FI311 Umoja Grants Management Process Framework 1. Umoja Grants Management Process Framework 1 Version 17 1

Transcription

1 FI311 Umoja Grants Management Process Framework 1 Umoja Grants Management Process Framework 1 Version 17 Last Copyright Modified: United 17-August-13 Nations 1

2 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 2

3 Introduction Please share with us: Your Name Your Section/Unit # Years with the UN Interesting Fact About Yourself 3

4 Ground Rules Please consider the following guidelines during the training session: Turn your cell phone to silent mode. Please step out of the class to take any important phone call Please do not access your or the Internet outside of breaks Participate fully in the training session and respect each other s contribution Breaks are included at the discretion of the trainer X X No Phones Do Not Access Participate Ask Questions Breaks 4

5 Course Overview The purpose of the Umoja Grants Management Process Framework 1 course is to explain how Framework 1 grants, which originate from a single donor, are created, maintained and closed in the Umoja system. This course will explain the steps to create Grant Master Data, manage released and unreleased budgets, perform grant billing and close grants. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja Grants Management Overview Umoja ECC Navigation Course Duration: 9 hours 5

6 Course Objectives After completing this course, you will be able to: List the key roles and responsibilities involved in the Grants Management (GM) for Grantee process List the high-level steps in the GM for Grantee process Create the key Master Data elements for Framework 1 grants Create and approve an unreleased grant budget for Framework 1 grants Perform billing for Framework 1 grants Create a released grant budget for Framework 1 grants Close a Framework 1 grant Describe the reports involved in the GM for Grantee process 6

7 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 7

8 Module 1 Objectives After completing this module, you will be able to: Identify the Master Data elements used in the GM for Grantee process List the high-level steps in the GM for Grantee process 8

9 Key Terminology Key Term Grant Fund Sponsor Cost Sharing Grantee Description A Master Data element used to maintain the terms and conditions of the grantor s contribution A Master Data element containing a self-balancing set of accounts. It is used to identify the source and use of funding from voluntary contributions A donor in UN terminology. It is a government, institution or individual that provides funding to a grantee organization (in this case, UN) A concept in Umoja that refers to an organization that agrees to use its own internal funds on a portion of a project, while the sponsor funds the rest An organization or an individual directly receiving funds from a donor or sponsor 9

10 Key Terminology Grantor Key Term Donor Agreement Description A donor or sponsor that provides resources to UN. UN can also act as a grantor by providing resources to other non-profit organizations such as implementing partners or end beneficiaries A legal agreement between a donor and UN outlining the terms and conditions for the use of a voluntary contribution 10

11 Roles & Responsibilities The following Umoja Enterprise roles are involved in the GM for Grantee process: GM Account User Creates and maintains grant and related Master Data Creates Finance (FI) accounting transactions Creates GM Purchase Orders (PO s) GM Account Approver Approves documents and further processes the GM Master Data Approves A/R, A/P and General Ledger (G/L) documents related to grants Approves GM PO s GM Grants Creator Creates and maintains grant and related Master Data in substantive offices Creates GM PO s 11

12 Roles & Responsibilities The following Umoja Enterprise roles are involved in the GM for Grantee process: GM Budget User Unreleased Pre-posts the GM unreleased budget GM Budget Approver Unreleased Posts the GM unreleased budget GM Budget User Released Analyzes the cash received for budget release Pre-posts the GM released budget 12

13 Roles & Responsibilities The following Umoja Enterprise roles are involved in the GM for Grantee process: GM Budget Approver Released Analyzes the cash received for budget release Posts the GM released budget GM Support User Maintains system activities from a technical point of view GM Master Data Maintainer Maintains central GM Master Data, central tables and derivation rule 13

14 Grant Types Each grant is defined as a grant type, which is a Master Data element. These grant types are defined by varying donor reporting requirements. After a grant type is saved, it cannot be modified. The four grant types that exist in Umoja are as follows: Simple Grant Resource Mobilization (RM) Grant Main Implementation (MIG) Grant Passthrough Grant A Simple grant is used when a single donor contributes and UN is required to report on the specific donor contribution. A Resource Mobilization (RM) grant is used when a donor contributes to a funding pool. An MIG grant is created to provide funding to programme and project activities within UN. The MIG grant is used to record pooled expenditures. A Passthrough grant is created to support activities where UN has a responsibility to report both UN and non-un related expenditures to the donor. 14

15 Grants Management Master Data Elements GM maintains Master Data to support grantee management accounting and provides control for award/agreement conditions that apply to sponsor funding. The main GM Master Data elements are as follows: Master Data Object Master Data Definition Display T-code Business Partner (BP) A person or an organization that has a business interest with UN. A BP can be a sponsor who provides monetary contributions to UN. Grant A Master Data element used to maintain the terms and conditions of the grantor s contribution. Sponsored Class A class that summarizes the G/L accounts of an organization, facilitating reporting to the donor and enforcing donor restrictions. It represents the view that the sponsor wants reported back to them. It also represents the level at which the sponsor requires the processes to be controlled. BP GMGRANTD GM_SETS_SPCLAS S3 15

16 Grants Management Master Data Elements The main GM Master Data elements are as follows: Master Data Object Master Data Definition Display T-code Sponsored Program Fund Internal Order A Master Data element that provides the donor with a view of the grant data that they are expecting. Sponsored programs are defined by the organization to reflect the reporting structure required by the donor as well as to reflect and enforce any restrictions imposed on the funds by the donor. A Master Data element containing a self-balancing set of accounts. It is used to identify the source and use of funding from voluntary contributions. A Master Data element that collects costs and revenues of a specific event or simple project that has defined start and end dates. It is usually temporary (unique) in nature and the costs are segregated from other events or on-going operations to enable more detailed monitoring. GMPROGRAM FM5S KO03 16

17 Grants Management Master Data Elements The main GM Master Data elements are as follows: Master Data Object Master Data Definition Display T-code Work Breakdown Structure Element (WBSE) A Master Data element that represents a project with its structure. This is covered in the Project Management Process course. CJ03 17

18 Master Data Relationships The example below demonstrates how the grants master data elements relate to each other within the Framework 1 structure. Sponsored Program: UNSOA-SAU Sponsor: United Kingdom Simple Grant AS1-STAFF- PERSONNEL AS1-SUPPL- COM-MATER AS1-EQUIP-VEH- FURNIT AS1-CONTRACT- SERVICE AS1-TRAVEL AS1-OPER- OTHER-COSTS AS1-GRANTS- OUT AS1-TRANSFER- IP

