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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