FI311 – Umoja Grants Management Process – Framework 1

Copyright © United Nations

FI311 – Umoja Grants Management Process – Framework 1

1

Umoja Grants Management Process – Framework 1 – Version 27

Last Modified: 17-Oct-14

Copyright © United Nations Copyright © United Nations

Agenda

2

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



Please share with us:

• Your Name

• Your Section/Unit

• # Years with the UN

• Interesting Fact About Yourself

Introduction

3 Copyright © United Nations


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 e-mail 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

Ground Rules

4

X X

No Phones Ask Questions Participate Breaks Do Not Access E-mail


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


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


Agenda

7

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



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


Key Term Description

Grant A Master Data element used to maintain the terms and conditions of the grantor’s contribution

Fund

A fund is established for the purpose of financing fully or in part the cost of programme and project activities consistent with the United Nations aims and policies. It is used to identify the source and use of funding from voluntary contributions

Sponsor A donor in UN terminology. It is a government, institution or individual that provides funding to a grantee organization (in this case, UN)

Grantee An organization or an individual directly receiving funds from a donor or sponsor

Grantor

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

Donor Agreement A legal agreement between a donor and UN outlining the terms and conditions for the use of a voluntary contribution

Key Terminology

9


Roles & Responsibilities

The following Umoja Enterprise roles are involved in the GM for Grantee process:

10

GM Account User

GM Account Approver

GM Grants Creator

• Creates and maintains grant and related Master Data • Creates Finance (FI) accounting transactions • Creates GM Purchase Orders (PO’s)

• 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

• Creates and maintains grant and related Master Data in substantive offices

• Creates GM PO’s




11

GM Budget User Unreleased

GM Budget Approver Unreleased

GM Budget User Released

• Pre-posts the GM unreleased budget

• Posts the GM unreleased budget

• Analyzes the cash received for budget release • Pre-posts the GM released budget




12

GM Budget Approver Released

GM Support User

• Analyzes the cash received for budget release • Posts the GM released budget

• Maintains system activities from a technical point of view

GM Master Data Maintainer

• Maintains central GM Master Data, central tables and derivation rule


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:

13

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.


Master Data Elements in the Grants Process

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:

14

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.

BP

Grant A Master Data element used to maintain the terms and conditions of the grantor’s contribution.

GMGRANTD

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.

GM_SETS_SPCLASS3




15


Sponsored Program The Sponsored Program is master data that is used to capture and control the purpose of the contribution defined in the Donor Agreement. It specifies the level of earmarking of the fund and represents the programmatic view of the donor.

GMPROGRAM

Fund A fund is established for the purpose of financing fully or in part the cost of programme and project activities consistent with the United Nations aims and policies. It is a separate and distinct accounting object used to identify the source and use of funding from voluntary contributions.

FM5S

Internal Order 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.

KO03




16


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


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-00001

Simple Grant Sponsor: United

Kingdom

AS1-STAFF-PERSONNEL

AS1-SUPPL-COM-MATER

AS1-EQUIP-VEH-FURNIT

AS1-CONTRACT-SERVICE

AS1-OPER-OTHER-COSTS

AS1-GRANTS-OUT

AS1-TRANSFER-IP

AS1-TRAVEL

17


Sponsored Classes Used for Budgeting

Sponsored classes below are recommended for budgeting by the CEB and Finance Network.

AS1-STAFF-PERSONNEL

AS1-SUPPL-COM-MATER

AS1-EQUIP-VEH-FURNIT

AS1-CONTRACT-SERVICE

AS1-OPER-OTHER-COSTS

AS1-GRANTS-OUT

AS1-TRANSFER-IP

AS1-TRAVEL

18


Module FI Financial Acct CO Controlling FM Funds Mgmt GM Grants Mgmt

ENTERPRISE STRUCTURE CODE

COMPANY CODE

CO AREA

FM AREA

Co

din

g B

lock

Ele

men

ts

GL acc related GL Account Cost Element Commitment Item Sponsored Class

Funding Source Related

Fund Fund Fund Fund

Grant Grant Grant Grant

Organizational & activity related

Business Area

Cost Center (org structure: Department,

Division, Unit)

Funds Center Funds Center

Internal Order

Work Breakdown Structure

Funded Program Sponsored Program

Profit Center

Programmatic 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

Simultaneous Posting & Derivation: Integration

19

Legend: FI Entry Derived Derived or entered Underlined items are owned by

corresponding module

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).


