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
Payment &
Processing
Budget Management

Grant
Reporting & Analytics
Terms & Condition
Grantee / Partner
Mgmt

Resources
Change Management
Management

Grant Life Outcomes

Cycle Mgmt Evaluation

Increased Citizen Demand for Efficiency and Demands for Accountability

Expectations Lowered Complexity and Transparency

Citizens demand simple process Grantors face multiple manual and Management needs to improve
for applying and communicating paper based processes. Lack of performance of agency and
with Grantor. Citizens want integration with Financial provide measurable outcomes
committed service levels Management System .
 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
Low Service Quality Limited Operational Visibility
 Lack of integration between financial and grant processes
 Lack of integrity of eligibility and leads to inaccurate payments, misspent budgets, inability to
grant assessments identify potential savings
 Inflexible, disconnected , redundant systems and processes
 Lack of access to those cause inefficiencies, increase costs, and lowers service
applying for grants, responsiveness
requesting payments, or Lack of Transparency
seeking information
Grant Recipient
 Cannot easily identify
Selection trends, create reports
Application and measure
Payment &
Processing organizational
Budget Management
performance

Grant
Reporting & Analytics Terms & Condition
Grantee / Partner
Ineffective, Complex Mgmt
Processes Limited Compliance
 Excessive process diversity
among grant programs,
Resources unstructured data, scheduling
Change Management
Management and process definition
 Redundant and inefficient work
 Limited ability to oversee and to meet overlapping
monitor grantees throughout Grant Life Outcomes requirements increases costs,
Cycle Mgmt Evaluation
the life of the grant, leading to impedes services delivery
higher costs, errors &
inefficiencies
 Holistic grants management process improves
efficiency, visibility, and compliance
Improved Service Delivery Improved Operational Visibility
■ Single integrated solution ■ Integrated data allows for more effective cross agency and consolidated
supporting all program types reports
eliminates data redundancy ■ Central repository for grant information maximizes service efficiency and
and inefficiencies ensures data integrity
■ Proactive monitoring allows
for corrective action to fulfil
Grant Recipient
service policies and goals Selection Application
Payment & Processing
Budget Management
Improved Accountability
Grant
Reporting & Analytics
&
Terms & Condition
Transparency
Grantee / Partner ■ Internal and external
Mgmt
accountability and financial
Increase Efficiency, Resources
controls reduces fraud.
Lower Complexity Change
Management ■ Integrated accounting &
Management constituent account
■ Unified access for grantor Outcomes management gives single
Grant Life
and financial transactions Cycle Mgmt Evaluation view of constituent
improves usability
■ Integration between financial
■ Fully integrated solution and grant processes leads to
that connects the end-to- accurate payments,
end grant lifecycle process Program Compliance adherence to budget and
■ Application pre- ■ Capture of the agreement terms and conditions identification of potential
commitments ensure ensures compliance with regulatory savings
adherence to Program requirements
budget and prevents budget
overruns ■ Program level business rules enforce
compliance over the entire Grant lifecycle
 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

Financial Control Interaction with

Oversight Program Delivery
Grantor

Program
Planning: Budgeting
Definition

Change Change
Application/Assessment: Assessment Commitment
Request
Application
Request

Change Change
Agreement Management: Agreement Obligation Payment
Request
Claim
Request

Evaluation & Reporting: Review Repayment Review Repayment

Supporting Processes: Workflow 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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

8 Payment 7 Claim
 Grantor - Processes
Program
1 Program 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

8 Payment 7 Claim
 Grantor - Processes
Application
1 Program 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

8 Payment 7 Claim
 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 Web
(including example rules) Request
 Preparatory definition steps for Grantor
Creation
assessment/financial execution terms Program
process
 Amount (Requested, Eligible, Authorized)
 Date (start date, end date) Application
Application
 Standard CRM One-Order functions ( status Application

management, follow-on documents, actions,

notes/attachments, content management &
document templates, ...)
Agreement
 Budget encumbrance
 Integration to Funds Management
 Funds Pre-commitment
 Case management integration
 Web Application
WebRequest - Business Server Pages
 Grantor - Processes
Assessment
1 Program 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

8 Payment 7 Claim
 Assessment of eligibility
SAP CRM Solution capabilities
CRM Surveys & scoring
• Checklist requirements BRF+ integration
• Scoring requirements • Automated checks
• Knockout criteria • Rule-based assessment
• Full interaction with CRM
objects

Workflow
• Approval flows
• Human intervention
• Decision processes
 Grantor - Processes
Agreement
1 Program 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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 FI–AP/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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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 Web
Program Request
Application
Creation
Application 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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

8 Payment 7 Claim
 Audit
– Workflow/Status Management
– CRM Actions
– CRM Activity Management
 Grantor - Processes
Reporting & Case Management
1 Program 2 Budgeting
Management 3 Application

4 Assessment

11 Year-End Closing

- Case Management
- Reporting/Monitoring 5 Agreement

10 Repayment

9 Audit 6 Change Request

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
■ Integration between financial and grant processes
increases accountability, reduces fraud, and leads to more
accurate payments and improved adherence to budget
■ Application pre-commitments ensure adherence to
Program budget and prevents budget overruns
■ Consolidated operating budget management provides
agency wide view of program funding
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-to-
end grant lifecycle process supporting all program types
eliminates data redundancy and inefficiencies
Provide value to citizens
■ Constituent service levels increased by reducing
duplication of effort
■ Manual processes are reduced or eliminated
■ Mass transaction processing lowers operational
costs and processes payments faster.
 Grants Management covers the Grants Lifecycle
Streamlined for both Grantor and Grantee
Grantor Process Grantee Process

Announce Opportunity Find Opportunity

1. Announcement stage
 Provide administrative and technical support  Identify potential opportunity
( pre-award )
 Develop proposal

Receive Applications Submit application

Authenticate applicant, apply business rules, and ensure  Submit application package for competitive grant or orther
adminsitraive compliance preaward documents for noncompetitive grant
2. Application stage
( pre-award )
Review and Decision Status Review
Conduct reviews ( administrative, budget, policy, merit,  Check status of application
business, application, certifications, and assurances )

Award Notification Receive Notification of award

 Notifiy the grantee and congress and publicity announce
3. Award stage  Complete award acceptance documents, if required
the award

Disburse payment Request and receive payment

 Processd payments to grantee  Request disbursement of grant funds

4. Postaward stage Perform grant requirements and submit reports

Management and oversight
 Comply with award terms and conditions, including
 Conduct site visits and review grantee reports adminsitrative requirements and cost principles
 Submit appropriate financial, performance and other reports

Closeout Closeout
5. Closeout stage  Submit final audit and other reports, as required
 Review and reconcile final audit and other reports