Understand Grants Management Master Data

SAP Grants Management provides you with a solution for sponsored programs through its functionality and its architecture. Architecturally, SAP Grants Management maintains a separate view of your organization's sponsored program activities and projects. This separate view is created by relating your organization's structures (such as projects, general ledger accounts, cost elements, fiscal year, and currency) to the sponsor's projects, cost and revenue categories, budget validity period, fiscal year, and currency.

By creating a separate view, you can review your organization's financial activities and transactions for sponsored programs according to a sponsor's requirements without affecting the integrity of your financial transactions and activities.​

Consider differences between your organization's and your sponsor's budget. Some sponsors require more detailed budgeting; others require less. Not only do the requirements among sponsors differ, they also frequently do not match the budgetary requirements of grantee organizations. These differences often require grantee organizations to compromise their budgeting structures and processes so that they can effectively manage their sponsored programs according to the sponsor's guidelines.

As SAP Grants Management creates an alternative view based on the sponsor's requirements, you can manage, control, and report on your sponsor programs without compromising your budget structures and processes.

SAP Grants Management's primary master data components are sponsor, grant, fund, sponsored program, sponsored class.​

• A sponsor is an institution or individual that provides funding to a grantee organization
• A grant is the funding instrument the sponsor provides and documents the funding agreement between the sponsor and the grantee organization
• A fund represents the source of funding
• External - Sponsors award amount​
• Internal - Grantee's funds and resources (cost sharing)​
• Sponsored programs represent the organization's sponsored projects
• Sponsored classes summarize the sponsor's expense and revenue categories

Manage Grants ​

You can use this SAP Fiori app to manage the grant master data and perform various actions.​

Key features include the following:​

• List existing grant master data using filter and search options.​
• Create a new grant from scratch, or as a copy of an existing grant master record.​
• Revise existing grant master data.​
• Change the lifecycle status of a Grant​
• Delete any grants that are not used and are no longer required. The budget and posting data is checked to ensure that a grant is not used anywhere else.​
• Use the draft function to interrupt creation or revision until you continue editing the draft and save it as new master data to the database.

You have to enter​ (this minimum at least) the following:

• Name of the Grant​
• Grant Type​
• Sponsor​
• Authorization Group​
• Cost Center​

The company code is derived from the Cost Center.

In this section, the validity, fiscal year variant, and Time Slices of the grant are defined.​

Time slices can be used to split the budget according to the sponsor's rule.​

They can be generated with the help of the time slice split rule, or manually entered.

In this section, the dimensions allowed for the Grant are defined. 

Postings to the grant are only allowed with the funds, Sponsored Programs, and Sponsored Classes defined here.​

The functionality of the IDC relevant flag for fund and sponsored class are described in more detail in Unit 4, Lesson 2, Calculating Indirect Costs. ​

The functionality of the Cost Sharing flag for the fund is described in more detail in Unit 4, Lesson 1, Handling Cost Sharing.

In the billing section, it is defined if this grant uses the ResourceRelated Billing functionality, which is described in Unit 4, Lesson 3, Running Billing Processes.​

In the Cost Share section, the Cost Share percentage for Sponsored Program, Sponsored Class, and Fund combinations can be entered. The Cost Share functionality is described in Unit 4, Lesson 1, Handling Cost Sharing.

In the indirect Cost section, the rates and caps for Indirect Cost Calculation can be entered.

The Indirect Cost is described in Unit 4, Lesson 2, Calculating Indirect Costs.

In the following figure, you see all the changes that have occurred in the change log.

In the following figure, you can track the workflow activity for the grant master status changes.

The Sponsor has the financial and administrative details like Name, Contact Information, and Payment Information.​

It also holds defaults for creation of a grant. The defaults shown on the left are taken over to the grant at its creation but can be changed on the grant.

The Fund Type determines if the fund represents external funds (the award amount of the sponsors) or internal funds (own organizations money).

The Sponsored Program​ consists of the following:

It has the Description and Attachments ​

The Sponsored Class consists of the following:​

• It has the Description and Attachments
• The Class Type determines if the Class is for expenses or revenues​
• The Billable Flag determines if expenses are taken into account in billing functionality - see Unit 4, Lesson 3, Running Billing Processes
  Note

  Unit 4 (Managing the Transactions Involved in SAP Grants Management) covers a great deal in relation to billing.

The Grant Master data Grant, Fund, Sponsored Program, and Sponsored Class can be placed in hierarchies.

The hierarchies can be used in Availability Control (link to AVC) and reporting.

Watch the simulation Create a Sponsored Program to learn more about the system-related activities.

Watch the simulation Add Sponsor Business Role to the Business Partner to learn more about the system-related activities.

Watch the simulation Create Sponsored Classes to learn more about the system-related activities.

Watch the simulation Create Substitiution Rule for Sponsored Classes and Cost Share Split Rules to learn more about the system-related activities.