FastFacts Feature Presentation

1. FastFactsFeature Presentation September 30, 2008 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500

2. Today’s Topic • We’ll be taking a look at… • Master data in the Grants Management Module of SAP • How grant attributes control postings in SAP

3. Today’s Presenter • Anthony TosheffSupervisor, Sponsored Projects Shared Services in the Controller’s Office

4. Session Segments Presentation Anthony will address understanding grants master data. During Anthony’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Anthony will answer as many of your questions as time allows.

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Understanding Grant Master Data

8. Agenda Today, we’ll be taking a look at: • SAP R/3 transaction GMGRANTD- Display Grant Master • Master data in the Grants Management Module of SAP • Explain terminology • Key fields to be aware of • How Grant Master Data controls postings in SAP

9. Assumptions • Users have the security role Award Master Data Viewer • Users have some familiarity with terminology related to sponsored projects

10. How Do You Access Grant Master Data?

11. Display Grant Master Data • Type the grant number in the first active box • Hit enter to execute the transaction or click the green check icon

12. Components of Grant Master Data

13. General Data Tab

14. General Data Tab-continued • Master data is maintained by Sponsored Projects Shared Services (SPSS). • Data comes directly from the Notice of Award received by ORA. • Award Status: Pre-Award, Award, Temporarily Closed • Grant Type • (10) Governmental • (15) Letter of Credit • (30) Private

15. General Data Tab-continued • Company code : JHEN (JOHNS HOPKINS ENTERPRISE) • Sponsor: identifies the agency, institution, or company providing funding- 6 digit number. Note: sponsor field has drill down capabilities. • Authorization group: responsible cost center- 10 digits. First 3 digits represent the business area within JHU or JHHS.

16. General Data Tab-continued • Award type: Cooperative Agreement Grant Clinical Trial Sub Contract Contract Sub Grant Fixed Fee • Award ID • Number assigned by the sponsor. • If there is no external reference the primary IO # will be used.

17. General Data Tab- continued • Project Dates- The actual effective dates for the award. The start date does not include pre-spending. • Funded Amount- Sum of all years of funding for the segment, includes approved & anticipated. • Prime Sponsor- Populated when the award type is sub-awarded or sub-contracted. • Grant Value- Current funded amount including carry-forward and minus restricted balances. • Validity Dates- Date range begins 3 months prior to the start date and valid 2 years from the end date.

18. Award Year Breakdown Tab

19. Award Year Breakdown Tab • Includes breakdown of direct & indirect costs • Award date is the date of the award document • Award Actions: • New Award • Competing Continuation • Non-Competing Continuation • Future Year Support • No Cost Extension • Supplement • Task Order • Note: Multiple actions can take place in a single year.

20. Reference Tab

21. Reference Tab • External Reference: NIH’s document number or award ID • CFDA Number: Catalog of Federal Domestic Assistance • Letter of Credit • Internal Reference: Converted CUFS number • The COEUS Institute Proposal: Reference number assigned by COEUS, required field • Award Interest: None, Retain, Remit • FDP Indicator (NIH) • Automatic Carryover (NIH) • Program Income • Sub award Indicator • Unexpended Balance: Remit/Retain Note: All grants were converted as Remit

22. Responsibilities Tab • Principal Investigator/Co-Principal Investigator are identified by PERNR The Postings tab is next, however, it is not being used.

23. Billing Tab

24. Billing Tab • Billing rule explains how the funds will be collected from the sponsoring agency: • 0001 RRB-Letter of Credit • 0002 RRB-Non Loc • 0005 Direct Pay-Various Amts • 0006 Direct Pay -Like Amts (discontinued) • 0007 Manual Billing • 0008 Pre-Award • 0009 Scheduled Billing • Billing Address: field has drilldown, address in entry will be the actual bill-to address, overrides sponsor address. • Payment Method - varies depending upon which billing rule is selected. • Sales document - automatically generates

25. Dimensions Tab

26. Dimensions Tab • Identifies Internal & External Funding Sources: • 1099999999-ENTERPRISE WIDE F&A *Only used if F&A applies • 9000000001-EXTL GOVT NIH LOCR • 9000000000-GOVERNMENT FUND • 9100000000-PRIVATE FUND • (1 or 2)xxxxxxxxx- ANY NON-SPONSORED FUNDING SOURCE FOR COST OVERRUNS or COST SHARING • Sponsored Program/Internal Order/Funded Program • 90XXXXXX-Regular Internal Order • 96XXXXXX-Sub Award • 98XXXXXX-Cost Sharing/Cost Overrun

27. Dimensions Tab- continued • Sponsored Class • 4XXXXX-Revenue • 6XXXXX-Expense • Allowable Sponsored Classes are listed • IDC Relevant check box controls IDC postings

28. Supported Objects Tab

29. Supported Objects Tab • Checked boxes control postings for budgeting and expenses • A line item exists for each sponsored class, of each sponsored program, and each fund.

30. Overhead Costs Tab Multiple F/A rates can be tracked here. F/A calculations on sub-awards (first $25K) are tracked by utilizing an IDC cap.

31. Overhead Costs Tab • IDC Rule 1: indicates IDC will be calculated. • Overhead Cost Record: Displays multiple IDC rates and tracks changes in rates by a sponsored program. • Overhead Cost Limit: IDC calculations on sub-awards are tracked using a Cap, choice of G/L has no impact. The next tab is the Budgeting tab, which contains no significant master data.

32. Reporting Tab

33. Reporting Tab Tracks required deliverables & submission dates. BW extracts this data for the GM deliverables report.

34. Conclusion • Knowing the master data is key to understanding how SAP works to allow postings to grants. • Changes to master data must be workflowed to SPSS; methods vary by division. • Master data from GMGRANTD is used to populate reports in BW: • Award information report • GM deliverables report • Sponsored rev/exp summary & detail– F&A fields, header information

35. Questions • Please limit your questions to general inquiries about GMGRANTD. • Questions about specific grants should be directed to your Sponsored Projects Accountant. • Staff Contacts are available at: http://ssc.jhu.edu/sponsoredprojects/contact.html

36. We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

37. Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

38. Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!