Grants Management in Nevada Grants Management in Nevada

• The Honorable Kim R. Wallin, CMA, CFM, CPANevada State Controller

How the Problem Was IdentifiedHow the Problem Was Identified

• Executive Branch Audit Meeting

• Department of Agriculture’s Plea for a Standard

• Identification of a Solution

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Grants Reporting Process at the Grants Reporting Process at the Nevada Department of Agriculture Nevada Department of Agriculture

(NDOA)(NDOA)

• Over 60+ grants manually maintained• Proliferation of spreadsheets and word

documents• Manually compiled monthly grant summary and

detail reports in Excel• Manual incorporation of GL data from Financial

Data Warehouse• Manual tracking of reimbursements and

footnotes related to grant expenses

Improvements NeededImprovements NeededIn Grants ManagementIn Grants Management

• Delivering accurate, standardized and timely reports to Federal, State and Private Grantor Agencies

• Delivering real time or near-real time data to Administrators and Project Managers

• Streamlining and standardizing Grant and Agreement Application preparation

• Providing Administrative and Fiscal oversight to the Grants Reporting Process

Reason to Look at XBRLReason to Look at XBRL

• Time required for report preparation• Errors due to manual re-entry of data• Redundant data entry• Lack of standardization

– Non-standard categorization of data between agreements– Non-standard reporting requirements and formats

• Stronger controls over incomplete or missing data elements and structure

• Affordable Solution (Open Source)

Driving Factors for Using XBRLDriving Factors for Using XBRLNDOA interest in resolving several of the pain points using XBRL

Grants Management Goals:

• Timely and accurate data

• Stronger internal controls

• Reduced costs

• Standardized systems, business processes and data elements

• Seamless data exchange between and among agencies

XBRL Benefits:

• Cost savings, efficiency, and improved accuracy and reliability

• Transparency

• Enhanced business reporting and standardization

• Paperless environment

• SOA architecture for interoperability

XBRL and Grants ReportingXBRL and Grants ReportingWe believe XBRL can be integrated into the existing grant management process to improve effectiveness and efficiency

Seamless Data Interchange

How can XBRL help achieve these objectives?

Timeliness / Accuracy of Data

ReducedCosts

Standardization and Efficiencies

ImprovedInternal Control

• Standardized XBRL taxonomies can facilitate standardization and consistent interpretation of data across systems and agencies

• XForms can facilitate automating and improving source data capture and validation

• Use of XBRL GL can provide transparency to transaction level data

• Improved standardization and transparency in turn will shorten time required for data analysis and reporting

Components and TechnologyComponents and TechnologyGrant Management Entity

Financial Data Warehouse

GrantsRepository•Grant Instance Docs• GL Instance Docs• Grant Taxonomy• GL Taxonomy

GrantsRepository•Grant Instance Docs• GL Instance Docs• Grant Taxonomy• GL Taxonomy

ProgramManager

• Analysis Reports• Grant Management Reports• Federal ReportingBusiness

Analyst

XBRLGL Adapter

XBRLGL Adapter transforms GLTransactions from Financial DataWarehouse to XBRL GL instance docs

Program Manager• Add/modifies grant in database using XForm• Performs system administration tasks

Business Analyst• Reviews grant, expense revenue data• Produces reports

Grants Repository• Contains all grant instance documents and taxonomy• Contains all GL instance documents and taxonomies

XBRL GL Adapter• Converts general ledger transactions from financial data warehouse into XBRL Global Ledger (GL) instance documents

General Ledger

Transactions

General Ledger

Transactions

XForm to collect andmodify grant information

Financial Data Warehouse• Contains general ledger transactions related to grants

Use of XBRL

GL for

TransactionsStandardized

Reporting

using Grants

Taxonomies

Xforms data is

tagged at

source

Grants Management Enabled by XBRL

SwitchboardSwitchboard

Add New GrantAdd New Grant

Edit GrantEdit Grant

GL AdapterGL Adapter

View Obligations Awards BudgetView Obligations Awards Budget

Sample ReportsSample Reports

Moving Forward

Future for XBRLFuture for XBRLIn Grants ManagementIn Grants Management

• Standardize Within the State

• Work With Federal Government to Standardize Reporting

• Roll Out To Local Governments

• Can Be Used for Sub Grant Reporting

• Use for Single Audit Reporting

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Questions???Questions???

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Kim R. Wallin, CMA, CFM, CPAkwallin@controller.state.nv.us