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FastFactsFeature 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

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Today’s Topic

We’ll be taking a look at…Master data in the Grants Management Module of SAPHow grant attributes control postings in SAP

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Today’s PresenterAnthony TosheffSupervisor, Sponsored Projects Shared Services in the Controller’s Office

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Session Segments

PresentationAnthony will address understanding grants master data.During Anthony’s presentation, your phone will be muted.

Q&AAfter 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.

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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: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt 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.

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Understanding Grant Master Data

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Agenda

Today, we’ll be taking a look at:SAP R/3 transaction GMGRANTD- Display Grant MasterMaster data in the Grants Management Module of SAP

Explain terminologyKey fields to be aware of

How Grant Master Data controls postings in SAP

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Assumptions

Users have the security role Award Master Data ViewerUsers have some familiarity with terminology related to sponsored projects

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How Do You Access Grant Master Data?

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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

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Components of Grant Master Data

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General Data Tab

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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

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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.

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General Data Tab-continuedAward type:Cooperative Agreement GrantClinical Trial Sub ContractContract Sub GrantFixed FeeAward ID

Number assigned by the sponsor.If there is no external reference the primary IO # will be used.

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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 sub-contracted.

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.

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Award Year Breakdown Tab

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Award Year Breakdown Tab

Includes breakdown of direct & indirect costs

Award date is the date of the award document

Award Actions: New Award Competing ContinuationNon-Competing ContinuationFuture Year SupportNo Cost ExtensionSupplement Task Order

Note: Multiple actions can take place in a single year.

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Reference Tab

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Reference Tab

External Reference: NIH’s document number or award IDCFDA Number: Catalog of Federal Domestic AssistanceLetter of Credit Internal Reference: Converted CUFS numberThe COEUS Institute Proposal: Reference number assigned by COEUS, required fieldAward Interest: None, Retain, RemitFDP Indicator (NIH)Automatic Carryover (NIH)Program IncomeSub award IndicatorUnexpended Balance: Remit/Retain

Note: All grants were converted as Remit

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Responsibilities Tab

Principal Investigator/Co-Principal Investigator are identified by PERNR

The Postings tab is next, however, it is not being used.

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Billing Tab

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Billing Tab

Billing rule explains how the funds will be collected from the sponsoring agency:

0001 RRB-Letter of Credit0002 RRB-Non Loc0005 Direct Pay-Various Amts0006 Direct Pay -Like Amts (discontinued)0007 Manual Billing0008 Pre-Award0009 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

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Dimensions Tab

Identifies Internal & External Funding Sources:1099999999-ENTERPRISE WIDE F&A *Only used if F&A applies9000000001-EXTL GOVT NIH LOCR9000000000-GOVERNMENT FUND9100000000-PRIVATE FUND(1 or 2)xxxxxxxxx- ANY NON-SPONSORED FUNDING SOURCE FORCOST OVERRUNS or COST SHARING

Sponsored Program/Internal Order/Funded Program90XXXXXX-Regular Internal Order96XXXXXX-Sub Award98XXXXXX-Cost Sharing/Cost Overrun

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Dimensions Tab- continued

Sponsored Class4XXXXX-Revenue 6XXXXX-ExpenseAllowable Sponsored Classes are listedIDC Relevant check box controls IDC postings

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Supported Objects Tab

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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.

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Overhead Costs TabMultiple F/A rates

can be tracked here.

F/A calculations on sub-awards (first $25K) are tracked by

utilizing an IDC cap.

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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.

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Reporting Tab

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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

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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 reportGM deliverables reportSponsored rev/exp summary & detail– F&A fields, header information

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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

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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.

Q&A

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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: fastfacts@jhu.edu

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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!