Transcript What we’ll go over today

Slide 1
FastFacts
Feature Presentation
September 30, 2008
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-322-9648
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
Master data in the Grants Management Module of SAP
How grant attributes control postings in SAP
Slide 3
Today’s Presenter
Anthony Tosheff
Supervisor, Sponsored Projects Shared Services in the Controller’s
Office
Slide 4
Session Segments
Presentation
Anthony will address understanding grants master data.
During Anthony’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Anthony will answer as many of your questions as time allows.
Slide 5
Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
Slide 7
Understanding Grant Master
Data
Slide 8
Agenda
Today, we’ll be taking a look at:
SAP R/3 transaction GMGRANTD- Display Grant Master
Master data in the Grants Management Module of SAP
Explain terminology
Key fields to be aware of
How Grant Master Data controls postings in SAP
Slide 9
Assumptions
Users have the security role Award Master Data Viewer
Users have some familiarity with terminology related to sponsored
projects
Slide 10
How Do You Access Grant Master Data?
Slide 11
Display Grant Master Data
Type the grant number in the
first active box
Hit enter to execute the
transaction or click the green
check icon
Slide 12
Components of Grant Master
Data
Slide 13
General Data Tab
Slide 14
General Data Tab-continued
Master data is maintained by Sponsored Projects Shared Services (SPSS).
Data comes directly from the Notice of Award received by ORA.
Award Status: Pre-Award, Award, Temporarily Closed
Grant Type
(10) Governmental
(15) Letter of Credit
(30) Private
Slide 15
General Data Tab-continued
Company code : JHEN (JOHNS HOPKINS ENTERPRISE)
Sponsor: identifies the agency, institution, or company providing funding- 6
digit number.
Note: sponsor field has drill down capabilities.
Authorization group: responsible cost center- 10 digits.
First 3 digits represent the business area within JHU or JHHS.
Slide 16
General Data Tab-continued
Award type:
Cooperative Agreement
Grant
Clinical Trial
Sub Contract
Contract
Sub Grant
Fixed Fee
Award ID
Number assigned by the sponsor.
If there is no external reference the primary IO # will be used.
Slide 17
General Data Tab- continued
Project Dates- The actual effective dates for the award. The start date does
not include pre-spending.
Funded Amount- Sum of all years of funding for the segment, includes
approved & anticipated.
Prime Sponsor- Populated when the award type is sub-awarded or subcontracted.
Grant Value- Current funded amount including carry-forward and minus
restricted balances.
Validity Dates- Date range begins 3 months prior to the start date and valid
2 years from the end date.
Slide 18
Award Year Breakdown Tab
Slide 19
Award Year Breakdown Tab
Includes breakdown of direct & indirect costs
Award date is the date of the award document
Award Actions:
New Award
Competing Continuation
Non-Competing Continuation
Future Year Support
No Cost Extension
Supplement
Task Order
Note: Multiple actions can take place in a single year.
Slide 20
Reference Tab
Slide 21
Reference Tab
External Reference: NIH’s document number or award ID
CFDA Number: Catalog of Federal Domestic Assistance
Letter of Credit
Internal Reference: Converted CUFS number
The COEUS Institute Proposal: Reference number assigned by COEUS,
required field
Award Interest: None, Retain, Remit
FDP Indicator (NIH)
Automatic Carryover (NIH)
Program Income
Sub award Indicator
Unexpended Balance: Remit/Retain
Note: All grants were converted as Remit
Slide 22
Responsibilities Tab
Principal Investigator/Co-Principal Investigator are identified by
PERNR
The Postings tab is next, however, it is not being used.
Slide 23
Billing Tab
Slide 24
Billing Tab
Billing rule explains how the funds will be collected from the sponsoring
agency:
0001
RRB-Letter of Credit
0002
RRB-Non Loc
0005
Direct Pay-Various Amts
0006
Direct Pay -Like Amts (discontinued)
0007
Manual Billing
0008
Pre-Award
0009
Scheduled Billing
Billing Address: field has drilldown, address in entry will be the actual bill-to
address, overrides sponsor address.
Payment Method - varies depending upon which billing rule is selected.
Sales document - automatically generates
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Dimensions Tab
Slide 26
Dimensions Tab
Identifies Internal & External Funding Sources:
1099999999-ENTERPRISE WIDE F&A *Only used if F&A applies
9000000001-EXTL GOVT NIH LOCR
9000000000-GOVERNMENT FUND
9100000000-PRIVATE FUND
(1 or 2)xxxxxxxxx- ANY NON-SPONSORED FUNDING SOURCE FOR
COST OVERRUNS or COST SHARING
Sponsored Program/Internal Order/Funded Program
90XXXXXX-Regular Internal Order
96XXXXXX-Sub Award
98XXXXXX-Cost Sharing/Cost Overrun
Slide 27
Dimensions Tab- continued
Sponsored Class
4XXXXX-Revenue
6XXXXX-Expense
Allowable Sponsored Classes are listed
IDC Relevant check box controls IDC postings
Slide 28
Supported Objects Tab
Slide 29
Supported Objects Tab
Checked boxes control postings for budgeting and expenses
A line item exists for each sponsored class, of each sponsored
program, and each fund.
Slide 30
Overhead Costs Tab
Multiple F/A rates can
be tracked here.
F/A calculations on sub-awards
(first $25K) are tracked by utilizing
an IDC cap.
Slide 31
Overhead Costs Tab
IDC Rule 1: indicates IDC will be calculated.
Overhead Cost Record: Displays multiple IDC rates and tracks
changes in rates by a sponsored program.
Overhead Cost Limit: IDC calculations on sub-awards are tracked
using a Cap, choice of G/L has no impact.
The next tab is the Budgeting tab, which contains no significant master
data.
Slide 32
Reporting Tab
Slide 33
Reporting Tab
Tracks required deliverables & submission dates.
BW extracts this data for the GM deliverables report.
DELIVERABLE:
PREPARED BY:
Financial Report
Sponsored Projects Shared Services
Final Invoice
Accounts Receivable Shared Services
Equipment Report
Fixed Assets Shared Service Center
Technical Report
Principal Investigator/Department
Slide 34
Conclusion
Knowing the master data is key to understanding how SAP works to
allow postings to grants.
Changes to master data must be workflowed to SPSS; methods vary
by division.
Master data from GMGRANTD is used to populate reports in BW:
Award information report
GM deliverables report
Sponsored rev/exp summary & detail– F&A fields, header
information
Slide 35
Questions
Please limit your questions to general inquiries about GMGRANTD.
Questions about specific grants should be directed to your
Sponsored Projects Accountant.
Staff Contacts are available at:
http://ssc.jhu.edu/sponsoredprojects/contact.html
Slide 36
Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
Slide 37
Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
Slide 38
Survey
Before we close, please take the time to complete a short survey.
Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!