MAGIC PROJECT WORKSHOP AGENDA FIN_GM_04, GRANTS BILLING AND RECEIVABLES

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1 MAGIC PROJECT WORKSHOP AGENDA FIN_GM_04, GRANTS BILLING AND RECEIVABLES PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson WORKSHOP DESCRIPTION Workshop Name FIN_GM_04, Grant Billing and Receivables Workshop Purpose / Focus Discuss and demonstrate processes related to posting invoices, requesting payment from the grantor (sponsor), and receiving payments. While the workshop will review various billing scenarios (see agenda items below), we will pay particular attention to billing for CMIA grants. Date Time Location 01/17/2012 8:30 Woolfolk Building, Room 145 WORKSHOP PARTICIPANTS

2 Facilitators Bob Lowery, John Cunningham Invitees Scribe Tessa Turner WORKSHOP AGENDA Time (min) Agenda Item Presenter/Facilitator 5 1. Roadmap of Grant Workshops John Cunningham Review of Business Organization and Master Data John Cunningham / Bob Lowery Cost Reimbursable Billing for CMIA John Cunningham 60 Other Billing Scenarios John Cunningham 4. Cost Reimbursable Other Federal Letter of Credit 5. Cost Reimbursable Other Federal non Letter of Credit (BREAK) 6. Cost Reimbursable Non Federal Sponsors 7. Scheduled and Milestone Billing Special Scenarios Advance Payments Other Topics BI Reports Authorizations Enhancements John Cunningham John Cunningham Wrap Up John Cunningham / Bob Lowery 2

3 ACTION ITEMS From previous workshops None Action Item Assigned to Due Date PRELIMINARY PROCESS INFORMATION None WORKSHOP DOCUMENTATION Item Description None ATTACHMENTS Item Description None 3

4 Workshop Presentation FIN_GM_04 Grantor Billing and Receivables January 17, 2012 Department of Finance and Administration Office of the Mississippi Management and Reporting System 1/17/2012 1

5 1. Workshop Ground Rules 2. Workshop Guiding Principles 3. Workshop Objectives 4. Workshop Agenda in Detail 5. Workshop Roles 6. Workshop Content 7. Workshop Wrap-up AGENDA 1/17/2012 2

6 Workshop Ground Rules All participants should be familiar with the requirements and the topics to be covered; The workshop scribe is responsible for documenting the parking lot issues and follow up questions; The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and Parking of discussion item if the required knowledge is not in the room. 1/17/2012 3

7 Workshop Guiding Principles Workshop Demonstrate how requirements are met using Standard SAP functionality Utilize standard SAP functionality (80/20 rule) Participant Be attentive and open minded Explore questions and answers Encourage input from other participants Avoid the what won t work mindset Essential to dos: Review Business Process Model Update/Create process Flow Diagrams WS Output Documents Identify RICEFW Objects Document process changes/implications Solution Manager: Create Business Blueprint documents Identify Issues and Risks Refrain from absolutes and mandates Focus on current issue being discussed Avoid war stories Manage cell phone, pagers & interruptions Keep the conversations to one at a time 1/17/2012 4

8 Workshop Objectives Review Proposed Processes for Grant Lifecycle and Execution Discuss and Answer Specific Questions re Proposals Raise Any Issues or Concerns with Proposals Note - The Following topics are Covered in Later Workshops: Grantor Billing and Receivables Sub-awards to Local Agencies 1/17/2012 5

9 Workshop Agenda Team Date Topics Financials FI-GM January 17, Roadmap of Grant Workshops 2. Review Elements of Grants Management Master Data, and Relationship to Other Modules 3. Cost Reimbursable Billing CMIA 4. Cost Reimbursable Billing Other Federal Letter of Credit 5. Cost Reimbursable Billing Other Federal non-letter of Credit 6. Cost Reimbursable Billing Non-Federal Sponsors 7. Scheduled and Milestone Billing 8. Special Scenarios Advance Payments from Sponsors Deliverables 1/17/2012 6

10 Workshop Agenda Team Date Topics Financials FI-GM January 17, Other Topics BI Reports Authorizations Enhancements 10. Review Decisions and Wrap-Up Deliverables 1/17/2012 7

11 Blueprint Workshop - Roles SAP Facilitator John Cunningham Customer Facilitator Bob Lowery Scribe OCM Tessa Turner Joshua Tillman A successful workshop is the result of interaction and participation! 1/17/2012 8