19 Coding Block Elements Simultaneous Posting & Derivation: Integration The nature of voluntary contributions as a source of funding requires that GM be integrated with all other Umoja modules. The following diagram depicts the relationship between Finance/Controlling (FI/CO), GM and Funds Management (FM). Module FI Financial Acct CO Controlling FM Funds Mgmt GM Grants Mgmt ENTERPRISE STRUCTURE CODE COMPANY CODE CO AREA FM AREA GL acc related GL Account Cost Element Commitment Item Sponsored Class Funding Source Related Organizational & activity related Programmatic Fund Fund Fund Fund Grant Grant Grant Grant Cost Center Business Area (org structure: Department, Funds Center Funds Center Division, Unit) Internal Order Work Breakdown Funded Program Sponsored Program Structure Profit Center Segment Functional Area Functional Area Functional Area Functional Area Financial Period Related Fiscal Year Fiscal Year Fiscal Year Grant Validity Period Budget Period Budget Period Budget Period Budget Period Legend: FI Entry Derived Derived or entered Underlined items are owned by corresponding module 19

20 Grant Object in Umoja: Framework 1 In Framework 1, the donor is represented by one grant. It is typically a Simple grant. For grants not in USD, an RM grant linked with a MIG needs to be used. The layout of a typical Framework 1 grant is displayed in the diagram below: Donor Contribution Agreement Simple Grant A Relationship Simple:Passthrough 1:N Incoming cash posted Expenditures and payments posted Refunds of cash posted Passthrough Grant - 1 Passthrough Grant - 1 Passthrough Grant - 1 Passthrough Grant - 1 Passthrough Grant - 1 Expenditures and payments posted Refunds by implementing partners Framework 1: Donor requires reporting on the contribution 20

21 GM for Grantee Process Shown below is a high-level overview of the GM for Grantee process. *GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis Steps performed outside Umoja Steps performed in Umoja ECC *GM Grants Creator: This role is for substantive office. It is a decentralized role that will be implemented once Umoja is stabilized 21

22 Learning Checkpoint 1 Which of the following grants is used when a single donor requires reporting, and the contribution is in USD? Select the correct option. A. Simple grant B. RM grant C. MIG grant D. Passthrough grant 22

23 Learning Checkpoint 1 Which of the following grants is used when a single donor requires reporting, and the contribution is in USD? Select the correct option. A. Simple grant B. RM grant C. MIG grant D. Passthrough grant Option A is the correct answer. 23

24 Module 1 Summary The key points covered in this module are listed below: Each grant is defined as a grant type, which is a Master Data element. These grant types are defined by varying donor reporting requirements The four grant types that exist in Umoja are Simple grant, RM grant, MIG grant and Passthrough grant GM maintains Master Data to support grantee management accounting and provides control for award/agreement conditions that apply to sponsor funding The main GM Master Data elements are: BP, Grant, Sponsored Class, Sponsored Program, Fund, Internal Order and WBSE 24

25 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 25

26 Module 2 Objectives After completing this module, you will be able to: Set up the key Master Data elements for the GM for Grantee process 26

27 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Set Up Master Data process: GM Account User Creates and maintains grant and related Master Data Creates Finance (FI) accounting transactions Creates GM Purchase Orders (PO s) GM Account Approver Approves documents and further processes the GM Master Data Approves A/R, A/P and General Ledger (G/L) documents related to grants Approves GM PO s GM Grants Creator Creates and maintains grant and related Master Data in substantive offices Creates GM PO s 27

28 Scenario Overview A sample scenario for Framework 1 is as follows: Contract The donor is Canada and it funds a project. The contract is in USD 3 ml, allotted up-front, inclusive of 13% indirect costs. The donor requests reporting on his contribution. Final financial and substantive reports are provided to the donor at the end of the project. The contribution is intended for a water project that is solely funded by this donor. Payment Terms The full amount is due upon signing of the agreement. IPSAS Terms IPSAS terms are unconditional. The revenue and contributions receivable are recorded on the date of signing the agreement. 28

29 Overview A grant is set up in Umoja at the beginning of negotiations. The grant setup in Umoja is used to track the status of the actual grant throughout the Negotiation process. In this module, we will cover the steps to set up Master Data. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis 29

30 Confirm Business Partner Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Business partners are set up in Umoja by the Central Master Data (CMDT) team. As a result, a Grants User will only be responsible for viewing the sponsor s business partner profile to confirm that the sponsor has been entered in the system correctly. 1 The steps to confirm the business partner (Canada) are: 1 Enter BP in the Command field and click the Enter icon 2 Search for the sponsor using the BP number. Review the general role information 2 30

31 Confirm Business Partner Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE 3 Select UN Sponsor from the Display in BP Role drop-down list 4 Click the Grant Basic Data tab. Review sponsor-specific information: Grant Type: The grant type that can be used for this sponsor. M1 for MIG grant, P1 for Passthrough Grant, R1 for RM grant and S1 for Simple grant Valid From Date: The day the grant is valid Currency: The currency associated with the BP

32 Confirm Business Partner Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE 5 Check that the following details in the Sales and Distribution area are correct: Distr. Channel field is 06 Division field is 00 6 Click the Billing Tab 7 Review the details in the AccntAssgGr field for the type of sponsor: 5 6 Account Group Z1 Z2 Z3 Z4 Z5 Z6 Sponsor Type Govt Member St Govt Non Member St Inter and Local Gov NGO and Public UN Agency FuProg Commercial Customer 7 32

33 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link Passthrough Link WBSE Grants As soon as negotiation with the donor starts, the initial Master Data elements need to be set up in Umoja. If a sponsored program has not been set up, it needs to be done at this time. The sponsored program defines the program from the sponsor s view and links to a WBSE through the funded program. A sponsored program can be assigned individually to a grant, or it could be assigned to many grants depending on the agreement. For example, it can have one to many relationships with grants in the case where the purpose of the agreements with many donors is the same. The steps to create a new sponsored program are as follows: Enter GMPROGRAM in the Command field 2 Click the Enter icon. The Maintain Sponsored Program screen displays 3 Enter UNAC-SAU in the Sponsored Program field 3 33