Grant Object in Umoja: Framework 1

20

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

• Incoming cash posted • Expenditures and payments posted • Refunds of cash posted

Relationship Simple:Passthrough 1:N

Passthrough Grant - 1

• Expenditures and payments posted • Refunds by implementing partners

Passthrough Grant - 1 Passthrough Grant - 1

Passthrough Grant - 1 Passthrough Grant - 1

Framework 1: Donor requires reporting on the contribution


GM for Grantee Process

Shown below is a high-level overview of the GM for Grantee process.

21

*GM Grants Creator: This role is for substantive office. It is a decentralized role that will be implemented once Umoja is stabilized

Fundraising Set Up

Master Data

Create & Approve Unreleased

Grant Budget

Conduct Grant Billing/

Applied Deposit

Create & Approve Released Grant

Budget

Execute Other Transactions

(when applicable for IP’s)

Close Grant Report Analysis

GM Budget User Released/GM Budget

Approver Released

*GM Grants Creator/GM Account User/GM Account

Approver

GM Budget User Unreleased/GM Budget

Approver Unreleased GM Account Approver

GM Account User/GM Account Approver/Other

Users (non-GM) GM Account Approver All Users (GM)

Steps performed outside Umoja Steps performed in Umoja ECC


Learning Checkpoint 1

22

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



23

Which of the following grants is used when a single donor requires reporting, and the contribution is in USD?


A. Simple grant

B. RM grant

C. MIG grant

D. Passthrough grant

Option A is the correct answer.


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


Agenda

25

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Module 2 Objectives


• Set up the key Master Data elements for the GM for Grantee process

26



The following Umoja Enterprise roles are involved in the Set Up Master Data process:

27

GM Account User

GM Account Approver

GM Grants Creator

• Creates and maintains grant and related Master Data • Creates Finance (FI) accounting transactions • Creates GM Purchase Orders (PO’s)




• Creates and maintains grant and related Master Data in substantive offices

• Creates GM PO’s


Scenario Overview

A sample scenario for Framework 1 is as follows:

28

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.


Overview

29

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.

Fundraising (Outside of

system)

Set Up Master Data


Grant Budget


Applied Deposit


Budget





Approver Released

GM Grants Creator/GM Account User/GM Account

Approver






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.

The steps to confirm the business partner (Canada) are:

• Enter BP in the Command field and click the Enter icon

• Search for the sponsor using the BP number. Review the general role information

Confirm Business Partner

30

1

2

1

2


Create Sponsored Program

Create Grant

Link Internal Order/WBSE

Link WBSE



• Select UN Sponsor from the Display in BP Role drop-down list

• 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

31

3

4

3

4

4 4

4



Create Grant


Link WBSE



• Check that the following details in the Sales and Distribution area are correct:

• Distr. Channel field is 06

• Division field is 00

• Click the Billing Tab

• Review the details in the AccntAssgGr field for the type of sponsor:

32

5

6

Account Group Sponsor Type

Z1 Govt Member St

Z2 Govt Non Member St

Z3 Inter and Local Gov

Z4 NGO and Public

Z5 UN Agency FuProg

Z6 Commercial Customer

7 5

6

7

5



Create Grant


Link WBSE

Copyright © United Nations Copyright © United Nations 33


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

• Click the Enter icon. The Maintain Sponsored Program screen displays

• Enter UNAC-SAU-00001 in the Sponsored Program field

1

2

3

1 2

3



Create Grant


Link WBSE Link

Passthrough Grants



The following sponsored program naming convention should be followed:

• First: Name of Mission/Office

• Second: Dash

• Third: Fund

• Forth: Dash

• Fifth: 5 digit sequential number 00001 to 99999

• Click the Create icon

4

Mission/Office - Fund - 5 digits Sequential number

1 2 3 4 5 6 7 8 9 10

11

12

13

14

15

16

17

18

19

20

U N S O A - S A U - 0 0 0 0 1

U N O C I - U I C - 0 0 0 0 1

U N A M I D - L P D - 0 0 0 0 1

U N A M I D - J M S - 0 0 0 0 1

M O N U S C O - N G A - 0 0 0 0 1

M I N U S T A H - H K A - 0 0 0 0 1

4



Create Grant


Link WBSE Link

Passthrough Grants

4



35

• Click the Basic Data tab

• Enter Program Description field

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

5

6

7



Create Grant


Link WBSE Link

Passthrough Grants

5

6

7



36

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



Create Grant


Link WBSE Link

Passthrough Grants



37

• Click the Additional Data tab

• 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

11

12

13

10

14

10

11

12

13

14



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

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.