12 1. Roadmap of Grant Workshops - Today Workshop Name Dates FIN_05 Grant Accounting Design with GM Master Data Oct 26 FIN_GM_01 Grants Master Data Detail Nov 8-10 FIN_GM_02/ 03 Grant Lifecycle and Execution Dec 12 FIN_GM_04 Grantor Billing and Receivables Jan 17 FIN_GM_05 Sub-Grantee Scenarios TBD 1/17/2012 9

13 2. Review of SAP Master Data 1/17/

14 2. Business Area, Fund, Functional Area Business Area The Business Area will be used for the Agency Number The field is 4 digits and new numbers will be assigned Fund The Fund has the same meaning as the SAAS Fund New fund numbers will be assigned by funding sources The field is 10 digits and the appropriation number will be linked Functional Area The Functional Area contains the Appropriation Unit & future use is Program Budgeting The field length is a maximum of 16 digits and will consist of AU (4)/ Program (8)/ Activity (4) Appropriation Unit / Program /Activity XXXX /XXXXXXXX /XXXX 1/17/

15 2. General Ledger Account, Cost Center General Ledger Account General Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance, Revenue and Expenditure The field is 8 digits and the Major Object Code will be built into the number Cost Center The Cost Center represents a division or area within an agency for recording and reporting budgets, revenues and expenditures The field is 10 digits and may be set up as Agency/Bureau/Agency Discretion Agency/ Bureau / Agency Discretion XXXX / XX / XXXX 1/17/

16 2. Project & WBS Element, Internal Order Projects Projects are made up of Work Breakdown Structure (WBS) Elements- 24 digits Funded Program Could be used to control budget at the project or WBS level WBS Elements will be used for: Capital Projects ITS Services MDOT Projects State Aid Road Maintenance Internal Order This is a flexible cost collector that can be defined by the agency to meet a variety of agency needs 10 digits Internal Orders may be used for: Internal Services Events Activities Locations 1/17/

17 2. Grants Grants Grant Used to maintain the terms and conditions of the funding and administration of a sponsor s award Sponsored Class Used with grants to summarize expenses based on the sponsor s cost categories Sponsored Class is generally aligned with the existing major expense codes Sponsored Program Used with grants to track expenses based on the sponsor s programs. 1/17/

18 3. Cost Reimbursable Billing - CMIA Outline 3.1 Background re SAP Cost Reimbursable Billing 3.2 Proposed Process for CMIA Billing 3.3 Clearance Pattern 3.4 SAP Billing Example 3.5 Report to Calculate Draw 3.6 Recording the Draw 3.7 Posting the Payment 3.8 Interest Calculation 1/17/

19 3.1 CMIA SAP Cost Reimb. Billing Overview Overview of SAP Automatic Cost Reimb. Billing Billing means creating invoice posting in system (Always possible to create manual invoice instead) Billing Transaction Selects Individual Items to Bill from Grants Ledger. Selections and criteria: User selects: Grants (by attributes) Sponsored programs Date(s) 1/17/

20 3.1 CMIA SAP Cost Reimb. Billing Overview Selections and Criteria (continued): Pre-defined criteria: Sponsor s fund Billable sponsored class Billing rule on grant master indicates whether to select accrued or paid expense Item Not Blocked Item Not Previously Billed 1/17/

21 3.1 CMIA SAP Cost Reimb. Billing (cont.) Editing Selection of Items to Bill Prior to billing, user can select individual items to block from billing (via a separate transaction) During billing run, user cannot (should not) edit items selected for billing Recommend always maintain tight link between expense items in grant ledger and invoice posting 1/17/

22 3.1 CMIA SAP Cost Reimb. Billing (cont.) Billing run produces invoice postings per grant Items selected are mapped to invoice Items selected are marked as billed to prevent duplicate billing. (Actually writes B on item in ledger.) Accounting Entry: Dr customer account in A/R subledger, receivable account on GL Cr revenue on grant 1/17/

23 3.1 CMIA SAP Cost Reimb. Billing (cont.) Gaps or Limitations to SAP Standard: No CMIA Solution Dates for billing selection are posting dates of (accrual or payment) items in grant ledger Cannot select based upon date payment sent, calculated encashment date, or actual encashment date No transaction to record letter of credit draw Also, no delivered automated interface to sponsor s system for payment request 1/17/

