Maintain GM Assignments

Work Instruction Functional Area: Grants Management Maintain GM Assignments

Purpose

Use this procedure to assign derivation rule values to Sponsored Programs and Sponsored Classes on a grant.

Trigger

Perform this procedure when you need to enter or change derivation rule values for a grant. Each new grant requires grants management (GM) derivation rule values before transactions can be posted to the grant.

Prerequisites

 Grant master data (grant, sponsored program, sponsored class) exist in SAP.  Related master data (cost center, functional area, general ledger account, WBS element) exist in SAP.  Derivation rules have been configured in SAP.

Menu Path

Use the following menu path to begin this transaction:

 Select Accounting Public Sector Management Grants Management Master Data Assignments Maintain GM Assignments to go to the Grants Management: Assignments: Maintain Values screen.

Transaction Code

GMDERIVER

Helpful Hints

 Be sure to have a list of all general ledger accounts and their respective sponsored classes for the grant prior to assigning the derivation rules values.  If there are gaps between general ledger lines for a sponsored class, set up each range and assign it to the same sponsored class. These will show up as a single sponsored class on the grant master record and the reports.  GMDERIVE (as opposed to GMDERIVER) is another transaction that can be used to enter or change derivation rule values for a grant. This transaction contains a test tool you can use to ensure your derivation rule is working properly. To use it, click on the Test icon and enter the objects you want to test. You can also click the Trace pushbutton. If you activate this option, the system displays a window each time you enter a transaction, such as a purchase order, showing how GM objects are being derived for that specific transaction.

Transaction GMDERIVE does not have a menu path on the SAP Easy Access screen. Enter GMDERIVE in the Command field to access the transaction. This transaction will seldom be used but is available for analysis purposes.

 The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).  On certain screens you may have to scroll to view some data entry fields. Work Instruction Functional Area: Grants Management Maintain GM Assignments Work Instruction Functional Area: Grants Management Maintain GM Assignments

Procedure

1. Start the transaction using the menu path or transaction code.

GrantsManagement: Assignments: Maintain Values

2. Perform one of the following: If You Want To Then Go To

1. Click to the left of the Deviation Rule which you want to review. Review the data without editing Step 3

2. Click . Enter or change derivation rule Step 6 values for grant, cost center and 1. Click to the left of the Deviation functional area to a sponsored Rule described as Grant + Cost Center + program Functional Area = Sponsored Program.

8/13/2017 04_GM_GMDERIVER_Maint GM Assigments_0_GMgmt.udc 3/14 Ver: © University of Cincinnati Work Instruction Functional Area: Grants Management Maintain GM Assignments

2. Click .

1. Click to the left of the Deviation Enter or change derivation rule Rule described as Grant + GL Account = values for grant and general ledger Sponsored Class. Step 11 accounts to sponsored class

2. Click .

1. Click to the left of the Deviation Enter or change derivation rule vales Rule described as Grant + Project WBS for grant and project WBS elements Element = Sponsored Program (Billing). Step 16 to sponsored program

2. Click .

Exit this transaction Click until you return to the SAP Easy Step 22 Access screen.

Grants Management: Assignments: XXXX

3. Review the displayed information.

The screen name and display will vary according to your selection criteria.

4. Click .

5. Return to Step 2.

Grants Management: Assignments: Change Rule Values

6. Perform one of the following: If You Want To Then Insert a line item 1. Click to the left of a line item.

2. Click .

The system inserts a blank line above the highlighted line.

1. Click to the left of a line item you want to delete.

Delete a line item 2. Click .

The highlighted line is removed. 1. Click in the field for which you want to assign a range of values.

Assign a range of values 2. Click .

The system will insert a column titled to XXXX to the right of the value column.

If some rules already exist, they will be displayed. You may need to scroll down to view an available line in which you can enter data.

7. As required, complete/review the following fields:

Field R/O/C Description

Grant Required At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards Example: 1000012

Cost Center Required An area of responsibility for capturing costs Example: 7261400000

Sponsored Program Required An object used to represent the programs, functions or tasks of the sponsor's organization; One grant can fund several sponsored programs or one sponsored program can be funded by several grants Example: RESEARCH

to XXXX Conditional The to field for the value in which you want to use a range Example: 1000046 Grant

The system will allow you to enter incorrect data! It is important to ensure the derivation rules and assignments are accurate – otherwise no postings will be allowed on the grant. If you encounter a posting error, it is likely there is an error in these entries.

8. Click .

The system displays the message, "Saved."

9. Click .

Grants Management: Assignments: Change Rule Values (2)

11. Perform one of the following: If You Want To Then

1. Click to the left of a line item.

Insert a line item 2. Click .

The system inserts a blank line above the highlighted line. Delete a line item 1. Click to the left of a line item you want to delete.

2. Click .

Assign a range of values 2. Click .

The system will insert a column titled to XXXX to the right of the value column. Continue without a range of values ---

Grant Required At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards Example: 1000012

G/L Account Number Required Code identifying the account in the general ledger where this item will post from a collection of balance sheet and profit and loss statement amounts; includes Assets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (7), Transfer Accounts (8), and CO Secondary Accounts (9) Example: Single G/L Account: 530200 or Range of Accounts: 530200 to 530401

A single G/L account code or a range of account codes can be assigned to the Sponsored Class.

Sponsored Class Required An object used to represent the expense and revenue categories of the sponsor's organization; It is also used on the grant master record to indicate which sponsored classes are relevant for billing and indirect cost (F&A) calculation Example: Supplies

13. Click .

14. Click .

Grants Management: Assignments: Change Rule Values (3)

16. Perform one or more of the following: If You Want To Then Go To

1. Click to the left of a line item.

Insert a line item 2. Click . Step 17

The system inserts a blank line above the highlighted line. Delete a line item Step 18 1. Click to the left of a line item you want to delete.

2. Click .

2. Click . Assign a range of values Step 17

The system will insert a column titled to XXXX to the right of the value column.

Grant Required At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards. Example: 1000012

Work Breakdown Required Individual project structure elements contained Structure Element (WBS within the WBS; Each WBS element is a cost Element) object. Example: G1000-1000036

Sponsored Program Required An object used to represent the programs, functions or tasks of the sponsor's organization; One grant can fund several sponsored programs or one sponsored program can be funded by several grants. Example: RESEARCH

18. Click .

19. Click .

21. Click until you return to the SAP Easy Access screen.

22. You have completed this transaction.

Result

You have assigned derivation rule values to Sponsored Programs and Sponsored Classes on a grant.

Comments

These derivation rules and assignments need to be set up correctly in order to post to the grant. If there is a problem posting to a grant, review them for errors.