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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:

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Presentation on theme: "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:"— Presentation transcript:

1 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

2 Slide 2 Todays Topic Well be taking a look at… Master data in the Grants Management Module of SAP How grant attributes control postings in SAP

3 Slide 3 Todays Presenter Anthony Tosheff Supervisor, Sponsored Projects Shared Services in the Controllers Office

4 Slide 4 Session Segments Presentation Anthony will address understanding grants master data. During Anthonys presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Anthony will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Understanding Grant Master Data

8 Slide 8 Agenda Today, well 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

9 Slide 9 Assumptions Users have the security role Award Master Data Viewer Users have some familiarity with terminology related to sponsored projects

10 Slide 10 How Do You Access Grant Master Data?

11 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

12 Slide 12 Components of Grant Master Data

13 Slide 13 General Data Tab

14 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

15 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.

16 Slide 16 General Data Tab-continued Award type: Cooperative AgreementGrant Clinical TrialSub Contract ContractSub Grant Fixed Fee Award ID Number assigned by the sponsor. If there is no external reference the primary IO # will be used.

17 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 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.

18 Slide 18 Award Year Breakdown Tab

19 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.

20 Slide 20 Reference Tab

21 Slide 21 Reference Tab External Reference: NIHs 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

22 Slide 22 Responsibilities Tab Principal Investigator/Co-Principal Investigator are identified by PERNR The Postings tab is next, however, it is not being used.

23 Slide 23 Billing Tab

24 Slide 24 Billing Tab Billing rule explains how the funds will be collected from the sponsoring agency: 0001RRB-Letter of Credit 0002RRB-Non Loc 0005Direct Pay-Various Amts 0006Direct Pay -Like Amts (discontinued) 0007Manual Billing 0008Pre-Award 0009Scheduled 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

25 Slide 25 Dimensions Tab

26 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

27 Slide 27 Dimensions Tab- continued Sponsored Class 4XXXXX-Revenue 6XXXXX-Expense Allowable Sponsored Classes are listed IDC Relevant check box controls IDC postings

28 Slide 28 Supported Objects Tab

29 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.

30 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.

31 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.

32 Slide 32 Reporting Tab

33 Slide 33 Reporting Tab Tracks required deliverables & submission dates. BW extracts this data for the GM deliverables report. DELIVERABLE:PREPARED BY: Financial ReportSponsored Projects Shared Services Final InvoiceAccounts Receivable Shared Services Equipment ReportFixed Assets Shared Service Center Technical ReportPrincipal Investigator/Department

34 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

35 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:

36 Slide 36 Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

37 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:

38 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… Thanks again!

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