24 3.2 Overview of Proposed Process Seq. Step Who Prerequisites: CMIA indicator maintained on grant master Clearance patterns maintained in SAP Agency staff Trigger Need Reimbursement for Expenses 1 Run automatic billing to create invoice postings (SAP) Agency biller 3 Run custom report to calculate when to draw (SAP) Agency biller 4 On draw date, perform draw (Federal system) Agency biller 1/17/

25 3.2 Overview of Proposed Process (cont.) Seq. Step Who 5 Record draw date and related information (SAP) Agency biller 6 Record Federal payment (SAP) Agency Receiver 1/17/

26 3.3 CMIA - Prerequisites: Maintain CMIA Indicator on Grant Based upon thresholds from CMIA Coordinator Will add field to grant master record Maintain Clearance Pattern Information Based on encashment data provided by Treasurer (details TBD) Custom report to calculate clearance pattern Will create a table to enter average clearance pattern by CFDA, by Agency Other criteria required? 1/17/

27 3.4 CMIA SAP Billing Run Example Can Block Individual Expenses from Billing 1/17/

28 3.4 CMIA SAP Billing Run Example Select Grant for Billing, and Date(s) 1/17/

29 3.4 CMIA SAP Billing Run Example Confirm Selected Amount 1/17/

30 3.4 CMIA SAP Billing Run Example Output from Billing Run Invoice Nbr and Success Drilldown to Accounting Posting (Various Views) 1/17/

31 3.5 Custom Report to Calculate Draw Date User Selects Invoices from Billing Run Selection options: date, userid, letter of credit, invoice numbers / range, etc. Report Selects all items billed on selected invoices Looks up clearnance pattern Looks up business calendar Calculates draw date If not test run, also creates a record for proposed draw with unique number. Updates invoices w/draw nbr and calculated date 1/17/

32 3.6 Record the Draw Agency Biller Performs Draw on Federal Sponsor s System Based upon date and amount(s) on report Record Draw in SAP (via Custom Transaction) Updates draw record with actual date and other relevant information, e.g. Federal confirmation number (if provided) 1/17/

33 3.7 Posting the Payment (Accounts Receivable) Information re Actual Federal Payment Provided from Treasurer to SAP (details TBD) Accounting entry: dr cash in bank, cr cash offset Agency Receiver Posts Payment with Reference to Invoices (to Clear Receivable) Records date Federal payment received Selects invoices to clear by draw number Accounting Entry: dr cash offset, cr sponsor account 1/17/

34 3.7 Posting the Payment - Example Enter Payment Information, and Select Invoices to Clear 1/17/

35 3.7 Posting the Payment - Example Can Use Additional ( Other ) Selection Criteria Example: Populate Draw Number 1/17/

36 3.7 Posting the Payment Example (cont.) Matching Invoices Selected, Amounts Tie to Payment 1/17/

37 3.7 Posting the Payment Example (cont.) Posting A/R Ledger Records Payment to Sponsor Gen. Ledger Records Payment with Fund, Grant, etc. 1/17/

38 3.8 Interest Calculation Custom Report Run Annually Lists by Draw and by Invoice: Amount, Calculated Draw Date, Actual Draw Date, and Date Federal Payment Received in Bank Applies Interest Rate Provided by User Determines Interest Amount Owed/Due per Draw and Invoice Sub-totals Available by all Necessary Attributes, e.g.: Sponsor, SoMS Agency, Letter of Credit, CFDA, Grant, etc. 1/17/

39 4. Cost Reimbursable Billing Other LoC Similar to CMIA Process, but Not Based on Calculated Draw Date Instead, Select (Paid) Expenses for Billing Based on Posting Date of Payment 1/17/

40 4.1 Overview of Proposed Process Seq. Step Who Trigger Need Reimbursement for Expenses 1 Run automatic billing in SAP to create invoice postings Agency biller 3 Run report to summarize invoices by LoC Agency biller 4 Perform draw (Federal system) Agency biller 5 Record draw date and related information (SAP) Agency biller 6 Record Federal payment (SAP) Agency Receiver 1/17/

41 5. Cost Reimb. Billing Federal Non-LoC Perform Billing Run As Before Payment Request Not in Form of Letter of Credit Draw on Federal System Instead Produce Individual Invoice per Grant and Send to Sponsor Run custom transaction User selects invoice (various criteria) Designated form maintained on grant master Call appropriate Standard Form (Adobe), and fill in amounts 1/17/