34 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The following sponsored program naming convention should be followed: Mission/Office - Fund - 5 digits Sequential number First: Name of Mission/Office Second: Dash Third: Fund Forth: Dash U N S O A - S A U U N O C I - U I C U N A M I D - L P D U N A M I D - J M S M O N U S C O - N G A M I N U S T A H - H K A Fifth: 5 digit sequential number to Click the Create icon 4 34

35 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 5 Click the Basic Data tab 6 Enter the details in the following fields: Program Description field 5 Authorization Group field: PK missions will use SPM s will use Additional options are available during cluster 3 7 Select the Validate Budget Transfer Object check box. This verifies that the FM object used in budgeting exists in the FM objects list maintained in the Sponsored Program Master Data

36 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 8 Click the Budget Transfer tab 9 Populate the following fields: Enter 1000 in the FM Area field Enter the funds center in the Funds Center field Enter the functional area in the Functional Area field Enter the Funded Program field Select the Default check box. If there are multiple lines, the user can check multiple lines. This identifies all FM objects to be considered as default entries at the time the GM budget document is created

37 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The description field of the Sponsored Program can define the purpose and level of earmarking. If the Donor is contributing to a specific project, the description field of the Sponsored Program can contain the name of the project If the Donor contributes to a group of projects, for example a cluster, the name of the Sponsored Program can be the same as the name of the cluster If the Donor contribution is in support of on-going activities, the description field of the Sponsored Program should reflect this. For example, in support of DPA activities The Sponsored Program can specify the level of earmarking of funds. Some example are: The purpose of the Voluntary Contribution Fund and/or Fund Group (example: purpose of the program or sub-program) The purpose of the Functional Area and/or Functional Area Group The purpose of the Project (WBS) or Internal Order 37

38 Create Sponsored Program Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 10 Click the Additional Data tab 11 Enter the required details in the following fields: SP Type: This field is to be determined SP Classification: This field is to be determined Select the relevant check boxes from the Level of Earmarking to area and select the required option from the drop-down, if applicable. This is used for reporting purposes Select the relevant check box from the Geography of Beneficiary area Click the Save icon 14 38

39 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants Now, a grant needs to be created in the system and then the status of the grant needs to be changed. All four grant types (S1, R1, M1 and Passthrough) can be used in Framework 1. R1 and M1 grants are used in Framework 1 when the contribution currency and the currency of grant expenditures are different. Refer to the Grants Management Process Framework 2 course to understand this process. In this example, a Simple grant is created and then its status is changed. 39

40 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The steps to create a Simple grant are as follows: 1 Enter GMGRANT in the Command field and 2 Click the Enter icon. The Display Grant Master screen is displayed 3 Click the Create icon

41 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 4 Populate data in the following fields: Grant Number: The format of this number is Grant type-fund-auto generated number (example: S1-2SAU-) Grant Type: S1 Sponsor: Select the sponsor confirmed at the beginning of this process Copied from: To copy all the information from an existing grant, enter the grant name here 5 Press the Enter key on the keyboard 4 41

42 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 6 Click the General Data tab 7 In the Basic Data section, enter the required details in the following fields: Authorization Group: PK missions will use SPM s will use Additional options are available during cluster 3 Enter the Award Type

43 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The Award Type field indicates where, in the negotiation, the grant currently is. This field includes the following options: Award Type Exchange of Letters Donor Agreement Grant Status Grant is still being negotiated and documentation is still being passed between the sponsor and UN. Grant remains in this status until the Donor agreement is signed Donor agreement has been signed and the grant has been awarded and is operational Letter of Acceptance Letter of Acceptance upon cash receipt 43

44 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 8 In the Description section, enter details in the Name and Description fields Name: Enter the name or short description of the grant. The 20- character short description of the grant is text used by various reports to identify the grant (example: Denmark-De-mining) Description: Enter the long text 8 description of the grant. The 80- character long text of the grant long description (not casesensitive) is displayed. Example: Grant by Denmark to support Demining activity in North Afghanistan 44

45 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 9 Populate the required details in the Currency and Conversion Factors section: Enter the currency in the Grant Currency field, as stated in the agreement. Valid Grant Currency must be input depending on the Grant type: R1 can be in any currency M1 and P1 must be in USD S1 should always be in USD Enter the value in the Grant Value field Enter 1 in the Exchange Rule field 9 45

46 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 10 Populate the required details in the Grant Validity section : Valid From Date: This represents the date upon which grant negotiations begin Valid to Date: The end date of the grant is the financial closing date. At this time a user cannot post any financial transactions 10 For our purposes, the Valid to Date of the grant should be the financial closing date, which is the operational closing date + several months, as stated in the agreement. This presents the final closing date of the grant. 46

47 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 11 Click the Reference tab 12 In the Reference section, enter the required details in the following fields: External Reference : This is to match the Donor s agreement number CFDA Number : The level of GM budgetary control is defined under this field. If the budget is to be controlled at Fund and Grant level without sponsored class and time slice, choose AVC4 which is the most relaxed budgetary control. If the budget is to be controlled at each grant element, choose AVC1 which is the strictest budgetary control Value AVC1 AVC2 AVC3 AVC4 Description Fund/Time slice/grant/sponprog/sponclass Fund/Time slice/grant/*/sponclass Fund/Time slice/grant/*/* Fund/*/Grant/*/* 47

48 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants k. 13 In the Grant Recipient section, enter the IMIS 4 digit project code-fund code in the Internal Reference field l. 14 In the Financing section, enter the IMIS project external symbol in the Funding Origin field Note: After IMIS has been decommissioned, an internal reference number will be entered in these fields. 48

49 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants In the Donor Agreement Basic Information section, populate the following fields: Grant Value in US Dollar (at UN Exchange Rate of when the agreement was counter-signed) Framework Donor Agreement External Reference Framework Donor Agreement Internal Reference Date: Signing Donor Agreement by Donor Date: Signing Donor Agreement by UN Donor Agreement Start Date: This is the operational start date Donor Agreement End Date: This is the operational end date 15 49

50 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants k. 16 In the Substantive Office and Fund section, enter the required details in the following fields: Substantive Office: This is the Funds Center Fund Code: This should match the grant s fund

