grants accounting 06 12

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Grants Accounting

Release 12 Setup

Webinar June 12, 2012

by

Debbie Pegram

5

Agenda

• What is Grants Accounting?

• Award Functionality and Features

• Sponsored Projects

• Grants Accounting Integration with Other

Oracle Products

• Tables , Packages and Diagnostics

6

What is Grants Accounting?

• Grant and Award are interchangeable.

• Award is financial assistance from a public agency to a recipient

to fund a specific activity or purpose.

• Awards can be paid in lump sums or installments

• The Award Recipient needs the ability to:

• Store compliances and condition information related to the award.

• Track awards and the project(s) they fund from inception to final reporting

• Only spend the monies for allowed costs and not overspend the funds

provided for the project(s) (fundschecking)

• Generate Revenue and invoice the agency providing the award to receive the

funds.

• Grants Accounting is an extension of Oracle Projects

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Oracle Internet

Expense

Human

Resources

Inventory

Non Project CIP & Assets Customers Invoices

OBIEE

Payables

Actuals

Primavera

Cash Mgt.

Purchasing

Assets Project Contracts

Journal

(Cost)

Post Revenue

General Ledger (Project, Award)

Receivables

Hyperion

Budget, Reporting

Journal Entries

A

Projects

Grants Project MGMT

A

8

Implementation Options

Once all other modules implemented, including Project Costing and Billing:

9

Award

• Just as the project stores your primary information in

Project Costing, the award is the primary vehicle.

• Awards can be create from an Award Template or another

Award.

• The award has a start, end, and close date that must be

within a defined projects and GL period.

• Awards can have a status of– active, at risk, closed, on hold

• The Award is assigned an organization and an Award Type

© 2011 Oracle Corporation – Proprietary and Confidential

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Award Template

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Award Purpose Codes

User defined description of an activity that an award is funding, required.

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Terms & Conditions

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Budgetary Controls

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Budgetary Controls

• The award allows you to set Budgetary Controls at the levels: • Award/Project

• Task

• Resource Group

• Resource

• For any combination of • Absolute (will stop the transaction),

• Advistory (issues a Warning)

• None – bypasses most of the fundschecking code.

• It allows workflow for budget approvals

• Similar to General Ledger fundschecking controls can be set to different

amount type and boundary codes.

© 2011 Oracle Corporation – Proprietary and Confidential

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Award Roles

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Award Report Templates

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Compliances Tab

• Burden Schedule Assigned to the Award

• Allowed Cost Schedule

• Billing and Revenue Distribution Rules

• Billing Cycle and Format

18

Award Billing Forms

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Award Billing Forms

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Award References

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Award Quick Entry

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Entering the Award Installment

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Funding the Project

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Sponsored Project Types

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The Award Project

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The Award Project Budget

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Award Project Budget

• Navigate Budget Awards,

• Input the Award, All the available sponsored projects that have been

funded by the award appear

• Budget at one project and award combination at a time.

• Use any combination of budget entry methods, but we are always going

to need to budget burdened cost.

• All budgets must be either at project or task level for all projects funded

by an award, but different budget entry methods can be used.

• • Information About Patch 5380716, Award Status Inquiry, Award Budget, and Award

Management Enhancements (Doc ID 391757.1)

© 2011 Oracle Corporation – Proprietary and Confidential

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Award Status Inquiry

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Government Report SF425

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Grants Accounting and Projects

• Grants Accounting can be implemented for one

business unit and will use functionality from the other

Projects modules.

• If you want both

• Grants Accounting and

• Projects without Grants Accounting implemented,

the implementations can be done for DIFFERENT business units.

• Chapter 1 of the Grants Accounting User's Guide

includes a table of Functionality Differences Between

Projects and Grants Accounting

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Project Modules Used with Grants

• Project Billing

• Project Costing

• Project Foundation

• Project Portfolio Management

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Project Modules that WILL Work with

Grants Accounting

• Project Resource Management

• Project Collaboration

• Project Management

• The Projects List of Values will include Award Numbers which would

require a personalization to exclude all projects with project_type =

'AWARD_PROJECT'

• Note 878214.1 Project Management & Grants Accounting Are Certified

To Work In Same Operating Unit

33

Other Products

• Grants Accounting is integrated into:

• iProcurement

• Internet Expense

• Payables

• Purchasing (Accrue at Period End ONLY)

• Receivables

• Oracle Business Intelligence and Project analytics

(OBIA) solution for Release requires customizations to

utilize grants accounting tables.

34

Modules that WON’T

work with Grants Accounting

In the Same Operating Unit:

• Oracle Time and Labor (HR)

• Project Contracts

• Project Manufacturing

• Inventory Interface to Projects

35

How to Determine if a Feature will

Work with Grants?

• Review the matrix in Chapter 1 of the Grants

Accounting Users’ Guide

• Check the seeded Grants Accounting Super User

menus and concurrent processes.

• Log a service request with Support. There are some

exceptions related to capital assets and mass change

processes.

• DO NOT run concurrent processes under seeded

Projects Responsibilities!

36

Database Objects - Tables

• GMS_AWARDS_ALL (award_id) stores information about the awards or award

templates The value of the field AWARD_TEMPLATE_FLAG determine whether

the record is for a template or an award. 'Immediate' indicates template and

'Deferred' indicates award.

• GMS_IMPLEMENTATIONS_ALL – holds Grants Accounting implementation

options information by org_id

• GMS_LOOKUPS - Contains lookup codes for Grants Accounting

• GMS_PROJECT_TYPES - holds Project Type and Sponsor Flag = ‘Y’

• GMS_ TERMS_CONDITIONS - Stores terms and conditions available to assign

to an award

• GMS_REPORT_TEMPLATES - Stores the different type of reports that can be

assigned to the award.

• GMS_BILLING_FORMS – Stores billing form information.

37

Database Objects – Packages and

Forms

-gms.pll

-GMSAWEAW.fmb Award Form

- GMS_AWARDS_PKG (gmsawawb.pls, gmsawaws.pls)

- GMS_AWARD_PVT (gmsawpvb.pls, gmsawpvs.pls) API used by award

form to

1. Create_award

2. Create_installments

3. Create_contacts

4. Create_reports

5. Create_personnel

6. Create_term_condition

7. Create_reference_number

8. Copy_award

38

Diagnostics

39

Important Knowledge Content

• Grants Accounting R12.1.3 Implementation Overview

and Upgrade Considerations

• Please see the additional notes attached to this main

note.

40

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