Grant Master Data Conversion Guide - South Carolina



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|Grant Master Data Conversion Guide |

|August 2009 |

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Grant Master Conversion Overview

This document will explain Master Data Elements for Grants. This will be the basis for creating the files for the data that will be loaded into SAP. The fields described are the fields which will be on the upload file templates.

Two file templates have been developed that will be passed to the agencies. The first file contains header information (grant type, CFDA, Cost Sharing rule, etc.) for the grant. In this file, there will only be one line per grant. The second file will contain repetitive data, such as Fund, Sponsored Class, and Cost Sharing rates. There could be 3 Funds, 2 Sponsored Programs, and 14 Sponsored Classes, for example, which would result in 14 line items in the file for the grant. The number of lines in this file will depend on the grant.

Both file templates will be filled in by the agencies, saved at tab-delimited text files, and uploaded by the SCEIS conversion team.

Data Cleansing

Data cleansing will be required in order to eliminate duplicates and inactive obsolete data. Therefore data cleansing and data analysis by the agencies will be required prior to loading the grant master data.

Legacy Data Extraction and Mapping

The field definitions below are to be used in identifying what legacy data corresponds to the SCEIS data and should aid with the mapping process. This list includes the attributes of the SCEIS fields (length and type) and whether the data is mandatory or optional.

Grant Master Field Definitions

File Format #1:

|Description |Reqd/ |File Field Length |File-specific notes |

| |Opt | | |

|Grant |R |12 |Pos 1-4: Bus Area |

| | | |Pos 5: grant type (1, 2, 3, 4,5) |

| | | |Pos 6-10: agency choice |

| | | |Pos 11-12: FY |

|Grant Type |R |2 |"G1" - Federal |

| | | |"G2" - State |

| | | |"G3" - Non-Government |

| | | |"G4" - Recd from Non-SC Agencies |

| | | |"G5" - Sub-Grant |

|External Reference |O |24 | |

|Internal Reference |R |24 |Project/Phase (include leading zeroes) |

|Grant Sponsor |R |7 | |

|Grant validity from date |R |8 |YYYYMMDD |

|Grant Validity To Date |R |8 |YYYYMMDD |

|Rule Used as a Basis for Billing |R |1 |"6": manual billing |

|Award Type |R |3 |"OTH" - Other |

| | | |"RND" - R&D |

|Grant Value |R |13 |XXXXXXXXXXX.XX |

|Number in Catalog of Federal Domestic |O |6 | |

|Assistance | | | |

|Fiscal year variant of grant |R |2 |"SC" |

|Rule for Determining Indirect Costs |O |1 |"1" - Based on External Funds only |

| | | |“2” – Based on Internal and External Funds |

| | | |“Blank” |

|Rule for Determining Cost Sharing |O |1 |"1" - based on direct cost |

|Requirements | | |"2" - based on direct and indirect cost |

|Cost Sharing Rate |O |6 |XX.XXX |

|Origin of Grant Funding |O |30 | |

|Letter of Credit |O |20 | |

|Name |R |20 | |

|Description |R |80 | |

|Start Date |R |8 |YYYYMMDD |

|End Date |R |8 |YYYYMMDD |

|Report on SFFA? |O |1 |"X" or blank |

|R&D Award |O |1 |"Y" or "N" |

|Fund Source Code |O |1 |"A", "B", "C", or blank |

|Program Contact1 |O |25 | |

|Program Contact2 |O |25 | |

|Originating Sponsor |O |7 | |

|Sub-recipient Agency |O |4 | |

|Ref1 |O |50 | |

|Ref2 |O |50 | |

|Ref3 |O |50 | |

|Ref4 |O |50 | |

File Format #2

|Description |Reqd/ |File Field Length |File-specific notes |

| |Opt | | |

|Grant |R |12 |Used to link the files |

|Fund |O |8 |Must be at least one Fund |

|Indirect Cost Recover Fund |O |1 |"X" or blank |

|Cost sharing fund |O |1 |"X" or blank |

|GM Program Income Fund |O |1 |"X" or blank |

|Sponsored Program |O |20 |Must be at least one Spon Pgm |

|Sponsored Class |O |20 |Must be at least one Spon Class |

|Contributes to Indirect Cost Calculations|O |1 |"X" or blank: relative to Sponsored Class on same line |

|Cost Sharing Fund |O |8 | |

|Cost Sharing Program |O |20 | |

|Cost Sharing Percentage |O |6 |"XX.XXX": relative to associated Cost Sharing Fund and |

| | | |Sponsored Program |

|IDC Sponsored Program |O |20 | |

|IDC Indirect Overhead Rate |O |6 |"XX.XXX": relative to associated IDC Sponsored Program |

Formatted Grant Master Data Template

This spreadsheet is to be used for staging the Legacy data. There are two worksheets: Grant Header and Grant Detail.

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Special Instructions

This data lists workbook is to assist you in building your grant master data upload files.

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In-depth documentation on the process is included in this document.

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These three cost-sharing fields provide minimal functionality and can be skipped.

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