51 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 17 Click the Responsibilities tab. The enterprise roles that have access to the grant are listed. This includes the user s role and ID. Completion of this tab is not required however, adding user information to this table will assist other users in identifying who to contact in the event that questions regarding the grant arise. The following fields are populated: Responsibility Type Type ID Valid from and Valid to

52 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 18 Click the Budget tab 19 Populate the required details in the Budget Validity section: 18 Enter K4 in the Grant FY variant field 19 Enter the rule number in the Splitting Rule field: 19 Enter 1 for the life of the grant Enter 3 for splitting by UN fiscal year 2 is only for conversion purposes 52

53 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants r. 20 Click the Billing tab s. 21 Enter the required details in the Billing Rule field. This field specifies whether a grant is conditional or unconditional, and cash or in-kind. The user must select from the following options: 20: unconditional, cash contribution 22: unconditional, in kind contribution for goods 50: conditional, cash contribution 52: conditional, in kind contribution for goods

54 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants Verify the required details in the Sales Order section are prepopulated from the BP: in the Sales Organization field 06 in the Distribution Channel field 00 in the Division field In the Billing Data section, enter details in the following fields: Internal Order or WBS Element 23 Total Billing Amount 54

55 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 24 Click the Dimensions tab 25 In the Financing Sources section, enter details in the Fund field. The funds for the grant and the corresponding program support fund should be entered. Select the IDC Recovery check box next to the relevant fund In the Sponsored Program section, enter details in the Sponsored Program field 26 55

56 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 27 Populate the required details in the following fields: Sponsored Classes: All applicable income and expenditure classes should be added 27 Select the IDC Relevant check box for the Sponsored Classes that the UN earns PSC on. This rate is entered on the Recipient: Overhead Cost Records tab. The PSC classes are added automatically 27 Sponsored Class Series: Dictates the sponsored classes that can be charged to. This value is AS1 for Simple grants 27 Enter 100 in the Tolerance Profile field Enter UN Standard Profile in the Tolerance Profile Description field 56

57 Sponsored Classes: Example Example of sponsored classes for Simple grants are as follows: Sponsored Class Income AS1-VC-CASH AS1-VC-GOODS VC AS1-VC-SERVICES AS1-INTEREST-INCOME AS1-MISC-INCOME Description Contribution in Cash Goods in Kind VC in Services Interest Income Misc income Expenditures AS1-STAFF-PERSONNEL AS1-SUPPL-COM-MATER AS1-EQUIP-VEH-FURNIT AS1-CONTRACT-SERVICE AS1-TRAVEL AS1-OPER-OTHER-COSTS AS1-GRANTS-OUT AS1-TRANSFER-IP PSC-EXP-UN Staff and other personnel cost Supply, Commodity, Material Equip, Vehicles and Furniture Contractual Services Travel Operating & Other Direct Cost Grant Out Expenditure without PT Transfers to IPs with PT PSC UN 57

58 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants Click the Supported Objects tab. Populate the following fields: Uncheck the Budgeting Allowed column for all rows for the program support fund (62OKA) and all rows for income-related classes 28 58

59 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 29 Click the Overhead Costs tab 30 Select 1 PSC Actuals and Commitments from the IDC Rule drop-down list 31 In the Overhead Cost Record section, enter the required value in the Indirect Rate field, for example 13% for Simple grants, for the classes that are checked as IDC relevant Note: The Indirect rate is variable and depends on the rate determined in the Donor agreement. 59

60 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants v. 32 Click the Terms and Conditions tab vi. 33 Select the required option in the Terms and Conditions section, based on the agreement: IPSAS Conditionality field Treatment of Interest field Treatment of Unspent Balance field Select the Donor Restrictions Exist check box and specify below, if applicable

61 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants 34 In the Donor Reporting section, select the desired data in the Report Type field You can select multiple options, if required. These options can be: Interim Financial report Interim Substantive report Final Financial report Final Substantive report Enter the report due date for each report selected

62 Create Simple Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants w. 36 Click the Save icon The grant has now been created. The status of the grant is Initial Draft. The Master Data saved for this grant can continue to be updated. As negotiations continue, the status of the grant has to be changed to reflect this progress. Note: The user will be notified by a system error if a required field has not been completed. 62

63 Change the Status of Grant Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The steps to change the status of a grant are as follows: a. 1 Click the Pencil icon b. 2 Click the Change Status icon c. 3 Select the appropriate status and press the Enter key d. 4 Click the Save icon 4 2 This process is repeated to transition the grant through the following statuses: Application / In - Process Approved by UN or Rejected by UN Approved by Donor or Rejected by Donor Award / Operational (Before the grant is set to this status, no financial postings can occur. Once the grant is changed to operational, the Standard Order is created automatically.) 63

64 Link Internal Order Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants For grant billing purposes, either an Internal Order or a WBSE will be created. To link a grant to an Internal Order, the grant and sponsored program must be documented in UN Assignments tab of the appropriate Internal Order. Note that the grant information has to be populated before the grant status can be set to Operational/Awarded. The GM Account User creates the Internal Order using the T-code KO01. Enter the Order Type in the initial screen. 64

65 Link Internal Order Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The Create Internal Order screen is displayed. Enter the following : 1 Order Type: 1100 for billing purposes 1 2 Business Area (derived from Cost Center) 3 Functional Area (derived from Cost Center) 4 Profit Center 5 Responsible CCtr: Cost Center that the Internal Order is linked to 6 Start and End date: This should match the grant start and end date

66 Link Internal Order Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants The UN Assignment tab links the Internal Order to the grant. Under this tab, populate the following fields: 7 Grant and Sponsored Program: This has to be populated on the IO before the grant status can be set to Operational / Awarded 8 Country and Geographic Region, as applicable Save the Internal Order when completed. Edit the grant s Billing tab to add the Internal Order number

67 Link WBSE Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants To link a grant to a project, the grant and sponsored program must be documented in UN Assignments tab of the appropriate WBSE. The WBSE is created by users in Project Management. Users in GM can view projects and WBSE s using the T-code CJ03. Verify the information on the UN Assignment tab of the WBSE. Similar to IO s, the grant information has to be populated before the grant status can be set to Operational/Awarded. 67

