SAP Navigation for Sponsored Programs

Research Administration Practices (RAP) SessionsSAP Navigation for Sponsored Programs

Presented by:

Emily Goldman – Senior Accounting Officer, Vice President for FinancePeggy Bryan – Manager of Finance and Administration, Dept. Urban Studies and PlanningCarole Trainor – Senior Research Administration Education & Support Specialist

Research Administration Practices (RAP) Sessions - SAP Navigation for Sponsored Programs

April 29, 2020

Agenda

• Welcome and Introductions• Review data flow KC to SAP• Benefits of SAP at Award Phase• SAP Navigation Demo• Resources


Introductions

Emily Goldman – Senior Accounting Officer, Vice President for Finance

Peggy Bryan – Manager of Finance and Administration, Dept. Urban Studies and Planning

5

Research Administration Practices (RAP) Sessions 4.7.2020

KC is the system of record for Sponsored Programs at MIT. It integrates data created and stored in KC, such as DLC Unit Administrators, Business rules and Routing Maps, Sponsors, Organizations (Subaward organization), and Address Book entries (Non-MIT Personnel) with information from the MIT Data Warehouse, such as Human Resources appointment data. KC also pulls data from CITI Program training records, including financial COI, Human Subjects, RCR, etc.

Kuali Coeus Data Flow

KC Data FlowM

IT D

ata

War

ehou

se

Kuali Coeus Central Data MyCOI

Scope of WorkBudgetProposal submittal letter/Letter of IntentCompliance status (as needed)

Kuali Coeus Modules

RAS creates the KC award in Hold status. This temporary status gives time to complete pre-award requirements and discuss special terms and conditions with the PI. The Notice of Agreement (NOA) is provided to the DLC (AO/FO).

Award

Funding Institute Proposal #

HOLD

An Award remains in Hold status until compliance requirements are met. This includes:Conflict of Interest (COI) disclosure Is complete and reviewedCOI Training is complete (not expired)Animal UseHuman Subjects

KC Award Data Flow to SAP

When the KC Award is in Active or Pending status, information feeds to SAP (MIT’s financial system of record) through an afternoon daily feed. KC feeds award data to MIT’s Data Warehouse in an overnight feed.

KC to SAP Data Flow

Award

Time & Money

Effective Date

Obligated Distributable Amount

Obligated End Date

KC Award SAP

WBS Element Account ID

Lead Unit Profit Center

PI/PD Supervisor

Unit Administrator: ADMINISTRATIVE OFFICER or OTHER _INDIVIDUAL_TO_NOTIFY

Addressee**limit to one addressee; receives SAP 001s

Unrecovered F&A Rate Costing Sheet

On/Off Campus OH Adjustments

Award ID Award Number

Sponsor ID Sponsor code

Prime Sponsor code Primary Sponsor

Sponsor Award Number Contract number

Award Type Agreement Type

Effective Date WBS Begin Date

Obligated Distributable Amount Authorized Total

Obligated End Date WBS expiration date

KC Award - SAP Data Map

USING SAP DURING THE LIFE OF AN AWARD


• USEFUL TOOL WITH NAVIGATING THROUGH THE LIFE OF AN AWARD After the award has been activated in KC, you are able to review activity on a daily basis, run reports, track payments, find and resolve posting errors, etc.

• ABILITY TO RECONCILE ACCOUNTS AND DISPUTE AND/OR CORRECT ERRORS QUICKLY

SAP provides you with the ability to drill down on transactions to get more detail about a particular posting. If you are able to review your accounts frequently, then the FRC process becomes less burdensome as you may be able to resolve issues before you officially reconcile your accounts.

• RUNNING REPORTS Being able to run certain reports is essential in managing your award (this will be reviewed next). It is also helpful to Sponsored Accounting if the DLCs are being pro-active, as we (DLCs) can be less of a liability and more of a team player during the post-award period.

USING SAP DURING THE LIFE OF AN AWARD


• BETTER COMMUNICATION WITH SPONSORED ACCOUNTING AND RASSAP is an excellent tool for DLCs because it provides us with the knowledge we need regarding the activity of an award; thus keeping the lines of communication open between the DLC and Sponsored Accounting and RAS regarding an issue that may arise – i.e. billing issues, incorrect set-up of the costing sheet, correction to an obligated amount/authorized totals, etc. All of these issues can have an impact on managing the award. But SAP allows us to address issues as they happen rather than during closeout.

By understanding and using SAP on a daily basis, we can successfully manage an award from cradle to grave.

SAP Demo – Favorites menu• How to establish a Favorites menu

• Log on to SAP• Right click “Favorites”• “Insert Transaction” allows you to

type “Transaction” (described in the following slides) and saves direct link under “Favorites”


SAP Demo – Favorites• Common menu items include:• ZSTM – Summary Statement• CJ03 – Display Work Breakdown Structure• FB03 - Display Document• ZDTR – Detail Transaction Report• FBL5N – Customer Line Items• VA43 – Display Sales Contract

The above information may also be accessed via the Summary Statement, and clicking on certain fields


ZSTM – Summary Statement Search

12

3

1 = Enter Cost Object, will pull up

all accounts if there is a multi

account structure award

2 = WBS Element means

sponsored account beginning

with “6” or “2”, enter Cost Object

will pull up information on this

single account

3 = Report Type, when marked

“Individual”, pulls information for

the single account. When

marked “Project”, pulls

information for all accounts

within a multi account structure

Click Execute ( ) and Summary

Statement appearsResearch Administration Practices (RAP) Sessions - SAP Navigation for Sponsored Programs

Summary statement –

see aggregate charges

by g/l, total expenses,

and total revenues

ZSTM – Summary StatementFrom Summary Statement, navigating to other important information is possible:1 = Detail Transaction Report2 = Authorized Total, Displays information about distributed and distributable amounts in a multi account structure

1

2


ZSTM – Summary Statement (con’t)From Summary Statement, navigating to other important information is possible:3 = Sponsored Billings. Display screen with sponsored billing information

3


CJ03 – Display Work Breakdown Structure (single account)



CJ03 – Display Work Breakdown Structure (Parent / Child)

Display Cost Object


FB03 - Display Document


FB03 – to retrieve an invoice copy

ZDTR – Detail Transaction Report


ZDTR – to see a breakdown of individual charges by g/l


FBL5N – Customer Line Items SearchCustomer number info –to see if an invoice has been paid or cancelled


FBL5N – Customer Line Items


VA43 – Display Sales Contract Search

Sales contract – to ensure the billing schedule is accurate and up to date


VA43 – Display Sales Contract

ResourcesContact information (VPF)

For all billing issues email: [email protected] WBS Closeouts email: [email protected] all under recovery email: [email protected]

Sponsored Accounting Directory: https://vpf.mit.edu/staff/134

VPF Online Training https://vpf.mit.edu/calendar/training

Research Administration Practices (RAP) Events: https://ras.mit.edu/research-administration-practices-rap

[email protected] (Research Administration Support team)

mailto:[email protected]



https://vpf.mit.edu/staff/134

https://vpf.mit.edu/calendar/training

https://ras.mit.edu/research-administration-practices-rap


Documents

SAP Navigation for Sponsored Programs