42 5.1 Overview of Proposed Process Seq. Step Who Trigger Need Reimbursement for Expenses 1 Run automatic billing in SAP to create invoice posting Agency biller 2 Run reports to categorize invoiced expenses Agency biller 3 Produce (Adobe) SF Forms and fill in amounts, based upon reports Agency biller 4 Send Invoice Form to Federal Agency (non-sap) Agency biller 5 Record Federal Agency payment (SAP) per individual invoice Agency Receiver 1/17/

43 5.2 Standard Forms: Build Adobe Interactive Forms for SF s (below) Pre-populate Basic Information, e.g. Names, address (and some amounts in future) Users Enter Amounts, Based on Reports Standard Form 269 Financial Status Report Name 270 Request for Advance or Reimbursement 272, 272a Cash Transaction Report 1034/1035 Public Voucher for Purchases and Services 1/17/

44 6. Cost Reimbursable Billing Non-Federal Process Similar to Federal non-letter of Credit, Except: Propose Select Accrued Expenses for Billing to Optimize Cash Flow Accomplished via different billing rule on grant master Forms Could create standard grant invoice for State Agencies maintain invoice forms required by individual sponsors 1/17/

45 7. Scheduled and Milestone Billing Billing Based on Schedule or Milestones (not Expense) Schedule of Dates or milestones, and amounts Billing Rule on grant master determines If Milestone, Items Blocked from Billing by Default Need process to unblock before billing representing completion of milestone User selects Grant and Dates, and SAP Produces List of Billable Items 1/17/

46 7. Scheduled and Milestone Billing Grant Master Has Schedule of Payments 1/17/

47 7. Scheduled and Milestone Billing User Selects Grant(s) and Dates 1/17/

48 7. Scheduled and Milestone Billing Produces List of Plan Items Eligible for Billing User Then Selects Items to Bill Produces Invoice Similar to Cost Reimbursable Billing 1/17/

49 8. Special Scenarios Advance Funding Post advance payment to sponsor account dr cash, cr sponsor Mark advance payment indicator on grant master Generate invoice postings like normal Exclude grants with advance payment indicator on mass selections Recognize revenue when invoice Based on advance payment indicator, manually determine if need to send invoice, and amount When advance used up by invoices, uncheck indicator Thereafter, invoice as normal 1/17/

50 9. Other Topics 9.1 BI (Datawarehouse) Reports 9.2 Authorizations 9.3 Enhancements 1/17/

51 9.1 Proposed BI Reports (Datawarehouse) Description Billing Summary Billing Detail Accounts Receivable Detail CAFR Grant Schedule Overview Multi-column report showing budget, commitments, expense, invoices, and payments (with difference columns) List of cost reimbursable items, status of billed and unbilled, and invoice billed on Listing of open and cleared invoices and payments Schedule of grants for CAFR reporting 1/17/

52 9.2 Grant Authorizations - Overview 1. Require Access to Specific transaction. Examples: Create / maintain grant master, budget grant, run indirect cost 2. Require Authorization Object, Consisting of: Object, ex: grant Authorization group to group the object Propose business area (agency code) for grant auth. group. Activity, ex: create, display, change, display, post 3. (1) and (2) Grouped into Roles Assigned to Users 1/17/

53 9.2 Grant Authorizations - Proposal 1. Authorization Groups = Business Area (agency code) to Limit All Actions by Agency Certain DFA staff to get all auth. groups 1/17/

54 9.2 Grant Authorizations - Proposal Proposed Grant Roles Role Description Grant Biller Grant Receiver Display Grant Reports Agency role to execute billing Agency role for accounts receivable Run designated grant reports, including billing and A/R 1/17/

55 9.3 Enhancements from Today s Session Type Table, transaction Report Table, transaction Table, transaction Report Enhancement Proposed Enhancements Table and maintenance transaction for clearance patterns Report / transaction to calculate and record clearance pattern Tables and transaction to record draw information Report / transaction to determine and record calculated draw date Report to calculate interest due to/from Federal Government Assign cost object for billing assets (BADI_GM_RRB) 1/17/

56 9.3 Enhancements from Today s Session Type Enhancement Enhancement ABAP Query Proposed Enhancements Table and maintenance transaction for valid combinations of value type and document type Enhance selection of items for billing to include FI document type (enhancement point) Enhance information written to accounting document during SD-FI interface (BADI_SD_ACCOUNTING) Report of invoices by agency, letter of credit, grant, etc. 1/17/

