Integrated Enterprise System Presented by: Bob Yinger LeAnn Shiffler Ken Walker Grants Management (GM)

Integrated Enterprise System Definition of Grants  Federal Grants (grantee view)  State Grants (grantor view)

Integrated Enterprise System for Finance & Budget Integrated Business Process Overview for Finance & Budget FI Financial Accounting (GAAP) CO Cost Accounting & Control FM Budgetary Accounting & Control GL Account Commitment Item Cost Element Fund Fund Center Cost Center Grant Order

Integrated Enterprise System Grants ICS SAP Commonwealth Grant Grant Number/Program Measure Number Approp/Year/Ledger Organization Minor Object Internal Order Group Grant Internal Order SAP Fund Funds Center/Cost Center GL Account/Cost Element

Integrated Enterprise System for Finance & Budget Integrated Business Process Overview for Finance & Budget

Integrated Enterprise System for Finance & Budget Integrated Business Process Overview for Finance & Budget

Integrated Enterprise System Cost Objects - Statistical vs. Real ENTEREDREAL Single Cost Object Single Cost Object Grant Order & Cost Center Grant Order Grant Order & WBS & Cost Center Grant Order Non-Grant Order & CC or WBS Depends* WBS & Non-Grant Order & CC WBS WBS & Cost Center WBS * Order Type designates whether order is statistical or real

Integrated Enterprise System Federal Grant Internal Order G Class Program Measure Grant Number Agency Indicator  The grant number (characters 2 – 6) will be the existing 5-digit grant number used in ICS.  The program measure (characters 7 – 10) will be a modified version of the existing 5-digit program measure number in ICS.  The class (characters 11 – 12) will be new numbers used to group Internal Orders to make up individual line items for Federal reporting purposes if necessary.

Integrated Enterprise System Federal Grant Internal Order Group G Level 3 Undefined Level 2 Undefined Level 1 Commonwealth Grant Agency Indicator  Internal order group level 1 (characters 2 – 6) will be the existing 5-digit Commonwealth grant number used in ICS.  Internal order group level 2 (characters 7 – 10) will be an additional sub- group that can be defined by agencies as needed.  Internal order group level 3 (characters 12 – 15) will be an additional sub- group that can be defined by agencies as needed.

Integrated Enterprise System Order Types Differentiates internal orders according to their purpose  First digit indicates COPA customization – Y denotes Grant  The second and third digits of Grant Order Types are a letter and number assigned to each agency for their own use  The last digit of Grant Order Types denotes the order functionality 1 designates order has budget with AVAC 2 designates order has budget without AVAC 3designates capital grant (budget with AVAC) 4designates deferrals and disallowances 5designates revenue 6designates expenditures for L&I FARS 9designates transfers for non-federal activity EXAMPLE: YA01 is a Grant Order Type for Aging with budget and AVAC controls

Integrated Enterprise System Order Types Determine Budget Profiles  Budget with Availability Controls  Budget without Availability Controls  No Budget, No Availability Controls ** Budget by Internal Order or Group of Internal Orders

Integrated Enterprise System Change Internal Order

Integrated Enterprise System Internal Order Validations

Integrated Enterprise System Change Internal Order

Integrated Enterprise System Change Internal Order

Integrated Enterprise System Status Management User StatusNameDescription APPLApplicationThis status permits the user to enter planning and budget documents to the order. No expenditure or commitment transactions can post to the internal order AWRDAwardThis status has the same functionality as APPL, which permits the user to enter planning and budget documents to the order. No expenditure or commitment transactions can post to the internal order. Status of AWRD identifies to the user the grant award has been received by the Commonwealth but the begin date is in the future. COMMCommitments OnlyThis status permits the user to enter planning, budget, statistical key figures, and commitments to the internal order. No expenditures can post to the internal order. ALLAll TransactionsThis status allows all types of transactions to post to the internal order except those using invalid cost elements as identified on the master data and revenue. ECExp Against Comm.This status permits budget, statistical key figures, and expenditures only. New commitments cannot be posted to the internal order. Planning is also not an allowable function within this status. ADJAdjustmentsThis status permits budgeting, key statistical figures, and adjustments only to previously posted transactions. No new commitments or expenditures can be posted within this status. Planning is also not an allowable function within this status. TFRTransfersThis status allows all types of transactions to post to the internal order except those using invalid cost elements as identified on the master data and revenue. However, this status is only used for the Order type ending in 9 to post non-federal expenditures and commitments, and transfer costs between funds. REVRevenueThis status should only be used for revenue postings. No planning, budgeting, expenditures or commitments are permitted to post to the internal order. Separate internal orders are used for Revenue postings to provide for reporting, and audit trails between SAP, CDS, and the Revenue Accounting System.

Integrated Enterprise System Change Internal Order

Integrated Enterprise System Workflow

Integrated Enterprise System Interfaces  Inbound - Expenditures and Commitments  Outbound - Nightly 3 Files are sent to CDS - Master Data - Refunds and Expenditures - Revenue Receipt Daily reconciliation of R/3 report to Batch report

Integrated Enterprise System Federal Revenue Recognition Refer to position paper handout

Integrated Enterprise System Reporting – R/3 – Business Warehouse

Integrated Enterprise System The End Questions?