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

39

The steps to create a Simple grant are as follows:

• Enter GMGRANT in the Command field and

• Click the Enter icon. The Display Grant Master screen is displayed

• Click the Create icon

2

1

1

3

3

2



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

40

• 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

• Press the Enter key on the keyboard

5

4

4



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

41

• Click the General Data tab

• In the Basic Data section, enter the required details in the following fields:

• Authorization Group: PK missions will use 0001. SPM’s will use 0002. Additional options are available during cluster 3

• Enter the Award Type

6

7

7

6



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

42

The Award Type field indicates where, in the negotiation, the grant currently is.

This field includes the following options:

Award Type Description

Exchange of Letters Grant that originated through an exchange of documentation between the donor and the UN.

Donor Agreement Grant that originated from a Donor Agreement that has been signed by the donor and the UN.

Letter of Acceptance Grant that originated through formal exchange of letters between the donor and the UN (e.g. pledge letter (offer by donor) and acceptance letter (acceptance by UN).



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

43

• 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 description of the grant. The 80-character long text of the grant long description (not case-sensitive) is displayed. Example: Grant by Denmark to support De-mining activity in North Afghanistan

8

8



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

44

• 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

9



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

45

• 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

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.

10

10



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

46

• Click the Reference tab

• 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

11

12

11

12

Value Description

AVC1 Fund/Time

slice/Grant/SponProg/SponClass

AVC2 Fund/Time slice/Grant/*/SponClass

AVC3 Fund/Time slice/Grant/*/*

AVC4 Fund/*/Grant/*/*



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

47

k. In the Grant Recipient section, enter the “IMIS 4 digit project code-fund code” in the Internal Reference field

l. In the Financing section, enter the IMIS project external symbol in the Funding Origin field.

13

14

Note: After IMIS has been decommissioned, an internal reference number will be entered in these fields.

13

14



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

48

• 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

15 15

• 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



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

49

k. 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

16 16

16

16



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

50

• Click the Responsibilities tab. Only the responsibility type fields are populated with the approving roles for the unreleased and released budget:

• 0005 – GM Budget Approver Unreleased

• 0007 – GM Budget Approver Released

17



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

51

• Click the Budget tab

• Populate the required details in the Budget Validity section:

• Enter K4 in the Grant FY variant field

• Enter the rule number in the Splitting Rule field:

− Enter 1 for the life of the grant

− Enter 3 for splitting by UN fiscal year

− 2 is only for conversion purposes

19

18 18

19

19



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

52

r. Click the Billing tab

s. 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

21

21

20 20



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

53

• Verify the required details in the Sales Order section are prepopulated from the BP:

• 1000 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

• Total Billing Amount

22

23

23

22



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

54

• Click the Dimensions tab

• In the Financing Sources section, enter details in the Fund field. The external fund for the grant and the corresponding internal fund (program support costs) should be entered. Select the IDC Recovery check box for the internal fund

25

26

24



Create Grant


Link WBSE Link

Passthrough Grants

24

25

26

The following are defaulted Sponsored Programs:

• ADB-Program: interest allocation

• CO-Settlement: cost allocation

• FI-Assets: asset depreciation


Create Simple Grant

55

In Enter the Sponsored Program created earlier following the defaulted structural sponsored programs.



Create Grant


Link WBSE Link

Passthrough Grants

26

26


Create Simple Grant

56

On the Sponsored Class Series, select the applicable grant type series (AS1 for simple grant) and click Enter. The system then defaults all sponsored classes under the section Sponsored Classes .

Select the IDC Relevant check box for the Sponsored Classes that the UN earns PSC on. The PSC classes are added automatically

27

27

27



Create Grant


Link WBSE Link

Passthrough Grants


Sponsored Classes: Example

Example of sponsored classes for Simple grants are as follows:

57

Income • AS1-VC-CASH • AS1-VC-GOODS VC • AS1-VC-SERVICES • AS1-INTEREST-INCOME • AS1-MISC-INCOME

Sponsored Class

• Contribution in Cash • Goods in Kind • VC in Services • Interest Income • Misc income

Description

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


Create Simple Grant

58

• Click the Supported Objects tab.

• On Budgeting Allowed column, bring cursor down to the sponsored program you created earlier and deselect boxes that are not applicable for budgeting.

28 28

28



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

59

• Click the Overhead Costs tab

• Select 1 PSC Actuals and Commitments from the IDC Rule drop-down list

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

29

30

30

Note: The Indirect rate is variable and depends on the rate determined in the Donor agreement.

29

31

31



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

60

v. Click the Terms and Conditions tab

vi. 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

32

33

33

32



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

61

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

34

35

34 35



Create Grant


Link WBSE Link

Passthrough Grants


Create Simple Grant

62

w. 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.