68 Link WBSE Confirm Business Partner Create Sponsored Program Create Grant Link Internal Order/WBSE Link WBSE Link Passthrough Grants On the Basic Data tab of the WBSE, the Operative Indicators area inform the user of its billing options. If the Acct asst elem option is checked, the WBSE is used for income billing. If the Billing element option is checked, this WBSE is used for expenses. Note that both options cannot be checked. Edit the grant s Billing tab to add the WBSE number. 68

69 Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 69

70 Activity 1 Transaction Name: Create Sponsored Program Transaction Code: GMPROGRAM Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 70

71 Activity 2 Transaction Name: Create Simple Grant Transaction Code: GMGRANT Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 71

72 Activity 3 Transaction Name: Create Internal Order Transaction Code: KO01 Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 72

73 Learning Checkpoint 1 Which of the following objects must exist in Umoja before a grant is created? Select the correct option. A. Sponsor created as a business partner in Umoja B. Sponsor created as a sponsored class in Umoja C. Sponsored program in Umoja D. Sponsored class in Umoja E. A & C F. B & C G. A & D 73

74 Learning Checkpoint 1 Which of the following objects must exist in Umoja before a grant is created? Select the correct option. A. Sponsor created as a business partner in Umoja B. Sponsor created as a sponsored class in Umoja C. Sponsored program in Umoja D. Sponsored class in Umoja E. A & C F. B & C G. A & D Option E is the correct answer. The business partner and sponsored program must exist in Umoja before a grant is created. 74

75 Module 2 Summary The key points covered in this module are listed below: As soon as negotiation with the donor starts, the initial Master Data elements need to be set up in Umoja Business partners are setup in Umoja by the CMDT team To link a grant to a project, grant and sponsored program must be documented in the appropriate WBSE To link a grant to an Internal Order, the grant and sponsored program must be documented in the appropriate Internal Order 75

76 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 76

77 Module 3 Objectives After completing this module, you will be able to: Create an unreleased grant budget Approve an unreleased grant budget 77

78 Key Terminology Key Term Unreleased Grant Budget Description A portion of the grant budget for which cash has not been received 78

79 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Create Unreleased Budget process: GM Budget User Unreleased Pre-posts the GM unreleased budget GM Budget Approver Unreleased Posts the GM unreleased budget GM Budget User Released Analyzes the cash received for budget release Pre-posts the GM released budget 79

80 Overview After the grant is created, the next step is to create and approve an unreleased grant budget. To do this, each grant must be linked to a fund. Grants can be linked to 3, 4, 30, 32 and 33 fund types. In this module, we will cover the steps to create and approve an unreleased grant budget. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis 80

81 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget The status of the grant has to be set to Award / Operational before the unreleased budget can be created. The steps to create an unreleased grant budget are as follows: 1 Enter GM_CREATE_BUDGET in the Command field Click the Enter icon. The Grant Budget - Create Document screen appears next

82 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget 3 Select Enter from the Process drop-down menu 3 82

83 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget 4 Enter the grant name in the Grant field 5 Enter EU in the GM Doc Type field (EU: Unreleased Budget) Enter the description in the Header Description field

84 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget 7 Enter 0 in the Budget Version field (This value should always be 0) 8 Click the Enter icon

85 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget The descriptions for the four options in the Process drop-down menu are as follows: Enter: Original budget created based on the Donor agreement Return: To reduce the budget Supplement: To increase the budget for subsequent budgeting, e.g. in case of amendments Transfer: Transfer within a grant, from one sponsored class to another sponsored class Based on the Cost Plan developed by the program manager, the user has to budget how the money is spent. 85

86 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget There are two methods to enter the budget: Total Amount: The Total Amount method is used when the sponsor s donation is inclusive of the indirect costs. In this case, the amount to budget is entered in the Total Amount column. When the user presses the Propose IDC button, the PSC line and the Net Amount and Total Awarded columns are automatically updated. This is discussed in detail in the subsequent slides Net Amount: The Net Amount method is used when the sponsor s donation does not include the indirect costs. In this case, the amount to budget has to be calculated by the user and entered directly in the Net Amount column 86

87 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget To switch between the methods, click the Extras menu and select Workbench settings. Then, select the method using the Amount Type drop-down. 87

88 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget 9 Using the Total Amount method, enter the appropriate budget for each line item in the Total Amount fields. Note that only expenditure classes added on the grant master are shown here. In this example, out of the 3 million dollars total contribution, the user budgets 1.5 million dollars each for Contract Services and Travel. Click the Propose IDC button to generate the Indirect Cost (IDC) 10 The Net Amount and Total Award columns are updated automatically and the PSC class captures the IDC value depending on the rate set up on the grant Master Data

89 Create Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget Click the Pre-post button A message Document xxxxxxxxxx has been posted successfully displays in the screen. Click the Enter icon to continue with the transaction. Click the Reverse button to reverse an erroneous transaction

90 Approve Unreleased Grant Budget Create Unreleased Grant Budget Approve Unreleased Grant Budget The Approver posts the unreleased grant budget through the Umoja Business Workplace. When the Budget User Unreleased creates an unreleased budget and pre-posts it, a message is sent through the Umoja Business Workplace to the Approver that a document is ready for approval. The Approver then accesses his/her inbox to approve and send the document back to the user. On the same transaction, the Approver clicks the Save icon to post the transaction. 90

91 Activity 1 Transaction Name: Create an Unreleased Budget Transaction Code: GM_CREATE_BUDGET Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 91

92 Learning Checkpoint 1 When creating an unreleased grant budget, always enter in the Budget Version field. Fill in the blank with the correct option. A. 0 B. 1 C. 2 D. 3 92

93 Learning Checkpoint 1 When creating an unreleased grant budget, always enter in the Budget Version field. Fill in the blank with the correct option. A. 0 B. 1 C. 2 D. 3 Option A is the correct answer. When creating an unreleased grant budget, always enter 0 in the Budget Version field. 93

94 Module 3 Summary The key points covered in this module are listed below: An unreleased grant budget is a portion of the grant budget for which cash has not been received To budget a grant, it must be linked to a fund Steps required to create an unreleased grant budget After the unreleased grant budget is created, a message is sent through the Umoja Business Workplace to the Approver that a document is ready for approval. The Approver then accesses his/her inbox and either approves it or sends it back to the user 94

95 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 95

96 Module 4 Objectives After completing this module, you will be able to: Explain the Grant Billing process Explain the process to clear incoming payments for grant-related receivables 96

