Enterprise Grants Management]

Transcription

1 Enterprise Grants Management] Gary Thomas IT Director of SAP Services Jill Stewart SAP Business Architect

2 [ Agenda Introduction Business Need NCDOT Grant Administration Business Process Overview System Architecture Business Value Statewide Grants Approach

3 [ North Carolina Transportation Statewide Infrastructure 78,000 Miles Of Highway Roadway 12,712 Bridges 74 Public Airports Public Transportation In All 100 Counties 2 Major Passenger Train Routes Statewide Bicycle Routes 8 Coastal Ferry Service Routes 2 International Shipping Ports $5 Billion Agency

4 [ SAP Footprint SAP Live since ,000 Users Complex Landscape SAP ECC 6.0 SAP CRM 7.0 SAP NetWeaver 7.1 EP (Intranet and Extranet Portals) BI (BW, BobJ, Xceslius, Crystal, Bex) PI (Interfaces and Web Services) SAP Solution Manager

5 [ Business Need NCDOT administers $1 Billion in grant funding annually Federal funding for NCDOT as recipient Federal funding where NCDOT acts as pass-through agency State funding administered by NCDOT Custom Federal Aid Billing module developed with initial installation of SAP in 2003 (Grantee Processes) Paper-based process for administration of constituent grant funding (Grantor Processes)

6 [ Business Requirements System-enable grant processing Program tracking Applications Award agreements and claims Grant budgets and balances Modernize form generation and communications Streamline business processes Web-enable grant activities for recipients Application submission Award status Invoice submission

7 [ IT Requirements Leverage existing financial processes ECC financial and cost accounting Federal billing and expenditure splitting Payment processing Leverage existing infrastructure ERP Business Suite (including CRM) Business Warehouse/Business Intelligence Enterprise Portal Leverage existing labor pool IT support staff Supplemental contract resources Financial Processes Existing Infrastructure Skill Alignment

8 [ What is Grants Management? State as Grantor Publish Grant Programs Receive and Assess Applications Award Grants Process Claims Make Payments Monitor Grant Projects Audit State as Grantee Notification of Opportunities Complete Applications Receive Award Bill Granting Agency Receive Payment Submit Progress Reports

9 [ Integrated Processes

10 [ Program Management System manages grants by program Manage program budget Track application status Monitor agreements Program audits Reporting and data analysis Programs grouped by business area Similar business logic Address same external user base Organizational structure alignment

11 [ Online Presence Grant Recipients Access Grants Online Grant Application Submission Award Status Invoice Submission Program Tracking Grant Budgets and Balances

12 [ Process Improvements Modern Communication Methods Notifications Adobe Interactive Forms Electronic and Scanned Document Upload Online Help Auto-populate Business Partner Data Leverage Data in Downstream Processes Case Management Integrated Reporting Audit Support Comprehensive Business Partner Profile

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20 [ System Architecture

21 [ System Integration ECC Vendor/BP General Ledger Fund Funded Program Budget/Commitment Billing/Payment Account Assignment CRM BP Expense Types Funding Source Grantor Program Agreement Claim Object Validation 21

22 [ Project Approach First wave 2 business units (April 2011) 8 months, $750, in-house staff (part-time) 2 supplemental contract resources Second wave 1 business unit (April 2012) 6 months, $200,000 No supplemental staffing Additional business units planned

23 [ Business Value Improved Transparency and Auditability of Grant Program Activities Controlled Unallowable Costs Up Front Enabled Controls to Ensure Each Grant Spent in Accordance with Federal Guidelines Minimized Audit Concerns Streamlined Activities from Proposal to Closeout Reduced Application Cycle Time by 50% Eliminated Manual and Paper Processes

24 [ Shared Services NCDOT has history of shared SAP services within State of NC Department of Public Instruction (Plant Maintenance and Inventory) State Highway Patrol (Plant Maintenance) State Port Authority (Financials and Assets) Global TransPark (Financials) Department of Agriculture (Accounts Receivable) State of NC looking to consolidate systems Grants Management part of initial effort Focus on reuse of existing business processes Overcomes initial cost barrier Encourages collaborative process improvement

25 [ Statewide Opportunity Cost per transaction $ ROI Initial Implementation DOT Foundation for the Future Time 25

26 [ Enterprise Grants Management Interagency agreement defines scope and terms of services Implementation projects roll out functionality in phases Standardized Processes Financial integration 80/20 Template as basis for additional business processes Organizational Alignment Statewide Support Structure Skill Development Customer Satisfaction User group governs system changes and future direction

27 [ Benefits of Consolidation Common Reporting Common Process Model Common Platform & Support Common Standards Tighter budget control over grants Ability to leverage best practice Long-term sustainability Improved information security Reduced incidence of fraud Faster return on investment Lower overall cost due to leveraged assets Ease of auditability Improved analysis across programs Reduced training cost Consolidated systems Reduced support cost Reduced support cost Improved service levels

28 [ Key Learning Points High-level Grant process overview Use of adaptive technology s Case management PDF forms Attachments Grantor Management (CRM) integration with ECC processes and master data synchronization 28

29 [ Wrap Up Gary Thomas IT Director of SAP Services Jill Stewart SAP Business Architect Manoj Pandya SAP Consultant

30 [ Thank you for participating. For ongoing education in this area of focus, visit