36



Create Grant


Link WBSE Link

Passthrough Grants


Change the Status of Grant

63

The steps to change the status of a grant are as follows:

a. Click the Pencil icon

b. Click the Change Status icon

c. Select the appropriate status and press the Enter key

d. Click the Save icon

1

2

3

4

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 (System defaults to Rejected by UN so be aware.)

2

4



Create Grant

Link Internal Order/WBS

Link WBSE Link

Passthrough Grants


Create Internal Order for Revenue

For grant billing purposes, a Revenue Internal Order 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. Select the order type for GM revenue.



Create Grant

Link Revenue Internal Order

Link WBSE


Create Revenue Internal Order

65

After saving the revenue internal order, click Change or use t-code KO02 to delete the number on the Budget Control field of the UN Assignments tab and enter FPNR.

This step is important because the system will generate a Funds Management error if it is not done.



Create Grant


Link WBSE Link

R1 Grants to M1 Grant


Create Internal Order for Revenue

The Create Internal Order screen is displayed. Enter the following :

• Order Type: 1910 for billing purposes

• Business Area (derived from Cost Center)

• Functional Area (derived from Cost Center)

• Profit Center

• Responsible CCtr: Cost Center that the Internal Order is linked to

• Start and End date: This should match the grant start and end date

1 1

2

3

4

2

3

4 5

6

5

6



Create Grant


Link WBSE Link

Passthrough Grants


The UN Assignment tab links the Internal Order to the grant. Under this tab, populate the following fields: • Grant and Sponsored Program:

This has to be populated on the IO before the grant status can be set to Operational / Awarded

• 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 Revenue Internal Order

7

8

7

8



Create Grant


Link WBSE Link

Passthrough Grants


Change the Status of Grant

68

Finally, the status of the grant can be changed to:

• Award / Operational

Before changing status to Award/Operational, ensure that the appropriate revenue IO has been created. In addition, the Funded Program needs to be completed. Note that following the linking of the IO in the grant , SAP may take about five minutes to save the data in the SAP tables. The change of status can only take place after the revenue IO has been established in the system.

No financial postings to the grant can occur until the grant is set to this status. Once the grant is changed to operational, the Standard Order is created automatically.



Create Grant


Link WBSE Link

Passthrough Grants


Create WBS for Expenses

A Project (WBS) is created to capture actual expenditures for the grant.

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. The grant information has to be populated before the Project user status can be set to Ready for Release.



Create Grant


Link WBSE Link

Passthrough Grants



On the Basic Data tab of the WBSE, the Operative Indicators area inform the user of the type of transactions the WBS element is capturing.

The Acct asst elem option is checked for budgeting and recording of actual expenditures.

The billing option functionality is currently not utilized in UMOJA.



Create Grant


Link WBSE Link

Passthrough Grants



A Project (WBS) is created to capture actual expenditures for the grant.

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. The grant information has to be populated before the Project user status can be set to Ready for Release.



Create Grant


Link WBSE Link

Passthrough Grants


Link WBS to Sponsored Program

72

To be able to transfer budget from GM to FM, the Budget Transfer tab of the Sponsored Program must be completed.

• Update the Sponsored Program. Click the Budget Transfer tab.

• 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.

9

9

10

10



Create Grant


If there are multiple funded programs, 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


Create Internal Order for Expenses

All expenses in SAP require a cost object. The user has the option of creating an Internal Order if the project is quite simple and doesn’t require a comprehensive donor report.

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.

The GM Account User creates the Internal Order using the T-code KO01. Enter 1160 (Order Type for Non-capital Activities) in the initial screen. Select the order type for GM revenue.



Create Grant

Link Expenses Internal Order

Link WBSE Link

Passthrough Grants


The UN Assignment tab links the Internal Order to the grant. Under this tab, populate the following fields: • Grant and Sponsored Program:

This has to be populated on the IO before the grant status can be set to Operational / Awarded

• Country and Geographic Region, as applicable

Save the Internal Order when completed. Edit the grant’s Billing tab to add the Internal Order number.

74

Link Expense Internal Order to Grant

7

8

7

8



Create Grant

Link Expense Internal Order

Link WBSE Link

Passthrough Grants


Link Expense Internal order to Sponsored Program

75

To be able to transfer budget from GM to FM, the Budget Transfer tab of the Sponsored Program must be completed.

• Update the Sponsored Program.

Click the Budget Transfer tab.


• 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.