97 Key Terminology Key Term Standard Order (Sales Order) Description It is a document created when a customer confirms the purchase of a product or service. The order includes information about the customer, material, quantity and delivery. In the GM process, it is used for grant billing. 97

98 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Billing process: GM Account Approver Approves documents and further processes the GM Master Data Approves A/R, A/P and General Ledger (G/L) documents related to grants Approves GM PO s 98

99 Grant Billing: Overview In this module, we will cover the steps to perform grant billing and process incoming grant payments. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis 99

100 Grant Billing: Overview After the Donor agreement or amendment is signed, scanned and uploaded into the Umoja system, the Grant Billing process is performed through standard accounting transactions. For monetary contributions, appropriate income and A/R s are recorded based on the recognition criteria and in compliance with the IPSAS requirements. For goods, the value stated in the agreement is recorded. If not stated, the Fair Market Value will be recorded as income and expenditure. For services, only rights-to-use will be recorded as income and expenditure. All other services will be recorded through memorandum accounts. Note If a single contribution is both monetary and in-kind, two grants will need to be created in Umoja: one grant for the monetary portion of the contribution and one grant for the inkind portion of the contribution. 100

101 Grant Billing Process The high-level steps in the Grant Billing process are as follows: Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 101

102 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries The steps to maintain a billing plan are as follows: 1 Enter GMGRANT in the Command field Click the Enter icon 3 Open the grant for which billing is needed and select Billing Plan from the Environment menu 3 102

103 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 4 Add the billing installments based on the Donor agreement Billing can be handled as one document for the entire amount or multiple documents that bill in several installments over time. The dates for each installment represent the date on which the grant should be billed. 4 Note: Each line in the table is equivalent to one billing document. 103

104 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 5 The billing block is automatically placed on the installment after it has been created. Navigate back to the grant and maintain the Payment Due Date section under the Billing tab. Enter the date on which the donor needs to pay in the Payment Due Date field 5 104

105 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries When a grant status is set to Awarded, the integration of the GM and Sales and Distribution (SD) modules automatically creates a Standard Order. Display the grant using the T-code GMGRANT. The standard order number can be found under the grant s Billing tab, in the SD Order section. The user can verify the standard order information using steps on the following slides. 105

106 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries The steps to verify standard order information are as follows: 1 Double-click the Sales document number to open the Standard Order 1 106

107 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries On the standard order: 2 Verify the following information: Net Value = Grant billing amount 2 2 Sold To Party = Sponsor number 3 On the line item level, confirm that the description matches the Grant Billing rule 4 Double-click the material number in the Material field 4 107

108 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 5 In the Account Assignment tab, verify the following information: Business Area matches the Cost Object (WBS Element or internal order) WBS Element or internal order number matches the number listed on the grant 5 108

109 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 6 Click the FM AccAssignt button and verify that the following information matches the information listed in the Grants Master (correctly derived data): Funds Center Fund Functional Area Funded Program Grant 6 109

110 Maintain Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 7 Click the Enter icon 8 Click the Back icon twice to return to the grant 7 110

111 Remove Billing Block from Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries The next step is to remove the billing block from the billing plan. This is first done via test run to ensure accuracy. The activity is then repeated without a test run. The steps to remove the billing block from the billing plan are as follows: 1 Enter GM_BILL_PLAN_STATUS in the Command field 2 Click the Enter icon

112 Remove Billing Block from Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 3 Populate appropriate data in the following fields to search for the grant and the specific billing block: Grant Sponsor Billing Date Billing Block 4 Make sure that the Test Run box is checked. Select the Unblock more than one item check box Click the Execute 5 icon

113 Remove Billing Block from Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 6 On the next screen, confirm that the grant information is accurate 7 Click the Back icon to exit the Test Mode 7 113

114 Remove Billing Block from Billing Plan Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 8 On the first page, clear the Test Run check box 9 Click the Execute icon 9 Confirm that the status of the Verify List Grants Management: Billing Plan Status is displayed without an x in the Test Mode and BBD (Billing Block) columns. The absence of x in both the columns indicates that the billing block has been successfully removed

115 Perform Grant Billing & Verify Billing Log Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries The steps to perform grant billing and verify the billing log are as follows: 1 Enter GM_MLST in the Command field 2 Click the Enter icon Enter the date range and/or grant range to be billed 4 Click the Execute icon

116 Perform Grant Billing & Verify Billing Log Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries 5 Select the appropriate line item and click the Simulate billing button. Confirm that a green checkmark appears in the Status column. Note this is will be run as a daily batch run and the user does not need to perform this for every grant billing

117 Perform Grant Billing & Verify Billing Log Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries Now that the grant billing has been validated, billing can be processed. The steps to process billing are as follows: 1 Click the Bill Grants button 2 Click the Log for Billing doc. button and verify that the billing document is saved with the appropriate accounting document

118 Verify Invoice & Grant Information Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries The invoice and grant information can be verified using a Grants Management: Line Item Display report. See additional information in the Reporting module. The steps to check individual documents are as follows: 1 Enter FB03 in the Command field and click the Enter 2 Enter the grant and verify the accounting entries icon 118

119 Check Customer Account Maintain Billing Plan Remove Billing Block from Billing Plan Perform Grant Billing & Verify Billing Log Verify Invoice and Grant Information Check Customer Account & Accounting Entries In addition, the sponsor accounts can be checked to view outstanding receivables. The steps to check the customer account are as follows: 1 Enter FBL5N in the Command field 2 Click the Enter icon 3 Enter the customer account number and click the Execute icon 4 Review the customer account information Screenshot 119

120 Process Payments Received After the grant billing has been completed, the incoming grant payments are processed and cleared. This process is done by the Accounts Division with assistance from the Treasury, as required. The steps to process incoming grant payments are as follows: 1 Upload the appropriate bank statements into Umoja After the upload is complete, the system will attempt to automatically match the outstanding receivables with each corresponding bank line item, clearing the transaction. 2 The entries that are not automatically matched by the system need to be manually cleared by the Accounts Division The Treasury and Grants user will provide additional information to the Accounts Division, as required, but will not be responsible for performing the actual clearing. Note: The process followed to upload and clear bank statements in Umoja is covered in the FI317: Umoja Accounts Receivable Process course. 120

121 Cash Received The cash received needs to be analyzed. The cash received is analyzed in the following two ways: Evaluate Cash-in-Hand at Grant Level per Voluntary Contribution Fund Evaluate Forecasted Incoming and Outgoing Cash 121

