SAP Grants Management for Grantor - · PDF fileChange Management Payment & Budget ... Lack of integration between financial and grant processes ... Why SAP Grants Management for Grantor?

SAP Grants

Management for

Grantor • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Simon Langford - Financial Consultant

SAP Canada

GTEC 2011

October 18th - 19th 2011

1.Key trends and issues

2.SAP solution overview

3.Why SAP? Top reasons

Agenda

Effective grants management requires coordination amongst many stakeholders and process steps

Application

Processing

Outcomes

Evaluation

Grant Life

Cycle Mgmt

Change

Management

Payment &

Budget Management

Grant Recipient

Selection

Resources

Management

Reporting & Analytics

Grantee / Partner

Mgmt

Grant

Terms & Condition

Application

Processing

Outcomes

Evaluation

Grant Life

Cycle Mgmt

Change

Management

Grant Recipient

Selection

Resources

Management

Reporting & Analytics

Grantee / Partner

Mgmt

Grant

Terms & Condition

Increased Citizen

Expectations

Demand for Efficiency and

Lowered Complexity

Citizens demand simple process

for applying and communicating

with Grantor. Citizens want

committed service levels

Management needs to improve

performance of agency and

provide measurable outcomes

.

Demands for Accountability

and Transparency

Grantors face multiple manual and

paper based processes. Lack of

integration with Financial

Management System

Design and administration of grantor lifecycle is

an ongoing challenge

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?

Application

Processing

Outcomes

Evaluation

Grant Life

Cycle Mgmt

Change

Management

Payment &

Budget Management

Grant Recipient

Selection

Resources

Management

Reporting & Analytics

Grantee / Partner

Mgmt

Grant

Terms & Condition

Lack of access to those

applying for grants,

requesting payments, or

seeking information

Lack of integrity of eligibility and

grant assessments

Cannot easily identify

trends, create reports

and measure

organizational

performance

Limited ability to oversee and

monitor grantees throughout

the life of the grant, leading to

higher costs, errors &

inefficiencies

Lack of integration between financial and grant processes

leads to inaccurate payments, misspent budgets, inability to

identify potential savings

Redundant and inefficient work

to meet overlapping

requirements increases costs,

impedes services delivery

Excessive process diversity

among grant programs,

unstructured data, scheduling

and process definition

Inflexible, disconnected , redundant systems and processes

cause inefficiencies, increase costs, and lowers service

responsiveness

Low Service Quality Limited Operational Visibility

Ineffective, Complex

Processes Limited Compliance

Lack of Transparency

Inefficient grants management lifecycle hampers

program administration

Application

Processing

Outcomes

Evaluation Grant Life

Cycle Mgmt

Change

Management

Payment &

Budget Management

Grant Recipient

Selection

Resources

Management

Reporting & Analytics

Grantee / Partner

Mgmt

Grant

Terms & Condition

■ Single integrated solution

supporting all program types

eliminates data redundancy

and inefficiencies

■ Proactive monitoring allows

for corrective action to fulfil

service policies and goals

Improved Service Delivery

■ Unified access for grantor

and financial transactions

improves usability

■ Fully integrated solution

that connects the end-to-

end grant lifecycle process

■ Application pre-

commitments ensure

adherence to Program

budget and prevents budget

overruns

Increase Efficiency,

Lower Complexity

■ Internal and external

accountability and financial

controls reduces fraud.

■ Integrated accounting &

constituent account

management gives single

view of constituent

■ Integration between financial

and grant processes leads to

accurate payments,

adherence to budget and

identification of potential

savings

Improved Accountability

& Transparency

■ Integrated data allows for more effective cross agency and consolidated

reports

■ Central repository for grant information maximizes service efficiency and

ensures data integrity

Improved Operational Visibility

■ Capture of the agreement terms and conditions

ensures compliance with regulatory

requirements

■ Program level business rules enforce

compliance over the entire Grant lifecycle

Program Compliance

Holistic grants management process improves

efficiency, visibility, and compliance

Supporting Processes:

Evaluation & Reporting:

Agreement Management:

Application/Assessment:

Planning:

Claim

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

Application

Program

Definition

Agreement

Change

Request

Audit Workflow

Program Delivery Oversight Interaction with Grantor

Analytics Case Management

Department Head Program Manager Grantee/Applicant

Assessment

Review Review Repayment

Change

Request

Change

Request

Change

Request

Financial Control

Payment

Finance Manager

Obligation

Commitment

Budgeting

Repayment

1.Key trends and issues

2.SAP solution overview

3.Why SAP? Top reasons

4.SAP customers

Agenda

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

Grantor - Processes Program

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

Grantor - Processes Application

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

(including example rules)

Preparatory definition steps for

assessment/financial execution terms

Amount (Requested, Eligible, Authorized)

Date (start date, end date)

Standard CRM One-Order functions ( status

management, follow-on documents, actions,

notes/attachments, content management &

document templates, ...)

Budget encumbrance

Integration to Funds Management

Funds Pre-commitment

Case management integration

Grantor

Program

Application

Agreement

Application Application

Web

Request

Creation

process

Web Application WebRequest - Business Server Pages

Grantor - Processes Assessment

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

Assessment of eligibility SAP CRM Solution capabilities

CRM Surveys & scoring

• Checklist requirements

• Scoring requirements

• Knockout criteria

BRF+ integration

• Automated checks

• Rule-based assessment

• Full interaction with CRM

objects

Workflow

• Approval flows

• Human intervention

• Decision processes

Grantor - Processes Agreement

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

Change Request

Grantor

Program

Application

Change

Request

Application

Agreement

Web

Request

Creation

process

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

…

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

Audit

– Workflow/Status Management

– CRM Actions

– CRM Activity Management

Grantor - Processes Reporting & Case Management

Program

Management

7

4

2

3

5

1

8

6

Assessment

Application

Budgeting

Payment

Agreement

10

Year-End Closing

- Case Management

- Reporting/Monitoring

Claim

Repayment

Change Request

11

9 Audit

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

■ 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

Controlled costs and operational risks

■ 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.

Provide value to citizens

■ 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

Integrated Solution provide a lower TCO

Grants Management covers the Grants Lifecycle Streamlined for both Grantor and Grantee

Grantor Process

Announce Opportunity

Provide administrative and technical support

Receive Applications

Authenticate applicant, apply business rules, and ensure

adminsitraive compliance

Review and Decision

Conduct reviews ( administrative, budget, policy, merit,

business, application, certifications, and assurances )

Award Notification

Notifiy the grantee and congress and publicity announce

the award

Disburse payment

Processd payments to grantee

Management and oversight

Conduct site visits and review grantee reports

Closeout

Review and reconcile final audit and other reports

1. Announcement stage

( pre-award )

2. Application stage

( pre-award )

3. Award stage

4. Postaward stage

5. Closeout stage

Grantee Process

Find Opportunity

Identify potential opportunity

Develop proposal

Submit application

Submit application package for competitive grant or orther

preaward documents for noncompetitive grant

Status Review

Check status of application

Receive Notification of award

Complete award acceptance documents, if required

Perform grant requirements and submit reports

Comply with award terms and conditions, including

adminsitrative requirements and cost principles

Submit appropriate financial, performance and other reports

Request and receive payment

Request disbursement of grant funds

Closeout

Submit final audit and other reports, as required