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]Enterprise Grants Management
Gary ThomasIT Director of SAP Services
Jill StewartSAP Business Architect
Real Experience. Real Advantage.
[ Agenda
Introduction Business Need NCDOT Grant Administration Business Process Overview System Architecture Business Value Statewide Grants Approach
Real Experience. Real Advantage.
[ North Carolina Transportation
Statewide Infrastructure 78,000 Miles Of Highway Roadway 12,712 Bridges 74 Public Airports Public Transportation In All 100
Counties 2 Major Passenger Train Routes Statewide Bicycle Routes 8 Coastal Ferry Service Routes 2 International Shipping Ports
$5 Billion Agency
Real Experience. Real Advantage.
[ SAP Footprint
SAP Live since 2003 6,000 Users Complex Landscape SAP ECC 6.0 SAP CRM 7.0 SAP NetWeaver 7.1
EP (Intranet and Extranet Portals) BI (BW, BobJ, Xceslius, Crystal, Bex) PI (Interfaces and Web Services)
SAP Solution Manager
Real Experience. Real Advantage.
[ Business Need
NCDOT administers $1 Billion in grant funding annually Federal funding for NCDOT as recipient Federal funding where NCDOT acts as pass-through agency State funding administered by NCDOT
Custom Federal Aid Billing module developed with initial installation of SAP in 2003 (Grantee Processes)
Paper-based process for administration of constituent grant funding (Grantor Processes)
Real Experience. Real Advantage.
[ Business Requirements
System-enable grant processing Program tracking Applications Award agreements and claims Grant budgets and balances
Modernize form generation and communications Streamline business processes Web-enable grant activities for recipients Application submission Award status Invoice submission
Real Experience. Real Advantage.
[ IT Requirements
Leverage existing financial processes ECC financial and cost accounting Federal billing and expenditure splitting Payment processing
Leverage existing infrastructure ERP Business Suite (including CRM) Business Warehouse/Business
Intelligence Enterprise Portal
Leverage existing labor pool IT support staff Supplemental contract resources
Financial Processes
Existing Infrastructure
Skill Alignment
Real Experience. Real Advantage.
[ What is Grants Management?
State as Grantor Publish Grant Programs Receive and Assess
Applications Award Grants Process Claims Make Payments Monitor Grant Projects Audit
State as Grantee Notification of
Opportunities Complete Applications Receive Award Bill Granting Agency Receive Payment Submit Progress
Reports
Real Experience. Real Advantage.
[ Integrated Processes
Real Experience. Real Advantage.
[ Program Management
System manages grants by program Manage program budget Track application status Monitor agreements Program audits Reporting and data analysis
Programs grouped by business area Similar business logic Address same external user base Organizational structure alignment
Real Experience. Real Advantage.
[ Online Presence
Grant Recipients Access Grants Online Grant Application Submission Award Status Invoice Submission Program Tracking Grant Budgets and Balances
Real Experience. Real Advantage.
[ Process Improvements
Modern Communication Methods Email Notifications Adobe Interactive Forms Electronic and Scanned Document Upload Online Help
Auto-populate Business Partner Data Leverage Data in Downstream Processes Case Management Integrated Reporting Audit Support Comprehensive Business Partner Profile
Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
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Real Experience. Real Advantage.
[ System Architecture
Real Experience. Real Advantage.
[ System Integration
21
Vendor/BP
General Ledger
Fund
Budget/Commitment
Billing/Payment
Account Assignment
BP
Expense Types
Funding Source
Agreement
Claim
Object Validation
Funded Program Grantor Program
ECC CRM
Real Experience. Real Advantage.
[ Project Approach
First wave – 2 business units (April 2011) 8 months, $750,000 10 in-house staff (part-time) 2 supplemental contract resources
Second wave – 1 business unit (April 2012) 6 months, $200,000 No supplemental staffing
Additional business units planned
Real Experience. Real Advantage.
[ Business Value
Improved Transparency and Auditability of Grant Program Activities
Controlled Unallowable Costs Up Front Enabled Controls to Ensure Each Grant Spent in
Accordance with Federal Guidelines Minimized Audit Concerns
Streamlined Activities from Proposal to Closeout Reduced Application Cycle Time by 50% Eliminated Manual and Paper Processes
Real Experience. Real Advantage.
[ Shared Services
NCDOT has history of shared SAP services within State of NC Department of Public Instruction
(Plant Maintenance and Inventory) State Highway Patrol (Plant Maintenance) State Port Authority (Financials and Assets) Global TransPark (Financials) Department of Agriculture (Accounts Receivable)
State of NC looking to consolidate systems Grants Management part of initial effort Focus on reuse of existing business processes
Overcomes initial cost barrier Encourages collaborative process improvement
Real Experience. Real Advantage.
[ Statewide Opportunity
25
Cost per transaction
ROI$
TimeInitial Implementation DOT Foundation for the Future
Real Experience. Real Advantage.
[ Enterprise Grants Management
Interagency agreement defines scope and terms of services Implementation projects roll out functionality in phases Standardized Processes
Financial integration 80/20 Template as basis for additional business processes
Organizational Alignment Statewide Support Structure Skill Development
Customer Satisfaction
User group governs system changes and future direction
Real Experience. Real Advantage.
[
Tighter budget control over grants
Ability to leverage best practice
Long-term sustainability
Improved information security
Reduced incidence of fraud
Faster return on investment
Lower overall cost due to leveraged assets
Ease of auditability
Improved analysis across programs
Reduced training cost Consolidated systems
Reduced support cost Reduced support cost
Improved service levels
Benefits of Consolidation
Common ReportingCommon Process
ModelCommon Platform &
SupportCommon Standards
Real Experience. Real Advantage.
[
28
Key Learning Points
High-level Grant process overview Use of adaptive technology Emails Case management PDF forms Attachments
Grantor Management (CRM) integration with ECC processes and master data synchronization
Real Experience. Real Advantage.
[ Wrap Up
Gary Thomas – IT Director of SAP [email protected]
Jill Stewart – SAP Business [email protected]
Manoj Pandya – SAP [email protected]
Real Experience. Real Advantage.
[
Thank you for participating.For ongoing education in this area of focus, visit www.asug.com.