122 Cash Received Cash-in-Hand Evaluation Before the spending authority is released, a series of analyses need to be done. These analyses include the evaluation of cash-in-hand. Reports are run to evaluate the cash-in-hand at the grant and voluntary contribution fund levels. This report is covered in the Reporting module. Evaluate Cash-in-Hand at Grant Level per Voluntary Contribution Fund 122

123 Activity 1 Transaction Name: Grant Billing Transaction Code: GMGRANT Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 123

124 Activity 2 Transaction Name: Remove Billing Block Transaction Code: GM_BILL_PLAN_STATUS Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 124

125 Activity 3 Transaction Name: Perform Grant Billing Transaction Code: GM_MLST Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 125

126 Learning Checkpoint 1 When a grant status is set to Awarded, the integration of the GM and Sales and Distribution (SD) modules automatically creates a. Fill in the blank with the correct option. A. Standard order B. Purchase order C. Purchase requisition D. Goods receipt 126

127 Learning Checkpoint 1 When a grant status is set to Awarded, the integration of the GM and Sales and Distribution (SD) modules automatically creates a. Fill in the blank with the correct option. A. Standard order B. Purchase order C. Purchase requisition D. Goods receipt Option A is the correct answer. When a grant status is set to Awarded, the integration of the GM and SD modules automatically creates a standard order. 127

128 Module 4 Summary The key points covered in this module are listed below: After the Donor agreement or amendment is signed, scanned and uploaded into the Umoja system, the Grant Billing process is performed through standard accounting transactions For monetary contributions, appropriate A/R s are recorded and for contributions in kind, the FMV is recorded After grant billing has been completed, incoming grant payments are processed and cleared Cash received as grants can be analyzed in two ways, by evaluating cash-in-hand at grant level per voluntary contribution fund and evaluating forecasted incoming and outgoing cash 128

129 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 129

130 Module 5 Objectives After completing this module, you will be able to: Create a released grant budget Approve a released grant budget Close a grant 130

131 Key Terminology Key Term Released Grant Budget Description A portion of the grant budget for which cash has been received 131

132 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Create Released Budget process: GM Budget User Released Analyzes the cash received for budget release Pre-posts the GM released budget GM Budget Approver Released Analyzes the cash received for budget release Posts the GM released budget 132

133 Overview Releasing a grant involves the following activities: Establishing the grant spending authority Releasing the grant The released budget is displayed on the grant and represents the spending authority amount. The main purpose of releasing a grant is to ensure that spending is effected in accordance with the donor requirements and restrictions. In Umoja, the process of releasing a budget provides a basis for budgetary control from a donor s perspective and also from an organizational perspective. 133

134 Overview In this module, we will cover the steps to create and approve a released grant budget. We will also cover the steps to execute transactions. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis 134

135 Grants Process The high-level steps involved in creating and approving a released grant budget and executing transactions are as follows: Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs 135

136 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs As soon as the money from the donor is received, the user releases the amount that has been received. The user needs to ensure that there is always sufficient cash on the grant. The Budget Officer decides how and where to release the budget. The budget document is created in Umoja using both GM and FM dimensions. After it is approved, the spending authority amount is reflected in the released budget on the grant. If the budgeting changes, the user needs to go back to the unreleased budget and change the amount. 136

137 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs The steps to release a grant are as follows: 1 Enter GM_BDGT_RELEASE in the Command field 2 Click the Enter icon. The GM Budget - Create Released Document screen appears next

138 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs 3 Select Enter from the Process drop-down menu 4 Enter the grant name in the Grant field 5 Enter ER in the GM Doc Type field (ER: Released Budget) 6 Enter a description in the Header Description field

139 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs Enter 0 in the Budget Version field (This value should always be 0) 7 8 Click the Enter icon 7 Note: Only the installment received can be released. 139

140 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs The GM Budget screen appears. Two tables are displayed in the List View tab. The table at the top shows the budget in the GM module. The table at the bottom provides a view of the FM objects and defines how funds should be transferred to FM. 140

141 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs On the top table (GM dimension), for each Sponsored Class, input the amount to release in the Total Amount column. Note that this amount cannot exceed the To Release amount. 141

142 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs For each expenditure, the various FM lines differ based on the budget period. Amounts can only be released for the current budget period. If applicable, the PSC amount needs to be released on the line level as well. The user needs to ensure that the Posting Date column reflects the accurate date. 142

143 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs The Bdgt Line dropdown allows the user to access the bottom table (FM dimension) for each Sponsored Classes line item. For each Sponsored Class, the amount entered in the bottom table s Amount column must sum up to the Total Amount column entered in the top table. Once this is done correct, the Status of the line will change to green. 143

144 Create Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs 9 Once the budget has been entered, click the Pre-post button A message Document xxxxxxxxxx has been posted successfully displays in the screen. Click the Enter icon to continue with the transaction. Click the Reverse button to reverse an erroneous transaction

145 Approve Released Grant Budget Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs The Approver posts the released grant budget through the Umoja Business Workplace. When the Budget User Released creates an unreleased budget and pre-posts it, a message is sent through the Umoja Business Workplace to the Approver that a document is ready for approval. The Approver then accesses his/her inbox to approve and send the document back to the user. On the same transaction, the Approver clicks the Save icon to post the transaction. This posting generates two budgetary documents in GM and FM. The spending budget is then set to release and the spending authority amount is reflected in the released budget on the grant. Note: When a user attempts to release the budget, the Umoja system ensures that the total released budget (including that about to be released) does not exceed the total posted revenue on the grant. 145

146 Execute Transaction (Outside GM) Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs After the budget has been released, users within and outside of GM are executing financial transactions which consume grants budget. These transactions include create PO s, JV s and IDC batch, and occur outside of the GM module. 146

147 Post Indirect Costs Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs Lastly, the IDC costs are posted against the grant. As stated previously the rules for IDC calculation are defined in the grant record by marking sponsored classes as IDC-relevant. The steps to post indirect costs in Umoja are not going to be performed by every end user. These steps will be done centrally, through a batch. The steps to post indirect costs in the Umoja system are as follows: 1 Enter GMIDCPOST in the Command field and click the Enter icon 1 147