57 9.3 Enhancements from Today s Session Forms Type Proposed Enhancements SF 269 (Financial Status Report) SF 270 (Request for Advance or Reimbursement) SF 272, SF 272a (Cash Transaction Report) SF 1034/1035 (Public Voucher for Purchases and Services Standard State form for non-federal invoice 1/17/

58 10. Workshop Decision Recap CMIA Proposed Process Other Billing Scenarios 1/17/

59 Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions

60 Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 1/17/

61 Questions 1/17/

62 Roadmap of Workshops Next Time Workshop Name Dates FIN_05 Grant Accounting Design with GM Master Data Oct 26 FIN_GM_01 Grants Master Data Detail Nov 8-10 FIN_GM_02/ 03 Grant Lifecycle and Execution Dec 12 FIN_GM_04 Grantor Billing and Receivables Jan 17 FIN_GM_05 Sub-Grantee Scenarios TBD 1/17/

63 Thank you! 1/17/

64 MAGIC Project WORKSHOP MINUTES/ OUTPUT DOCUMENT PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson GENERAL INFORMATION Workshop Title Workshop Facilitators Process Owner Scribe FIN_GM_04 Grantor Billing and Receivables John Cunningham, Bob Lowery Diane Langham Tessa Turner ATTENDEES Name (including Role/Organization) Name (including Role/Organization) Name (including Role/Organization) John Cunningham - SAP Leslie Smith DMH Susan Dodder DFA/BFR Teresa Hayes- MMRS Kenneth Leggett DMH Verneshia Cody DPS Stephen Smith- MMRS Alison Brown MDOT Robbie Coleman MMRS Bob Lowery MMRS Tony R. Moore MSH Tonya Bierman MDRS Ben Cohern MDOT Gracie Sanders MDE David Varner MDRS Bill Dykes MDOT James Hart MDE Richard Ferrell MDHS Joette Pickle MDAC Melissa Harrell MDWFP Vikesha Jackson MDWFP Tessa Turner- SAP Letha Gray MDE Rebecca Charleston MDWFP Jake Hutchins MS Fair Comm. Felecia Day MDOT Debra Dixon MDHS Denise DeRossette Forestry Kathy Piazza DFA/BFR Esther Young MDWFP Stanley Wright EMSH Melanie Floyd MDEQ Sarah Prewitt DFA/BFR Dana M. Watson ESS Nancy Stuart MID Alesha Nelson MAC Kathy Howard MDOT Dianne Hackett MDES Nekeida McSwain DFA/BFR Charles Riddell MDOT Dean Patterson MDA Rene Montes STA Jackie Bailey DMH Helen Curtis MDA Don Dees - MDH

65 ATTENDEES Name (including Role/Organization) Name (including Role/Organization) Name (including Role/Organization) Celeste Brookshire - MDES Lessie Shanks - Military Jennifer Peacock MLC Cindy Ogletree DFA/BFR Frances Davis - MMRS David Collins MLC Tyra M. Bass OHS/PSP 2

66 SUMMARY OF THE MEETING The presentation included proposed processes and a demonstration of functionality for billing and receivables. The key decisions below reflect differences from the proposed processes. Key Decisions Cost Reimbursement Billing Federal CMIA Billing: o No objections were raised to the proposed CMIA solution. o Collectively, the attendees seemed somewhat uncertain re the mechanics of calculating and storing clearance patterns. There seemed to be a requirement to calculate and store clearance patterns by CFDA number, by agency, by grant, and by major object category. We will confirm with the Controller. o It also appeared to be the case that some agencies drew different types of expenses for the same grant on different frequencies, e.g. payroll weekly, purchased expenses every 3 days, etc. SAP s standard automatic invoicing generates invoices for the entire grant, not for different portions of the grant expenses. We will review with the Controller whether how to manage this possible difference in how SAP generates invoices and how agencies enter draws. Cost Reimbursement Billing Federal Letter of Credit Billing (non-cmia) -- No objections or concerns were raised to the proposed solution. Cost Reimbursement Billing Federal non-letter of Credit o Agencies requested an additional form to be developed for the SF 425. Rationale is that it replaces the SF 269. But some agencies continue to use the SF 269, so that form must remain on the development list. o An agency also requested development of Form 9130 (for the Federal Dept. Of Labor / Employment and Training Administration). Cost Reimbursement Billing non-federal o We proposed selecting vendor items to bill at time of invoice rather than at time of payment in order to optimize cash flow. Agencies requested the option to choose to bill non-federal grantors based on either invoice or payment dates. This determination is controlled by the billing rule on the grant master, and can be set by the agency staff when creating the grant. Scheduled and Milestone Billing No objections or concerns were raised to the proposed solution. Gaps No gaps were identified against the proposed processes and solutions. However, clarification is needed from the Controller re some possible issues. See action items below. DECISIONS ANSWERED SAP will record the calculated draw date, actual draw date, and date Federal payment is received to maintain clearance pattern information and address CMIA. Agencies will have the option to bill non-federal grantors based on either invoice or payment dates. A standard state invoice form will be provided. REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT 3

