Grantor Management Module (UE2 Implementing Partners Project) Overview... · 2019-04-23 · SAP...

Grantor Management Module

(UE2 Implementing Partners Project)

Overview of Grantor Management

29.01.2019

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How does the United Nations implement its programme of work?

Those who are new to the United Nations may wonder how the United Nations implements its programs and executes its projects? Well lets talk about it.

1. UN Offices implement programmes and projects which are in line with the

mandates, goals and aims of the Organization.

2. The UN can either execute its programmes and projects on its own or use

Implementing Partners to help carry out its mandated activities. Programmes

and projects can also be executed together with the Partner.

3. In both cases, the UN entrusts the partner to implement its

programmes/projects and transfers money to the partner. The partner in

turn is responsible and accountable to the UN for the execution of the

activities.

4. The UN can also transfer money to the End Beneficiaries to carry out its own

programme/projects as long as the End Beneficiaries’ goals and aims are

aligned with the UN’s.

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What is the difference between End Beneficiary and Implementing Partner?

Implementing partner is executing the mandated activities and projects on behalf of the UN. The UN transfers money to the partner who is accountable and responsible for the effective use of resources and to carry out the project, in part or in its entirety. The implementing partner will report periodically to the UN on the implementation of the project. Administrative costs, known as a Programme Support Cost may be shared with the partner.

End Beneficiary is receiving money and/or in-kind resources for executing the projects/activities which are in line with the aims and the objectives of the UN and benefit the End Beneficiaries themselves, support its programme objective and build its capacity.

The SG is proposing new financial regulations and rules for Implementing Partners and End Beneficiaries. The Controller’s Office is leading the effort to establish a framework, policy that will govern Implementing Partnership and End Beneficiary arrangements.

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What tool can be used to record transaction with End Beneficiaries and Implementing Partners?

Up till know we recorded transactions related to End Beneficiaries and

Implementing Partners in Umoja is a temporary solution. We use several

modules, including Grantee Management (GM) and even Supply Relationship

Management (SRM) to record those transactions.

But recently a new module called Grantor Management was introduced for

this purpose and old way of the recording transactions in Umoja will be

phased out.

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Term Description

Grantee

An organization or an individual directly receiving funds from

a Grantor (providing funds organization, called donor or

sponsor).

GrantorAn organization or an individual providing resources to

another entity, that is Grantee (receiving organization).

Who is the UN Grantee or Grantor?

How do we make sense of Grantee and Grantor Management? It is confusing.

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Why do we need Grantor Management?

The current solution mostly addresses the process from budgetary and

financial point of view. The new module offers the functionalities for

programmatic side of the UN Business.

In addition, the module is integrated with other Umoja Modules enabling

the continuity of the budgeting and financial processes.

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What are the benefits of the Grantor Management?

What Grantor Management module will offer…

▪ Full life cycle of the UN’s interaction with Implementing Partners (IPs) and End Beneficiaries (EBs)

▪ A user-friendly portal for IPs and EBs to request funds from the Secretariat, record the progress of their implementation and submit other performance details online

▪ Tools for programme managers (a) to plan the engagement of IPs /EBs and manage their application, assessment and selection processes, (b) to monitor and evaluate their work, and (c) to share assessment and performance information with other Secretariat entities

▪ Possibility for integration of strategic planning and performance management with grants and IP management that will result in reduction of time and efforts to perform repetitive due diligence and assessment of potential IPs

▪ Faster negotiations and approval of IP agreement when using template agreements

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Where does the Grantor Management fit Umoja?