9

10



Create Grant


If there are multiple funded programs, 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


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



Activity 1

Transaction Name: Create Sponsored Program

Transaction Code: GMPROGRAM

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-1.11.4781?mode=EU






Activity 2

Transaction Name: Create Simple Grant

Transaction Code: GMGRANT








Activity 3

Transaction Name: Create Internal Order

Transaction Code: KO01









Which of the following objects must exist in Umoja before a grant is created?


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

80



Which of the following objects must exist in Umoja before a grant is created?


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

81

Option E is the correct answer. The business partner and sponsored program must exist in Umoja before a grant is created.


Module 2 Summary


• 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

82


Agenda

83

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Module 3 Objectives


• Create an unreleased grant budget

• Approve an unreleased grant budget

84



Unreleased Grant Budget A portion of the grant budget for which cash has not been received

Key Terminology

85



The following Umoja Enterprise roles are involved in the Create Unreleased Budget process:

86

GM Budget User Unreleased

• Pre-posts the GM unreleased budget

GM Budget Approver Unreleased

• Posts the GM unreleased budget


Overview

87

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.


system)

Set Up

Master Data


Grant Budget


Applied Deposit


Budget





Approver Released

GM Grants Creator/GM Account User/GM Account Approver






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:

• Enter GM_CREATE_BUDGET in the Command field

• Click the Enter icon. The Grant Budget - Create Document screen appears

Create Unreleased Grant Budget

88

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

1

2 1

2


• Select Enter from the Process drop-down list


Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

3

3

89


• Enter the grant name in the Grant field

• Enter EU in the GM Doc Type field (EU: Unreleased Budget)

• Enter the description in the Header Description field


90

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

4

5

6

4 4

5

6


• Enter 0 in the Budget Version field (This value should always be 0)

• Click the Enter icon


91

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

7

8

7

8


The descriptions for the four options in the Process drop-down list 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.


92

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


93

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.


94

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget


• 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)

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


95

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

9

10


• Click the Pre-post button

Note, the Undo button can be used to reverse an erroneous transaction once rejected by the Approving Officer.


96

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

10 11


• Click the Continue icon twice to post the document


97

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

10 13

13


The Budget Approver Unreleased 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.

• Click the Business Workplace icon to access the Umoja Business Workplace

Approve Unreleased Grant Budget

98

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

1

1


• In the Umoja Business Workplace, navigate to Inbox > Workflow > Grouped according to task > Umoja GM Document Approval Process Note that Umoja GM Document Approval Process is displayed in the list only when there are documents to be approved.


99

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

2

2


• If the grant, substantive office or document type are not in the inbox, use the Layout icon to add them to the inbox


100

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

3

3


• Click the document to be approved. There are three options to choose from:

– Approve Document

– Reject Document

– Decide Later


101

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget

4

4


If the Budget Approver Unreleased approves the document, the document is removed from the list of documents for approval. If the document is approved, the Budget Creator can view the same in the Unread Documents folder.


102

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget


If the Budget Approver Unreleased rejects the document, the document is removed from the list of documents for approval. The Budget Creator/Budget Assistant will be able to view the status of the document at the following path: Umoja Business workplace > Inbox > Documents.


103

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget


If the Budget Approver Unreleased decides to approve the document later , the document remains in the list of documents for approval but the status of the document changes from Ready to In Process.


104

Create Unreleased

Grant Budget

Approve Unreleased

Grant Budget


Activity 1

Transaction Name: Create an Unreleased Budget

Transaction Code: GM_CREATE_BUDGET









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

106



When creating an unreleased grant budget, always enter ____ in the Budget Version field.


A. 0

B. 1

C. 2

D. 3

107

Option A is the correct answer. When creating an unreleased grant budget, always enter 0 in the Budget Version field.


Module 3 Summary


• 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

108


Agenda

109

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Module 4 Objectives


• Explain the Grant Billing process

• Explain the process to clear incoming payments for grant-related receivables

110



Standard Order (Sales Order)

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 purposes.

Key Terminology

111



The following Umoja Enterprise roles are involved in the Billing process:

112

GM Account Approver





Grant Billing: Overview

In this module, we will cover the steps to perform grant billing and process incoming grant payments.

113


system)

Set Up

Master Data


Grant Budget


Applied Deposit


Budget





Approver Released


Approver






Grant Billing: Overview

114

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. For services, only rights-to-use will be recorded as income. 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 in-kind portion of the contribution.


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

115



116

The steps to maintain a billing plan are as follows:

• Enter GMGRANT in the Command field


• Open the grant for which billing is needed and click the Change icon. Select Billing Plan from the Environment menu

1

2

3

Remove Billing Block from Billing Plan

Perform Grant Billing & Verify

Billing Log

Verify Invoice and Grant

Information


Entries

3


1 2



117

• 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.