67 DECISIONS ANSWERED A 4 digit agency code will be used for Authorization Group. Grant authorizations will include: Grant Biller, Grant Receiver and Display Grant Reporting. The following Adobe Interactive forms will be provided in SAP: SF 269, SF 270, SF 272, SF 272a, SF 1034/1035, SF REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT CHANGE IMPACT ITEM AREA IMPACTED All new, standard procedures for automatic billing. Billing and receivables ID ACTION/PARKING LOT ITEM OWNER DUE DATE Review timing of revenue recognition with the Controller. Question arose whether revenue should be recognized at time of grantor invoice (standard SAP) or at time of payment from grantor. Diane Langham, Controller 1/20/2012 Confirm details of calculation of clearance patterns, especially the level of granularity at which clearance patterns are stored. Review requirements and proposed solution for invoicing and drawing funds. In particular, what is the requirement draw on different dates by types of expense with a grant. Diane Langham, Controller Diane Langham, Controller 1/31/2012 1/31/2012 4

68 REQID Requirement System provides the ability to edit transactions to ensure that project billings do not exceed the reimbursable budget System provides the ability to produce an invoice that meets the billing requirements for each funding source. System provides the ability to calculate amount to be billed taking into consideration amounts previously billed, accumulated costs incurred prior to federal authorization, and/or limits of matching funds, based on user defined rules System provides the ability to accumulate and bill for all reimbursable expenses of projects System provides the ability to report on matching funds and expenses across one or multiple agencies for draw downs of federal money. System provides the ability to identify the date Federal Funds can be drawn based CMIA compliance procedures and funding techniques for any federally funded grant award that requires Cash Management Improvement Act (CMIA) compliance System provides the ability to track CMIA compliance procedures related to estimated clearance System provides the ability to track CMIA compliance procedures related to payment schedule System provides the ability to track CMIA compliance procedures related to actual clearance ZBA same day payment. System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Actual Clearance ZBA same day System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Average Clearance # of days System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Estimated Clearance System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Monthly Draws # of days System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Payment Schedule weekly System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Semi Monthly Billings System provides the ability to initiate the draw down of federal funds by grant number, CFDA number, fund and account number based on the CMIA compliance option: Daily Draws # of days System provides the ability to produce a report that gives information necessary for drawing down funds from a grant System provides the ability to produce a Federal 270 form that gives information necessary for drawing down funds from a grant System provides the ability to identify grants that fall under CMIA requirements System provides the ability to establish a clearance pattern(s) for each grant System provides the ability to produce a daily report of payments processed for CMIA grants System provides the ability to track grant information using: Letter of credit/drawdown System provides the ability to comply with the Federal Government's Single Audit Act and cash management legislation System provides the ability to match/tie grant revenue to grant expenditures based on Julian dates System provides the ability to report cash receipt transactions as a result of Federal Draw Down System provides the ability to reconcile and report cash and receivables by grant/sub grantee System provides the ability to create the Federal Quarterly 9130 report System provides the ability to create the Federal Quarterly 269 report.