Financial Management

Grants Management

Grantor Management

UE 2

Implementing

Partner

Project

GranteeManagement

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SAP Grantor Management Integration

FM GM(M & S Grants)

FI(AP/AR/GL)

PS

Grantor Management CRM

Business Partners

Implementing Partners

(Customers/Vendors)

Funds Commitments

Applications Agreements

Advance/Claim Payments& GL postings

Umoja ECC

CO

Grantor Program(s)

ClaimChange Request

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Grantor Management Integration

CRM ECC FM

ECC GL

ECC AP/AR

EC

C G

M

ECC PS

ECC PPM

BW-HANA-BPC

Data ProcessProcess (TBC)

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How will Grantor Solution change with introduction of

Grantor Management?

Foundation Grantor Solution

Business Partner

Vendor

Staff

Not Available

Passthrough Grant

Purchase Order

Downpayment

P1 Budget

UE2 Grantor Solution

Business Partner

Grantee

Employee

Contact

Grantor Program

Grantor Agreement

Funds Commitment

Advance

M1/S1 Budget

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Changes to the upstream process in ECC

Using only the WBSE elements in Grantor Management Process dictate

that for all funding sources, including the Regular Budget and Peace

Keeping funding the WBSEs should be used to record transactions with

End Beneficiaries and Implementing Partners.

Setting up percentages on Grant Master Data (S1 or M1 Grants) for

calculation of the UN Program Support Cost or in SAP term IDC (Indirect

Cost).

Budgeting for consumption for Grantor Program would require the

defined Funded Program

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Setting up Grant Master Data in ECC for Calculation of UN PSC (Program Support Cost)

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Change in upstream process in ECC: Budgeting for consumption for Grantor Program

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Project Objective

Outcome 1

Output 1.1 Output 1.2

Outcome 2

Output

2.1

Output

2.2

Activity 2.2.1 Activity 2.2.2 Activity 2.2.3

GP1=>FP

Project Objective

Outcome 1


Outcome 2

Output

2.1

Output

2.2


GP1=>FP

Project Objective

Outcome 1


Outcome 2

Output

2.1

Output

2.2


GP1=> FP

Project Objective

Outcome 1


Outcome 2

Output

2.1

Output

2.2


GP1=> FP

1 2

3 4

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Grantor Management: Master Data and Transactional Data

Master Data:

Business Partner

Grantor Program

Transactional Data:

Application

Agreement

Change Request:

Funds Certification,

Payment Request,

Amendment

Claim: Statement of Income and Expense aka Expense Report

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The Business Partner is an important master data record in

Grantor Management, most transactions cannot be processed

without it.

Business Partner may be a person or organization in which

your organisation has a business interest.

A Business Partner type is used to classify a Business Partner

in business terms.

Business Partner types in Grantor Management (CRM):

Grantee, Contact and Employee

Business Partner - Definition

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Represents the Implementing Partner or End Beneficiary organisation who

will be applying for Grants from the UN

CRM view of the ECC Business Partner Vendor

All Grantor financial transactions related to the IP or EB will be posted

against the UN Grantee

Implementing Partners and End Beneficiaries already exist as Business

Partners in Umoja SAP ECC before Grantor Management was introduced.

They are represented across different BP account groups:

➢ Member and Non Member States

➢ Government and Local Authority

➢ UN Agency Fund Programme

➢ Intergovernment NGO

Business Partner - UN Grantee

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Every BP Grantee should have at least one contact person

registered and linked to them.

The contact person must be registered as a BP and linked to

the UN Grantee BP.

This contact person will be able to create application, submit

change requests, expenses reports on behalf of UN Grantee

and also receive correspondence related to the relevant

transactions submitted.

Business Partner - Contact

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Refers to staff member who works in your organization

Has responsibilities with respect to the task execution during the Grantor

Lifecycle

It is important to note that:

BP for UN Grantee will be created in Umoja/ECC first and automatically

replicated to CRM

Contact(s) for UN Grantee BP will be created and maintained only in

CRM

Employees will be set up during the provisioning

Business Partner - Employee

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Master Data: Business Partner (BP)

Before UE2

ECC

Grantee BP

1111 Member state

12xx Non-member state

13xx Govt & Local Author.

