit
Grant Billing
Grants Super User
91
Lesson Objectives
 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
Grants Super User
92
GM 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
Grants Super User
93
GM Billing

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)
Grants Super User
94
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.
Grants Super User
95
GM Billing
 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
Grants Super User
96
GM Billing
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.
Grants Super User
97
GM Billing
–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.
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98
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.
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99
Billing Rules
 Resource-Related Billing
– SAP Grants Management includes a “ResourceRelated 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 ARCustomer/Sponsor and crediting revenue for the
Fund/Grant/Cost Center. (The split processor will
automatically put the fund/grant from the CRRevenue line item on the DR AR-Customer line item).
Grants Super User
100
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.
Grants Super User
101
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
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102
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:
•
•
•
•
•
Grants Super User
Federal Grant Revenue
State Grant Revenue
Local Grant Revenue
County Share Grant Revenue
Other Grant Revenue
103
Reimbursement Request Billing (RRB)
 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.
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104
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.
Grants Super User
105
Demonstration
Grants Management: Resource-Related Billing –
Individual Processing assignment
T-code: GM_RRB_IND
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106
GM Billing
Grants Super User
107
GM Billing
Grant C97800001.0708
GM data records are organized into groups for reporting and analysis.
Grants Super User
108
GM Billing
Double click item
Items to be billed
Grants Super User
109
Unit
GM Data Groups
and Reports
Objectives
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
Grants Super User
111
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
Grants Super User
112
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
Grants Super User
113
Demonstration
Display Grant Group
T-code: GM_SETS_GRANT3 – Display Grant Group
Grants Super User
114
GM Data Group Example
Grants Super User
115
GM Data Group Example
Display Grant Group transaction
Grant group B97790001
GM data records are organized into groups for reporting and analysis.
Grants Super User
116
GM Data Group Example
Grant group B97790001
Range of grants assigned
to the group B9779000
Individual grants assigned to the
group B9779000
Grants Super User
117
Demonstration
Grant Group Report
T-code: S_ALN_01000003 Budget Vs. Commitments/Actual
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GM Data Group Report
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GM Data Group Report
Enter grant number. e.g.,
C97840001.0708
Execute icon
Enter Budget Version 0
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GM Data Group Report
Notice only values assigned to grant
C97840001.0708 are displayed.
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Budget 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
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Budget 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.
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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
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Demonstration
Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01
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Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)
Header
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Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)
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Demonstration
Report: Grants Management Line Item Display
T-codes: S_PLN_16000269
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Grants Management Line Item Display
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Grants Management Line Item Display
Execute
icon
Grant
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Grants Management Line Item Display
Change
Layout
icon
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Grants Management Line Item Display
Column
Header
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.
Notice fields in the Column Set list
(right column) are displayed in
reverse alphabetic order.
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Grants Management Line Item Display
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).
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Grants Management Line Item Display
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
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Grants Management Line Item Display
1. Click the Continue icon (green check).
Continue
icon
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Grants Management Line Item Display
The Change Layout screen appears. The additional fields have been added.
Added Columns
Back icon
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Demonstration
Report: FA399 Generation
T-codes: ZFGM_FA399
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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FA399 Generation
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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).
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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).
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Course 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
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Questions?
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Addendum 1 (Grant Fund)
Grant Funds Description
OLD MSA
FUND #(S)
FUND DESCRIPTION
GRANT
TYPE
1010
101
General – 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
FUND #
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Addendum 2 (Grant Authorization Groups)
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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
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Addendum 3 (Grant Award Types)
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Award Type
Description
1
Formula Grant
2
Competitive Grant
3
Local Grant
4
Discretionary Grant
5
Performance Based Grant
6
Others
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Addendum 4 (Grant Funding Origin)
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Funding Origin
Description
4002
Migrant
4003
Vocational
4004
Adult Vocational
4005
Adult Basic Education
4006
Exceptional Student
4008
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Addendum 5 (Grant FY Variant)
FY Variant
Note
V6
V9
K0
July – June
Year may not be the same as the grant
start & end date.
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.
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Addendum 6 (Lifecycle Phases)
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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
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Addendum 7 (GM Valuation Types)
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