Note: Each line in the table is equivalent to one billing document.

4

4



Billing Log


Information


Entries




118

• 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

5



Billing Log


Information


Entries




119

When a grant status is set to Award, 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.



Billing Log


Information


Entries




120

The steps to verify standard order information are as follows:

• Double-click the Sales document number to open the Standard Order

1

1



Billing Log


Information


Entries




121

On the standard order:

• Verify the following information:

• Net Value = Grant billing amount

• Sold To Party = Sponsor number

• On the line item level, confirm that the description matches the Grant Billing rule

• Double-click the material number in the Material field

2

3

4

2 2

4



Billing Log


Information


Entries




122

• 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

5



Billing Log


Information


Entries




123

• 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

6



Billing Log


Information


Entries




124


• Click the Back icon twice to return to the grant

7

8

7



Billing Log


Information


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:

• Enter GM_BILL_PLAN_STATUS in the Command field



125

1

2



Billing Log


Information


Entries


1 2



126



Billing Log


Information


Entries


• Populate appropriate data in the following fields to search for the grant and the specific billing block:

• Grant

• Sponsor

• Billing Date

• Billing Block

• Make sure that the Test Run box is checked. Select the Unblock more than one item check box

• Click the Execute icon

3

3

4

4

5

5



127



Billing Log


Information


Entries


• On the next screen, confirm that the grant information is accurate

• Click the Back icon to exit the Test Mode

6

7

7



128



Billing Log


Information


Entries


• On the first page, clear the Test Run check box


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.

8

9

8

9


The steps to perform grant billing and verify the billing log are as follows:

• Enter GM_MLST in the Command field


• Enter the date range and/or grant range to be billed


Perform Grant Billing & Verify Billing Log

129

1

2

3

4

1 2

3

4



Billing Log


Information


Entries



• 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.


130

5



Billing Log


Information


Entries


5

5


Now that the grant billing has been validated, billing can be processed. The steps to process billing are as follows:

• Click the Bill Grants button

• Click the Log for Billing doc. button and verify that the billing document is saved with the appropriate accounting document


131

1

2

2 1



Billing Log


Information


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:

• Enter FB03 in the Command field and click the Enter icon

• Enter the grant and verify the accounting entries

Verify Invoice & Grant Information

132

1

2



Billing Log


Information


Entries



In addition, the sponsor accounts can be checked to view outstanding receivables. The steps to check the customer account are as follows:

• Enter ZARFBL5N in the Command field


• Enter the customer account number and click the Execute icon

• Review the customer account information

Check Customer Account

133

Screenshot

1

2

3

4



Billing Log


Information


Entries



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:

• 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.

• 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.

1

2

Note: The process followed to upload and clear bank statements in Umoja is covered in the FI317: Umoja Accounts Receivable Process course.

134


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

135


Cash Received – Cash-in-Hand Evaluation

136

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


Activity 1

Transaction Name: Grant Billing

Transaction Code: GMGRANT








Activity 2

Transaction Name: Remove Billing Block

Transaction Code: GM_BILL_PLAN_STATUS








Activity 3

Transaction Name: Perform Grant Billing

Transaction Code: GM_MLST









When a grant status is set to Awarded, the integration of the GM and Sales and Distribution (SD) modules automatically creates a ______________.


A. Standard order

B. Purchase order

C. Purchase requisition

D. Goods receipt

140



When a grant status is set to Awarded, the integration of the GM and Sales and Distribution (SD) modules automatically creates a ______________.


A. Standard order

B. Purchase order

C. Purchase requisition

D. Goods receipt

141

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.


Module 4 Summary


• 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

142


Agenda

143

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Module 5 Objectives


• Create a released grant budget

• Approve a released grant budget

• Close a grant

144



Released Grant Budget A portion of the grant budget for which cash has been received

Key Terminology

145



The following Umoja Enterprise roles are involved in the Create Released Budget process:

146

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


Overview

147

Releasing a grant involves the following activities:

• Establishing the grant spending authority

• Releasing the budget

The released budget is displayed on the grant and represents the spending authority amount. The main purpose of releasing 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.


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.

148


system)

Set Up

Master Data


Grant Budget


Applied Deposit


Budget





Approver Released


Approver






Grants Process

The high-level steps involved in creating and approving a released grant budget and executing transactions are as follows:

149

Create Released Grant Budget

Approve Released Grant Budget

Execute Transactions (Outside GM)

Post Indirect Costs



150

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.