14xx UN Family

15xx Inter Govt’l & NGO

Contact Person

After UE2

ECC

Grantee BP*

1111 Member state



14xx UN Family


* Flagged as Grantor

Relevant

CRM

Grantee BP

1111 Member state



14xx UN Family


Replicated

Contact Person

Contact Person

R

e

l

a

ti

o

n

S

h

i

p

Contact Person

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No

Yes

Yes Yes

No No

No

Grantee BPexists in ECC?

Grantee BPexists in CRM?

Fill out MDM form to flag Grantee BP as Grantor Relevant in ECC

UN Programme Manager

Fill out MDM form to create Grantee BP with Grantor Relevant ID Type in ECC


ContactPerson exists in CRM?

Fill out MDM form to create Contact Person(s) Grantor Relevant in CRM


End

Start

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MDM InfoPath form published on iSeek are used to request creation or

updates to grantee BPs in ECC

Forms to request the creation of Contact Persons in CRM are being developed

and will be published in the same section of iSeek

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There are several roles created for Grantor Management that will be

given to the employees participating in the Grantor Process through

provisioning.

Although the Umoja solution is aimed at harmonization of the process

there might be slight difference in the set of roles that each entity will

have. It depends on the differences in level of approval mostly related to

the selection review of the application and negotiation of the agreement.

Master Data: Business Partner (BP) for Employees

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Grantee BP

[email protected]

Contact Person

[email protected]

WO #1 Triage

MDM InfoPath form & Excel file for Grantor Mgmt Contact Person

Finance MDM Team

RFS automatically created in iNeed

WO #2 Unite ID Created

OICT

WO #3 Create Contact Person & relationship in CRM

Finance MDM Team

WO #4 Roleprovisioning

SecurityLiaison Officer

End


WO #1 Create BP in ECC

MDM InfoPath form for Grantee BP

Finance MDM Team

RFS automatically created in iNeed

WO #2 Add bank details

Cashier

WO #3 Confirm bank details

End


Cashier-UNHQ

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Master Data: Business Partner (BP) for Employees - Roles

DOA stands for an employee with Delegation of Authority

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Master Data: Grantor Program - definition

Grantor Program is a Master Data in the Grantor Module that represents

the UN Call for Proposal and facilitate the outreach to the Implementing

Partners and End Beneficiaries. It is a unifying element for the Grantor

delivery system to manage and report on funding given out to UN

Grantees.

There are two major business scenarios in UN for creation of the Grantor

Program:

Scenario #1: Grantor Program is launched for existing UN projects. In this case

the Grantor Program has detailed project specific requirements dictated by

project needs.

Scenario #2: Grantor Program is launched without an existing UN project and

has a broader framework based on the Mandate. In this case, the applicants

will submit to the UN the proposals of the project within the guidelines

established by the Grantor Program.

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Grantor Program ID, Description, Long Description

Objectives, Summary and Priorities of the Grantor Program

Program Type:

End Beneficiary Type

Implementing Partner Type

Start and End Date

Service Organization

Tolerance Profile

Expense Types

Currency

Status

Master Data: Grantor Program – main elements

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Grantor Program: Statuses and Workflow overview

Programmatic ReviewIn Process Financial Review

Approved Closed

Cancelled

Completed

Rejected Rejected

Manual Save –

triggers WF to PO

Released Closed

COPA

Approves

PO

Created

Return Return

Approves

POPO PO

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Application

Application

➢ A business transaction that contains data on an application for a

grant made by a potential grantee.

➢ It is important to understand that in Umoja solution Application

object is used for Selection Review, Negotiations with the UN

Grantees and Review of the Agreement.

➢ Note that the Application workflow is entity specific. The levels of

approvals and the role that approvers have varies from entity to

entity.