148 Post Indirect Costs Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs Populate the following fields: 2 Enter 1000 in the Company Code field Enter the grant number in the Grant field Enter the cut-off date in the Cut-off Date field Enter SI in the Document Type field Enter the required text in the Text field Enter the document date in the Document Date field Enter the posting date in the Posting Date field Select the Test Run check box 2 148

149 Post Indirect Costs Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs 3 Click the Enter icon 4 Select the appropriate grant under the Processed Grants column 5 Click the IDC Line Items button to view the IDC-Relevant Line Items

150 Post Indirect Costs Create Released Grant Budget Approve Released Grant Budget Execute Transactions (Outside GM) Post Indirect Costs 6 Click the Back button to reach the initial screen 7 Clear the Test Run check box and execute the program to post the IDC

151 Close Grant Process Lastly, we will cover the steps to close a grant. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis 151

152 Close Grant All open commitments within the grant are completed and liquidated before closing a grant. Closing a grant also ensures that no new commitment is recorded during the Donor agreement s grace period. There are two scenarios in which the status of a grant is changed. When a grant continues in status Awarded while project or WBS element closes When a grant closes, therefore project or assigned WBS elements close The grants user should coordinate with the project manager to ensure that a grant and related project or WBS elements are closed properly. 152

153 Close Grant The steps to close a grant are as follows: 1 Enter GMGRANT in the Command field 2 Display the grant 3 Click the Pencil icon to edit the grant 3 153

154 Close Grant 4 Click the Change Status button 4 154

155 Close Grant 5 Select the appropriate status: Award/ Ready for Closing Closing /Operational Closing Closing/ Financial Closing Closed Click the Save icon 6 155

156 Activity 1 Transaction Name: Create Released Budget Transaction Code: GM_BDGT_RELEASE Link to the uperform simulation: entlibrary#filter=path%7c%2ftraining%2f04%2520- %2520Build%2520Phase%2F00%2520Release%25202%25 20Build%2520Materials%2F03%2520Level%25203%2520 Courses%2F311%2520- %2520Umoja%2520Grants%2520Management%2520Pro cess%2520- %2520Framework%25201%2FSimulations%7C&page=1 156

157 Learning Checkpoint 1 The released budget is displayed on the grant and represents the. Select the correct option. A. Donor amount B. Sponsor amount C. Incoming authority amount D. Spending authority amount 157

158 Learning Checkpoint 1 The released budget is displayed on the grant and represents the. Select the correct option. A. Donor amount B. Sponsor amount C. Incoming authority amount D. Spending authority amount Option D is the correct answer. The released budget is displayed on the grant and represents the spending authority amount. 158

159 Module 5 Summary The key points covered in this module are listed below: The grant spending authority is established and then the grant is released In Umoja, the process of releasing a budget provides a basis for budgetary control from a donor s perspective and also from an organizational perspective Steps required to create and approve a released grant budget Once all the open commitments within the grant are complete and liquidated, the grant can be closed 159

160 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 160

161 Module 6 Objectives After completing this module, you will be able to: Describe the reports involved in the GM for Grantee process 161

162 Report Analysis As you recall from the Grants Management Overview course, there are several key reports used across the Umoja Grants Management Process. In this module, we will introduce two key ECC reports. GM Grants Creator/GM Account User/GM Account Approver GM Budget User Unreleased/GM Budget Approver Unreleased GM Account Approver Fundraising (Outside of system) Set Up Master Data Create & Approve Unreleased Grant Budget Conduct Grant Billing/ Applied Deposit GM Budget User Released/GM Budget Approver Released GM Account User/GM Account Approver/Other Users (non-gm) GM Account Approver All Users (GM) Create & Approve Released Grant Budget Execute Other Transactions (when applicable for IP s) Close Grant Report Analysis Note: Additional Business Intelligence (BI) reports will be available later. 162

163 Cash Balances GM Budget Release Before a budget can be released, the GM Account Approver needs to check that cash is available. Use the T-code ZGMBUDGET_REL to run the report by fund or grant. 163

164 Cash Balances GM Budget Release This report allows the user to view various columns including available cash. 164

165 Grants Management: Line Item Display Using the T-code S_PLN_ , the user can run a Grants Management report by line item. In this report, the user can input a fund (or a range of funds) to extract information. 165

166 Grants Management: Line Item Display This report shows the detailed grant information, such as sponsored class/program, fund, reference documents, posting dates, etc. The user can use the Subtotals button below to review subtotals by grant, or by sponsored classes and grant. In addition, the user can use standard filter and layout functions in ECC to manage the look of the report. 166

167 Available Balance by Grant Using the T-code ZGMRBUDACT, the user can run an Available Balance by Grant report. In this report, the user can review the output of the report using four different options below. 167

168 Available Balance by Grant This report is an overview for a funded grant at the aggregate level. It shows the unreleased, released, and total budget by fund, grant, fiscal year, and sponsored program/class. Within the report, the detailed breakdown of expenditure is available. 168

169 Module 6 Summary The key points covered in this module are listed below: The GM for Grantee process uses a reporting tool to schedule automatic runs of reports and/or trigger workflow messages in Umoja The T-code S_PLN_ is used to run a Grants Management report by line item The Grants Management: Line Item Display report shows the detailed grant information. The user can use the Subtotals button to review subtotals by grant, or by sponsored classes and grant The T-code ZGMRBUDACT is used to run an Available Balance by Grant report. This report is an overview for a funded grant at the aggregate level 169

170 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 170

171 Course Summary The key points covered in this course are listed below: In Framework 1, the donor is represented by one grant. It is typically a Simple grant. For grants not in USD, an RM grant linked with a MIG needs to be used The key roles and responsibilities involved in the Grants Management (GM) for Grantee process Create the key Master Data elements for Framework 1 grants Create and approve an unreleased grant budget for Framework 1 grants Perform billing for Framework 1 grants Create a released grant budget for Framework 1 grants Close a Framework 1 grant The reports involved in the GM for Grantee process 171

172 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 172

173 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 173

174 Agenda Course Introduction Module 1: Grants Management Review Module 2: Set Up Master Data Module 3: Create Unreleased Grant Budget Module 4: Perform Grant Billing Module 5: Create Released Grant Budget Module 6: Reporting Course Summary Course Assessment Course Survey 174

175 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 175

176 Congratulations! You have successfully completed the Umoja Grants Management Process Framework 1 course. 176