Post

Indirect Costs



151

The steps to release a grant are as follows:

• Enter GM_BDGT_RELEASE in the Command field

• Click the Enter icon. The GM Budget - Create Released Document screen appears next.

1

2

1 2




Post

Indirect Costs


• Select Enter from the Process drop-down menu

• Enter the grant name in the Grant field

• Enter ER in the GM Doc Type field (ER: Released Budget)

• Enter a description in the Header Description field


3

152

4

5

6

3

4

5

6




Post

Indirect Costs


• Enter 0 in the Budget Version field (This value should always be 0)



153

7

8

Note: Only the installment received can be released.

7




Post

Indirect Costs



154

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.




Post

Indirect Costs



155

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.




Post

Indirect Costs



156

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.




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.

157




Post

Indirect Costs



158

Update the Distribution Key for each commitment item receiving budget (should match posting period, for example August is Z008, September is Z009)




Post

Indirect Costs

Z008


• Once the budget has been entered, click the Pre-post button. This action sends the budget document to workflow for approval.

Note: If the budget document is rejected by the Approving Officer, the document is automatically “returned” to the processor. He/she should click on the Undo button.


159

9

9




Post

Indirect Costs


• Click the Continue button to pre-post the document


160

11




Post

Indirect Costs

11


• Click the Continue button again to post the document to Umoja Business Workplace


161

12




Post

Indirect Costs

12



162

The Budget Approver Released posts the released grant budget through the Umoja Business Workplace.

When the Budget User Released creates an released budget and pre-posts it, a message is sent through the Umoja Business Workplace to the Approver that a document is ready for approval.

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.

Post

Indirect Costs


• Click the Business Workplace icon to access the Umoja Business Workplace


163

1




Post

Indirect Costs

1


• In the Umoja Business Workplace, navigate to Inbox > Workflow > Grouped according to task > GM Document Approval Process Note that GM Document Approval Process is displayed in the list only when there are documents to be approved.


164




Post

Indirect Costs

2

2



165

• Click the document to be approved (for example, document number 10000001549). There are three options to choose from:

– Approve Document

– Reject Document

– Decide Later




Post

Indirect Costs

3

3



166

If the Budget Approver Released approves the document, it is removed from the list of documents for approval. The approved document appears in the Budget Creator’s/Budget Assistant’s folder with the notification that the document was approved.




Post

Indirect Costs



167

You can click the approved document to view the detailed notification.




Post

Indirect Costs



168

If the Budget Approver Released rejects the document, the document is removed from the list of documents for approval. The Budget Creator/Budget Assistant can view the rejected document in the Documents folder.




Post

Indirect Costs



169

If the Budget Approver Released decides to approve the document later, the document remains in the list of documents for approval but the status of the document changes from Ready to In Process.




Post

Indirect Costs


View the Approver of the Documents

170




Post

Indirect Costs

Note, it is possible to view the users (agents) who are assigned to a document as follows:

• Enter GM_DISPLAY_BUDGET in the Command field

• Click the Enter icon. The GM Budget – Display Preposted Document screen appears

• Click the icon on the top left and select Workflow > Workflow overview

1

2

1 2

3 3

3



171




Post

Indirect Costs

• Click the Display workflow log icon

4

4



172




Post

Indirect Costs

• Click the Agents icon

5

5



173




Post

Indirect Costs

• Click the Agents button

6

6



174




Post

Indirect Costs

The agents (people) who are assigned to approve the selected budget document are displayed on the screen.


Execute Transaction (Outside GM)

175




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.


Post Indirect Costs

176




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 program.

When necessary, the indirect cost program can be run manually. The steps to post indirect costs in the Umoja system are as follows:

• Enter GMIDCPOST in the Command field and click the Enter icon

1

1


Post Indirect Costs

177




Post Indirect

Costs


• 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

2


Post Indirect Costs

178




Post Indirect

Costs


• Select the appropriate grant under the Processed Grants column

• Click the IDC Line Items button to view the IDC-Relevant Line Items

4

3

5

4

5

3


Post Indirect Costs

179




Post Indirect

Costs

• Click the Back button to reach the initial screen

• Clear the Test Run check box and execute the program to post the IDC

7

6 6

7


Close Grant Process

180

Lastly, we will cover the steps to close a grant.


system)

Set Up

Master Data


Grant Budget


Applied Deposit


Budget





Approver Released


Approver






Close Grant

Grant closing statuses:

Closing/Operational Closing - this status is changed automatically by the system when the donor agreement end date is reached. At this point no new commitment (shopping cart, purchase order, funds pre-commitment, funds reservation, funds commitment) can be created in the system.