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Application: Statuses overview

Return to Applicant

In Process Agreement Review Awarded

Cancelled(before submitting)

UN Grantee/PA submits the Application

Approves

System Status – Open

Return

Approves

PO

Selection Review

Under Negotiation

Multiple levels Multiple levels

Approves

System Status -

ReleasedSystem Status - Rejected

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Application – Selection Review

Application in status “Selection Review”

➢ In Umoja Grantor Management the UN Grantees will be filling out the

Application Form and submitting it to the UN for selection review.

➢ It is important to differentiate between the Application Form and

Application Object. Once the Application Form is saved the

Application object is created in the system with Unique ID. The

Application Form becomes its integral part. The Application object is a

transactional data and used in transactions.

➢ Once the Application is submitted, it is undergoing the selection

review. The Status of the Application is changed from ”In Process” to

“Selection Review”.

➢ Note that the Selection Review process slightly differs from UN entity

to UN entity, but the status during the selection review stays the

same, i.e. “Selection Review”.

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Application – Under Negotiations

The Selection process is over at this point. The Application status has been

changed from “Selection Review” to “Under Negotiations”. The Program

Officer is capturing the outcomes of the negotiation on the Application.

The negotiations start on the Grantor Agreement between UN and

selected UN Grantee. During negotiations the Agreement is being drafted.

The draft of the Agreement (Contract Pro-Forma) is generated and printed

in the system.

Once the negotiations are done and the agreed Contract Pro-Forma is

ready for approval in the system, the Application is moved to status

“Agreement Review”

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Application during Agreement Review

Agreement Review is the approval of the Agreement in the Grantor

Management. It is done on the Application transactional object. The

Agreement review is UN entity specific and might contain different levels

of approval from entity to entity.

Once Application is undergone through the Agreement Review, the

Agreement document signed by both parties should be attached to the

Application, Application should be updated with the dates of signing the

agreement by both parties. Only after that the next step of Generation of

the Agreement is performed in the system.

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Agreement Generation

The Agreement is a business transaction that contains the conditions

under which a grantor awards a grant to a grantee.

The Agreement transactional object is generated by the Program Officer

after the agreement is singed by both parties, approved in the system and

the dates of the agreement are updated on the Application.

The Agreement is an object that doesn’t have the workflow. The

Generation of the Agreement results in creation of the Agreement

transactional object in the system with unique ID.

Note that all the final documents pertaining to the Grantor Agreement as

well as signed by both parties agreement are attached to the Application

object.

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Change Request: Funds Certification

Once Agreement is generated the next step is to create obligation

document against this agreement.

Funds Certification is a transactional object in the system, once approved,

it will result in creation of the Funds Commitment in FM/GM ECC that will

encumber (obligate funds).

Funds Certification Workflow for all entities:

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Change Request: Payment Request

Payment Request – the transactional data in Grantor Management to process payment or disbursement to the End Beneficiary or Implementing Partners.

Payment Request Workflow for all entities:

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Change Request: Amendment

Amendment is a Transactional Data in Grantor Management used to record changes to the Agreement.

Amendment Workflow for all entities:

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Claim: Statement of Income and Expense aka Expense Report

Claim is the transactional data in Grantor Management that is used to

record Expense Report called Statement of Income and Expense.

Claim Workflow for all entities:

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How will Grantor Solution change with introduction of

Grantor Management?

Foundation Grantor Solution

Business Partner

Vendor

Staff

Not Available

Passthrough Grant

Purchase Order

Downpayment

P1 Budget

UE2 Grantor Solution

Business Partner

Grantee

Employee

Contact

Grantor Program

Grantor Agreement

Funds Commitment

Advance

M1/S1 Budget

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Workflows Overview by Object – Release 1

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Grantor Management Process – High Level

SAP Grantor Management Functionalities

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Umoja Grantor Management Process – Level 4: Release 1 and 2

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Umoja Grantor Management Process – Level 4: Release 1 and 2- Continued

Grantor Management Module (UE2 Implementing Partners Project) Overview... · 2019-04-23 · SAP...

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