69 System provides the ability to create the Federal Quarterly 272 report System provides the ability to create other Federal reports, as required. System provides the ability to transfer draws between years of multi year grant/sub grants and, depending on transaction type, adjust or not adjust the general ledger System provides the ability to bill by any grant component System provides the ability to automatically bill the grantor from grant data when a bill is required System provides the ability to bill multiple participants on a grant/sub grant System provides the ability to flag outstanding receivables after a user specified length of time. System provides the ability to calculate amount to be billed net of previously billed, accumulated costs incurred prior to federal authorization, and/or limits of matching funds, based on federally defined or user defined rules System provides the ability to produce an invoice that meets the billing requirements for each funding source System provides the ability to support the following grant management process: Payment Processes (billing/receiving/refunds/reporting) System provides the ability to support the following grant management process: CMIA compliance System provides the ability to track the following related to agency grant awards from grantor: Reimbursement schedule System provides the ability to track the following related to agency grant awards from grantor: Cash Management Improvement Act (CMIA) Indicator (yes/no) System provides the ability to download payment requests forms from grantor agencies System provides the ability to upload payment requests forms to grantor agencies. System provides the ability to track and report on contractual requirements including: budget, billing, milestones and deliverables, terms and conditions, funds, and related information System provides the ability to prepare the Financial Status Report SF System provides the ability to prepare the Federal Cash Transaction Report SF 272 and continuation SF 272a System provides the ability to maintain templates for current standard federal reporting requirements (changes to existing or new reports) System provides the ability for agency staff to submit required reports to agency grantors System provides the ability for agencies to submit reports to grantors electronically with attachments System provides the ability for agencies to create drawdowns and vouchers against the grantor's fund sources System provides the ability to produce drawdown requests System provides the ability to facilitate reconciliations with statewide financial system (SAAS) System provides the ability to generate and print invoices System provides the ability to generate late payment notices System provides the ability to support pooled payments System provides the ability to create drawdown reports (history) System provides the ability to automatically generate Federal Vouchers System provides the ability to enter date and amount of Federal Drawdown System provides the ability to create Letter of Credit draw downs. System provides the ability to support the billing and receivable process by creating billings for all awards based on terms defined by the award, tracking payments, and making adjustments as required during the life of the project.

70 System provides the ability to support re creation of an invoice as a correction to the original invoice and have the results reflected in the statewide financial system (SAAS) System provides the ability to generate invoices for allowable costs only and include cumulative costs to date System provides the ability for labor hour/title classification on invoices System provides the ability to allow for multiple billing, bill via, and bill through addresses and prepare invoices accordingly System provides the ability to generate financial reports and invoices on schedule or on demand System provides the ability to provide a free form text field so that invoice changes can be explained and tracked. System provides the ability to provide automated functionality to create, edit, print, electronically submit and track all billable transactions to grantor agencies System provides the ability to support on line sharing of copies of billings and adjustment billings System provides the ability to track costs identified in the system as billable or non billable at the transaction level System provides the ability to support different cash accounts for different types of grants / sub grant System provides the ability to warn user if draw down or reimbursement request exceeds grant award System provides the ability to generate Cash Receipt Transactions as a result of Federal Draw Down System provides the ability to reconcile Cash and Receivables by Grant / Sub Grantee System provides the ability to support the creation of invoices in support of the following standard federal form: 1034/ System provides the ability to support the creation of invoices in support of the following standard federal form: System provides the ability to support the creation of invoices in support of the following standard federal form: Others as required System provides the ability to generate letters of credit System provides the ability to generate exception reports for all awards not billed due to validation errors System provides the ability to identify un billable costs that become billable and generate an invoice to include prior unbilled costs System provides the ability to support the manual creation of invoices System provides the ability to track cost sharing expenditures by project, regardless of funding source, for inclusion in billing when required System provides the ability to generate invoices/payments based on defined milestones System provides the ability to produce an invoice that meets the billing requirements for each funding source System provides the ability to create customized non standard invoice formats and forms System provides the ability to bill by any grant component System provides the ability to automatically bill the grantor from grant data when a bill is required System provides the ability for a mechanism to bill multiple participants on a grant / sub grant System provides the ability for an edit to ensure that grant / sub grant billings do not exceed the reimbursable budget. System provides the ability to calculate amount to be billed taking into consideration amounts previously billed, accumulated costs incurred prior to federal authorization, and/or limits of matching funds, based on federally defined or user defined rules. System provides the ability to support the diverse requirements of sponsors (i.e. state grantors, federal grantors) and provide the level of detail each requires System provides the ability to create the Federal Quarterly 9130 report System provides the ability to create the Federal Quarterly 269 report System provides the ability to create the Federal Quarterly 272 report System provides the ability to create Federal reports.

71 System provides the ability to initiate and interface the following types of transactions to/from the state's accounting system: Payment requests to agency grantors System provides the ability to initiate and interface the following types of transactions to/from the state's accounting system: Cash receipts from agency grantors System provides the ability to interface and connect with federal government standards and systems for electronic invoice submission.