All open commitments within the grant are completed and liquidated before proceeding to the next status.

Invoices, payments, journal entries, settlement of advances and other follow-on transactions may be processed at this phase.

Ensure that WBS or Internal Order is closed before the status is changed to the next phase. The grants user should coordinate with the project manager to ensure that the related project or WBS elements are closed properly.

181


Close Grant

Grant closing statuses:

Closing/Financial Closing – this status is manually changed by the designated Grants Accounts Approver in the system. At this point, only cash receipts and refund to the donor are the only transactions allowed to be processed in the system. Closed – this status does not allow any transaction. All types of transactions charging the grant are now blocked and the user will experience a “hard” error when the grant is used.

182


Close Grant

The steps to close a grant are as follows:

• Enter GMGRANT in the Command field

• Display the grant

• Click the Pencil icon to edit the grant

183

1

2

3

3


Close Grant

• Click the Change Status button

184

4

4


Close Grant

• Select the appropriate status:

• Closing /Operational Closing

• Closing/ Financial Closing

• Closed

• Click the Save icon

185

5

6


Activity 1

Transaction Name: Create Released Budget for S1 Grant

Transaction Code: GM_BDGT_RELEASE









The released budget is displayed on the grant and represents the ________________.


A. Donor amount

B. Sponsor amount

C. Incoming authority amount

D. Spending authority amount

187



The released budget is displayed on the grant and represents the ________________.


A. Donor amount

B. Sponsor amount

C. Incoming authority amount

D. Spending authority amount

188

Option D is the correct answer. The released budget is displayed on the grant and represents the spending authority amount.


Module 5 Summary


• 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

189


Agenda

190

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Module 6 Objectives


• Describe the reports involved in the GM for Grantee process

191


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.

192


system)

Set Up

Master Data


Grant Budget


Applied Deposit


Budget





Approver Released


Approver





Note: Additional Business Intelligence (BI) reports will be available later.


Cash Balances GM Budget Release

193

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.


Cash Balances GM Budget Release

194

This report allows the user to view various columns including available cash.


Grants Management: Line Item Display

Using the T-code S_PLN_16000269, 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.

195


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.

196


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.

197


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.

198


Data Upload Program

Within Umoja, it is possible to upload Excel files through a Data Upload Program. This allows data and documents to be created/updated using fields that are populated in the Excel file.

The Excel file can be used to upload multiple line items at the same time. All required fields on the Grant and Sponsored Program master data are included in the Excel file. The Grant Excel file appears as follows:

199


Data Upload Program

The Sponsored Program Excel file appears as follows:

200


Data Upload Program

For GM Users, Grants and Sponsored Programs are uploaded using the following t-codes:

• ZGMGRANT

• ZGMPROGRAM

For example, when the user executes the t-code ZGMGRANT, the following screen is displayed. The “create” option allows for a new data or document to be created, while the “change” option allows for currently blank fields to be populated. Note that existing fields cannot be overwritten using the “change” option. The program should always be run in test mode first to check for error.

201


Data Upload Program

Similarly, it is possible to upload an Excel file to create an unreleased or a released budget. The Budget Excel file appears as follows:

202


Data Upload Program

The Budget Excel file includes an additional section for creating the released budget (FM Line Item Data):

203


Data Upload Program

The t-code for this transaction is ZGM_CREATE_BUDGET.

204


Data Upload Program

The Excel files are attached below and will be distributed with the Grants Management Job Aid.

205

Document Name Embedded Image

Grants Data Upload File

Sponsored Program Data Upload File

Budget Upload File



Which of the following reports provides a detailed breakdown of expenditure?


A. Available Balance by Grant report

B. Grants Management: Line Item Display report

C. BI reports

D. All of the above

206



Which of the following reports provides a detailed breakdown of expenditure?


A. Available Balance by Grant report

B. Grants Management: Line Item Display report

C. BI reports

D. All of the above

207

Option A is the correct answer. The Available Balance by Grant report is an overview for a funded grant at the aggregate level. Within this report, the detailed breakdown of expenditure is available.


Module 6 Summary


• The GM for Grantee process uses a reporting tool to schedule automatic runs of reports and/or trigger workflow messages in Umoja

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

• The T-code S_PLN_16000269 is used to run a Grants Management report by line item. This is the budget report

• 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

208


Agenda

209

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Course Summary

210

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


Agenda

211

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



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

212


Agenda

213

Course Introduction






Module 6: Reporting

Course Summary

Course Assessment

Course Survey



Course Survey

214

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


Congratulations! You have successfully completed the

Umoja Grants Management Process – Framework 1 course.

215